Questions about the Rubberized Pavement Grant Program grant application were accepted in writing only, no later than September 12, 2019. Similar or related questions were grouped together or reworded for clarity and responded to as one question.

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

General

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

• Reduction in Allocated Funding:

  • Available funding is $4,002,000 and represents a reduction from the prior year funding of $7,750,000. The reduction is due to the expiration of a temporary increase in spending authority that expired after fiscal year 2018–19.
  • Clarification on Two Programmatic Areas:
    • Regarding regional applications–The projected reimbursement cannot exceed 80% of the total grant award for material used in a single jurisdiction, whether that jurisdiction is the Lead or a Participant. If at the end of the grant, more than 80% of the reimbursed material (by value) was used in a single jurisdiction, CalRecycle may adjust the reimbursement rate and maximum amount as if that jurisdiction had applied individually.
    • If the solicitation is oversubscribed (more eligible applications than initially available funding)—CalRecycle reserves the right to partially fund or fund individual phases of selected proposals, and CalRecycle may fund an amount less than requested. CalRecycle may consider the historical performance of applicant’s Rubberized Pavement grants when determining partial funding.

 

Eligibility

1. Our City has reached the maximum number of grants for hot-mix projects (eight grants) and for chip seal projects (six grants). How long is the City restricted from individually applying for funds for either type of projects?

CalRecycle implemented the current restriction for the TRP Grant Program in FY 2018–19, using the approved Criteria Request for Approval. Page 4 (Table 2) and page 5 of the Request for Approval detail the proposed changes in the maximum number of grants for which a jurisdiction can apply. Once a jurisdiction reaches their maximum, they can no longer apply for that project type unless they are party to a regional application.

2. 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?

Page 6 of the Application Guidelines and Instructions document states that eligible projects must be owned and maintained by the applicant and accessible to the general public.

3. Are public parking lots and public alleyways eligible locations for the Rubberized Pavement Grant?

For the upcoming Rubberized Pavement Grant Program, are city parks’ parking lots considered eligible projects?

Parking lots and alleys are eligible. However, CalRecycle does not recommend the use of gap-graded rubberized pavement in these 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 and alleys. Additionally, vehicles and heavy trucks making tight turns in a parking lot/alley will cause premature rutting and failure of the pavement. Also note that parking lot and alley applications will probably result in small tonnages and higher cost. Because of the smaller tonnages used, applicants may combine these projects with eligible roadway projects in order to satisfy Program minimums.

4. The grant application instructions state that eligible projects include roadways and greenways. Our city has a "green alleys" project that is creating a travel corridor for pedestrians and bicycles, but will also remain open for vehicle use by residents who need to access the alley. Would this green alleys project site be an eligible site for the Rubberized Pavement Grant?

Yes, as you described, the “green alleys” project would qualify for the grant program, provided you meet all the programmatic requirements, including the alley being owned and maintained by the eligible applicant. See question number 3 above for more information pertaining to alleys.

5. Our parks district operates and maintains 80 plus parks and facilities. In regards to the eligible projects, such as "disability access at parks," are there specific parameters to describe "disability access?" For example, could these projects include parking lots which provide park access to persons with disabilities? Also, along the same lines, could projects cover walkways within our parks which need to be repaired/replaced/added to accommodate persons with disabilities?

A parking lot is generally not considered “disability access” unless it is for the exclusive use for individuals with a disability. In the context of this Program, disability access means a combination of outdoor elements that permit access, circulation, and full use of building, facilities, and programs by a person with disabilities. Services and experiences must be accessible to persons of all abilities while maintaining the intrinsic attributes of the park. For this Program, disability access improvements would include paved transitions from the public parking lot to facilities and activities, pathways/trails throughout the park, and access to services.

Furthermore, 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, vehicles and heavy trucks making tight turns in a parking lot will cause premature rutting and failure of the pavement.

Walkways within parks, or greenways, are eligible. However, the use of gap-graded rubberized pavement may not be as effective as traditional materials. Greenways are typically narrower and may have more angles than a street, which may be problematic for typical paving equipment. Also, parking lots and greenways are likely smaller tonnages and higher costs than streets. To be more cost effective, applicants may combine smaller projects with eligible roadway projects in order to satisfy Program minimums.

6. Are eligible projects limited to roadways, Class 1 bikeways, greenways (a greenway is a travel corridor for pedestrians, bicycles, non-motorized vehicle transportation, recreation, or a combination thereof, located along natural landscape features, such as an urban watercourse) and disability access at parks? Can it be used for driveway access to commercial or residential property?

No, driveway access to commercial or residential properties is not eligible.

7. Can a member of a JPA apply individually, if the JPA itself also applies in the same fiscal year?

No, page 6 of the Application Guidelines and Instructions document states that an entity may not submit an individual application if that entity is also a member of an applicant JPA. It is the responsibility of the JPA and its members to ensure that all parties are aware of this requirement.

8. Are JPAs eligible for Full Differential Cost?

No, unless all JPA members would individually be eligible to receive full differential cost.

 

Materials

1. Are rubberized slurry seal projects eligible for funding under the Rubberized Pavement Grant Program or is it only rubberized chip seal projects?

On page 9 of the Application Guidelines and Instructions document, it states that slurry seal is not eligible under this grant program.

Funding

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

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

2. 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 are specified on the Application Guidelines and Instructions document. 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. Do not upload a copy of your organization’s policy. Your policy does not replace the required EPPP Notification document.

3. We have a few questions about the EPPP Policy Notification form. If an organization has an EPPP Policy in place, does this form need to be submitted as confirmation that the policy is in place? It also states “This document is for use only by applicants that checked ‘No, our organization does not have an EPPP Policy’ on the Detail Tab of your application.” But later it says: “Your policy does not replace the required EPPP Notification document” which would imply it is required to submit in any case. Please advise.

If an eligible entity has an EPPP Policy in place when the application is submitted, it should select option number 1 (Yes, our organization has an EPPP Policy).  It does not need to submit the EPPP Notification or a copy of its Policy. If an eligible entity does not have an EPPP Policy when submitting the application, it should select option number 2 (No, our organization does not have an EPPP Policy). It will then need to adopt an EPPP Policy and submit an EPPP Notification, not a copy of the Policy. Uploading the Policy is not an alternative for uploading an EPPP Notification. 

4. What is the EPPP Policy requirement for JPAs? Is it required for every member of the JPA?

The JPA is required to have an EPPP Policy. The participating jurisdiction(s) is/are encouraged, but not required, to have in place (or adopt, as appropriate) an EPPP Policy.

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 for which we applied, 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. Can a public works project (e.g., pavement management/improvement, street widening) currently in the design or bidding phase be allowable for inclusion as part of a grant application under the above program?

Yes, they can be included in the application. Any pre-construction activities (project planning/design, bidding, etc. that is necessary for construction) are allowed during the application period prior to award; however, the construction/installation utilizing the rubberized paving material must be within the grant term in order to be grant-eligible.

7. Can an applicant include past and completed projects which have utilized the RAC material, as well as upcoming projects or does it need to be only upcoming projects. In other words, can we include completed projects within the last few years as well as upcoming projects in our application to request funding for the FY 2019–20?

No, the applicant cannot include previously completed projects. On page 9 of the Application Guidelines and Instructions document, it states the following:

Eligible Costs

Eligible costs may be incurred only during the Grant Term, which starts when the grantee receives a Notice to Proceed from CalRecycle and ends on April 1, 2022.

  • Eligible costs include expenditures incurred and paid for eligible paving material delivered and installed during the Grant Term. 

Ineligible Costs

Ineligible costs include, but are not limited to: 

  • Costs incurred for projects that start construction of the RAC paving prior to the date indicated in the Notice to Proceed, or end construction after April 1, 2022.

8. Is it possible for an applicant to apply without specifying the exact project limits? Our jurisdiction is proposing to do several miles of rubberized chip seal next year, but is still in the process of selecting the project limits and likely won’t have the exact limits until after the application deadline?

All streets and limits must be listed and entered in the Project Summary & Calculation spreadsheet. The tonnage/square yards entered, based on the street limits specified, are required to determine grant funds requested. Estimates are acceptable at the time of application. Because of this, you can submit a revised Project Summary & Calculation spreadsheet for our review and approval after your application is awarded and a grant agreement is fully executed. See page 6 under the Work Plan and Changes/Modifications section of the Procedures and Requirements document for more details. Keep in mind that the total of all reimbursement(s) for all completed and proposed projects shall not exceed the amount of the original awarded amount.