Tire Grants

Questions and Answers: Tire-Derived Product (TDP) Grants (FY 2008/09)

Questions about the TDP FY 2008/09 grant cycle application were accepted in writing only, no later than October 24, 2008.

Similar or related questions may be grouped together or reworded for clarity and responded to as one question. It is the applicant's responsibility to check this website for the latest information regarding this grant cycle.

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

General | Eligibility | Materials | Funding | Application

General

In general, what should I know about the material in Tire Derived Products?

Are all grant projects for playgrounds required to be ADA compliant and meet specific safety specifications?

What specific documentation must be provided as proof of playground compliance in order to qualify for reimbursement?

After completion of the grant project the Grantee is required to submit, with any related payment request, documentation of certification that their project conforms to the requirements discussed above. This certification must be provided by a Certified Playground Inspector (certified by the National Playground Safety Institute).

Does the rubber mulch require documentation of compliance for the ASTM and CPSC? Do the playgrounds have to be inspected before and after we install the rubberized bark, or only after installation?

The playground must be inspected after the product is installed. The inspector is ensuring that the product was installed according to the standards set forth by the American Society for Testing and Materials (ASTM) and the playground-related guidelines set forth by the United States Consumer Product Safety Commission (CPSC). In considering whether to apply for this grant, the applicant should factor in the cost of the inspection.

The TDP must be installed by a certified playground inspector? Do you have a list of inspectors?

Have previous applicants used this funding for all-weather tracks?

Yes. You can search in the grants database on the CIWMB website for organizations that have received grants for tire-derived products.

How does the Notice to Proceed (NTP) correspond to the Grant Award? Are they one in the same, or does the NTP follow some time later, and if so, how long afterwards?

After the Board approves the grant award, CIWMB staff will mail a grant agreement package to the primary contact listed on the application. The grantee must then (1) return the completed and signed Grant Agreement within 90 days from the date the grant agreement package is mailed by the CIWMB, and (2) if applicable, pay all outstanding debt(s) or bring current scheduled payments(s) within 90 days from the date of the grant award. After CIWMB receives and executes the signed Grant Agreement the CIWMB will issue the NTP. The issuance of the NTP is controlled primarily by how quickly the grantee meets the above conditions. Also, prior to commencing work, the grantee must comply with the requirements set out in the Prior to Commencing Work section in the Procedures and Requirements.

In construction projects, materials are generally installed prior to payment for those materials. Can Tire-Derived Product be installed prior to Notice to Proceed (NTP), as long as they are not paid for by the applicant until after NTP?

No. To be eligible for grant funding the costs may not be incurred (grantee is legally liable to pay) prior to grantee's receipt of the NTP. Also, note prior to commencing work, the grantee must comply with the requirements set out in the Prior to Commencing Work section in the Procedures and Requirements.

The CIWMB must approve any proposed changes to the project and the contractor prior to commencing work. Therefore, the product cannot be installed or purchased without approval from your grant manger.

Would this grant cover a project that wanted to use RAC as well as other transportation products, or would the jurisdiction need to apply for a separate grant for each of these items?

The TDP grant program does not include RAC projects. The Rubberized Asphalt Concrete (RAC) Grant Program is a separate grant program and has its own application and eligibility requirements. Therefore, a jurisdiction must apply for a separate grant for a RAC project.

If the term of the grant is 2 years, can the project evaluation and final report occur after the 2 year deadline?

In order to receive full reimbursement for the TDP project, the Grantee must submit an approved final report by the end of the grant term.

Can the work plan/schedule be revised after the application is submitted?

Revisions are not favored; however, they may be approved depending on several factors including:
1) whether the change is major or minor; 2) at what point in the grant period the request for change is made; and 3) the reason for the request. Requests for revision must be made and approved in writing.

Eligibility

Can a non-profit foundation (501 (c) 3), whose sole mission is to improve facilities at a public high school, be an applicant for this grant?

No, a non-profit foundation is not an eligible applicant, the school district is eligible. However, if authorized by an eligible TDP applicant, a nonprofit, or any interested party, may prepare an application and administer a TDP Grant on behalf of any TDP applicant/grantee.

Children's Institute Inc. (CII) is a 102 year old children's agency which focuses on the provision of services to low-income children and their families who live in Central and South Los Angeles County. We have recently purchased three large warehouses, and we are in the process of renovating these in order to expand our facilities to serve more children and families annually. As a private 501(c) 3 organization with a preschool and head start program, are we eligible to apply for funding under the this grant program?

Non-profit private schools from kindergarten through twelfth grade and/or any classes in between may be eligible to apply if they met all eligibility requirements. Based on the information provided in your question, it appears that your school is a preschool only, as such you would not qualify.

I am interested in applying for a grant for our non-profit preschool. Are private preschools eligible applicants for TDP grants? Please advise as to whether I should apply for this grant.

Private schools eligible for the TDP grant program must qualify as low income (as defined in the application), non-profit, and teach some or all classes from kindergarten through twelfth grade (k-12). Private preschools are not eligible for the TDP grant program.

I represent two public charter schools serving 550 students from a Unified School District. We are seeking funding for an artificial turf playing field. I am trying to determine if we are eligible to apply for your grant as a public entity. I see that “special districts” is listed in the first sentence below, but later the point of a “large public school district” is made. Please let me know if we are indeed eligible to apply.

The following information is not offered as legal advice. Please check with your attorney to determine if the information is applicable to your schools and situation. It is our understanding that charter schools do not qualify as special districts. Based on the information provided in your question it appears that your school district may be eligible to apply. If so, with the school district’s approval, you can apply on behalf of the school district, and if awarded a grant you can manage the grant for the school district. However, as discussed in the Application Instructions, applicants must meet the application requirements, including the issuance of a resolution authorizing submission of the application and receipt of grant funds. Additionally, regardless of who manages the grant project, the grantee is contractually responsible for the performance of the grant.

I was wondering if our non-profit PTA can apply for this grant for the public school we help?

A PTA is not an eligible applicant; however, your school district may be eligible to apply if it meets all the eligibility requirements. Your PTA, if authorized by an eligible TDP applicant, may prepare an application and administer a TDP grant on behalf of the applicant/grantee.

I am on the non-profit Board that oversees a private daycare for children of state workers. Although it is a private daycare, the Board is a non-profit corporation and leases the facilities from DGS and then sub-leases the facilities to the private daycare. The Board and the daycare are affiliated with the state agency (although the daycare is located outside the building) through Government Code 4560. Can the non-profit apply for the grant?

Based on the information provided in your question, there are several eligibility requirements which your non-profit does not meet, including the requirement that the school must have classes which include kindergarten to twelfth grade and/or any grades in between. However, since Department of General Services (DGS), a state entity, owns the facility and the daycare is for state employees, then DGS may be eligible to apply. With DGS’ approval the daycare Board could apply and manage the grant on DGS’ behalf; however, DGS would be contractually responsible for the grant project and all associated responsibilities.

Please confirm that a qualified applicant may apply in the current cycle for more than one site improvement project, as long as the projects have consumed more than 2,500 California tires even if the applicant had received a grant in past cycles.

Our city would like to submit a new project for funding under the Tire-Derived Product Grant Program. We received $100,000 in a FY 2005/06, for a completely different project, which is complete. I am writing to confirm that the city is eligible to submit the new project for the funding in the 2008/09 cycle.

Is the City eligible for the grant? We last received one two years ago.

Per the application guidelines, “Project(s) must not have previously received CIWMB grant funds.” Question: Does “project” equate to “entity”? Can a large, but previously funded, school district apply for a grant for different schools that were already funded?

Yes, a qualified applicant may apply even if they received a TDP grant in past fiscal years. The applicant must submit one application for multiple projects and sites for up to the maximum award amount if the projects divert a minimum of 2,500 California waste tires, and are scheduled to be completed by the end of the grant term.

Our School District was awarded a recycled tire grant in FY 2007/08. We were awarded $99,000.00 to improve the playground equipment area surfacing at one of our schools. My question is: Can we apply again for a recycled tire grant on 11/21/08 for a grant in 2008/09 for another of our schools?

Five or six years ago we received funding from you to assist us with the installation of our new high school track. I was wondering if we are eligible for any new projects? Our pre-school program would like update their playgrounds for safety. Would we be eligible as a district to apply?

We received a TDP grant in the 2006/07 school year. Can we apply this year?

Am I correct in understanding that only districts with 42,000+ students are eligible to apply for this grant/

We are a very small school district. We only have, as of this date, 38 students in the entire district. I want to make sure the time I spend on this grant will not be in vain. Will I be denied because of our size?

As a school site council member and parent, I was reviewing the latest grant application for TDP program. Our school is approximately 350 students K – 8th. According to the first page of this grant regarding eligible applicants (public entities) it states that a “large public school district” is a district with at least 43,000students, does this mean that our school with only 350 students would not be eligible for funding from this grant?

All eligible applicants are allowed to apply for this cycle, even if they received a grant in the past. However the project must be new. CIWMB will not fund the use of the same TDP at the same site more than once.

We are planning to install new playground equipment at the beginning of November, and don't want our students to wait until April to be able to use it. If we pay for the recycled materials upfront is it possible to be reimbursed if we are awarded a grant?

No, successful applicants can not start work on the TDP grant project until they receive written notification to begin the grant project. This notification referred to as the "Notice to Proceed" is provided through a formal letter from CIWMB after the Grantee and the CIWMB have signed the Grant Agreement. Costs incurred prior to receiving the Notice to Proceed are ineligible for reimbursement.

Our concern is the timing of the CIWMB Notice To Proceed. The project missed the eligibility window under the 2007/08 program--and so we planned to apply for the 2008/09 program, and that window just opened. In the meantime, the project is currently under construction, but no Tire Derived Products have been delivered to the job site, as those products will be installed sometime in the first quarter of 2009. Those materials are not billed for, nor paid for until they are installed on the job site. Is there any reason why this project, given the information above, would appear to be ineligible?

Based on your timeline your project may not be eligible. The award of this cycle is tentatively scheduled for March 2009 after which certain conditions must be met before the NTP is issued, please see answer to question regarding NTP under General. Also, costs incurred (grantee is legally liable for the cost) prior to receipt of the NTP are ineligible.

In short, what construction processes (material approval, ordering, manufacturing, shipping, installing, payment) related to TDP's can occur prior to NTP, if any, to remain eligible for this grant?

The applicant may conduct any work involving the pre-installation phase of the project. The applicant can secure the funds needed to complete the project, approve design plans, prep the project site, etc. For a cost to be eligible for reimbursement it must be incurred (grantee is legally liable for the cost) during the "Grant Performance Period" which starts when the grantee receives a "Notice to Proceed" from CIWMB and ends on March 31, 2011.

The project is already under construction, but the TDPs have not yet been purchased, supplied to, or paid for by the entity that will be the grant applicant, because they are among the last items to be installed. Does this affect eligibility?

As long as the cost of the TDP has not been incurred (grantee is legally liable for the cost) you may still be eligible for the grant. Please see the eligible cost information in the Application Guidelines and Instructions.

We have just completed a few projects (recreation) using recycled CA tires. We are a public community college and would qualify as an eligible applicant. However, I noticed under the eligible costs it states that eligible costs may be incurred only during the “Grant Performance Period” which starts when the Grantee receives a “notice to proceed”. Does this mean if the project has been completed, we cannot apply for the grant? Is this grant only for projects not yet started?

Yes, you are correct. Projects that have been completed are not eligible for the TDP grant.

Is there a matching requirement for this grant? Can you explain more specifically, how this grant works?

There is no direct match requirement for this grant; however, the grantee is responsible for all project costs other than TDP material costs. The funding process is as follows: soon after the grantee and CIWMB sign the Grant Agreement, the grantee will receive a Notice to Proceed. It is at this point that the grantee may incur project costs. See the Procedures and Requirements for details regarding eligible costs and required documentation evidencing those costs.

Our District has not completed fund raising for this project, and the TDP grant will play an important part in helping us reach our goal. Not having secured all the required funds, we have not entered into an agreement with a product manufacturer or supplier. Therefore, how should we complete the TDP certification for application submittal?

Must we ultimately use the manufacturer that completes the “Tire-Derived Product Certification”, page 6 of the application? Or may we choose another manufacturer later, submitting a new certification from the new vendor and making up the difference, if any? The reason I ask is because our City requires a bid process, so I would have to get quotes from 3 vendors. Do you recommend completing the bidding process first before having only one of them complete the certification page? Or can we send in certification from 3 different manufacturers with the application?

Can you change suppliers after the application is submitted?

You must complete and submit the TDP certification form with your application. CIWMB understands that most applicants have to go out to bid for their projects. For purposes of the application, the TDP Certification form acts as a quote, not a formal bid. However, you must submit the TDP Certification form with your application. Product suppliers can provide information about their estimated product weight. Once a product supplier is secured, you will need to submit a new certification form.

With a brief look at the application for the Tire Derived Product Grant program, it appears that is only available to districts with enrollment over 43,000. Can you please confirm?

All public school districts are eligible to apply. The maximum award amount is $150,000 per district, except for those districts with at least 43,000 students which are eligible for up to $250,000.

Materials

We are applying for playground resurfacing and there is a pour-in surfacing product that is partly composed of tire buffings. I noticed that truck tire buffings are not eligible for grant monies. However, if the buffings are incorporated into the product, is the product eligible for the grant? If not, there are other alternatives that we can use. Please advise.

We are planning to install a poured in place rubberized surface for some new play equipment for the County Probation Department. Do you know if there is a poured in place product will qualify for grant monies? I have a product that uses 100% recycled rubber from tires and I want to see if we can apply.

Am I to understand that the grant is for recycled tire material only, not for example playground equipment made of recycled materials as in years past?

Correct, this grant is only for eligible tire-derived products.

How will I know if a product is made of truck tire buffings vs. passenger tire buffings?

Do you have a vendor who can provide Pour-in-place products for tracks and playgrounds solely using passenger tire buffing instead of commercial tire buffing?

In looking over the guidelines for this year's program, it appears passenger tire buffings are now allowed in the calculation of number of tires diverted. Can you confirm this?

This cycle has further defined buffings as either truck tire buffings or passenger tire buffings. Passenger tire buffings are allowed for this cycle; however, truck tire buffings continue to be an ineligible cost for the TDP grant program.

Do you have additional info. regarding sound barriers? Where can we see these sound barriers?

The TDP grant program has not yet funded a project using sound barriers. Therefore, we do not have a project to reference. Please refer to CIWMB's TDP Suppliers page for more information from TDP suppliers. You can also check the phone book and online for additional suppliers.

Is there a prequalified list of Rubber Mulch suppliers that have already supplied materials for previously awarded projects?

Regarding compliance with the principals of Environmental Justice and Certification of the use of 100 percent California waste tires, can this come in the form of a letter from our Director of Public works, officially certified by our City Clerk, certifying our compliance with both?

Checking the box on the application in the Environmental Justice section acknowledges that your organization will comply with the principles of Environmental Justice. Documentation in lieu of this certification will not be accepted. The Tire-Derived Product (TDP) Certification form (CIWMB 227) is the document used to certify that the product is made from California waste tires. The form must be completed by a product vendor, supplier, or manufacturer.

We wish to utilize the Perma Life granular rubber surfacing and poured in place resilient rubber surfacing in City playgrounds in an upcoming project. Is there a standard chart of accepted equivalency for these products to give me an idea how many tires would be used per cubic yard of granulated or shredded rubber and how much would be typically used per square foot of poured in place rubber surfacing? Would the supplier have an idea of these numbers?

I have three quotes for the rubber mulch, but how do I know if they comply with your standards?

Do you happen to know the amount of square feet of rubberized tire-derived playground surfacing necessary to divert the minimum 2,500 tires required under the grant?

Do we need to have documentation that the tires originated from our city?

No, tires do not need to originate from your city. However, the waste tires used in the project must be from California. The certification form in the application certifies that CA waste tires are used in the product. This form is completed by your vendor.

Grants will be awarded in March 2009 but the notice to proceed is not until February 27, 2010. Is this correct? Do I have to wait until after February 2010 to purchase the materials?

Funding

Does the grant fund just the tires themselves or the products that are made from the tires? The guidelines seem to indicate the latter, but it’s difficult to tell for sure.

Is there a required match for the grant?

Is the grantee (e.g., school district) required to match the grant funds?

The grant reimburses grantees for the cost of the tire material used in the product/project. Some products are made up of only tire material and therefore the grantee may be reimbursed for the full amount of the product. Other products can be made up of multiple types of materials and only portions of the product uses tire material. As a result, the grant would only reimburse for the tire material and the grantee would be responsible for paying the difference in the cost of the product.

There is no match requirement for this grant.

If our organization is picked to receive one of the grants to recover our playground in rubber mulch made from recycled tires, we have to pay the money for mulch at first and then the state reimburses us?

Yes, this is a reimbursement grant. For a cost to be eligible for reimbursement it must be incurred (grantee is legally liable for the cost) during the period from grantee’s receipt of the Notice to Proceed to March 31, 2011; costs incurred before or after this period are ineligible. The grantee must submit proof of payment to receive grant funds. Please view the payment request section of the Procedures and Requirements for more information.

The last time I checked the size of the grants has decreased significantly. Prior they had been in the $100,000 range and now they have shrunk. Is it still the case that they have shrunk or has there been a change back to the more substantial amount?

The past three cycles of the TDP grant program had a maximum award amount of $100,000. This year the maximum grant award has increased to $150,000 for all entities, except for school districts with 43,000 or more students which are eligible for up to $250,000.

Two years ago, we considered applying for a grant for an all weather track at our Middle School. At that time, the formula for calculating the grant dollars available with the tire replacement was changed and the grant amounts were reduced substantially from $150,000 to approximately $10,000 or so. Please let me know if the funding level has been changed back to the prior $150,000 for a track or if it is still the same low amount.

The grant award is calculated by multiplying the number of California waste tires used in the project by the actual cost per tire up to $5, not to exceed the maximum grant award of $150,000 for school districts with less than 43,000 students. School districts with 43,000 or more students are eligible for up to $250,000. Therefore, your award amount depends on how many waste tires your project will divert, up to the maximum allowable. Other project costs, such as labor, are not eligible for reimbursement. Please contact a product manufacturer or supplier for more information regarding cost of the entire project and review the Procedures and Requirements for eligible and ineligible cost information.

I am seeking offers from at least 3 different vendors to compare prices and quality. When I submit the application, will the grant only pay for a specific vendor?

Please submit only one TDP Certification form (CIWMB227 for TDP7) per proposed product. The certification form will be used to determine your grant award amount. Many grantees are required to go out to bid, therefore CIWMB allows the grantee to change vendors. The grantee must submit a new TDP Certification form and obtain written approval from their CIWMB grant manager prior to ordering the material.

Do I have to go through the competitive bidding process if the total cost exceeds the bid limit of $72,000?

CIWMB encourages a competitive bidding process, but it is not a CIWMB requirement. Check with your contracting office to determine if the applicant-entity is required to conduct a competitive bid process for this expenditure.

Am I understanding correctly that eligible costs include a maximum of $5 for shipping of the product?

Shipping can be included in the cost per tire calculation on the TDP Certification form (CIWMB227) included in your application. CIWMB will reimburse up to a maximum of $5.00 per tire diverted.

Application

We would like to apply for the rubber mats as well as the rubber footing. I have a quote from "Ag Link" for our rubber mats, can we obtain a quote for the rubber footing from the same company or do you require multiple bids with an application?

The grant does not require multiple bids. CIWMB encourages a competitive bidding process, but it is not a requirement.

Once (if) the grant is obtained does it require the same kind of reporting that is typical of CTE or state funded grants or is it more of a onetime reporting?

This grant requires the grantee to submit a process report mid-term and a final report once the project is completed, no later than March 31, 2011. Once the grant is closed the grantee must complete an annual survey for the next five years. Please see the Procedures and Requirements for reporting information.

Is a narrative required for this grant? If so, can you point me to the directions/guidelines for composing that narrative?

The only narrative that is required is the project description on page three of the application. We ask for a brief description of the project(s), using only three to five sentences. The applicant should write a general overview of the project and indicate what type of TDP will be used. The application also includes a proposed timeline section. The proposed timeline should include the steps needed to complete the project. An example of the proposed timeline is in the Application Guidelines and Instructions.

Are School Districts required to submit resolutions or is a letter from the Superintendent sufficient?

All entities that are governed by a governing body are required to submit a current and adopted Resolution (please see the Application Instructions for samples). If your applicant entity is governed by a governing body, a letter from the Superintendent is not acceptable.

If a board authorizes someone to execute all grant documents through the resolution, is it correct that the board chair ALSO has to sign a Letter of Authorization for Delegation Information?

It is recommended that the Resolution give authorization to the Signature Authority to delegate his/her authority to another person. To exercise this authority the Signature Authority must submit to the CIWMB a current Letter of Authorization for delegation. Please see the Application Guidelines and Instructions for examples of a Resolution and Letter of Authorization.

As a state entity we have utilized inmate labor made available at no charge by our local county sheriff's department. Would this in any was conflict with the "Sweatfree Code of Conduct" as outlined in the Procedures and Requirements of this grant? The CIWMB 243-TDP (New 10/08) does not allow for "State Department" to be checked in boxes available. What box should be checked?

Environmentally Preferable Purchases and Practices Policy Requirement: Where can this Policy be viewed?

The Required Documents section of the Application Guidelines and Instructions contains an example of a Environmentally Preferable Purchases and Practices Policy.

Environmentally Preferable Purchases and Practices Policy Requirement: Would a citywide sustainability plan adopted by City Council and/or a department approved sustainability plan meet this requirement?

Yes, that would meet this requirement.

On the Tire Derived Product (TDP) Certification (TDP7Cycle) to be filled out by the manufacturer or supplier, can a General Contractor fill out the form, as the supplier to the end user/Owner? The question arises because the General Contractor’s mark-up on the TDP’s are part of the cost to the Owner of the TDP’s, whereas if the original manufacturer fills out the form, the costs reported will not include that mark-up.

The Tire-Derived Product Certification form should reflect the cost that will be charged to the grantee. The person signing the form needs to be able to certify that the product contains 100% CA waste tires and does not include truck tire buffings.

TDP FY 2008/09 | TDP Grants Home