EERE eXCHANGE: FAQs

Question 1: We are interested in submitting a concept paper for AOI 3 of this FOA that would require funding of $750,000 over the three year period. Will lower funding levels than the $3,000,000-$5,000,000 average award be given consideration?
Answer 1: As indicated from the table in Section II.A. on page 12, the anticipated minimum award size for Area of Interest 3 is $3,000,000.

Question 2: Regarding the Wed, June 15th FOA 1535 Webinar, if funding is awarded, what, if any claims against an entity's intellectual property should applicants be aware of?
Answer 2: Please refer to page 71 for a link to the standard DOE financial assistance Intellectual Property Provisions. Additionally, Section VIII, L. and M. provide additional information on intellectual property and inventions.

Question 3: Is it possible to receive a copy of the webinar?
Answer 3: The webinar presentation is not provided to attendees nor posted to eXCHANGE following the webinar. The most current information is in the Federal Opportunity Announcement (FOA).

Question 4: For FOA 0001535 for the Fiscal Year (FY) 2016 Vehicle Technologies Multi‐Topic Funding Opportunity Announcement, when could we expect to receive notice of whether a concept paper is accepted for full submittal?
Answer 4: As indicated on page 30 of the Funding Opportunity Announcement, applicants will have approximately 30 days from receipt of the Concept Paper Encourage/Discourage notification to prepare and submit a Full Application.

Question 5: Is it permissible to submit a single concept that draws funding from both Areas of Interest 1 and 3?
Answer 5: No. Per the FOA Section III (F), “All concept papers and full applications must be for a stand‐alone project that is not dependent or contingent upon another application submitted to this or any other FOA.”

Question 6: Will you give us some examples of projects that fall within the guidelines of each area of interest? In the cost sharing, can you give a bit more clear explination of what you are talking about with cost share? for example, you want the grant to be no more than 50% of the cost of the project, etc.?
Answer 6:

Question #1: The DOE does not provide examples of potential projects to submit in response to a solicitation. Perspective applicants should carefully review the requirements identified in each area of interest when developing applications. Examples of projects previously funded by the program are provided at: http://energy.gov/eere/vehicles/vehicle-technologies-office-annual-merit-review-presentations.

Question #2: An explanation of cost share is located in Section III.B of the FOA. Additionally, Appendix B & C of the Funding Opportunity Announcement provide information on cost share and calculation of cost share.

Question 7: With regard to AOI 3, we would like to propose a project for alternative fuel vehicles in which infrastructure already exists. Can the existing infrastructure serve as cost share for our proposal?
Answer 7: Since the projects are projected to be short in duration when compared to the overall usage life of infrastructure, the DOE will not recognize the value of existing infrastructure donated as cost share. The DOE will recognize depreciation, lease, or rental charges for the infrastructure as long as the costs can be distributed reasonably between the public and the DOE project in proportion to the benefits received. In the majority of cases, the allowable usage fee is very small since the project forms such a small portion of the overall equipment use spectrum.

Question 8: Can a State's EV rebate/incentive program ($X per vehicle sold) be used as costshare under AOI 3?
Answer 8: No. In accordance with 2 CFR § 200.406, rebates must be credited to the Federal award either as a cost reduction or cash refund, as appropriate.

Question 9: Will alternative fuel engines and vehicles be considered for funding under this Funding Opportunity Announcement?
Answer 9: EERE does not provide a recommendation regarding an applicant’s concept or technology prior to the concept paper phase. EERE makes an independent assessment of each Concept Paper based on the criteria in Section V.A.i of the FOA. Applicants should carefully review requirements and evaluation criteria contained in each area of interest prior to submission of a concept paper.

Question 10: Would electric transit and/or school bus implementation demonstrations be eligible under AO1 or AOI3 ?
Answer 10: EERE does not provide a recommendation regarding an applicant’s concept or technology prior to the concept paper phase. EERE makes an independent assessment of each Concept Paper based on the criteria in Section V.A.i of the FOA. Applicants should carefully review requirements and evaluation criteria contained in each area of interest prior to submission of a concept paper.

Question 11: By what date will EERE provide feedback on concept papers?
Answer 11: EERE will independently assess Concept Papers and provide an "Encourage" or "Discourage" notification in late July as oultined in the FOA.

Question 12: Do additional requirements for AOI 3, such as deployment of alternative fuel vehiicles and fueling infrastructure, have to be met directly (e.g., project funds used to purchase), or can they be satisfied indirectly by the project (e.,g,, as a result of the project)?
Answer 12: Projects will be required to directly achieve requirements that are included within the application submitted to the FOA.

Question 13: Under Area of Interest 3, can you define "community-based partnership"? For example, does a state and local government have to convert their own vehicles? Or could they simply provide additional funding for private sector participants? What if private sector partners are providing a service to the community (e.g. paratransit fleets), even if they are not a public entity?
Answer 13: A definition of community based partnerships is included within area of interest 3

Question 14: Can you elaborate on what kinds of "community-based partnerships" with state and local governments you are looking for under Area of Interest 3?
Answer 14: A definition of community based partnerships is included within area of interest 3.

Question 15: Can one organization participate as prime recipient or as a subrecipient in multiple applications directed to the same AOI?
Answer 15: Yes. Per section III (F) of the FOA, applicants may submit more than one Full Application to this FOA, provided that
each application describes a unique, scientifically distinct project. All concept
papers and full applications must be for a stand‐alone project that is not dependent
or contingent upon another application submitted to this or any other FOA.

Question 16: Please clarify if it is a 501c4 or a 501c3 not eligible as an applicant.
Answer 16: Per section III (A)(2) of the FOA, Nonprofit organizations described in section 501(c)(4) of the Internal Revenue Code of 1986 that engaged in lobbying activities after December 31, 1995, are not eligible to apply for funding.

Question 17: For AOI 3, could we include a multi-prong program that includes multiple strategies such as bio-diesel, CNG and E85 and Electric all under one submission?
Answer 17: EERE does not provide a recommendation regarding an applicant’s concept or technology prior to the concept paper phase. EERE makes an independent assessment of each Concept Paper based on the criteria in Section V.A.i of the FOA. Applicants should carefully review requirements and evaluation criteria contained in each area of interest prior to submission of a concept paper.

Question 18: Have specific technology areas been identified for AOI2?
Answer 18: No. Per the requirements set forth for AOI-2, the objective of this area of interest is to fund research, development, and demonstration of a direct injection (DI) propane engine for an on‐road vehicle approved for highway use. This includes light, medium, and heavy‐duty applications.

Question 19: Is a demonstration of Hydrogen Refueling station inside the area of interest?
Answer 19: EERE does not provide a recommendation regarding an applicant’s concept or technology prior to the concept paper phase. EERE makes an independent assessment of each Concept Paper based on the criteria in Section V.A.i of the FOA. Applicants should carefully review requirements and evaluation criteria contained in each area of interest prior to submission of a concept paper.

Question 20: Can this grant be awarded for the use of class 8 vehicles as opposed to the listed class 1-7?
Answer 20: The applicable vehicle classes are defined in each AOI within the FOA. Potential applicants should carefully review the requirements for each AOI when developing applications.

Question 21: Can a pure plug in Electric vehicle be part of the FOA?
Answer 21: EERE does not provide a recommendation regarding an applicant’s concept or technology prior to the concept paper phase. EERE makes an independent assessment of each Concept Paper based on the criteria in Section V.A.i of the FOA. Applicants should carefully review requirements and evaluation criteria contained in each area of interest prior to submission of a concept paper.

Question 22: Area of Interest 3: Does the period of performance include the development time to build or retrofit vehicles or only the period during which the vehilces are deployed in daily service?
Answer 22: The project period of performance should include all activities required for accomplishment of project objectives.

Question 23: What is an AOI and FOA?
Answer 23: AOI is Area of Interest and FOA is Financial Opportunity Announcement.

Question 24: Will you accept a waiver to develop the prototype in Canada, while the remaining work on the following vehicles would be conducted in the U.S?
Answer 24: EERE follows a disciplined process for review of waiver requests. See Section IV.J.3 of the FOA regarding requirements for Performance of Work in the United States. See Appendix D of the FOA regarding requirements associated with submission of waiver requests.

Question 25: AOI3: Is the availabel funding only for deploying vehicles? We have a proposed project that wold retrofit the propulsion system in heavy-duty vehicles with market-ready technology, but the repowering will be the first time this has been done so it's an invaluable lessons learned project for vehilces with an extended life. The repowered vehicles will be deployed in daily service. Will AOI3 cover the cost of repowering?
Answer 25: EERE does not provide a recommendation regarding an applicant’s concept or technology prior to the concept paper phase. EERE makes an independent assessment of each Concept Paper based on the criteria in Section V.A.i of the FOA. Applicants should carefully review requirements and evaluation criteria contained in each area of interest prior to submission of a concept paper.

Question 26: On page 8 for the AOI, there are a list of features - ancillary/export power, - connected/autonomous capabilities Are these features part of the evaluation criteria such that including them is preferred or required, or are these features only listed as options that are within scope for the FOA?
Answer 26: EERE does not provide a recommendation regarding an applicant’s concept or technology prior to the concept paper phase. EERE makes an independent assessment of each Concept Paper based on the criteria in Section V.A.i of the FOA. Applicants should carefully review requirements and evaluation criteria contained in each area of interest prior to submission of a concept paper.

Question 27: Are alternative fuel companies allowed to apply if they are not affiliated with the community partner projects? There was a section in AOl 3 that private sectors are allowed.
Answer 27: Applications must meet the requirements set forth in Section III.A of the FOA in order to be eligible to apply for funding.

Question 28: Are diesel vehicles planning to use B20 within a fleet an eligible cost for DE-FOA-0001535: Area of interest #3?
Answer 28: EERE does not provide a recommendation regarding an applicant’s concept or technology prior to the concept paper phase. EERE makes an independent assessment of each Concept Paper based on the criteria in Section V.A.i of the FOA. Applicants should carefully review requirements and evaluation criteria contained in each area of interest prior to submission of a concept paper.

Question 29: Please define the term “Smart Mobility”.
Answer 29: Smart Mobility generally refers to transportation technology solutions that use connectivity and automation to increase vehicle safety and efficiency and/or reduce greenhouse gas emissions. The “Memorandum of Understanding between The Department of Energy, Office of Energy Efficiency and Renewable Energy and The Department of Transportation, Office of the Assistant Secretary for Research and Technology” (see http://www.energy.gov/eere/vehicles/downloads/memorandum-understanding-between-us-department-energy-and-us-department) provides additional information.

Question 30: Can CMAQ funds be used as cost match?
Answer 30: The Congestion Mitigation and Air Quality Improvement (CMAQ) Program provides federal funds for transportation projects designed to improve air quality and mitigate congestion. Per section III.B of the FOA; cost share must come from non-Federal sources unless otherwise allowed by law. (See 2 CFR 200.306 and 2 CFR 910.130 for the applicable cost sharing requirements.) Since CMAQ funds come from a Federal source, these funds would not be allowable cost share.

Question 31: Page 30 states the Exchange System will require entering a proposed cost share as a step in the submission process. Can this number be an estimate and changed when submitting the full application?
Answer 31: Per Section III.C, “While the content and form of the Concept Paper does not require proposing a cost share amount during the Concept Paper submission phase, the Exchange system will require entering a proposed cost share as a step in the submission process. Any proposed cost share at the Concept Paper stage of the application process can be updated or amended at the time of Full Application submission.”

Question 32: The notice of intent states state and local governments as strategic partners, the FOA does not. Are states and local governments considered strategic partners?
Answer 32: The FOA is the sole source of correct and up-to-date information.

Question 33: We are anticipating coming to an agreement with manufacturers and/or car dealerships so they’ll either offer rebates and/or assist in buying down the price of electric vehicles. Would the rebate amount and/or buying down the price of the electric vehicle be considered cost match?
Answer 33:

No. In accordance with 2 CFR § 200.406, rebates must be credited to the Federal award either as a cost reduction or cash refund, as appropriate.

Question 34: Can you provide examples of smart mobility or smart cities, which is referenced in section AOI 3 Additional Requirements on Page 10?
Answer 34:

Smart Mobility generally refers to transportation technology solutions that use connectivity and automation to increase vehicle safety and efficiency and/or reduce greenhouse gas emissions. The “Memorandum of Understanding between The Department of Energy, Office of Energy Efficiency and Renewable Energy and The Department of Transportation, Office of the Assistant Secretary for Research and Technology” (see http://www.energy.gov/eere/vehicles/downloads/memorandum-understanding-between-us-department-energy-and-us-department) provides additional information.

Question 35: What is DOE’s definition of deployment? This term is used in section AOI 3 Additional Requirements on Page 10. Does it mean promotion, marketing and rebates associated with electric vehicles to get them on the road, or does it mean the install of charging stations?
Answer 35:

Mobilizing alternative fuel vehicles and installing infrastructure to displace on-road vehicle petroleum use.

Question 36: Does DOE want the description of the project team & qualifications to be part of the two page concept paper? Or is that part of the two page addendum?
Answer 36:

As indicated on pages 28-29 of the Funding Opportunity Announcement, the 2 page maximum Addendum should include information related to the qualifications, experience, and capabilities of the proposed Project Team.

Question 37: The max and min of the proposed amount is $5M and $3M. What will happen if we propose an amount outside of this range?
Answer 37:

DOE does not provide determinations regarding applications prior to selections for negotiation of an award. The funding ranges provided by DOE were given to help the applicants better understand DOE’s funding levels.

Question 38: The matching fund requirement is 50%. Please confirm that the amount is $5M if the proposed amount is $5M.
Answer 38:

The cost share match for Area of Interest 1 and 3 is 50%. If the DOE share for the application is $5M, then the Recipient share must also be $5M, for a total project cost of $10M. An explanation of cost share is located in Section III.B of the FOA. Additionally, Appendix B & C of the Funding Opportunity Announcement provide information on cost share and calculation of cost share.

Question 39: In past FOA’s, a cover page for the Concept Paper, containing projectspecific information has been required. However, I notice that no cover page is required for this particular FOA. Other than the Control Number and Page number, is there any other identifying information required for the Concept Paper (technical contact, business contact, project name, FOA number, etc.)?
Answer 39:

The Technology Description (2 pages maximum) and Addendum (2 pages

maximum) are the required documents for AOI 1 and 2. The Project Description (2 pages maximum)

and Addendum (2 pages maximum) are the required documents for AOI 3.

Question 40: Are grants for feasibility or deployment studies under AOI-3 that do not deploy vehicles or equipment eligible?
Answer 40: Projects may include one, a combination of more than one, or all additional requirements identified under area of interest 3.

Question 41: For AOI 3, do projects have to include all 5 of the Additional Requirements? Or can we apply for a combination of those additional requirements?
Answer 41: Projects may include one, a combination of more than one, or all additional requirements identified under area of interest 3.

Question 42: Question 42: Can you please confirm if subrecipients need to submit the following required documents: Data Management Plan and Environmental Questionnaire.
Answer 42: Answer 42: The Data Management Plan is only required from Prime Recipients. The Environmental Questionnaire is required by both Prime and subrecipients.

Question 43: Question 43: Is a Data Management Plan required for Area of Interest 3?
Answer 43: Answer 43: A Data Management Plan is required for all Areas on Interest

Question 44: Question 44: If the value of EVs are used as match for the project, but no federal funds are actually expended toward the EVs, are the EVs which are counted as match subject to property management rules like the vehicles purchased with grant assistance under the Clean Cities Recovery Act awards?
Answer 44:

Answer 44: Please note that the base cost of vehicles is not an allowable project cost. Only the incremental cost of an EV may be included as a project cost, whether federal and/or cost share. Per the FOA, "incremental cost should be calculated based on the difference between the cost of the AFV and the cost of a comparable conventional model, verified by manufacturer estimate, after all other applicable manufacturer and local/state rebates, tax credits, and cash equivalent incentives are applied."

Property management rules apply to equipment with a current per-unit fair-market value in excess of $5,000.

Question 45: If federal funds from this FOA are used to provide monetary incentives for EV purchases by either companies or the general public, would those EVs become subject to property management rules like the vehicles purchased with grant assistance under the Clean Cities Recovery Act awards (Clean Cities FY 09 Petroleum Reduction Technologies Projects for the Transportation Sector Area of Interest 04)?
Answer 45:

Per the FOA, project vehicle costs are limited to the incremental cost of new original equipment manufacturer alternative fuel vehicles. Purchase incentives will not be recognized as a federally funded project cost or cost share.

Question 46: Can vehicles purchased with non-DOE funds during the project period be recognized as match?
Answer 46: Please note that base cost of vehicles is not an allowable project cost. Only the incremental cost of an AFV may be included as a project cost, whether federal and/or cost share. Per the FOA, “incremental cost share be calculated based on the difference between the cost of the AFV and the cost of a comparable conventional model, verified by manufacturer estimate, after all other applicable manufacturer and local/state rebates, tax credits, an cash equivalent incentives are applied.” The incremental cost may be recognized as cost share. Also note that only non-federal funds may be used as cost share.

Question 47: Say a project uses some funds to provide monetary incentives to offset the incremental cost of EVs. Will property management requirements for vehicles purchased with these incentives be applied in the same way that the requirements were applied under the Clean Cities Recovery Act awards (Clean Cities FY 09 Petroleum Reduction Technologies Projects for the Transportation Sector Area of Interest 04)?
Answer 47: Per the FOA, project vehicle costs are limited to the incremental cost of new original equipment manufacturer alternative fuel vehicles. Purchase incentives will not be recognized as a federally funded project cost or cost share.

Question 48: Say a project offers various resources to encourage purchase of EVs, including monetary incentives that come from state funds (NOT using funds from this FOA), and counts the value of the purchased vehicles as match on the grant. Are those vehicles exempt from property management requirements since no federal funds were used to help purchase them?
Answer 48: Per the FOA, project vehicle costs are limited to the incremental cost of new original equipment manufacturer alternative fuel vehicles. Purchase incentives will not be recognized as a federally funded project cost or cost share.

Question 49: Full Application, FOA p. 67 Environmental Questionnaire (EQ): “Applicants selected for negotiations leading to award will be required to complete and submit their EQ electronically.” Please clarify: is that submission separate from the EQ required to be submitted with the full application?
Answer 49: Yes. If selected for award, applicants will be sent instructions on completion of the electronic EQ.

Question 50: What, if any, NEPA categorical exclusions apply to this FOA?
Answer 50: At this time, no categorical exclusions apply. Applicants must submit an Environmental Questionnaire for consideration.

Question 51: C) Per section IV.J.6. of the FOA (pages 54-55), “all equipment and products purchased with funds made available under this FOA should be American-made” and “property disposition will be required at the end of a project if the current fair market value of property exceeds $5,000.” We note that eligible cost share dollars would have to conform to these requirements as well. Could you please clarify how the “end of a project” is defined in this context?
Answer 51: The “end of the project” would be the end of the period of performance.

Question 52: Please define or refer me to where I can find the definition of “multi-organizational project”.
Answer 52: A multi-organizational project would be a project that includes multiple organizations.

Frequently Asked Questions