AboutTheCouncil

Grant Review Policy

Under PERC’s current streamlined grant review procedure, applicants for grant funding need only submit project summaries in lieu of full funding requests or proposals. Anyone may submit project summaries. We look forward to considering your grant request for your innovative projects in propane-related safety, training, research, or development.

Please note that unless otherwise agreed to in advance, PERC retains the right to use information contained in your project summary for any purpose it deems appropriate, including authorizing the development and issuance of a request for proposals for the work described in your project summary.

PERC Grant Review Process

Part I. Project Summary Review

Project summaries must be received at least 30 days before the next meeting of the relevant advisory committee. Besides allowing the summary to be added to the meeting agenda, this provides sufficient review time for the PERC board (the Council), PERC staff and the advisory committee and for the communication of recommendations to the applicant.

A. Timetable

Before December 31 of each year, the Docket Administrator will publish a timetable for the next calendar year for the receipt and evaluation of project summaries. That timetable will establish not more than four grant funding cycles that will be scheduled in relationship with Council meetings. The timetable will also set deadlines for the submission of project summaries and provide adequate time for staff and advisory committee evaluation and recommendation, and Council consideration.

B. Procedure

There are six major steps in PERC's project summary review process:

1. Verification
Upon receipt, PERC staff will verify the completeness of each project summary and its compliance with PERC's Policy, Rules and Procedures document. The summary will be assigned to an advisory committee for review and the applicant will be notified.

2. Advisory Committee Determination
The advisory committee will conduct an evaluation of each project summary that falls within its mission area and make a determination whether to undertake the proposed project. There are three possible outcomes of the advisory committee’s evaluation:

(a) If the advisory committee determines that a project summary has merit, it may invite the applicant to submit a full funding request.

(b) If the advisory committee determines that a project summary has merit, but in its best judgment the proposed work should be awarded through a competitive process, the advisory committee shall request authorization from the Council to issue a request for proposals; in such case, the applicant shall be notified by the PERC staff and may submit a response to the RFP.

(c) If the advisory committee determines that the project is not a priority for funding, PERC staff will notify the applicant of that decision.

3. Council Consideration
At its regularly scheduled meetings, the Council in its sole discretion may take up the advisory committees’ funding recommendations and make its decisions regarding each of them.

4. Contract
Following Council approval of a funding request, including any modifications or stipulations to it, the PERC Contracts Manager will enter into contract discussions with each successful applicant. No funds are distributed without a valid contract.

5. Progress Reports
As provided in Council rules or contracts, all funding recipients will make periodic progress reports to the mission area liaison, who in turn make will progress reports to the Council on all programs and projects.

6. Post-Completion Evaluation
Following completion of each project funded by the Council, the Director of Finance and Administration will make a post-completion evaluation report to the Council.

Part II. Expedited Grant Review

The expedited grant review procedure is reserved for only those projects that must be urgently undertaken to preserve or promote the interests of the propane industry at large. All requests for funding will be considered under the regular review procedure unless, by a majority vote, the PERC advisory committees agree to consider a request under the expedited grant review procedure. An applicant must specifically request expedited review and, on its face, the funding request must be of an urgent nature or facing a deadline that could not be reasonably anticipated, which would preclude consideration of the funding request by the regular review procedure.

Part III. State Rebate Review

The Council shall make every effort to provide review of state rebate requests, which are not subject to the provisions of Part II, Regular Grant Review. The following is a brief summary of the major steps of the Propane Education & Research Council's state rebate review process, as approved by the full Council.

1. Review Cycles and Deadlines
Rebate review cycles will be scheduled in relationship with Council meetings. Each cycle shall have a due date or deadline by which a funding request must be received in order to be considered in that cycle. A rebate request submitted after the deadline will automatically be held over until the next review cycle.

2. Verification
Upon receipt of a request, staff will verify its completeness and compliance with Council rules and procedures, assign a docket number, and notify the applicant.

3. Council Consideration
At its regularly scheduled meetings, the Council may take up the funding recommendations and make its decisions regarding each funding request.

4. Contract
Following Council approval of a funding request, including any modifications or stipulations the Council may adopt with respect to it, the President shall enter into contract with each successful applicant.

5. Final Accounting Reports
As provided in Council rules or contracts, all funding recipients shall provide the Council with a final accounting report at completion of the project.