EERE eXCHANGE: FAQs

Question 1: Could in kind contributions come from a particular private company in the form of services or technology? Or would this be demonstrating company or brand favoritism?
Answer 1: In general, in-kind contributions from a private company may be considered allowable. Please see Section III B. of the FOA as cost share is discussed in greater detail. Applicants are encouraged to refer to 2 CFR 200.306 as amended by 2 CFR 910.130 & 10 CFR 603.525-555 for additional guidance on cost sharing. As stated in Section I. part B., "Projects should be brand-neutral. Vehicles and equipment utilized in projects can be brand affiliated as part of a portfolio, but projects should not be exclusive to a single brand or product line."

Question 2: For the concept paper it says to list your partners, if accepted can an Applicant add or subcontract listed partners without fear of penalty?
Answer 2: As noted in the FOA review criteria (V.A), proposed partnerships will be evaluated and rated both at the concept paper and application stages. EERE understands that partnerships identified in the concept paper are subject to change since the project is unlikely to be finalized at that time.

Question 3: Regarding AOI's, is the implementation of an 'IT' projection sufficient as a final deliverable? Or a simulation of some sort, also required?
Answer 3: EERE cannot make determinations regarding project final deliverables at this stage. Applicants should carefully review the specific area of interest and evaluation criteria when developing the application.

Question 4: Can funds from the likes of VW settlement (monies) be used as cost share in this DOE FOA?
Answer 4: Please see Section III B. of the FOA as cost share is discussed in greater detail. Applicants are encouraged to refer to 2 CFR 200.306 as amended by 2 CFR 910.130 & 10 CFR 603.525-555 for additional guidance on cost sharing

Question 5: How the DOE will decide how much public money is applied to the project? As I understand it, if an alternative fueled vehicle costs $100K and a conventional vehicle $30K, then DOE would fund 50% of the difference or $35K. Is this correct?
Answer 5: Eligible vehicle costs are identified in under AOI (1) "Vehicle Information"

Question 6: Are bi-fuel hydrogen on demand fuel cells considered eligible equipment?
Answer 6: Eligible vehicles are identified in under AOI (1) "Vehicle Information".

Question 7: How does DOE define "new mobility system" and "smart mobility technology"? What specific systems and technologies are eligible?
Answer 7: "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 8: Can you repeat where to find the alternative fuel eligible in the E85 question?
Answer 8: Alternative fuel and vehicle efforts should focus only on those defined by the Energy Policy Act of 1992, as amended by the Energy Policy Act of 2005 and further augmented by the Energy Independence and Security Act of 2007 (http://www.afdc.energy.gov/fuels/).

Question 9: Electric Vehicles are frequently mentioned and CNG vehicles are never mentioned. Does that emphasis suggest that a CNG based proposal will be disadvantaged?
Answer 9: Please refer to the applicable technical review criteria for information regarding how the application will be evaluated.

Question 10: Can an applicant that is submitting as a prime on an application also be part of another application as a sub recipient?
Answer 10: Yes. An applicant that is submitting as a prime on an application also be part of another application as a sub recipient

Question 11: FOA 0001629 has a very similar AOI to this FOA 0001639. AOI#4 of 0001629 and AOI#2 of 0001639 have some identical sentences. Is there a difference in desired proposals between the two FOA AOIs? Could a project propose to both FOAs simultaneously?
Answer 11: EERE does not preclude submission of concept papers or applications to different funding opportunity announcements.

Question 12: Is it too late to put in an initial proposal for this opportunity?
Answer 12: Applicants are directed towards the Schedule listed on Page (1) of the FOA.

Question 13: Is there a good resource describing the "Smart Mobility" concept and how to apply it to these funding opportunities?
Answer 13: "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 14: Can a sub-recipient in the Concept Paper submit the application as the Prime Recipient?
Answer 14: No, a subrecipient listed in a concept paper cannot submit the full application, as a Prime, for that concept paper

Question 15: Will department of energy release a cost share incremental cost calculation tool or further guidance? State / local incentives vary per vehicle and may be difficult to consistently calculate. My team is drafting an internal tool for per-vehicle calculations.
Answer 15: The Applicant is expected to produce the analysis with the guidance listed in Section I.B (Additional Requirements)

Question 16: The FOA states that "DOE funds are not available for light-duty hybrids." (p.11) Can you please advise where the vehicle classifications are defined? And would an alternative fueled light duty hybrid be excluded?
Answer 16: Eligible vehicles for AOI-1 are identified in under "Additional Requirements - Vehicle Information".

Question 17: Will you be posting the slides from the webinar?
Answer 17: All Information from the Webinar is contained within the FOA

Question 18: Are you potentially open to a proposal highly focused around deployment of a specific data technology, but applied in an urban mobility setting?
Answer 18: For determination of technical interest, please submit a Concept Paper.

Question 19: Since the anticipated minimum award size for any one individual award in AOI 1 is $3M, would the DOE look favorably upon multiple cities/entities collaborating on a single application?
Answer 19: Please refer to the applicable technical review criteria for information regarding how the application will be evaluated.

Question 20: Does the use of electricity to displace fossil fuels for idle reduction using electrified parking spaces qualify as an eligible alternative fuel technology? Certain hybrid electric vehicles and equipment, particularly certain types used in heavy-duty applications for freight & goods movement have plug-in capability to use electricity instead of diesel fuel. U.S. EPA verified SmartWay technologies save fuel and reduce emissions from trucks and trailers, electrified parking spaces is a verified technology. Therefore, a proposed project using hybrid electric vehicles/equipment with electrified parking spaces seems consistent with the intent of FOA DE-FOA-0001639 to displace fossil fuel, accelerate the deployment of commercially available technology, and maximize energy efficiency in intermodal/goods movement. Please confirm that a proposed project with electrified idle reduction as an element is an eligible type of project.
Answer 20: For determination of technical interest, please submit a Concept Paper.

Question 21: Does accounting consulting apply as Allowable Cost?
Answer 21: Dependent upon your entity status, please utilize the appropriate cost principles under the FAR Part 31 or 2 CFR 200 Subpart E.

Question 22: Must the cost share be concurrent with the period of the award?
Answer 22: Given the project will carry Budget Periods (with associated Continuation Applications) – the Applicant must demonstrate the requirement on a per Budget Period basis. Should a circumstance arise at which a consideration need be made to acknowledge a Budget Period (cost share) fluctuation, it must be expressed, to the EERE Contracting Officer, in conjunction with Section III. B. vi.

Question 23: Are there opportunities for port rail (or other rail opportunities) for upgrading to tier 4
Answer 23: All EERE Funding Opportunities are listed on the EERE exchange website.

Question 24: Will power train research of the electric vehicle be encouraged in this topic?
Answer 24: Please read Section I. part B of the FOA for description of the respective Areas of Interest.

Question 25: Does E-85 qualify as a bio-fuel?
Answer 25: Alternative fuel and vehicle efforts should focus only on those defined by the Energy Policy Act of 1992, as amended by the Energy Policy Act of 2005 and further augmented by the Energy Independence and Security Act of 2007 (http://www.afdc.energy.gov/fuels/).

Question 26: Is there a minimum funding amount that can be applied for?
Answer 26: DOE does not provide determinations regarding applications prior to selections for negotiation of an award. The funding ranges provided by DOE were given in Section II.A of the FOA to help Applicants better understand DOE’s funding levels.

Question 27: Are fueling station/infrastructure costs considered along the same lines as vehicles? i.e. base costs comparable to conventional fueling stations are not eligible expenses only the additional cost premium that alternative fuel stations costs
Answer 27: Please read Section I. part B - Additional Requirements regarding guidance on vehicle and infrastructure costs.

Question 28: How important is the inclusion of a new mobility system / smart mobility technology component in concepts developed for AOI1?
Answer 28: Please refer to the applicable technical review criteria for information regarding how the application will be evaluated.

Question 29: Define "living Lab"
Answer 29: Projects that demonstrate and assess the return on investment (ROI) of energy efficient mobility systems.

Question 30: Is the 15$ million award for one project or for multiple projects of smaller amounts?
Answer 30: The $15M is divided up to create multiple projects for smaller amounts. This is provided in Section II. Part A of the FOA.

Question 31: Is there a good resource describing the "Smart Mobility" technologies and how to integrate them into these funding opportunities?
Answer 31:

"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 32: If a response in AOI 1 includes multiple EPACT fuels (technologies) will that be seen as a negative or unresponsive proposal, or is that allowable?
Answer 32: For allowability, please refer to the AOI 1 general and additional requirements contained in the FOA. For a determination of the merit of this approach, see the AOI technical review criteria, or submit a concept paper.

Question 33: To what extent would you like, with the Concept Paper, confirmation of in-kind cost-share partner interest (such Letters of Intent)?
Answer 33: Section IV.C “Content and Form of the Concept Paper” describes the content paper requirements.

Question 34: Again, where exactly will the Q&A's from today’s session posted?
Answer 34: EERE Exchange (FAQ)

Question 35: Will the new vehicle cost (purchase cost) be counted as cost share?
Answer 35: Please refer to the AOI 1 Vehicle Information for information regarding vehicle costs recognized under the project.

Question 36: Do State Universities qualify as a State Government team member for collaboration?
Answer 36: For determination of "project teams" please refer to Section I. part B of the FOA as well as Section III. Part A.

Question 37: For AOI2, we have a commute trip reduction concept that utilizes a novel software application that we would develop. We would then complete a pilot project with a large employer, with the goal of making it available for use by all employers. Would that type of idea qualify under the smart mobility / living lab concept?
Answer 37: For determination of technical interest, please submit a Concept Paper.

Question 38: Is there a listing of all AFV related funding opportunities that will be available in 2017?
Answer 38: EERE Exchange lists all the current, open EERE FOA's.

Question 39: You specifically limited it to one technology per application... What about multiple fuels/technologies (IE Electricity + Ethanol for example but not just a single fuel/technology)
Answer 39: Per the FOA, "Each Concept Paper must be limited to a single concept or technology. Unrelated concepts and technologies should not be consolidated into a single Concept Paper." This statement does not limit the technologies to be included within a proposed concept.

Question 40: Under AOI #2: Does technology that improves transit automatically count as fuel efficiency? Not clean on the Clean Cities site.
Answer 40: For determination of technical interest, please submit a Concept Paper.

Question 41: The FOA doesn't call out transit in particular, but there are two energy efficiency angles here: (1) A technology that will provide fuel efficiency opportunities for transit. (2) A technology that will make transit more efficient and connected, in ways that foster a shift toward transit -- and since transit is a more energy- and fuel-efficient transportation mode, there will be additional savings. Is confirmation available that this logic fits with what is intended in the FOA.
Answer 41: For determination of technical interest, please submit a Concept Paper.

Question 42: Please confirm whether DOE FFRDCs may submit proposals as prime applicants for DE-FOA-0001639.
Answer 42: Please see Section III A. part ii. of the FOA as well as III D. part i.

Question 43: Under AOI #2: Does technology that improves transit automatically count as energy/fuel efficiency? Not clear on the Clean Cities site.
Answer 43: For determination of technical interest, please submit a Concept Paper

Question 44: Is DOE potentially open to a proposal highly focused around development of a specific data processing and management technology, but applied with transportation partners in an urban mobility setting?
Answer 44: For determination of technical interest, please submit a Concept Paper

Question 45: Regarding the "Webinar Slides" ...
Answer 45: All Information from the Webinar is contained within the FOA

Question 46: Would the costs associated with the relocation of an existing CNG station to a new location where the volume dispensed would higher than at the existing station be eligible for funding under AOI 1? If so, could the depreciated value of equipment moved and used at the new location be counted towards cost share?
Answer 46: For determination of technical interest, please submit a Concept Paper

Question 47: Are there any guidelines for the Concept Paper due at the end of January? What key points is the concept paper expected to cover?
Answer 47:

Guidelines for the Concept Paper are set forth in the FOA, Section IV. Part C.

Applicants are directed towards the Schedule listed on Page (1) of the FOA, for applicable submission dates.

Question 48: It is noted that, “While the content and form of the Concept Paper does not require proposing a cost share amount during this concept paper submission phase, the Exchange system will require entering a proposed cost share as a step in the submission process.” Questions are: 1) What kinds of information should be involved in concept paper submission for the cost-share 2) Is a confirmation/agreement/arrangement for the cost share required from our organization during the submission of my concept paper?
Answer 48:

Please utilize Section IV. Part C. of the FOA for additional information.

As noted in the FOA, proposed partnerships will be evaluated for appropriateness. EERE understands that partnerships identified in the concept paper are subject to change since the project is unlikely to be finalized at that time.

Question 49: The following Language (in Section I. part B) was noticed: Applications proposing the following are strongly discouraged: • Applications that include pre-commercial vehicles or fueling infrastructure. Vehicles and fueling infrastructure that are still in testing and/or development should not be included in the application. With this language in mind, Can DOE provide general guidance on whether the “strong discouragement” above would apply to a project proposing to take commercial vehicles and optimize the engines to run on high octane fuels? The idea of a pilot project to demonstrate the real-world benefits of using high octane fuels in optimized engines
Answer 49: For determination of technical interest, please submit a Concept Paper.

Question 50: According to the Concept Paper and Full Application requirements on page 26 of the FOA, it states that “The Control Number must be prominently displayed on the upper right corner of the header of every page. Page numbers must be included in the footer of every page.” How do we obtain the “Control Number” before submitting in the “Concept Paper”?
Answer 50: Please utilize Section IV. Part A. (and ensuing “i.”) of the FOA to better explain the “control number” and/or guide you to an EERE resource for help.

Question 51: Regarding Section III B. of the FOA and original reference to 2/10 CFR’s is not providing a whole understanding of the question that follows: Does the DOE view proposed funding arrangements as a “weakness” or “fatal flaw” if the “match funding” is subject to approval by a “proceeding” which will not have been concluded by the Full Application Deadline?
Answer 51:

As per Section III. part B. iii. of the FOA, “cost share must be verifiable upon submission of the Full Application.”

Full applications will be evaluated in accordance with the Criteria provided in Section V.A.ii

Question 52: May the lead organization (designated as such), indicate less than 50% of the total proposed budget requested and/or proposed effort? In that, it has been shown under previous FOA’s that a lead organization must provide at least 50% of the total allowable costs for the project and % of effort.
Answer 52: The FOA does not provide any restrictions regarding percentage of effort required by the Lead Organization.

Question 53: There is confusion by the "Commercially Available" vs. "Innovative" intent of the FOA: Page 9 calls for: 1. “commercially available alternative fuel and electric vehicles” and 2. “projects that integrate alternative fuels with new mobility systems or “smart cities” Since items under #2 are, by definition, not commercially available, we are unclear as to the FOA’s intent. Page 10 calls for deployment of commercially-available, AFVs and/or advanced technology vehicles Page 33 calls for a description of “the specific innovation of the proposed approach” So if we propose a “Commercially Available” project, we risk not being “innovative”. If we propose an “innovative” project we, by definition, go beyond what is commercially available
Answer 53: For an evaluation of the Department’s interest in a proposed project idea, please submit a concept paper.

Question 54: It is understood that the concept submission paper deadline has passed for this opportunity, however, is it possible to submit a proposal for full application (without submission of a concept paper)?
Answer 54: As stated on Page 1 of the Funding Opportunity, Applicants were required to submit a Concept Paper by 2/03/2017 no later than 5:00 PM (ET) to be eligible to submit a Full Application.

Question 55: Regarding planned structure of “cost share match” … 1) Is it admissible to have most (80+%) of the match from in-kind contribution of staff time at public agency partners? (2) Can an organization offer some of our own time – as the prime – as in-kind match?
Answer 55: Please utilize Section III. Part B. as well as Appendix A of the FOA for assistance regarding cost share. Additionally, please utilize the cost principles that are applicable to the organization.

Question 56: In the required documents, there is a "Subaward Budget Justification" if applicable. Is this only if an Applicant is using a subrecipient and requesting a subaward on the same project? If an Applicant does not have an additional award, then it is not required, correct?
Answer 56: As per Section IV. Part D. viii. - Applicants must provide a separate budget justification, EERE 335 (i.e., budget justification for each budget year and a cumulative budget) for each subawardee that is expected to perform work estimated to be more than $100,000 or 25 percent of the total work effort (whichever is less). Thus, if applicable, fill-out a separate form for a subawardee.
In addition, the Prime Recipient must fill-out a cumulative, which will contain subawardee costs, as you stated, on tab. “f. contractual”

Question 57: Regarding Q and A of the following/similar: (1) Who can our applications representative speak to regarding our shortcomings? (2) How can we obtain reviewers comments? Please provide information. (3) Is it possible to receive additional insight as to why our concept paper appears to propose work outside the scope of the FOA?
Answer 57:

As per Section IV. Part C of the FOA, the DOE (EERE) typically briefs solely through the Notification Letter that you received.

Please note, as a reminder, an applicant who receives a “discouraged” notification may still submit a Full Application. EERE will review all eligible Full Applications. However, by discouraging the submission of a Full Application, EERE intends to convey its lack of programmatic interest in the proposed project in an effort to save the applicant the time and expense of preparing an application that is unlikely to be selected for award negotiations.

Question 58: The FFRDC Contractor Authorization letter that’s required should be addressed to whom, name, and mailing address?
Answer 58: Regarding Section II. D. i.b. (of the FOA) - Authorization for DOE/NNSA FFRDC’s, the FFRDC Authorization letter can be addressed to the Contracting Officer of the Federal agency sponsoring the contractor.

Question 59: For “electric vehicles” do you mean battery electric, or are plug-in hybrid electrics also eligible? Are hybrids eligible as well?
Answer 59: Requirements for allowable vehicles are described in section I.B of the FOA.

Question 60: Does each project partner need to fill out an EQ or can the prime fill one out for the entire project?
Answer 60: In conjunction with the FOA, Section xiv. Additional Requirements, a. Environmental Questionnaire, the link to the EQ sample provides guidance to the Prime Recipient on how to handle project partners

Question 61: The FOA outlines specific funding parameters for AOI 1 (i.e. FOA page 11 - Vehicle Information: “only the incremental cost of an alternative fuel or advanced technology vehicle may be recognized as project cost”) Are there similar specific funding restrictions or guidelines for vehicles or associated equipment in AOI 2? What are the funding parameters for AOI 2?
Answer 61:

All costs must conform to the requirements detailed in 2CFR 200 as well as the general and additional requirements of the applicable AOI.

Question 62: Does the "1 page maximum per letter" requirement apply only to "partner/end users" letters of commitment, or it applies to "Subrecipient/third party' letters of commitment too?
Answer 62:

Each letter of commitment is limited to 1 page max and applicable to partners/end users/subrecipients/third parties

Question 63: Referring to the Full Application Requirements, Technical Volume has a 30-page limit and comprises of 4 sections – Project Overview (10%), Project Description, Innovation, and Impact (30%), Workplan (40%) and Technical Qualifications and Resources (20%). This would mean that page limit for these sections are 3, 9, 12 and 6 pages respectively. If we exceed the page limit of some sections but still maintain the 30-page limit of the volume, will we be marked down?
Answer 63:

Section IV. Application and Submission information, Section D., part ii. provides guidance regarding the approximations for percentages for respective Section(s) of the Technical Volume.

Question 64: In accordance with Section I., part B., regarding "AOI General Requirements" - Data Collection, it states that, "Projects must quantify the expected energy efficiency benefits that result from the technology or application to be deployed." Is there any elaboration on the "quantification of energy efficiency benefits or in other words the return on investment (ROI)?"
Answer 64:

An Applicant should choose the type and scope of return on investment (ROI) analyses that are most appropriate for the proposed project.

Question 65: Is there a page limit on the Data Management Plan (DMP)?
Answer 65: Appendix C contains the requirements of the Data Management Plan, but does not specify a page limit.

Question 66: What is the NEPA control number to be used for this FOA?
Answer 66:

Applicants should fill out the PDF version of the Environmental Questionnaire (EQ) DOE F 540 and submit it with the application. Only applicants selected for award will have to complete the online version of the form.

Use the same control number you were assigned for all application documents and also as the EQ NEPA Control Number. Leave blank the final 3 fields in Section I.

Question 67: Can DOE/NNSA FFRDC’s apply as a prime and/or sub-recipient?
Answer 67:

As reflected in Section III. part D. i. of the FOA, DOE/NNSA and non-DOE/NNSA FFRDCs may be proposed as a Subrecipient on another entity’s application subject to the guidelines there-in.

Question 68: Is land purchase an allowable cost?
Answer 68: Please utilize 2 CFR 200.306 (or a more specific CFR regarding your type of "entity") for Cost Sharing or Matching “Allowability.” As tied to the FOA, Section B. as well as Section IV. I. i may be of additional assistance

Question 69: In preparing the budget justification forms for a project which may contain (several) operating partners that are contributing operational cost share (not funded) over $100k, do they need to provide a workbook of their own? Or can the Prime identify the match value as contracted and fully account for as cost share on the Primes workbook?
Answer 69:

As per Section IV. part D. v. – Prime Recipients must complete each tab of the Budget Justification Workbook for the project as a whole, including all work to be performed by the Prime Recipient and its Subrecipients and Contractors. A subaward/partner/third party under $100k is not required to submit a separate “workbook,” however, it is the Prime’s (and subaward/partner/third party) responsibility to verify the cost share through the instruction provided in Section III. Part B. The cost share is treated in the same manner as the Federal share. The Government does not differentiate when reviewing both costs.

Question 70: Question regarding the requirements for subaward budget justifications listed in Section IV. D. viii. This section indicates that EERE 335 forms must be submitted by and subawardee that is expected to perform work estimated to be more than $100,000. Does this $100,000 include subawardees who are only purchasing equipment and not invoicing the grant for staff time? Is this a correct interpretation?
Answer 70: Yes, as per Section IV. part D. viii., this is a correct interpretation.

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