This is intended to assist applicants in understanding the key elements of the Keep it Clean Grant Program (RFP) and contains answers to questions about the program. Please submit questions to ara.gallo@state.mn.us.
Last updated: 9/23/2025
#1. Q: What are the character limits for application questions?
A: Most of the questions within the application have a 2,000-character limit (approximately 300 words), including spaces. If you choose to develop your responses outside of eLINK, e.g. in Word, note that programs may count the characters differently due to differences in how the characters are encoded. Note that a space is considered a character in eLINK.
#2. Q: Why did I get an error message saying one of the application fields was empty after I entered the required data and then tried to submit the application?
A: You must save the information to the application before submitting. It may be necessary to scroll to the top or bottom of the page to bring the “Save” button into view. If you save while one of narrative questions is blank, the placeholder text “Not Entered” will be inserted; this will need to be replaced prior to submitting the application.
#3. Q: Is an attachment required?
A: This RFP does not require an attachment.
#4. Q:Help! I lost some of the narrative portion of my application after I saved the information!
A: Each of the narrative questions within the application has a 2,000-character limit. The user interface will not allow you to enter more than 2,000 characters, and it will trim any pasted content to 2,000 characters. If you plan to develop narrative responses to the application questions in Word as a backup, be aware the character count in eLINK may be different, and your narrative may be automatically trimmed to fit the eLINK character limit. The application must be submitted through eLINK.
#5. Q:Can I make changes to a submitted application during the RFP open period?
A: Yes. You will need to click Withdraw Request, make your updates and then “Submit” the funding request. The status change triggers generating the application, which is added to the Attachments tab and seen by reviewers. Please note that failure to change the status back to “Submitted” will not capture any changes for review team, and applications not in “Submitted” status at the time the RFP closes will not be considered for funding.
#6. Q:Can I access my earlier grant applications even if they were not funded?
A: Yes, you can access them by logging into eLINK and navigating to "Request Funds" in the left menu, then clicking on "Funding Requests". You will need to check the “Include closed request” box to search for your previous application(s).
#7. Q:When attempting to submit my application, I get a message stating, “For each activity, you must either check the box verifying that there are no pollution reduction estimates associated with the Activity or enter proposed indicators.” What do I need to do?
A: Within the Application Budget tab, you will either need to ensure that the “Check here if this activity does not include proposed pollution reduction estimates” is checked on the Add New Proposed Activity screen or within the Edit Proposed Activity” screen (pencil icon) or enter proposed indicators within the “Edit Indicators” screen (blue diamond icon). If your project will include on the ground practices resulting in pollution reductions, indicators must be entered.
#8. Q: Can an organization submit more than one application?
A: Yes
#9. Q: Can an organization submit more than one application for the maximum amount?
A: Yes
#10. Q: Can match dollars be reported for expenses that are not eligible for grant funds?
A: Match can only be considered for grant eligible expenses.
#11. Q: The RFP states that prevailing wages apply. What are the grant applicant’s responsibilities for compliance?
A: Prevailing wage rules may apply when state funds are used for “projects” that meet the definition identified in M.S 177.42-177.44. As the RFP states, your first source of information for questions about the application of prevailing wage rates should be directed to the Department of Labor and Industry at 651-284-5091, or http://www.dli.mn.gov/prevailing-wage. However, the following information may help you better understand these requirements.
The responsibilities of a grant recipient are to: (1) be aware of prevailing wage, when it applies, and to ensure their project’s cost proposals address this requirement; (2) include prevailing wage information in their bid and contract documents; and (3) receive and maintain the payroll reports that contractors will furnish every two weeks. Prevailing wage does not apply to administrative activities of the grantee or construction activities directly conducted by the grantee, i.e. if a grantee uses its own staff to plant trees, prevailing wage will not apply, but if they contracted with Joe’s Planting Service it would.
#12. Q: What can be used for in-kind cash value as match?
A: Match includes the services, materials, or cash contributed to the accomplishment of grant objectives. In-kind cash value must be directly attributed to the project or activity accomplishments and account for the same as items charged directly to the grant. Activities listed as ineligible activities in the RFP may not be counted towards match. Use the following guidance when considering in-kind cash value:
- Local staff and administrative costs in excess of the reporting and grant management, project development, or technical and engineering component of the grant funds received are ineligible.
You can’t charge more to the grant for a conservation project than what it costs to do the work. This includes the cost of materials, design, technical assistance, and installation. Even if you're using match funds from another source, the total amount covered can't go over the real cost of the project.
If you're using the value of land as part of your match, that’s only allowed in specific situations. The land must be used for a conservation project that includes actual construction or installation (like a pond, wetland, or filter strip). Plus, the land use must be changed—for example, from farming to conservation—with protecting water as the main goal for how the land will be used from now on.
#13. Q: How can a grantee value the time volunteers contribute as match to a grant?
A: Rates for volunteer services should be established through local policy. Rates for volunteer time used on projects should correspond to published or established rates applicable to the area. Applicable rates for volunteer time depend on the activity, not the volunteer’s profession. For example, an organization may have a lawyer or engineer helping install plants as part of a raingarden and could only charge a rate for the volunteer work performed as a landscaping and grounds keeping worker, not the customary hourly rate associated with their professions as a lawyer or engineer. For help valuing the time volunteers contribute as match to a grant, see the rates published for Minnesota at the US Bureau of Labor Statistics
For a generic value of volunteer time in Minnesota, see Independent Sector
#14. Q: Is there a budget template in the RFP?
A: No, a budget template is not included in the RFP. However, budget information will be collected when the user is completing an application in the eLINK system.
#15. Q: Who is eligible for this funding?
A: Local Units of Government are eligible for this funding.
#16. Q: How much are grant requests?
A: Grant requests must be between a $10,000 (minimum) and $40,000 (maximum).
#17. Q: What activities can the grant funds be used for?
A: Eligible activities can consist of pollution prevention practices; project development; program and project support, and technical assistance necessary to implement a program to reduce water pollution from garbage and human waste associated with winter recreation activities. Eligible activities can also include local grant administration, management, and reporting that are directly related to and necessary for implementing the project or activity associated with the grant.
#18. Q: When does the RFP close?
A: All applications must be complete and submitted in eLINK by 4:30 p.m. on October 29, 2025.
Contact
Please submit questions to ara.gallo@state.mn.us