Attachment B
CalRecycle Procedures
and Requirements, Local
Government Waste Tire
Amnesty Grant Program
Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 1
March 2025
Department of Resources Recycling and Recovery
Exhibit B
Procedures and Requirements Local
Government Waste Tire Amnesty Grant
Program
Cycle 8 (TA8) Fiscal Year 2025–26
Copies of these Procedures and Requirements must be shared with both the Finance Department and the staff responsible for implementing the grant activities.
Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 2
Table of Contents
Introduction ................................................................................................................... 3 Grants Management System (GMS) ............................................................................. 3 Accessing the Grant .................................................................................................... 3 Contact Updates .......................................................................................................... 4 Prior to Commencing Work .......................................................................................... 5 Reliable Contractor Declaration ................................................................................... 5 Waste & Used Tire Hauler and End Use and Disposal Facilities ................................. 5 Waste Tire Hauling Limits ............................................................................................ 6 Maximum Tires Per Individual ...................................................................................... 6 Grant Term ..................................................................................................................... 7 Eligible Costs ............................................................................................................... 7 Ineligible Costs ............................................................................................................ 8 Modifications ................................................................................................................ 8 Acknowledgements ...................................................................................................... 9 Reporting Requirements ............................................................................................ 10 Electronic Signatures ................................................................................................. 10 Progress Report......................................................................................................... 11 Final Report ............................................................................................................... 11 Grant Payment Information ........................................................................................ 11 Payment Request and Documentation ................................................................... 11 Audit Considerations .................................................................................................. 13
Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 3
Introduction
The Department of Resources Recycling and Recovery (CalRecycle) administers the Local Government Waste Tire Amnesty Grant Program. These Procedures and Requirements describe project and reporting requirements, report due dates, report contents, grant payment conditions, eligible and ineligible project costs, project completion and closeout procedures, and records and audit requirements.
In a Regional Grant, the term “grantee” used throughout this document refers to the Lead Participant (Lead). The Lead is designated to act on behalf of all Non-Lead Participant(s). In a Regional, the Lead manages the grant, is responsible for the performance of the grant and all required documentation and administers the grant funds to its Non-Lead Participants on its behalf.
This document is attached to, and incorporated by reference, into the Grant Agreement.
Milestones
Notice to Proceed Date: Grant Term Begins on the date that CalRecycle emails the Notice to Proceed.
Each Payment Request: Progress Report Due
October 28, 2027: Final Report and Final Payment Request Due October 28, 2027: Grant Term End
Grants Management System (GMS)
GMS is CalRecycle’s web-based grant application and Grants Management System.
Access to GMS is secure; grantees must log in using a WebPass. WebPass accounts are tied to a specific email address. If an email address changes, or if it becomes inactive, the grantee must create a new WebPass account to continue accessing GMS.
Establish or manage a WebPass at CalRecycle’s WebPass page (https://secure.calrecycle.ca.gov/WebPass/).
Accessing the Grant
Grantees must log in to GMS (https://secure.calrecycle.ca.gov/Grants) using their WebPass. After logging in, locate the grant in the My Awarded/Open Grants table and select the Grant Management link. The Grant Management Module includes the following sections:
• Summary tab: Shows approved budget, paid and remaining amounts. (This section is available to the grantee in read-only mode.) • Payment Request tab: Grantee requests reimbursement.
• Reports tab: Grantee uploads required reports.
• Documents tab: Grantee uploads all other grant documents that are not supporting documents to a payment request or a report. This section also provides access to documents that were uploaded within other sections of GMS. • Sites tab: Shows amnesty event locations.
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Follow the instructions in GMS to work in the system. The following sections describe the reports, transactions, and supporting documents CalRecycle requires.
Contact Updates
Access to the grant is limited to those listed in the Contacts tab of the Application Module with the “Allow Access” check box marked. A contact may be listed but not granted access by not checking the box. Please note, if a contact is granted access to a grant, they will be able to edit contacts, submit payment requests, upload reports, and view all documents. Those with access may update contact information for all contact types except Signature Authority. Email the assigned Grant Manager regarding any changes to Signature Authority information.
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Prior to Commencing Work
Prior to commencing work under this grant, the grantee’s Grant Manager or primary contact and authorized grant Signature Authority should review the Terms and Conditions (Exhibit A) and the Procedures and Requirements (Exhibit B) to identify key grant administrative requirements. Evaluation of the grantee’s compliance with these requirements is a major focus of grant audits.
Reliable Contractor Declaration
Prior to authorizing a contractor or subcontractor to commence work under this grant, the grantee shall submit to the Grant Manager a declaration from the contractor or subcontractor, signed under penalty of perjury, stating that within the preceding three (3) years, none of the events listed in section 17050 of Title 14 (https://www.calrecycle.ca.gov/Laws/Regulations/Title14/), California Code of Regulations, Natural Resources, Division 7, has occurred with respect to the contractor or subcontractor. The grantee must submit this form for each contractor and subcontractor working under the grant.
If a contractor or subcontractor is placed on the CalRecycle Unreliable Contractor List (https://www.calrecycle.ca.gov/Funding/Unreliability/) after award of this grant, the grantee may be required to terminate the contract. Obtain the Reliable Contractor Declaration form (CalRecycle 168) from CalRecycle’s Application and Grant Management Tools webpage (https://calrecycle.ca.gov/funding/tools/
The grantee must upload a scanned copy of each signed Reliable Contractor Declaration form in GMS. To upload the form:
1. Go to the Reports tab.
2. Click on Reliable Contractor Declaration under Report Type.
3. Click the Add Document button.
4. Select Reliable Contractor Declaration in the Document Type drop down box, enter a document title, click the Browse button to search and upload the document, and then Save.
5. Click on the Submit Report button.
For further instructions regarding GMS, including login directions, see the “Grants Management System” section (above).
Waste & Used Tire Hauler and End Use and Disposal
Facilities
CalRecycle has specific requirements for the tracking of used and waste tires remediated with grant funds. To be reimbursed for the cost of tire collection, Grantees and their contractors must use a waste/used tire hauler that is registered with CalRecycle, unless it is exempt pursuant to Public Resources Code section 42954.
Furthermore, the tires must be transported to a facility that is permitted, excluded, exempted, or otherwise authorized by CalRecycle, by statute, or by regulation, to accept waste and used tires, or to a facility that lawfully accepts waste and used tires for reuse or disposal.
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When planning for an amnesty event, the Grantee shall contact the CalRecycle Tire Management Program Hotline at (866) 896-0600 (toll free) to verify that the used tire hauler (tire hauler) and end use facility (facility) it intends to use are in compliance with applicable laws and regulations. The name and address of the tire hauler and the facility are necessary for verification.
A Tire Program Identification (TPID) Number will need to be obtained, by calling the Hotline number listed above for each amnesty event location.
Waste Tire Hauling Limits
The Grantee must comply with the hauling and manifest requirements set forth in Title 14, California Code of Regulations, sections 18461(b)(2) and (3). For purposes of amnesty events, these regulations provide that:
• The Grantee may accept up to 9 waste tires at amnesty events from individuals who are not registered waste tire haulers.
• The Grantee may accept 10-20 waste tires if the individual has a waiver from the Local Enforcement Agency (LEA).
o If the individual does not have a waiver from the LEA to haul more than 9 tires, the Grantee may accept the tires, but must report this information on the Unregistered Hauler & Comprehensive Trip Log Substitution Form (Unregistered Hauler Trip Log) (CalRecycle 204) and submit the form to CalRecycle within 30 days of acceptance of the tires.
o If the Grantee accepts more than 20 waste tires from an individual, the Grantee must report this information on the Unregistered Hauler Trip Log and submit the form to CalRecycle within 30 days of acceptance of the tires.
o The Unregistered Hauler Trip Logs should be sent to the following:
By mail: CalRecycle, Tire Hauler Compliance Unit, 10
th Floor
P.O. Box 4025
Sacramento, CA 95812
Email: [email protected]
Fax: (916) 319-7605
• The Grantee may also accept waste tires from farmers and small businesses that generated the tires in the normal course of operations and are not a tire changing business. Grantee must provide a manifest to this type of customer.
In addition, Senate Bill 230 (Cogdill, Chapter 41, Statutes of 2009) sets forth the following additional requirements:
• Any person transporting waste or used tires that were illegally dumped onto their property to an amnesty event must have written authorization from the LEA, which includes, dates and documentation that a police report has been filed for the illegally dumped tires.
Maximum Tires Per Individual
An individual should be limited to a maximum of 40 tires per amnesty event, or 40 tires per month if a permanent location.
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Grant Term
The Grant Term begins on the date of the Notice to Proceed (NTP) email, which is the formal notification from CalRecycle authorizing the grantee to begin the grant project and ends on October 28, 2027. The grantee must make all grant-eligible program expenditures and incur all grant-eligible costs within this period. Expenditures made or costs incurred prior to the NTP date or after the end date are not eligible for reimbursement.
The Final Report and final Payment Request are due on October 28, 2027. CalRecycle recommends reserving the period from September 1, 2027 to October 28, 2027 exclusively for the preparation of the Final Report and Final Payment Request, though they may be completed earlier.
Eligible Costs
Grantees may incur eligible costs only during the Grant Term, which starts when the grantee receives a Notice to Proceed from CalRecycle and ends on October 28, 2027.
See “Grant Term” for additional information. All grant expenditures must be for activities, products, and costs specifically included in the approved Work Plan and approved Budget. To be eligible for reimbursement, costs must be incurred after receiving a Notice to Proceed and before the end of the Grant Term. All services must be provided, and goods received during this period in order to be eligible costs.
Invoices for goods and services must be paid by the grantee prior to the inclusion of those goods or services on a payment request.
Eligible costs are limited to the following:
• Cost of loading tires into transporting vehicles/trailers at the waste tire amnesty events.
• Cost of transporting waste tires by a waste tire hauler, registered or exempted by CalRecycle, to a permitted, excluded, or exempted waste tire storage facility, or other solid waste facility.
• Cost of transporting waste tires for a specific end-use to a CalRecycle approved end-use facility. Waste tires must be transported by a CalRecycle approved waste tire hauler to a CalRecycle approved end-use facility. • Cost of disposing of waste tires at a permitted, excluded, or exempted waste tire storage facility or disposal site.
• Any salaries and benefits for personnel directly involved in the administration and supervision of amnesty events, including the preparation of payment requests and final reports, incurred prior to the grant term end date. • Any salaries and benefits for personnel directly involved in event planning, creation of educational materials and advertisements in support of amnesty events and working at the amnesty events.
• Costs associated with outreach, such as the production/media purchases for educational materials such as flyers, brochures and radio and newspaper advertisements in support of the amnesty events, not to exceed 15 percent of the approved Budget.
• Supplies necessary for the events such as gloves, traffic cones and clipboards. • Tires generated from agricultural operations and small businesses that do not change tires on customer vehicles.
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• Costs of loading and transporting tires collected from specific cleanup days such as beach and river cleanups.
• Mileage of up to $0.70 per mile (or the rate identified on the CalHR website (https://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx) at the time the cost was incurred) for travel to amnesty events. • Overtime costs for local government staffing during specially scheduled evening or weekend events when pre-approved in writing by the Grant Manager when law or labor contracts require overtime compensation.
Ineligible Costs
Any costs not specifically included in the approved Budget and not directly related to waste tire amnesty events and the approved grant project are ineligible for reimbursement. The grantee should contact the Grant Manager if clarification is needed. Ineligible costs include, but are not limited to:
• Costs incurred prior to the date that CalRecycle sends the Notice to Proceed email or after October 28, 2027.
• Personnel time for the preparation of a Waste Tire Amnesty Grant Application. • Any costs that are not consistent with local, state, and federal laws, guidelines, and regulations.
• Personnel costs incurred while an employee assigned to the grant project is not working on the grant (e.g., use of accrued time such as sick leave, vacation, etc.).
• Costs covered by, or incurred under, another CalRecycle-funded loan, grant, grant cycle or contract.
• Overhead (costs for accounting/budget/finance staff, rental/lease of space, utilities, copying, office supplies, etc.).
• Costs for obtaining necessary permits and licenses.
• Fines or penalties due to violation of federal, state, or local laws, ordinances, or regulations.
• Personnel travel or per diem costs, unless preapproved in writing by the Grant Manager.
• Cameras, cell phones, electronic personal data devices, pagers, and other similar electronic devices.
• Costs connected with contractor claims against the grantee. • Cost of collecting waste tires from waste tire generating businesses (those that change tires on customer vehicles) and/or waste tire haulers. • Cost of collecting waste tires from businesses that are responsible for contracting with registered waste tire haulers for the removal of their waste tires. o If it is determined that the Grantee has used grant funds for this purpose, costs incurred will be deemed ineligible and disbursed grant funds associated with these costs must be returned to CalRecycle.
Any costs that are unrelated to the grant project or unreasonable as determined by the Grant Manager.
Modifications
The grantee must submit any proposed revision(s) to the Work Plan and/or Budget in writing to the Grant Manager. The grantee may not incur costs or make expenditures based on the revision without first receiving the Grant Manager’s written approval.
Proposed revisions must be clearly marked on the Work Plan and/or Budget and must Procedures and Requirements
Local Government Waste Tire Amnesty Grant Program, TA8 (FY 2025–26) 9
be accompanied by a summary of proposed changes or modifications, including justification for the proposed changes. If approved, the Grant Manager will upload the final revised Work Plan and/or Budget to GMS and notify the grantee. The grantee may submit proposed revisions in conjunction with a Progress Report, but they cannot be submitted as part of the Progress Report. The grantee should retain the approval document(s) for audit purposes. See the “Audit Record/Access” section of the Terms and Conditions (Exhibit A).
To request a budget modification:
• Complete the Budget Modification form with proposed changes. • Email the Budget Modification form as an attachment to the Grant Manager.
Include a specific justification for the request in the email. • If the change involves adding a new line item to the budget, a narrative justification must also be included.
A link to the TA8 Budget Modification form is provided on the Summary Tab in GMS.
Acknowledgements
The grantee shall acknowledge CalRecycle’s support each time a project funded, in whole or in part, by this Agreement is publicized in any medium, including news media, brochures, or other types of promotional materials. The acknowledgement of CalRecycle’s support must incorporate the CalRecycle logo. Initials or abbreviations for CalRecycle shall not be used. The Grant Manager may approve deviation from this requirement on a case-by-case basis where such deviation is consistent with CalRecycle’s Communication Strategy and Outreach Plan. Contact your Grant Manager for the CalRecycle logo.
Any publicity or advertisement must clearly state:
• Tires will be accepted at no charge
• Whether tires on rims are accepted
• No tires from waste tire generating businesses will be accepted • The number of tires allowed
o Up to 9 tires without an exemption
o Between 10 and 20 tires with an exemption from the Local Enforcement Agency (LEA). If allowed, a contact number for the LEA should be provided. • Acknowledgement of CalRecycle’s support along with the CalRecycle logo.
Initials or abbreviations for CalRecycle may not be used. o The Grant Manager may approve deviation from this requirement on a case- by-case basis where such deviation is consistent with CalRecycle’s Communication Strategy and Outreach Plan. Contact your Grant Manager for the CalRecycle logo.
An advertisement for an amnesty event may be combined on the same publication with other advertising and a portion of the cost charged to the amnesty grant accordingly.
Preapproval of public education materials is not required, however, if one or more of the required elements above are not included, the CalRecycle Grant Manager may only Procedures and Requirements
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approve part, or none of the expenditure. A copy of all public education materials paid for with grant funds must be included when reimbursement is requested.
Reporting Requirements
The Grant Agreement requires a Progress Report and a Final Report; however, the Grant Manager may require additional Progress Reports at any time during the Grant Term. Failure to submit the Final Report with appropriate documentation by the due date may result in rejection of the Payment Request and/or forfeiture by the grantee of claims for costs incurred that might otherwise have been eligible for grant funding.
The grantee must upload all reports in GMS. For further instructions regarding GMS, including login directions, see the “Grants Management System” section (above).
To upload a report:
1. Go to the Reports tab.
2. Click on the appropriate Report Type.
3. Click on the Add Document button.
4. Choose the Document Type, enter a document title, click the Browse button to search and upload the document, and then Save.
• Select the Back button to upload another document and continue the process until all required documents as listed below are uploaded. • The maximum allowable file size for each document is 35MB.
5. Click the Submit Report button to complete your report submittal. The Submit Report button will not be enabled until all required reporting documents are uploaded.
Grant Managers will only approve reports with current information that include all required sections and documents. Grant Managers will only process Payment Requests after report approval.
Failure to comply with the specified reporting requirements may be considered a breach of the Grant Agreement and may result in the termination of the Grant Agreement, rejection of the Payment Request, and/or forfeiture by the grantee of claims for costs incurred that might otherwise have been eligible for grant funding. The grantee must report any problems or delays immediately to the Grant Manager.
Electronic Signatures
CalRecycle requires a certified e-Signature on documents or forms that certify legally binding information.
Note: E-signatures must include the first and last name of the Signature Authority, be in the Adobe Digital ID format (or through another certified digital signature program) and cannot be completed using the “Fill and Sign” function within Adobe. Any document using the “Fill and Sign” method is considered incomplete and may be sent back to the grantee.
If you have questions, email [email protected].
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Progress Report
The grantee must submit a Progress Report with each Payment Request. These reports should cover grant activities that occurred within the specified reporting period.
Final Report
The Final Report is due October 28, 2027. This report should cover grant activities from the Notice to Proceed through October 28, 2027. The grantee must include the following items in the Final Report:
• The Grant Number, grantee’s name, and Grant Term.
• The following disclaimer statement on the cover page:
“The statements and conclusions of this report are those of the grantee and not necessarily those of the Department of Resources Recycling and Recovery (CalRecycle), its employees, or the State of California. The state makes no warranty, express or implied, and assumes no liability for the information contained in the succeeding text.”
Grant Payment Information
• Payment to the grantee for eligible grant expenses is made on a reimbursement basis only, and only for those materials and services specified in the approved grant application.
• The grantee must submit the required Progress Report/Final Report prior to, or concurrent with, submission of the Grant Payment Request. No reimbursement is made prior to Grant Manager approval of the report.
• The grantee must submit a completed Grant Payment Request and provide supporting documentation as described in the “Payment Request and Documentation” section.
• CalRecycle will make grant payments to only the grantee. It is the grantee’s responsibility to pay all contractors and subcontractors for purchased goods and services.
• CalRecycle will withhold and retain 10 percent of each approved Grant Payment Request amount until all conditions stipulated in the Agreement, including submission and Grant Manager approval of the Progress and Final Reports, have been satisfied.
• CalRecycle will make payments to the grantee as promptly as fiscal procedures permit. The grantee can typically expect payment approximately 45 days from the date the grantee submits a complete Grant Payment Request. • The grantee must provide a Reliable Contractor Declaration form (CalRecycle 168) (https://www2.calrecycle.ca.gov/Docs/Web/127824) signed under penalty of perjury by the grantee’s contractors and subcontractors in accordance with the “Reliable Contractor Declaration” section of the Terms and Conditions (Exhibit A).
The declaration must be received and approved by the Grant Manager prior to commencement of work. See the “Reliable Contractor Declaration” section in Terms and Conditions (Exhibit A) for more information.
Payment Request and Documentation
Failure to submit the final Payment Request with appropriate documentation by the due date may result in rejection of the Payment Request and/or forfeiture by the grantee of claims for costs incurred that might otherwise have been eligible for grant funding.
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The grantee must submit payment requests in GMS. For further instructions regarding GMS, including login directions, see the “Grants Management System” section (above).
To submit a Grant Payment Request:
1. Go to the Payment Request tab.
2. Click on the Create a Payment Request button.
a. Choose Reimburse for the Transaction Type and enter the amount spent in each budget subcategory.
b. When the transaction is complete, click the Save button. c. After the transaction is saved, the Upload Supporting Documents button will appear in the lower right corner.
3. Click the Upload Supporting Documents button.
a. Choose the Document Type, enter a document title, click the Browse button to search and upload the document, and then Save. b. Select the Back button to upload another document and continue this process until all required supporting documents as listed below are uploaded.
c. The maximum allowable file size for each document is 35MB.
4. Click the Submit Transaction button, located on the transaction page, to complete your payment request. The Submit Transaction button will not be enabled until all required supporting documents are uploaded. a. Note: Once a transaction is saved, select the transaction number from the Payment Request tab to access it again. Please do not create multiple transactions for the same requested funds.
Supporting Documentation
• Grant Payment Request form (CalRecycle 87)
o A scanned copy with the signature of the signatory or his/her designee, as authorized by grantee’s Resolution or Letter of Commitment, must be uploaded to GMS.
Note: A designee may sign on behalf of the grantee if a) authorized by the Resolution or Letter of Commitment, and b) a Letter of Designation has been provided to the Grant Manager.
• Cost and Payment Documentation
o Acceptable cost and payment documentation must include at least one of each of the following.
Invoices, receipts, or purchase orders must include the vendor’s name and telephone number, address, description of goods or services purchased, amount due, and date. The claimed expenses should be highlighted and identified with applicable task number on each invoice.
o Proof of payment may include:
Copy of cancelled check(s) that shows an endorsement from the banking institution
Invoice(s) showing a zero balance, or stamped “paid” with a check number, date paid, and initials
Accounting system report from local government if it contains the vendor’s name, date of invoice, invoice number, check number or internal ID, and date amount was paid
Bank statement(s) along with a copy of the endorsed check or invoice showing the check number
Copy of an electronic funds transfer confirmation
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Copy of a credit card statement(s)
o The Grant Manager may require additional cost and payment documentation as necessary to verify eligible costs.
• Expenditure Itemization Summary (CalRecycle 755)
Use this form to document grant expenses, arranged in the same budget categories as the approved Budget. Include only those expenditures authorized in the grant budget. Provide sufficient detail to allow the Grant Manager to match supporting documentation to each expenditure.
• Personnel Expenditure Summary (CalRecycle 165)
Use this form for all grantee claimed personnel expenses. A grantee may use their own personnel expenditure summary form if it includes all the same components as CalRecycle 165. Personnel hours and costs on the Personnel Expenditure Summary must be summarized and totaled by task and staff. It is not necessary to submit timesheets; however, they must be readily available should the Grant Manager, or an auditor, request them. Time must be computed on actual time spent on grant related activities and must be the actual amount paid to the employee. If the Summary shows time spent on additional projects, highlight the entries applicable to the grant. If you are not claiming personnel costs, it is not necessary to submit a Personnel Expenditure. • Waste Tire Manifests
Grantee must provide documentation showing the transportation of all waste tires to an eligible facility. This can be in the form of waste tire manifest copies, or a spreadsheet approved by the Grant Manager. Provide justification if tires were hauled, but manifests are not included.
• Public Education/Advertising Artwork
Include a copy of all artwork paid for with grant funding during the reporting period, if applicable.
Payment Requests will be reviewed for accuracy and cost eligibility. The Grant Manager may request additional documentation and will adjust, as necessary.
Payments will be approved when the Grant Manager determines that the request is accurate, complete, eligible, and accompanied by all required documentations. All costs and activities claimed for reimbursement must be approved in the Budget. If the Grant Manager determines that an activity or cost is ineligible, inappropriate, excessive, unreasonable, or not related to the Grant, reimbursement will be adjusted accordingly.
All forms listed above are available on the CalRecycle Application and Grant Management Tools webpage (https://calrecycle.ca.gov/Funding/tools/).
Audit Considerations
The grantee agrees to maintain records and supporting documentation pertaining to the performance of this grant subject to possible audit for a minimum of three (3) years after final payment date or Grant Term end date, whichever is later. CalRecycle may stipulate a longer period of records retention in order to complete any action and/or resolution of all issues which may arise as a result of any litigation, dispute, or audit, whichever is later.
Examples of audit documentation include, but are not limited to, competitive bids, grant amendments if any relating to the Budget or Work Plan, copies of any agreements with Procedures and Requirements
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contractors or subcontractors if utilized, expenditure ledger, payroll register entries, time sheets, personnel expenditure summary form, travel expense log, paid warrants, contracts and change orders, samples of items and materials developed with grant funds, invoices, and cancelled checks. Please refer to the Terms and Conditions (Exhibit A) for more information.