California Department of Resources Recycling and Recovery (CalRecycle) 

Tire Grants

Questions and Answers: Rubberized Pavement Grant Program (FY 2016-17)

Questions about the Rubberized Pavement Grant Program grant application were accepted in writing only, and were due no later than October 5, 2016. Similar or related questions may be grouped together or reworded for clarity and responded to as one question.

The question and answer period is now closed. All questions and answers are posted on this site. 

General

  1. How is this grant solicitation different from last year?

    Changes in the reimbursement rate. Reimbursement amounts have changed to provide a higher reimbursement in some specified geographic areas. Eligible applicants that have had zero or one previous grants for rubberized pavement may request the full difference in cost between rubberized and conventional asphalt. Regional applications are not eligible for full differential. Refer to the table in page 6 of the Application Guidelines and Instructions document for the reimbursement rate and eligibility for your area.

    Increased grant amount. The maximum grant award is now $350,000 for individual applicants and $500,000 for regional applicants (increased from $250,000 and $400,000, respectively). For regional applicants, the lead or participating jurisdictions is limited to no more than $350,000 (previously $250,000) of the grant award. Please refer to the Request for Approval (RFA) for more information.

  2. I am applying for the full differential cost. I prepared the Project Summary and Calculation spreadsheet so I am applying for the maximum grant award. I understand that I will receive reimbursement for whatever the actual cost differential is, with more or less tonnage completed depending on the actual differential. Can we change the streets and/or shift tonnage around during the grant term?

    Yes. Keep in mind that the total of all reimbursement(s) for all completed and proposed projects shall not exceed your awarded amount. For more information on requesting a project change, see the “Work Plan and Changes/Modifications” section on page 5 of the Procedures and Requirements document.

Eligibility

  1. Are city-owned, city-maintained, but no public access (due to gated area) roadways eligible for this grant? How about privately-owned, but city-maintained?

    Roadways that are owned and maintained by the applicant or an otherwise eligible entity, regardless of public access, are eligible for the grant.

  2. Our City has reached the maximum of six grants. How long is the City restricted from individually applying for hot-mix grant funds? 

    CalRecycle implemented the current restriction for the TRP Grant Program in FY 2014–15, using the approved Criteria RFA. The table in page 4 of the RFA details the proposed changes to the maximum number of grants a jurisdiction can apply for. Once a jurisdiction reaches their maximum, they can no longer apply for that project type. However, the city may apply for a grant for rubberized chip seal projects.

Materials

  1. We would like to submit a grant using the Asphalt Rubber Aggregate Membrane product (ARAM) as a chip seal. Is this acceptable, as long as we meet the 15% minimum crumb rubber requirement?

    Yes, ARAM is an acceptable material for chip seal. ARAM is the Greenbook (SoCal) reference for Asphalt Rubber Chip Seal.

  2. Can the Rubberized Pavement Grant Program be used for parking lots?

    Yes. However CalRecycle does not recommend the use of gap-graded rubberized pavement in parking lot applications due to the highly resilient nature of the material, which is more conducive to dynamic loading (roadways) instead of the static loading typically encountered in parking lots. Additionally, vehicle tight turns in a parking lot will cause premature rutting and failure of the pavement.

Funding

  1. How much money is allocated for the Rubberized Pavement Grant Program? And what is the grant maximum?

    A total of $7,252,000 is available for this grant cycle, fiscal year 2016–17, subject to funding availability. The maximum grant award for hot-mix and/or chip seal project(s) is $350,000. The maximum grant award, if applying as a regional applicant, shall not be greater than $500,000. The Lead or a participating jurisdiction is limited to no more than $350,000 of the grant award.

  2. The Guidelines states that "Eligible costs include expenditures incurred and paid for eligible paving material delivered and installed during the Grant Term." Does this include both contractor material and labor costs for performing the rubberized chip seal? For example, if the awarded contractor's cost to provide and apply the rubberized chip seal is $5.00 per square yard. CalRecycle will reimburse $1.00 per square yard making the difference of reimbursement of $4.00 (costs we would incur).

    Yes, that is correct. Provided the proper supporting documents, CalRecycle will reimburse $1 per square yard for a $5/sq yd unit cost. Consistent with the Application Guidelines and Instructions document, the cost of the rubberized material and the direct cost to install the material are eligible costs. This is typically bundled in the unit cost. Ineligible costs include a grantee’s personnel costs (including fringe benefits), overhead, and indirect costs.

  3. Does the grant only covers the cost differential between conventional asphalt concrete (AC) and rubberized asphalt concrete (RAC) up to $20 per ton? Delivery of conventional asphalt concrete can be challenging in our area with the cost of rubberized asphalt concrete being more than $20 per ton. Please clarify the cost differential.

    As stated in the Application Guidelines and Instructions, applicants have the option to request for the full differential cost between conventional AC and rubberized asphalt (RAC) if the applicant has had zero or one previous rubberized payment grant. An applicant can either apply at a tiered reimbursement (Tier 1 or Tier 2) or at the full differential cost. If an applicant is eligible and applies at the full differential rate, the applicant must show proof and provide recent alternate bids with the application, documenting both RAC and AC cost, otherwise the application will be placed for the tiered reimbursement. Keep in mind that if you are awarded, you must provide the actual cost of RAC and AC for the completed project(s) in order to get reimbursed. Also, movement from a tiered reimbursement to a full differential (and vice-versa) is not allowed once your application is approved and awarded.

  4. Our City will be a first time applicant this year. For future reference, what is the cost difference that CalRecycle will cover for repeat applicants?

    Repeat applicants with only one (1) previous grant have the option for the full differential cost. After one previous grant however, repeat applicants are no longer eligible at the full differential cost. They would be reimbursed at a flat rate based on the table on Page 6 of the Application Guidelines and Instructions document. For example, applicants in San Bernardino County with two to three previous grants would be reimbursed at the flat rate of $7 per ton.  For four to five previous grants, it would be at $4 per ton.  Once an applicant reaches six grants, they are no longer eligible for hot-mix projects, but may still be eligible for rubberized chip seal grants. It is important to reference the Application Guidelines and Instructions with each application for approved reimbursement rates.

  5. If the actual bid results we receive for our next paving project reveal a cost differential that is different than what we indicated at the time of application, how much will we be reimbursed based?

    Reimbursement will be based on the actual cost differential, regardless whether the differential cost indicated at the time of application is greater or less than, up to the grant award amount.

  6. Are matching funds required?

    Matching funds are not required.

Application

  1. What is the purpose of a Resolution? Please advise or provide a sample resolution? We checked the available online forms, but didn’t see a Resolution sample to follow. Can you provide one?

    A Resolution is required for any entity which is subject to a governing body. The purpose of a Resolution is to provide:

    • Authorization from your governing body to submit an application(s).
    • Designation of the job title of the individual authorized to sign all documents necessary to implement the program (Signature Authority).
    • If permitted and/or authorized by your jurisdiction, authorization for the Signature Authority to delegate his/her signature authority to another.
    • The number of years that these authorizations are effective, up to a maximum of five years.

    Refer to the Resolution and Letter Examples webpage for example Resolutions.

  2. We have an Environmentally Preferable Purchasing and Practices (EPPP) policy in place, but what is an EPPP Notification Document? Is there an example you can provide or direct me to find online?

    The EPPP Notification document is only required for organizations that do not have a policy or adopt a new policy during the application process. The EPPP Policy Notification document is available on the Summary tab of the application. Requirements on EPPP Policy is included in our Application Guidelines and Instructions. In addition, EPPP Information, which includes links to examples of existing EPPP Policies and concepts that CalRecycle encourages organization to include, is available in the Summary tab of the application.

  3. Our City has an ordinance to promote green purchase, such as recycled rubberized materials to be used for pavement rehabilitation, recycled aggregates for backfilling of trenches, and many other in order to minimize environmental impacts, toxins, pollution, and hazards to workers and the community. Please see below for Section 2.105.360, “Green Purchasing”, of the City of xxx Municipal Code. If you could please confirm whether the Green Purchase Ordinance suffices the environmentally preferable purchases and practices policy requirement:

    2.105.360 Green purchasing.
    Whenever economically feasible, the City will strive to (a) purchase products that minimize environmental impacts, toxins, pollution, and hazards to workers and the community to the greatest extent practicable and (b) purchase products that include recycled content, are durable and long-lasting, conserve energy and water, reduce greenhouse gas emissions, use unbleached or chlorine-free manufacturing processes, are lead-free and mercury-free, and use wood from sustainably harvested forests. (Ord. 1941 § 3, 6-16-15).

    A green purchasing policy may not address both purchases and practices. CalRecycle requires that your entire organization have an Environmental Preferable Purchasing and Practices (EPPP) Policy. You must determine if your current policy includes both, if not then adopt a new policy by the secondary due date.  We do not need to see your policy nor will we review your policy; we only ask that you certify (on the Detail tab of your application) that a policy is in place or that you will adopt one. 

    To notify CalRecycle that you adopted a new policy you must upload the EPPP Policy Notification to your application by the secondary due date.  DO NOT upload your EPPP Policy to your application. Please see EPPP Information document as a tool when developing the policy (if needed); your organization’s policy does not need to replicate the examples or suggestions provided. 

    For more information regarding EPPP Policies, please refer to the Application Guidelines and Instructions and the EPPP Information document available on the Summary tab of your application.   

  4. We need some clarification on the documents tab of which documents are required for the application:

    Application Certification: After our application is completed and all applicable attachments uploaded, in the summary tab of the online application, we click "Print Application Certification" and have that signed and uploaded into the documents tab of the online application. Can you clarify this is correct?

    Yes, that is correct. Please refer to the Application Documents section, starting on page 12, of the Application Guidelines and Instructions.

    Project Summary & Calculation: The appropriate excel sheet that pertains to the agency's needs must be filled out and uploaded into the documents tab of the online application. Can you clarify this is correct?

    Yes, that is correct. Please refer to page 12 of the Application Guidelines and Instructions document.

    Draft Resolution: The City adopted a resolution in November 2014 authorizing the City to submit CalRecycle Grants for which the City is eligible. Our resolution also gives signing authority to the Director of Public Works and Development Services, or his/her designee to execute all grant documents. This executed resolution should be attached and uploaded in the documents tab of the application. Can you clarify this is correct?

    Yes, that is correct.  A draft Resolution is an optional document. If a valid Resolution is not in place, you can upload a draft Resolution for CalRecycle review. 

    EPPP Policy Certification/Notification: The City adopted EPPP Policy in 2014, the Policy should be uploaded in the documents tab of the application. Can you clarify this is correct?

    DO NOT upload your EPPP Policy to your application. We do not need to see your policy nor will we review your policy; we only ask that you certify (on the Detail tab of your application) that a policy is in place.  You only need to certify that the city has an EPPP Policy in the Detail tab of the application. You do not need to submit the EPPP Policy Certification/Notification.

    Joint Powers Agreement: This document is not applicable to our agency. This document is not required since the City is submitting an application for their city only and not submitting a joint application with another agency. Can you clarify this is correct?

    Yes, that is correct. Only upload documents that are applicable to your agency.

    Letter of Designation: This document is not applicable to our agency. This document is not required because the authorized signature authority will sign, this signing authority was already given to the Director of Public Works and Development Services, or his/her designee in the Resolution. This additional document is only required if the authorized person delegates the authority to another person, which is not the case with our city. Can you clarify this is correct?

    Yes, that is correct. A Letter of Designation is required ONLY when the authorized Signature Authority delegates his/her authority to another person. Please refer to page 16 of the Application Guidelines and Instructions for more information.

  5. When I submit the Project Summary and Calculation spreadsheet, do I need to enter all streets in each neighborhood? There are about 20-30 streets in each neighborhood. The last grant that we applied for, we simply entered the neighborhood name and put “Various Streets” for the Limits. Will this be acceptable for this year’s application?

    All streets must be listed and entered in the spreadsheet so that they are “reportable and searchable” in our database. The Project Summary and Calculation spreadsheet has samples on the last three tabs of the document. Various options are displayed showing different ways to enter street names and group data for easy-to-follow calculations, including tonnage.

  6. The eligibility criteria states that to encourage first-time or one-time users of rubberized pavement, CalRecycle proposes to allow eligible applicants to request the full differential cost between conventional asphalt concrete (AC) and rubberized asphalt concrete (RAC). Our City will be a first time applicant.

    Regarding the requirement to provide a recent alternate bid for AC vs. RAC cost-Can this be simple price quotes from vendors or do we need to provide a formal bid for a project?

    The Application Guidelines and Instructions document states that unit cost for RAC and AC can be determined by either:

    • A contractor’s bid for the project (or alternative bid); or
    • Previous paving project approximately the same size as proposed project within the last year; or
    • Project from neighboring city approximately the same size as proposed project within the last year.

    We cannot accept price quotes, it must be one of the three listed above.

  7. I am over the max of $350,000 at $355,580 on my Project Summary and Calculation spreadsheet. Is it ok for me to leave the spreadsheet the way it is, and just request $350,000 in GMS?

    It is okay to leave and upload the spreadsheet as is. Make sure to enter $350,000 in the “Grant Funds Requested” field in GMS.

Last updated: October 13, 2016
Tire Recycling, Cleanup, and Enforcement Grants, http://www.calrecycle.ca.gov/Tires/Grants/
Contact: (916) 341-5062 Grants@calrecycle.ca.gov