Frequently Asked Questions

Select a FOA to view questions and answers for the specific funding opportunity. Alternatively select "Non-FOA related items" to view system FAQ items.

Question 1: What are the differences between DE-FOA-0000852: Community Scale Clean Energy Projects in Indian Country and DE-FOA-0000853: Tribal Renewable Energy and Energy Efficiency Deployment Assistance?
Answer 1:

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.
Question 2: We are developing wood chip based district heating project and we are seeking funding to purchase and operate harvest equipment to handle about 3000 tons of wood chips per year to serve a new boiler that will be installed as part of the project. Is this grant offering applicable to our specific project.
Answer 2:

Only projects that will result in clean or renewable electrical generation, heating or cooling for tribal buildings are eligible under both Funding Opportunity Announcements (FOA).  Please review each FOA for requirements specific to each announcement.  Per Section III.D (“Questions Regarding Eligibility”) of DE-FOA-0000852, 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.

 
Question 3: The FOA states that Awards are contingent upon the availability of appropriated funds (Page 4). Do you know what fiscal year this FOA is appropriated for: 2013 or 2014? Would the funds be available in October or March of the award year?
Answer 3:

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. 

Question 4: Do either of these FOAs limit the use of funds on tribal gaming or gaming related buildings?
Answer 4:

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.
Question 5: Regarding Item 10.b. on Disclosure of Lobbying Activities: Please define what Individuals Performing Services applies to. Is that individuals performing lobbying services or individuals providing services for the applicant project (such as a subcontractor).
Answer 5:
The Disclosure of Lobbying Activities is required from every applicant as part of their application and pertains to the specific project being proposed regardless of who spends the funds. Please see 31 USC 1352 for more information about the Disclosure of Lobbying Activities.
Question 6: We are one of the Alaska Regional Corporations and would like to apply for the referenced opportunity. However, my questions is whether Alaska Native corporations qualify as tribes for the purposes of this grant?
Answer 6:

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.
Question 7: We are somewhat confused about what we are to provide for the budget justification. Will the electronic Excel budget justification sheet from the EERE Exchange site meet the requirement for the budget justification, that is, we don’t have to submit a separate budget narrative?
Answer 7:
A Budget Justification is required for the applicant and any subawardee (consultant/contractor/vendor) that is expected to perform work estimated to be more than $100,000 or 30 percent of the total work effort (whichever is less).   The budget justification needs to include the information under Part IV.C.4.k and as described in Appendix D.  The information may be included on the Budget Justification form (PMC123_1_Budget_Justification) or in your own format.
 
The control numbers are assigned by the Exchange system at the time of application submission.
Question 8: One of the communities we serve has a failed hydro dam that needs replaced. The cost to do this project will include 1) access road improvements, 2) new dam, 3) a mile of 20 inch pipe and 4) a new turbine. We have funds available now for the road and dam which will cost ~ $1.6M. The pipe and turbine, which we do not have funds available for will cost $988K each, or a total of $1.98M. Total cost for this hydro project will be $3.6M. Our question is: If we were to apply for $1M-$1.5M from DOE to go towards the pipe and turbine, would DOE allow the $1.6M for the road and dam (state legislative funds) to be counted as our 50% cost share to the project.
Answer 8:

Per Section III.C (“Questions Regarding Eligibility”) of DE-FOA-0000852, 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.  However,  to be eligible any proposed project must result in power, heat or cooling for a tribal communities building load.  The project would include all aspects of the project scope needed to produce the power, heat or cooling and also reduce Tribally-owned building(s) total fossil fuel use by at least 15%.  Also, see the definition for “renewables” on page 2.

In regards to cost share, cost sharing in the amount of 50% of total project costs is required, unless a cost share waiver is requested per Section III.A of DE-FOA-0000852.  All costs that the applicant wishes to include as cost share must be included in the application budget.  Generally, only non-Federal funds (unless allowed under a specified authority) may be used to meet cost sharing requirements including funds through the State, provided those funds did not originate from a Federal source.  Please note that 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.  

Question 9: Would a tribe be eligible to submit an application under the Funding Opportunity Announcement on behalf of a for-profit casino organization?
Answer 9: Eligibility for award under this Funding Opportunity Announcement is restricted to: (1) an Indian Tribe; (2) Tribal Energy Resource Development Organization; or (3) Tribal Consortium; and on whose (4) Indian Lands the project(s) will be located.  Please see Part III.A (“Eligible Applicants”) of the Funding Opportunity Announcement for definitions.  A tribe may apply on behalf of a for-profit organization, pursuant to the eligibility requirements of the Funding Opportunity Announcement described above, provided the building is Tribally-owned as defined in the Funding Opportunity Announcement. 
Question 10: In regards to the matching requirement, would that be for cash only or do in-kind construction costs or land donation fulfill that requirement?
Answer 10:

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.” 

Question 11: Can a Tribe apply to the Community Scale grant program for a project in phases? With the first phase including feasibility and design? Or is this funding only for installation grant projects?
Answer 11:

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. 

Question 12: The "Indian Entities Recognized and Eligible to Receive Services from the United States Bureau of Indian Affairs 2012" does not list individual Tribal Chapters as federally recognized tribal entities. Are Tribal Chapters eligible for this DOE FOA?
Answer 12:

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.  
Question 13: Is existing housing that is managed by a tribal housing authority eligible? The housing authority will be the applicant.
Answer 13:

Existing housing may be eligible, provided it meets the definition of “Tribally-owned building” as defined in the Funding Opportunity Announcement (FOA).  Please also note that the Tribal housing authority would not in and of itself be an eligible applicant, but could submit on behalf of the Tribe as a “Tribal Organization” (see FOA for definition) provided evidence of that authority was included as part of the application.
Question 14: Would the installation of either on-grid, or off-grid solar street lighting, such as the attached solution be applicable towards any of the currently available tribal DOE grants? These can be either attached to and a productive part of the electrical grid, or they can be off-grid, eliminating electrical grid load altogether.
Answer 14:

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.

 
Question 15: Is a long-term lease for specific equipment (that is a key component of the renewable energy power system) an allowable expense?
Answer 15:
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 600.224 (for Tribal governments).  Either the total value of the equipment purchased during the project period or the leased value of the equipment, but only for the period of the project, would be considered allocable, provided the specific equipment was a key component of the proposed renewable energy power system.  Be aware that DOE would retain a financial interested in any equipment acquired with Federal funds or supplied by the recipient or project participants as cost share (see Part VII.K.).
If selected for an award, the recipient must be able to demonstrate that leased equipment is an economically efficient alternative to purchasing the equipment, per 10 CFR 600.236(b)(4).  Equipment leases must comply with the Cost Principles Cost Principles for State, Local, and Indian Tribal Governments set forth in OMB Circular A-87.37 (Rental costs of buildings and equipment).
Question 16: We are working with a regional Tribal Housing Authority who we have an interest in working with for one of these funding opportunities. This tribal housing authority has applied for DOE funds in the past in behalf of tribes and received a DOE award. Our question is if we applied in behalf of the housing authority, would they be an eligible recipient based on your eligibility definitions in the FOAs.
Answer 16:
A Tribal Housing Authority is not in and of itself an eligible applicant.  However, a Tribal Housing Authority could apply as a “Tribal Organization” (see below for the definition documented in the Funding Opportunity Announcement) on behalf of an eligible “Indian Tribe”, “Tribal Energy Resource Development Organization” or “Tribal Consortium”, provided evidence of the authority to submit an application, relative to the proposed project, is supplied 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.
 
As a Tribal Housing Authority is not directly an eligible applicant, an “Inter-Tribal Organization” or other entity could not apply on their behalf, but rather would need to apply on behalf of an eligible “Indian Tribe”, “Tribal Energy Resource Development Organization” or “Tribal Consortium” (see the Funding Opportunity Announcement for definition).
Question 17: I'd like to get clarification that our Alaska tribe's utility system is 'community scale' and not 'utility scale'. A ruling on our utility's status is greatly appreciated.
Answer 17:
The term “utility-scale projects” (or “commercial”) in the Funding Opportunity Announcement (FOA) pertains to projects with the sole intent to “export electricity off Indian lands for commercial sale” and does not apply specifically to a type of utility.   As the term “utility-scale” is used to refer to a type of project, a ruling on your “utility system” is not applicable; however as long as the project being proposed produces electricity, heat and cooling to be used within the community on Tribally-owned buildings, and is not solely intended to export electricity off Indian lands for commercial scale, then the project would be classified as “community-scale."
Question 18: The funding opportunity announcement states that “Applications proposing the installation of energy efficiency measures must have completed energy audits for the building(s) being proposed.” Can you provide more details on what is required for the energy audit? What should it involve? Does it need to be performed by a particular person in a particular manner? What needs to be included in the audit report?
Answer 18:

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.
Question 19: We are considering putting in a grant application for DE-FOA-000852. Our project is a ground mount solar PV facility on tribal land that would interconnect to the electric grid and through direct Tribal ownership, or a PPA/Solar Garden arrangement, provide electric energy to selected Tribal Buildings. Our questions are as follows: 1) Would funding from this grant preclude the use of the federal solar energy tax incentives such as the ITC and accelerated depreciation? 2) In a grant funded project would there be any restriction on sale of the project pre or post COD? 3) Could the project sell solar energy which was generated within the Reservation to a tribally owned building off the Reservation but on land owned by the Tribe? 4) Could the project offset 15% of fossil fuel usage from an energy user that is not a building? Possible examples would be offsetting the electric load for street lights or an air quality monitoring station? 5) Is their minimum, or range, of time needed to demonstrated fossil fuel savings? 6) When applying for this funding the applicant must certify that if awarded more than $1,000,000 the applicant will upgrade the incandescent lighting at their facilities by the end of the Federal Government’s fiscal year. By which fiscal year must the lighting upgrade be completed? 7) The lighting certification applies to facilities that “are used to complete a majority of the work under the project”. In our proposal the majority of the work is a ground mount solar project which is separate from the buildings it will serve. Thus eliminating work at the buildings. Would the lighting upgrade requirement only apply to the solar project site or would it also apply to the buildings that receive the energy from the project? 8) Would DOE be the lead agency for NEPA? Would BIA be involved and be a cooperating agency?
Answer 19:

See below for responses to your questions.

1)     Grant funding would not preclude federal solar tax incentives such as the ITC or accelerated depreciation.  Be aware, however, that federal tax incentives or accelerated depreciation would not qualify as non-Federal cost share relative to this Funding Opportunity Announcement (FOA), but should be included in the economic analysis if they will be employed to finance the project.

2)     In a grant funded project, DOE retains a financial interest in the equipment acquired with Federal funds or supplied by the recipient or project participants as cost share (see Part VIII.K) and such equipment or property cannot be encumbered or transferred without approval of DOE (see 10 CFR 600.232).

3)     Indian land as defined in the FOA includes any land located within the boundaries of an Indian Reservation, the title to which is held in trust by the United States or land held in fee simple (purchased or owned) by the Indian Tribe.  Therefore, any Tribally-owned building (as defined in the FOA) either on trust land or land owned by the Tribe outside the boundaries of the Reservation is eligible.

4)     Proposed installations are limited to either existing Tribally-owned buildings or Tribally-owned buildings being constructed or to be constructed.

5)     The 15% reduction in total fossil fuel must occur during the project period.  Per Part II.F, DOE anticipates making awards with project periods from one to two years, but no longer than 3 years and must include the period of time required to verify the reduction in fossil fuel use (amount, cost, and percentage) after the installation of the renewable energy system(s) or combined heat and power system.

6)     The year(s) in which the preponderance of work will be completed under this FOA has not yet been determined.  It is therefore recommended that applicants budget for applicable lighting efficiency upgrades as necessary in their application package.  Compliance dates will be determined during the post-selection negotiation phase.

7)     The lighting efficiency requirement applies to facilities used by the applicant in which the majority of activities associated with the grant will be carried out, such as an administrative office, laboratory, etc.  Facilities are defined as “the room(s), area(s), or building(s) that are used to complete a majority of the work under the project.”  Facilities that are not utilized by the applicant in the performance of the grant, even though they may receive energy as a result of the project, are not required to comply with the lighting efficiency requirement.

8)     For any DOE funded project, DOE would make its own NEPA determination and if categorically excluded no further action by DOE would be taken.  If, however, DOE determined that an Environmental Assessment (EA) or Environmental Impact Statement (EIS) was required and other Federal agencies were involved either as a funding entity, regulatory agency, or agency with permitting or approval responsibilities, DOE would assume a lead agency role, unless another agency requested to take on that responsibility in which case the agencies would negotiate roles and responsibilities and document those agreements in an inter-agency memorandum.     

 
Question 20: Regarding the minimum kW rated capacity required for renewable energy systems for electrical power generation only, is that for one individual system on one tribally-owned building or can it be the total of multiple systems on multiple tribally-owned buildings?
Answer 20:
The minimum size (50kW rated capacity under DE-FOA-0000852) of systems generating electrical power only is for either a single individual renewable energy system or the aggregate of multiple renewable energy systems and the electric power generated may be for either a single Tribally-owned building or multiple buildings.  Proposed systems may be physically attached to the building or buildings or ground-mounted, but must be sited on Indian lands.
Question 21: We are preparing to begin working on the grant submittals for both of the FOA’s listed above. Both of these require matching 50% from the tribe but I am a bit confused on the total value of the project we can submit for. On DE-FOA-0000853 It speaks of a $250,000 cap ceiling value, but I believe that represents the 50% share of the Federal agency? So the full value of a project could be $500,000? I am assuming this since you have mentioned very clearly the system must be at least 10kW in size and if the cap is $250,000 for a total value that would reflect a total cost of $2.50 per watt system complete which isn’t realistic given federal regulations on wages and costs to facilitate a grant. Same question on DE-FOA-0000852. It lists a maximum ceiling of $1,500,000. Would this be the total project value with Federal portion being $750,000 or $1,500,000 ceiling on the Federal portion?
Answer 21:
Under DE-FOA-0000853 (Tribal Renewable Energy and Energy Efficiency Deployment Assistance), DOE will share is in 50% of the total allowable cost of the project up to $250,000 (DOE share) for a total project value of $500,000 (including both DOE and recipient share).  Applicants may propose a higher total project value and may carry a higher percentage of recipient cost share, but the maximum DOE contribution will remain $250,000. 
 
Under DE-FOA-0000852,  the maximum amount of DOE funds available for a single award would be $1,500,000  for a total project value of $3,000,000; however only between $2,500,000 to $4,500,000 in DOE funding is available for all awards under this Funding Opportunity Announcement, so the anticipated value of DOE funds per award are anticipated to range between $50,000 to $1,500,000.
Question 22: Since we are an engineering firm assisting the tribe with the grant, are we allowed to submit all documents or does the tribe have to do that?
Answer 22:

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. 

Question 23: In the chart on page 18 of the FOA, a required document is the project/performance site location, is that part of the SF-424?
Answer 23:

Yes, the project/performance site location should be included in blocks 14 and 16.b of the Application for Federal Assistance (SF-424). 

Question 24: I notice on the two current funding announcements for the Tribal Energy Program the list of eligible technologies includes "incremental hydropower." Could I get some clarification on what exactly that entails? Would a new small-scale hydro project for a rural community in Alaska (not connected to a major grid) qualify?
Answer 24:

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).
Question 25: The grant requires a reduction of fossil fuels by 15 % and a minimum of 50 kWh of electricity production. If the Tribe is considered to be on the WECC grid that would make the grant a possibility WECC fuel mix has less than 48% hydro. If it is considered to be on the BPA grid that would mean substantially more hydro. If a facility is considered to be supplied by its utility provider, which is 92% hydro, would the Tribe be eligible?
Answer 25:
Please see Amendment 001 for revised language pertaining to fuel use.  For purposes of this Funding Opportunity Announcement, the calculated reduction (at least 15%) would be the projected reduction in total fuel use, including the case where the utility fuel mix is predominately base load hydropower.   Please note that the size requirement for renewable energy systems  for electrical power generation only is a minimum of 50 kW rated capacity, not 50 kWh of electrical production.
Question 26: If a Tribe already has an active grant from the DOE, could they still apply for this funding opportunity?
Answer 26:
Yes, a Tribe who currently has an active grant with the DOE may apply, provided the scope of the proposed project is not duplicative of (or dependent on the results of) the current grant.
Question 27: 1) If we proposed twenty two installations of 3kW each on newly constructed single family homes, would this meet the 50kW minimum threshold? We have the ability to add tribally owned buildings to the aggregated application as well assuming these can all be bundled under one application. 2) If the project is located on tribal lands and a formal tribal organization is one of the owners of a legal partnership, would the partnership qualify as an applicant? Obviously we can demonstrate complete support from the tribal council and members. 3) Do we need to have formal contracts signed with contractors by June 27th, or can we simply have designs done and estimates in hand?
Answer 27:
1) The minimum size (50kW rated capacity under DE-FOA-0000852) of systems generating electrical power applies to either a single individual renewable energy system or the aggregate of multiple renewable energy systems.  See response to Question #20 (above).  As such, a project consisting of 22 installations of 3kW each would meet the 50kW minimum threshold.
 
2) The partnership as described would not be an eligible applicant, as it does not meet the definition of an Indian Tribe, Tribal Energy Resource Development Organization, or Tribal Consortium.  However, if the formal tribal organization meets the definition of a “Tribal Organization” as defined in the Funding opportunity Announcement (FOA), it would be eligible to apply on behalf of the Indian Tribe, provided evidence of that authority was included in the application.
 
3) Formal executed (signed) contracts for contractors are not required as part of the application; however all other requirements of the FOA must be met.  If consultants, contractors, or vendors have not been identified, indicate that in the Project Narrative and supply a Subcontract Plan which includes a description of the selection process to be employed, statement of work, and criteria for selection, as an attachment (see Subcontract Plan under Part IV.C.4.h.) and a basis for those proposed costs (e.g., estimated based on previous actual expenses, quotes, published prices) must also be included as part of the Budget Justification.  Further, if those consultants, contractors, or vendors have not been identified at the time of award (if  one is made), those costs will be conditioned (not available for use) and in order to release those funds will require prior DOE Contracting Officer approval. 
Question 28: Our non-profit organization is working with 2 tribes to possibly apply for both FOAs. Some questions: 1) Can the money from a State or utility incentive program be included as part of the cost-sharing requirement? 2) We're a non-profit and we do solar installations using 2 methods: with staff and volunteer job trainees OR with paid contractors. Would our organization and contractors be required to pay Davis-Bacon wages to staff/employees? What about for the volunteer job trainees? 3) We don't have annual fossil fuel usage consumption and energy audits for all the homes we'd like to install solar/energy efficiency measures on. Can we include a typical usage report and typical energy audit for the funding application and then update with actuals as we implement projects? 4) Similarly, we don't have designs for all the homes we'd like to install solar on. Can we include a typical design and specs for the funding application and then update with actuals as we implement projects?
Answer 28:
Please see below for responses to your questions.
 
1) Contributions from any non-Federal source, including those form a state or utility incentive program may be considered as cost share, provided the original source of those incentives are not Federal (see Part III.B, Cost Sharing and Appendices C and D of the Funding Opportunity Announcements).

2) Because these grants do not constitute construction contracts between the federal government and the grantee, These grants they are not subject to wage or other requirements under the Davis-Bacon Act, for either paid contractors or staff and volunteer job trainees.  Regarding the volunteer job trainees, their time may be considered as cost share provided documentation on the methodology used to estimate the value of those contributions is provided and accepted by DOE, and any contributions of time is tracked and records retained in the event of a future audit.
3) The fuel reduction requirement must be based on the total actual annual fuel consumed during the prior year and evidence of that actual usage supplied as an attachment to the application.  As the Funding Opportunity Announcements (FOAs) require evidence of actual usage, a “typical usage report” is not sufficient.  Energy efficiency measures are only eligible under DE-FOA-0000853 (Tribal Renewable Energy and Energy Efficiency Deployment Assistance) and if energy efficiency measures are proposed, a completed energy audit for the building(s) being proposed is required.  Therefore, a “typical energy audit” is not sufficient, but rather a completed energy audit is required for any and all building(s) for which energy efficiency measures  are proposed for installation.   

4) A representative design may be sufficient, provided you have demonstrated the similarity of the buildings to be affected, demonstrate the required reduction in fuel use, demonstrated the availability and sustainability of the renewable energy resource, and any other requirements as contains in the FOA document.
Be aware that as a non-profit entity you would not be directly eligible to apply or even apply on behalf of the Tribe (see eligibility requirements).
Question 29: Are financial statements required in order to apply? Can other documents that demonstrate financial hardship (such as demographic information) be submitted in lieu of financial statements? Will a Single Audit Report that documents income from all Federal sources meet the financial statement requirement?
Answer 29:
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.
Question 30: Does this FOA also allow for Native Hawaiian projects?
Answer 30: If you are inquiring whether Native Hawaiians are eligible applicants and whether lands held by Native Hawaiians are considered Indian lands for purposes of these Funding Opportunity Announcements, the answer is no. Native Hawaiians are not eligible as they do not meet the definition of Indian Tribe as specified in statute and as defined in the Funding Opportunity Announcement and therefore, those lands are not eligible either.
Question 31: 1) Are there any restrictions or prohibitions on funding projects at Native American gaming facilities? 2) Does the grant allow elevated ground-mounts (parking structures) as part of the funding? PV parking lots are becoming increasing popular in our region, so I’d like to make sure they would qualify for funding. 3) Are needed upgrades able to be funded under the grant? Example- electrical panels connected to the solar project, roof repairs 4) Can multiple systems be installed at Pueblos that, in total, add up to minimum 50kw size? Some of our smaller Indian Pueblos don’t have a single facility that would merit a >50 kw-sized PV system, but they have multiple facilities that, in total, can meet that minimum.
Answer 31:

1)      Per Question #4 under Frequently Asked Questions, 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-0000852, installations must be for either existing Tribally-owned buildings or Tribally-owned buildings being constructed or to be constructed.

2)      There are no restrictions on elevated ground-mounts (parking structures), provided the proposed system meets all the other requirements of the Funding Opportunity Announcement.

3)      Under DE-FOA-0000852 (Community-Scale Clean Energy Project in Indian Country), energy efficiency measures will not be considered including roof repairs.  However, an upgrade to electrical panels if needed to meet the requirements of a proposed renewable energy system would be considered.  Be aware that energy efficiency measures, along with renewable energy systems are eligible under DE-FOA-000853 (Tribal Renewable Energy and Energy Efficiency Deployment Assistance). 

4)      Per Questions #20 and #27 under Frequently Asked Questions, the minimum size (50kW rated capacity under DE-FOA-0000852) of systems generating electrical power only is for either a single individual renewable energy system or the aggregate of multiple renewable energy systems and the electric power generated may be for either a single Tribally-owned building or multiple buildings.  Proposed systems may be physically attached to the building or buildings or ground-mounted, but must be sited on Indian lands.

Question 32: 1) Is it possible to qualify if one system is built that serves multiple buildings? 2) Is it possible to qualify if there are several small systems on buildings that are combined under one grant and remain under 50kW? 3) When is the deadline to have these systems installed and running?
Answer 32:

1)      Yes, per Questions #20 and #27 under Frequently Asked Questions, the minimum size (50kW rated capacity under DE-FOA-0000852) of systems generating electrical power only is for either a single individual renewable energy system or the aggregate of multiple renewable energy systems and the electric power generated may be for either a single Tribally-owned building or multiple buildings.  Proposed systems may be physically attached to the building or buildings or ground-mounted, but must be sited on Indian lands.

2)      It is possible to qualify if there are several small systems on buildings that are combined under one grant, but only if the aggregate of all systems are a minimum of 50 kW rated capacity. If the aggregate rated capacity of several small systems is under the 50 kW minimum, the proposed project would not meet the requirement as specified in the Funding Opportunity Announcement (FOA) and could not be considered.  Also, see  DE-FOA-000853 (Tribal Renewable Energy and Energy Efficiency Deployment Assistance).

3)      See Period of Performance under Part II.F. of the FOA, which states “DOE anticipates making awards with project periods from one to two years, but no longer than 3 years and must include the period of time required to verify the reduction in fossil fuel use (amount, cost and percentage) after the installation of the renewable energy system(s) or combined heat and power system.“
Question 33: I would like to know what is the power range that community tribal will be seeking for clean & efficient Energy. More so the attached paper is a direction I would like to present in a proposal – am I approaching your RFQ in the correct direction. Would be looking at partnering with tribe in AZ.
Answer 33:

There is no specific power range required other than it must meet the percentage reduction thresholds (either 15% or 30%) as specified in each of the Funding Opportunity Announcements (FOAs) and the specific thresholds (10 kW or 50kW for system(s) proposed for electrical generation only), and that it meet the needs of the Tribe proposing their project.  Specifically, the size would depend on the needs of the eligible entity (as defined in the FOAs) and that of the tribal community and whether the proposed system or systems are intended to provide power, heat or cooling to a single Tribally-owned building or multiple Tribally-owned buildings.  Be aware that only commercial warrantied materials, supplies, and equipment will be considered. 

Please review the FOAs thoroughly to determine whether the approach presented in the paper you provided would be eligible as DOE will not make an eligibility determination prior to the date on which applications must be submitted.  The decision whether to submit an application in response to these FOAs lies solely with the applicant.
Question 34: Any chance of the application due dates being extended in light of the May 24 amendment?
Answer 34:
At this time, DOE does not intend to extend the due date.  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.
Question 35: 1) Will cost share % or leveraging be used as a rating factor. In other words, if the tribe requests a reduction in cost share, can this penalize their application in any way? 2) The NOFA indicates that the applicant must provide financial statements (balance sheet, income statement, cash flow etc.)… Please advise the period that the financial statement should cover… Would you like 5 years of annual statements, 1 year of annual statement for the 2011-2012 period. Etc. 3) The FOA indicates that the applicants must identify the % reduction in fossil/renewable fuel use. Is this just based on estimates or should the applicant also conduct energy monitoring work as part of the project to verify actual fuel use reduction?
Answer 35:

1)      The amount or percentage of cost share proposed (whether it meets or exceeds the cost share minimum requirement) is not a criterion or a Program Policy Factor and therefore, will not be used in evaluating your application and only in making selection decisions as it pertains to the number of awards DOE can make with available funds.  The tribe’s application will not be penalized in any way if the tribe requests a reduction in cost share under Funding Opportunity Announcement (FOA) DE-FOA-0000852 (Community-Scale Clean Energy Projects in Indian Country).

2)      As a minimum an annual financial statement is required and should be for the most recent year available.  If the submittal of financial statements for additional years provides supplemental information to demonstrate financial need, then those financial statements may also be submitted.

3)      The baseline usage for existing Tribally-owned building(s) must be based on the actual annual fuel use consumed during the prior year and evidence included as part of the application (see Part IV.C.4.b. of the FOAs).  If Tribally-owned buildings being constructed or to be constructed are proposed under DE-FOA-0000852 (Community-Scale Clean Energy Projects in Indian Country) the reduction must be based on the projected annual fuel use.  Additionally, verification of the actual reduction in fuel use will be required after installation and a description of those verification methods must be included as part of the application.  Please also see Amendment 001 which modified each FOA to omit the word “fossil,” such that the reduction of any fuel used in tribal buildings is eligible (regardless of whether the fuel is fossil-based or renewable).
Question 36: These are clarifying questions resulting from Question/Answer 19. • Within the exterior boundaries of a “checkerboard” reservation, do lands held in fee simple by non-Indian owners qualify as “Indian Lands”? • According to the FOA: “For existing Tribally-owned building(s), the requirement of a 15% reduction in fuel must be based on the total actual annual fuel consumed during the prior year.” and “The 15% reduction in total fuel use must occur during the project period.” Is a full year of operation required to verify the 15% reduction in fuel use? Or could a shorter period of operation with valid extrapolation to annual production also verify the 15% reduction in fuel use?
Answer 36:

·         No.  Only “lands held in fee simple (purchased of owned)” by an eligible entity (Indian Tribe, Tribal Energy Resource Development Organization, or Tribal Consortia) qualify under this Funding Opportunity Announcement (FOA).  See Part III.A (Eligibility Information) of the FOA which states:  “In accordance with 10 CFR 600.6(b) and consistent with the EPAct 2005 authorities, eligibility for award under this Funding Opportunity Announcement is restricted to: (1) an Indian Tribe; (2) Tribal Energy Resource Development Organization; or (3) Tribal Consortium; and on whose (4) Indian Lands the project(s) will be located.” 

 

·         A full year of operation to verify the reduction in fuel use is preferred.  However, a shorter period of operation is acceptable, provided the data can be extrapolated to demonstrate the annual fuel savings.
Question 37: Regarding the Cost Share Reduction Request, is the information proving evidence of financial need (FOA page 11) to be provided in place or in addition to the regular financial information required of the applicant? In other words, if the applicant is requesting a Cost Share Reduction, do they only provide budget information based upon their proposed lower than 50% cost share rate? Does this make their application less competitive than others at the full rate? What happens if the Cost Share Reduction Rate is rejected? Does the applicant then have the opportunity to submit revised budget information, if able? Or, is there any way to determine if a Cost Share Reduction Rate is possible or likely prior to submitting the application? For example, does the DOE have certain tribal communities that it has determined qualify for a reduced cost share rate due to current demographics, economic condition, and unemployment?
Answer 37:

Financial statements are required from all applicants.  Those applicants wishing to request a cost share reduction must also submit documents that demonstrate the financial need, economic benefits, and/or environmental benefits of the proposed project.  Such documents supporting the cost share reduction request must include financial statements and may include other documents, depending on how the applicant chooses to demonstrate need.  Please see Part III Section C of DE-FOA-0000852 for additional information on cost share reduction requests. DOE will not make a determination of whether to grant a cost share reduction request in advance and there are no tribal communities that have been pre-determined to qualify for a reduced cost share rate.

If DOE does not grant a request for reduced cost share, the applicant will be required to meet the requisite 50% cost share.  However, you should complete the application based on the proposed lower than 50% cost share amount (but not less than 10%).  If DOE selects an application for award but does not grant the cost share reduction, the applicant will have the opportunity to submit revised budget information, if able, or to decline the award.

Please note that financial need or whether an applicant requested reduced cost share will not be considered during the evaluation of applications.  However, an applicant’s financial need may be considered by the Selection Official in making final selections (see Other Selection Factors under Part V.A.3.). 

 
Question 38: I have a question about the eligibility of a project we are considering. We have acquired recently a large existing site (1700 acres and over 300000SF of building) which we are retrofitting to our use. We would like to install wind turbines, but need to perform a study to see if there is a sufficient consistent wind available. For the purposes of this grant, would installation of a wind-metering site qualify? The cost would be about $150,000 to keep for a year. My concern is the language in the FOA “Applications proposing the evaluation of product marketing opportunities, assessment of manufacturing opportunities, research, product development, or the construction of manufacturing facilities will not be considered.”
Answer 38: Under this Funding Opportunity Announcement (FOA), only applications proposing the actual installation of a renewable energy system, such as a wind turbine would be eligible.  Applications to conduct feasibility studies or wind measurement would not be eligible as the FOA requires that the availability and sustainability of the renewable energy resource be demonstrated as part of the application and evidence of that resource be included in the application.  
Question 39: 1 - Within the exterior boundaries of a “checkerboard” reservation, do lands held in fee simple by non-Indian owners qualify as “Indian Lands”? 2 - According to the FOA: “For existing Tribally-owned building(s), the requirement of a 15% reduction in fuel must be based on the total actual annual fuel consumed during the prior year.” and “The 15% reduction in total fuel use must occur during the project period.” Is a full year of operation required to verify the 15% reduction in fuel use? Or could a shorter period of operation with valid extrapolation to annual production also verify the 15% reduction in fuel use?
Answer 39:
1 - No.  Only “lands held in fee simple (purchased of owned)” by an eligible entity (Indian Tribe, Tribal Energy Resource Development Organization, or Tribal Consortia) qualify under this Funding Opportunity Announcement (FOA).  See Part III.A (Eligibility Information) of the FOA which states:  “In accordance with 10 CFR 600.6(b) and consistent with the EPAct 2005 authorities, eligibility for award under this Funding Opportunity Announcement is restricted to: (1) an Indian Tribe; (2) Tribal Energy Resource Development Organization; or (3) Tribal Consortium; and on whose (4) Indian Lands the project(s) will be located.” 
 
2 - A full year of operation to verify the reduction in fuel use is preferred.  However, a shorter period of operation is acceptable, provided the data can be extrapolated to demonstrate the annual fuel savings.
Question 40: 1) If the utility providing electric power is conforming with a state renewable portfolio standard is the fossil fuel off set measured against the reduced amount of fossil fuels being used by the utility as a result? An example would be an electric utility being compliant with the state rps of 20% and the fossil fuel offset being measured against the remaining 80%. Alternatively, is all grid power assumed to be fossil fuel for easy of calculations and comparison of projects? 2) If a tribe’s tax is waved on a project can the amount of tax income lost/not collected be used as cost share by the tribe? 3) Can a tribe apply for both grant DE-FOA-0000852 and DE-FOA-0000853 separately if they are for different projects? 4) If a tribe intends to use self-determination funds as cost share, can those funds be used for administrative oversight of the project? 5) If a tribe intends to use self-determine funds as cost share, can those funds be used as a cash portion of the grant? 6) If a tribe intends to use self-determination funds for as cost share, can those funds be used to purchase equipment? 7) If a tribe provides in kind contributions such as fencing surrounding a project, does that count as a cost share? 8) Can a tribe use a USDA loan as cost share funds? 9) What standard will be required for land and property value determination for use as cost share? Will an appraisal be required? 10) Can funds awarded in utility incentive programs applied for and awarded after the award of this grant but before construction be used as cost share funds to expand the grant award? 11) In order to be eligible for a reduced cost share allowed in grant DE-FOA-0000852, what documentation is sufficient to justify financial need in, what criteria will be used to determine financial need and what criteria is used to determine the percentage of cost share? 12) Is it acceptable to construct single large solar arrays with multiple inverters feeding multiple buildings where the individual inverters/power meter needs are smaller than the minimum 10kW and 50kW system size described in the grants? 13) Is it acceptable for a single large solar array with multiple inverters to feed a single building with multiple power meters where the inverters/power meter needs are smaller than the minimum 10kW and 50kW system size described in the grants? 14) Will the system kW size be measured in AC or DC?
Answer 40:
1) See Amendment 001 to the FOAs dated May 24, 2013 which amends the FOAs to omit the word “fossil,” such that a reduction in any fuel use in tribal buildings is eligible (regardless of whether the fuel is fossil-based or renewable).  Based on this change, the percentage of fossil fuel in the utility mix is no longer relevant.

2) Unrecovered fees typically imposed by Tribes, such as the Tribal Equal rights Office (TERO) tax might be considered as cost share, provided those costs can be supported.  However, without more specific information, DOE cannot make a cost share eligibility determination.

3) Yes, a tribe may apply to both Funding Opportunity Announcements (FOA), provided the scope of the proposed projects are not duplicative of (or dependent on the results of) each other or a current grant.  An eligible applicant may also submit multiple applications to the same FOA, again provided the same project or scope is not being proposed.
 
4) Yes, cost share in the form of Indian Self-Determination funds may be used as cost share as provided by statute and those funds may be specified for specific project costs, including administration and oversight, as long as those costs are reasonable, allowable, and allocable to the project as specified in 10 CFR 600 and OMB Circular A-87.
 
5) Yes, Indian Self-Determination funds may be used as a cash contribution to cover project costs as provided by statute, as long as those costs are reasonable, allowable, and allocable to the project as specified in 10 CFR 600 and OMB Circular A-87.

6) Yes, Indian Self-Determination funds may be used as cost share as provided by statute and be specified to cover specific project costs including equipment, as long as those costs are reasonable, allowable, and allocable to the project as specified in 10 CFR 600 and OMB Circular A-87. Be aware, however, that regardless of whether equipment is purchased with DOE funds or cost share does not negate DOE’s financial interest in the equipment (see Part VIII.K of the FOA).

7) Yes, cost share may be may be cash or in-kind contributions of time, services, property; donated equipment, buildings, or land; donated supplies; or unrecovered indirect costs, provided those costs are reasonable, allowable and allocable (see Part IV.C.4.f, Statement of Commitment and Cost Sharing, and Appendices C and D) and the value is documented and submitted as part of the application package.  Note that records of those contributions if an award is made need to be retained for audit purposes.

8) Funds acquired through a loan, either through a bank or another Federal agency such as USDA, are considered cash may be used as cost share.

9) Per Part IV.C.4.e. (Statement of Commitment and Cost Sharing), “[n]ote that only cost share contributions made during the period of the project can be considered; therefore, only the “lease value” of buildings and land for the period of the proposed project can be considered, not the total value of those assets.” Therefore, as budget justification, DOE requires a basis of estimate of the “fair market” rental or lease value of the land or the property.  There is not a prescribed method of estimation and supporting documentation can take a variety of forms depending on a particular situation. An appraisal is not required as the total value of those assets cannot be considered.

10) 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.)  At the time the application is submitted, the applicant (and/or other project participants) must commit to the requisite cost share.   However, if for some reason, incentives from a utility are received after an award (if one is made) and before construction, then the recipient may be able to use those funds as cost share in lieu of those previously committed as long as the source of those funds are not Federal, the project as approved remains the same, and the terms and conditions of the award are complied with.  Note that if the project scope is expanded or the budget changes as a result of receiving utility incentives, then an amendment to the agreement would be required.  Be aware, however, that the revised scope must meet the requirements of the FOA and since this is a competitive process, the revised project scope must be consistent with the project scope originally proposed and upon which the award was selected for award. 

11) Under FOA DE-FOA-0000852 (Community-Scale Clean Energy Projects in Indian Country), written justification must be provided as part of the cost share reduction request along with the reduced cost share being requested (no less than 10% of the total project costs.  Per Part III.C. (Cost Share Reduction Request), “if DOE does not grant a request for reduced cost share, the applicant will be required to meet the requisite 50% cost share”; therefore, DOE will not determine a cost share percentage, but rather either grant the request, or not.  The required documentation is as described in Part III.C. The factors DOE will use in determining whether to grant a request or not are financial need, economic benefits, and environmental benefits.  Financial need will be based on the information described in Part III.C and the applicant’s financial statements. 

12) It is acceptable to propose a single large solar arrays with multiple inverters feeding multiple buildings where the individual inverters/power meter needs are smaller than the minimum 10kW and 50kW system size described in the FOA, provided the total size of all solar arrays installed meet the minimum thresholds (i.e., 10 kW or 50kW) and the system or systems meet the percentage reduction in fuel use of a building(s).

13) It is acceptable to propose a single large solar array with multiple inverters to feed a single building with multiple power meters where the inverters/power meter needs are smaller than the minimum 10kW and 50kW system size described in the FOA, provided the total size of all solar arrays installed meet the minimum thresholds (i.e., 10 kW or 50kW) and the system or systems meet the percentage reduction in fuel use of a building(s).

14) For purposes of these FOAs, the rated capacity of a solar system would be the electric capacity of the system measured in direct current where the electric capacity is determined by the sum of the individual rated capacities of each photovoltaic module making up the system, measured under standard conditions (temperature of 25 °C and radiation 1,000 W/m²).
Question 41: There seems to be some conflicting language in the announcement. DOE will not consider any application where the applicant has already taken irreversible actions regarding the proposed DOE funded project, including but not limited to demolition of existing buildings, site clearing, ground breaking, construction, installation, renovation, or building retrofits (see Part VIII.L, National Environmental Policy Act (NEPA) Requirements). All proposed installations must be for either existing Tribally-owned buildings or Tribally-owned buildings being constructed or to be constructed. Proposed systems may be physically attached to the building or buildings or ground-mounted, but must be sited on Indian lands.
Answer 41:
The language is not conflicting; however, it may be confusing.  See below for an explanation.
 
Under this Funding Opportunity Announcement (FOA), DOE is seeking applications for the installation (or deployment) of clean energy systems, either renewable energy systems or combined heat and power systems fueled by either renewable energy resources or natural gas.  Even though these systems may be installed on Tribally-owned buildings being constructed, the “proposed DOE funded  project” is not for the construction of the building, but rather for the installation.  In fact, costs associated with the construction of the building will not be considered by DOE for reimbursement or as cost share; only the incremental costs associated with the installation will be considered allocable to the “proposed DOE funded project”.  Therefore, for a “proposed DOE funded project” under this FOA, DOE will not consider any application where the applicant has already taken irreversible actions, specifically as it relates to this FOA, for installation, renovations, or building retrofits.
Question 42: The announcement state that “’Renewable energy systems’, for purposes of this announcement only, include systems for electric power generation or heating or cooling applications…Heating or cooling applications include, but are not limited to…active solar thermal systems for space or water heating…” Are solar thermal systems for pool heating eligible under this proposal?
Answer 42:

Solar thermal systems for pool heating exclusively (assuming it is an outdoor pool) would not be eligible under this Funding Opportunity Announcement (FOA) since the heat would not be used in a Tribally-owned building as defined in the FOA.  Only the installation of clean energy systems (renewable energy or combined heat and power systems) on Indian lands to provide electricity and/or heating or cooling for local use in tribal buildings is eligible. 

If it was an interior pool (within a Tribally-owned building), and it could be demonstrated that the solar thermal systems reduced the total fuel use of the building by at least 15% and met all other requirement of the FOA, then it would be eligible.
Question 43: Is there a need for a tribal resolution for submittal of an application?
Answer 43:

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).
Question 44: Please clarify Criterion II: Project Description and Implementation Plan. Does the DOE need every fuel source that is used in the tribal buildings quantified or only the fuel directly affected by the project? In the case of solar PV that would be grid electricity consumption.
Answer 44:
All sources of energy (fuel sources) for each building affected by the project is needed, not just the fuel source affected, since the calculation of the reduction in total fuel use in the building or buildings will require the summation of all sources of energy (or fuel sources).
 
Please review Amendment 002 to the Funding Opportunity Announcement (released 6/7/13).  The amendment adds Appendix E, which provides details on how to convert each source of energy, how to calculate the percentage of energy savings, conversion factors (or multipliers), and examples. 
Question 45: 1) There is mention that equipment must be made in the USA, where practicable…can you define this further? From a small wind energy perspective, there are very few reliable small wind turbines made in the USA…we are partners with two of them, but they do not fit the scope of our Tribal projects. The energy production to meet the FOA must better suits a manufacturer from Canada and the UK. How do we represent the information to meet the qualifications on this issue? 2) Secondly, does the ‘made in the USA’ open the door to ‘refurbished’ small wind turbines (which have proven to be bad choices for some Tribes in the past, as they break down and are difficult to find parts/service) or will the technology need to be NEW equipment only?
Answer 45:

 

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.   
Question 46: We are considering applying for a clean energy system for a new construction project on Tribally-owned lands. May we use the land value (purchased prior to the grant award) or costs associated with the new building construction (which may commence prior to notification of grant award) as our match? We are not certain if the allowable in-kind contributions may be part of the overall building project.
Answer 46:

"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.  However, only cost share contributions made during the period of the project can be considered; therefore, only the “lease value” of buildings and land for the period of the proposed project can be considered, not the total value of those assets.

Applicants must obtain the prior written approval of the DOE Contracting Officer for the inclusion of pre-award costs for periods greater than the 90 calendar days immediately preceding the effective date of the award.  DOE should be notified for the inclusion of any proposed costs incurred less than 90 days prior to the effective date of the award.  Costs incurred prior to the notification of selection of award cannot be considered for DOE reimbursement or as cost share.

Please note that under DE-FOA-0000852, DOE will only consider the costs of the proposed renewable energy system or combined heat and power system as allocable to the project, not the cost of actually constructing the building or buildings.
Question 47: We have a project where a non-tribally-owned landfill gas facility is located 3 miles from a tribally-owned facility, located on tribal land. We want to use the Landfill Gas to generate electricity (and possibly heat) at the tribally-owned Facility, located on tribal land. We have 3 questions: (1) Can the grant funds be used to pay for gas-fired electrical generators to be located at the landfill if 100% of the electricity will be used by the tribally-owned facility?; (2) If not, could the grant funds be used to pay for the equipment necessary to transport the landfill gas to the tribally-owned facility where it will be used to run the generator(s)?; and, (3) If the tribe purchased part ownership and/or a long-term lease of the landfill - as part of a Tribal Consortia (pp3 of 32) - given that the gas will be used to generate power at the tribally-owned facility?
Answer 47:

(1) Grants funds cannot be used to pay for gas-fired electrical generators located at the landfill, regardless of who will use the electricity, if the landfill is located off Indian lands.  Per the Funding Opportunity Announcement (FOAs), “eligibility for award under this Funding Opportunity Announcement is restricted to: (1) an Indian Tribe; (2) Tribal Energy Resource Development Organization; or (3) Tribal Consortium; and on whose (4) Indian Lands the project(s) will be located. 

(2) No.  Grant funds cannot be used to pay for the equipment necessary to transport the landfill gas to the Tribally-owned facility if that equipment is located off Indian land. 

(3) The landfill and associated land would need to be wholly owned by the Tribe under fee simple to be considered Indian land and eligible as part of a proposed DOE funded project under this Funding Opportunity Announcement (FOA).  

Please note, however, that if the landfill gas was purchased as a fuel source from off Indian land to run generators on Indian land for a Tribally-owned facility, then the generators could be considered as part of a proposed DOE funded project under this FOA, provided the project met all the other requirements specified in the FOA.
Question 48: The previous requirement seemed clear with the 15% reduction in total fossil fuel use. It appears that the amendment dated 5/24/13 rules out renewable technologies that are replacing high efficiency fossil fuel technologies. For example, biomass fired boilers have thermal efficiencies ranging from 65% to 85%. A biomass boiler or biomass combined heat and power (CHP) project replacing a condensing propane boiler with a thermal efficiency of 90% would seem to be ineligible even though project would reduce 100% of the existing fossil fuel use. Additionally, it specifically states that no energy efficiency measures will be considered under the announcement, however the CHP system or renewable energy system is required to reduce total energy use by 15% (instead of total fossil fuel use), which is an energy efficiency measure. Could you clarify the intent of the amendment?
Answer 48:

The intent of the amendment was to ensure that all Indian Tribes or other eligible entity (Tribal Energy Resource Development Organization or Tribal Consortium) could meet the fuel reduction requirement specified in the Funding Opportunity Announcement (FOA) even if for example, they were in a region where the energy source was predominately hydropower (considered a renewable energy source for purposes of this FOA).  For instance, if a fossil fuel reduction were requried, a Tribe who received electricity from a utility where 80% of their electricity was from hydropower, would need to reduce the buildings energy use by a much high percentage in order to meet the 15% fossil fuel reduction than Tribes for example who received utility electricity derived exclusively from coal. 

Please be aware that in instances where renewable energy systems are proposed, the projected energy usage after the project would be reduced by the amount of energy projected to be generated by the renewable energy system for use by the building or buildings (in other words the energy displaced by the renewable energy system). 

See Appendix E of the Funding Opportunity Announcement (added in Amendment 002) for more details on how to convert each source of energy, how to calculate the percentage of energy savings, conversion factors (or multipliers), and examples. 

Question 49: We are working toward submitting grant application for the above grant announcement due June 20, 2013. For the authorizing resolution and for purposes of submission, would a resolution that either is in draft and in process or has a "do Pass" from a National Council Committee suffice as long as we submit the signed resolution soon after? Please let us know asap so we can know to continue on or not. This is a follow-up question to my earlier question regarding the above subject. We have a standing resolution that gives National Council authorization to our Principal Chief to apply for any federal state or foundation grants. This resolution is valid as long as it has not been superceded or revoked which it has not. Will that suffice to meet the resolution requirement for the above grants? Please let us know asap so that we will know whether to continue on this or not. Thank you.
Answer 49:
Since an executed Tribal Council Resolution is a requirement of the Funding Opportunity Announcements (FOAs), a draft Resolution would not be considered.  However, in this instance, since the standing Resolution provides authority to the Principal Chief to apply for any federal grants, a letter from the Principal Chief containing the elements of a Tribal Council Resolution or declaration prescribed under Part IV.C.4.e. (Statements of Commitment and Cost Sharing File), along with a copy of the standing Resolution providing him that authority, sufficiently meets the Tribal Council Resolution requirement of the FOAs.
Question 50: We have a process called an “Advisory Resolution” whereby if an official Tribal Council decision is required before a Council Meeting, then an advisory resolution can be authorized to be conducted by the Tribal Chairman and passed by a majority of Council Members that supports the measure in question and obligates the Council Members to vote the same way on the resolution at the next Council Meeting held. It is upheld by Tribal law, and it is official Tribal policy. My question is: can we use this process to meet the Tribal Council Resolution requirement for this grant submission? It is unlikely that the Council will meet prior to the deadline for this grant due to multiple Tribal Holidays during the month of June and complicated schedules of Council Members. If undertaken, we would submit the Advisory Resolution and letter of support in our application and then we would be able to file the numbered resolution following the next Council meeting in July. Please advise me whether this is permitted so we can proceed with the process or retract our intention to submit this proposal.
Answer 50:
In this instance, since the “Advisory Resolution” is upheld by Tribal law and official Tribal policy, an executed “Advisory Resolution” sufficiently meets the Tribal Council Resolution requirement of the FOA and may be submitted in lieu of a Tribal Council Resolution, provided that it contains the elements of a Tribal Council Resolution or declaration prescribed under Part IV.C.4.e. (Statements of Commitment and Cost Sharing File), along with a copy of the official Tribal Policy and any other evidence.  However, a copy of the executed Tribal Council Resolution must be submitted as soon as possible via email to tribal@go.doe.gov.  Applications will not be considered for award unless an executed Tribal Council Resolution is submitted.
 
Please also note that since an executed Tribal Council Resolution is a requirement of the Funding Opportunity Announcements (FOAs), a draft Resolution would not be sufficient and the application not considered. 
Question 51: We're putting together a grant application for the Funding Opportunity Announcement. At this time, a tribal service provider has some money from a federal source that could be used to support our project. How should we account for this money in our grant application? In the current application, we're meeting cost sharing requirements for the grant funds requested.
Answer 51:
Without additional information on the source of those funds and whether they retain their Federal character, DOE is not able to advise you on the use of the funds from a tribal service provider in your application to this FOA.  Please note that all cost share must come from non-Federal sources, unless otherwise allowed by law (see Part III, Section B, and Appendix C of the Funding Opportunity Announcement).  
 
If the work to be included with the tribal service provider funds is essential to the completion of the proposed project, DOE would expect those activities to be included in the scope of the proposed project and the funds included in the budget.  If, however, the those activities are not essential to the proposed project, then please do not include those leveraged funds as part of the budget for the proposed project.
Question 52: We have a process called an “Advisory Resolution” whereby if an official Tribal Council decision is required before a Council Meeting, then an advisory resolution can be authorized to be conducted by the Tribal Chairman and passed by a majority of Council Members that supports the measure in question and obligates the Council Members to vote the same way on the resolution at the next Council Meeting held. It is upheld by Tribal law, and it is official Tribal policy. My question is: can we use this process to meet the Tribal Council Resolution requirement for this grant submission? It is unlikely that the Council will meet prior to the deadline for this grant due to multiple Tribal Holidays during the month of June and complicated schedules of Council Members. If undertaken, we would submit the Advisory Resolution and letter of support in our application and then we would be able to file the numbered resolution following the next Council meeting in July. Please advise me whether this is permitted so we can proceed with the process or retract our intention to submit this proposal.
Answer 52:
In this instance, since the “Advisory Resolution” is upheld by Tribal law and official Tribal policy, an executed “Advisory Resolution” sufficiently meets the Tribal Council Resolution requirement of the FOA and may be submitted in lieu of a Tribal Council Resolution, provided that it contains the elements of a Tribal Council Resolution or declaration prescribed under Part IV.C.4.e. (Statements of Commitment and Cost Sharing File), along with a copy of the official Tribal Policy and any other evidence.  However, a copy of the executed Tribal Council Resolution must be submitted as soon as possible via email to tribal@go.doe.gov.  Applications will not be considered for award unless an executed Tribal Council Resolution is submitted.
 
Please also note that since an executed Tribal Council Resolution is a requirement of the Funding Opportunity Announcements (FOAs), a draft Resolution would not be sufficient and the application not considered. 
Question 53: We are proposing to submit a grant through this FOA application to set up a PILOT process using commercial equipment to convert the tribes agricultural resources to produce ethanol. Could I use funds through this FOA for this?
Answer 53:
To be eligible, proposed project must result in power, heat or cooling for a Tribally-owned building or buildings.  Please review Part I, Section B, of each Funding Opportunity Announcement (DE-FOA-0000852 and DE-FOA-0000853) for specific details on eligible projects. 
 
Based on the information provided, it is not clear whether or not the proposed “pilot” process would be considered “research.”  If considered “research,” it would not be eligible per Part I, Section B of the Funding Opportunity Announcements (FOAs), which state, “applications proposing the evaluation of product marketing opportunities, assessment of manufacturing opportunities, research, product development, or the construction of manufacturing facilities will not be considered.”  
 
Please review the FOAs thoroughly to determine whether the pilot process would be eligible, as DOE will not make an eligibility determination prior to the date on which applications must be submitted.  The decision whether to submit an application in response to these FOAs lies solely with the applicant.
Question 54: We have started construction of a carving facility-can we still apply?
Answer 54:
Under Funding Opportunity Announcement (FOA) numbered DE-FOA-0000852, either existing Tribally-owned buildings or Tribally-owned buildings being constructed or to be constructed are eligible.  However, be aware that the actual cost of the building construction is not eligible, only the incremental costs associated with the clean energy systems being proposed can be considered.
Question 55: We are looking into applying for the Tribal DOE grant. The company that we are considering working with informed us that they might also be collaborating with other Tribes in applying for this opportunity, with other branch offices writing separate grants for each Tribe they are collaborating with. Would this create a conflict of interest, with this company submitting more than one or possibly several grant applications with different Tribes? We’d like to discuss this before becoming too involved,
Answer 55:
Since each Tribe is free to enter into business relationships with industry, independent of this Funding Opportunity Announcement (FOA), this situation would not appear to create a conflict of interest (from a DOE perspective).  If the Tribe has concerns, you may want to consider obtaining a nondisclosure agreement from any company with whom you are considering doing business.
Question 56: We are submitting an application for the energy efficiency funding and I would like to know if food supplies is an allowable cost to be used as a cash match to the grant. Please let me know thank you.
Answer 56:
Based on the information provided and the unknown scope of the proposed project, DOE cannot make a determination on whether food supplies would be considered allowable and allocable to the proposed project.  However, you may review the Cost Principles for State, Local, and Indian Tribal Governments set forth in OMB Circular A-87, Attachment B (http://www.whitehouse.gov/omb/circulars_a087_2004#attb), for information related to the allowability of food-related costs.
Question 57: Do we file for a cost share reduction prior to submitting the application? If so where do we send the request to?
Answer 57: Cost share reduction requests should be submitted as part of the application package through EERE Exchange.  Please see Part IV, Section C.4.e of the Funding Opportunity Announcement for additional information on submitting a cost share reduction request.
Question 58: Can you clarify your answer to question #1 about the option to request a 10% cost share match for 852? How should this request be made? What sort of additional information/documentation would you require for this to be considered? Do we make this request at the time of submission or before?
Answer 58:

 See Cost Share Reduction Request (Part III.C) of the Funding Opportunity Announcement (FOA) for the content of the Cost Share Reduction Request and the additional information required to be considered.  The Cost Share Reduction Request should be included as part of the application at the time of submission (see Part IV.C.4.e.).      
Question 59: Does advanced energy storage (e.g. batteries) qualify as a renewable energy system under both solicitations?
Answer 59: 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.
Question 60: The Tribe is currently looking at installing both geothermal and solar systems to meet the 50kW installed capacity requirement. Is it acceptable to move forward with two forms of renewable energy production? Also, the sites of these will be for tribal buildings in different locations across the reservation, does this still fit the definition of community scale?
Answer 60:

Multiple renewable energy systems may be used to meet the size threshold of 50 kW rated capacity.  Be aware, however, that this requirement only applies to systems used for electrical generation only.  If, for example, the proposed geothermal systems are ground source heat pumps used for only water and space heating, then the 50 kW minimum requirement would not apply.  In the case described, if the proposed solar system was a photovoltaic (solar electric) and the proposed geothermal systems  a ground source heat pump, then the photovoltaic system being the only system generating electricity would need to be a minimum of 50 kW.  If, however, the solar system  being considered is a solar thermal system for space or water heating, and the geothermal system a ground source heat pump for heating, then the 50 kW requirement would not apply as neither proposed systems would only be producing electricity.

Systems may be for either a single Tribally-owned building (facility-scale) or multiple buildings (community-scale).  See definitions on page 3 of the Funding Opportunity Announcement (FOA).  Also, see Questions #20, #27, and #32 under Frequently Asked Questions for DE-FOA-0000852.
Question 61: I wish to bring to your attention that DE-FOA-0000853 & 852 were both published in the Grants.gov synopsis as not having a match requirement. But in the more detailed NOFA it shows a 50% match requirement for both which has caused confusion in our legal language requirements here. Is it possible you could extend the deadline(s) for a month or even better two months for this reason?
Answer 61:

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.
Question 62: Our current power system is based on fossil fuels burned on Indian lands in another community, about 18 miles away - plus diesel generator backup. Our project involves building a local wind/solar/battery system and attaching it to the main power lines into the village. This would also be on Indian Lands, in our own village. This means the reduction in fossil fuel usage would be easy to measure on a community-wide level, but very difficult to measure at a building by building level. Are community-wide numbers an acceptable way of measuring our project impact?
Answer 62:

If the proposed system is intended to provide power to the entire community (either 100% or a portion of the current usage), then the savings would  be the annual estimated energy produced from the proposed system as a percentage of the current community-wide usage, assuming the entire community is comprised of “Tribally-owned buildings” (see the Funding Opportunity Announcement for a definition).  For example, if the proposed system is estimated to provide 25% of the community’s total current usage and all the buildings are “Tribally-owned”, the savings would be 25%.  See Appendix E incorporated under Amendment 002 for instructions on how to calculate savings.
Question 63: On a biomass furnace hardware installation proposal, a tribal logging and timber enterprise is supplying a biomass supply agreement. The cost of the wood fuel is $35,000 a year. We will cut years in advance to utilization of fuel to lower the moisture content of the fuel. We would like to leverage as a cost share a 10 year wood supply at a value of $350,000. Can we use a biomass supply agreement as cost share? The Tribe has invested over $1,000,000 in logging and timber equipment include a cut-to-length harvester, two forwarders, a chipper and an over road tractor with three log trailers and a chip trailer. On a biomass proposal can we use cost share of the $500,000 equipment?
Answer 63:

Per the Funding Opportunity Announcement (FOA), "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.    However, 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. 

 

Therefore, only the biomass to be used during the period of the DOE funded project (if awarded) can be considered, not biomass stockpiled for future use beyond the period of the DOE funding project period.

 

For clarification on the use of donated equipment as cost share, see Question #15 under Frequently Asked Questions or as copied below.

 

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 600.224 (for Tribal governments).  Either the total value of the equipment purchased during the project period or the leased value of the equipment, but only for the period of the project, would be considered allocable, provided the specific equipment was a key component of the proposed renewable energy power system.  Be aware that DOE would retain a financial interested in any equipment acquired with Federal funds or supplied by the recipient or project participants as cost share (see Part VII.K.).  If selected for an award, the recipient must be able to demonstrate that leased equipment is an economically efficient alternative to purchasing the equipment, per 10 CFR 600.236(b)(4).  Equipment leases must comply with the Cost Principles Cost Principles for State, Local, and Indian Tribal Governments set forth in OMB Circular A-87.37 (Rental costs of buildings and equipment).

 

Again, note that, 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. 

 
Question 64: 1)What needs to be included in the Design and Engineering file attachment? 2)Regarding question 36 on FAQ: Please clarify. For lands that the tribe owns within the boundaries of the reservation, can the funds be used on buildings on which the land is held in trust? Or is it only available for lands held in Fee Simple?
Answer 64:

1)    For information to be included under the Design and Engineering file, see Part IV.C.4.c (Design and Engineering File) of the Funding Opportunity Announcement.  Per Part IV.C.4.c., the file should contain any copies of performance specifications, equipment warrantees, engineering drawings, and any other supplemental data.  Also, see Criterion II of the Merit Review Criteria Discussion (Part I.C), specifically the 1st bullet on the top of page 6 which indicates any supplemental data beyond that in the Narrative File should be included as an attachment under the Design and Engineering File.

2)     “Indian Land” as defined in the Funding Opportunity Announcement includes any land located within the boundaries of an Indian Reservation, pueblo or rancheria, including land held in trust. Therefore, buildings on land held in trust are eligible, provided the building is “Tribally-owned” meaning that the Indian Tribe has the authority to retrofit the building and is either owned by the Indian Tribe or is under a long-term lease.
Question 65: Will our audit for 2011 suffice for the purposes of this grant?
Answer 65:

Yes, the most recent year of audited financial statements are sufficient, provided they include a balance sheet, statement of income and retained earnings or statement of activities (listing income and expenses) and cash flow (source of income). Please note that financial statements should include the source of funds (i.e., cash flow).
Question 66: Can you please advise re the signature and signature date in box 21 of SF424?
Answer 66: Per the Funding Opportunity Announcement (FOA), submission of an application and supplemental information under this announcement through electronic systems used by the Department of Energy, including Grants.gov and FedConnect, constitutes the authorized representative’s approval and electronic signature. 
Question 67: Can the grant fund solar PV for tribal water pump stations? Most are housed in brick sheds. They are owned and operated by the Tribe on Tribal land.
Answer 67:

Even though the pumps would be housed in a Tribally-owned building, the solar system would be used for pumping water and not for the production of electricity, heat or cooling for use in a tribal building and therefore, not be eligible.
Question 68: 1) How in-depth does the building description need to be? 2) Do we use a header with control #, applicant, file name?
Answer 68:

1)      Below is an extract from the Merit Review Criteria Discussion (Part 1.C of the Funding Opportunity Announcement).  The description should include the items identified below and reference any supplemental information included as part of an attachment.

 

•     Identify the new or existing building(s) affected by the proposed project, including: number of building(s), age of the building(s) (date the building was constructed), building(s) type (e.g., homes, schools, community buildings, clinics, or tribal government buildings); size of each building (square footage); and location of each building.  Maps, photographs, or other visuals may be included as an attachment, if needed, under the Site and Resource Maps File (see Part IV.C.4.a.).

 

2)      Any supplemental information such as maps, photographs, or other visuals should be included as part of the Site and Resource Maps File.  Please us the file naming convention of ControlNumber_ApplicantName__MapResources for that file (see Summary of required forms/files on page 19 of the Funding Opportunity Announcement).

 
Question 69: Are questions still being answered as the closing date is not until Thursday June 27th?
Answer 69:

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 Community-Scale Clean energy Projects in Indian Country FOA will be answered. 

 

Please note that we at the tribal@go.doe.gov mailbox are unable to provide assistance on the Exchange system.  Therefore, please contact the Exchange helpdesk (see below) 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.