Landfill Consolidation and Environmental Improvements (LCEI) Grants Program

The objective of the LCEI Program is to provide funding for regional and remote councils in the RLA and NLA of NSW  to close or improve landfill and transfer station sites . The Program aims to:

• support regional NSW local councils carry out site-specific improvement works to council-managed landfill and transfer station facilities.
• consolidate and close regional landfills at end of life or where councils have identified viable alternatives for waste disposal via the Council Waste Management Strategy or Regional Waste Strategy
• establish site-specific transfer stations at the location of the closed landfill site
• improve environmental and human health and well-being in communities
• improve management, safety and operation of landfills and transfer stations
• provide access to advisory services and education on best practice methods to improve waste management practices and landfill management efficiency, including to extend the life of landfills
• encourage use of the E-RAMP tool to assess sites at most risk and suitable for closure.

The LCEI Program delivers a number of key environmental outcomes:

• high risk landfills are closed or converted to transfer stations
• contribute to the long-term protection of the environment in regional and remote areas of NSW
• improved safety, amenity and security at rural landfills
• communities improve or maintain access to dispose of household waste in rural areas
• councils have the skills to extend the life of existing landfill through access to technical specialists and manage risks at landfill and transfer station sites
• program outcomes and data are shared with EPA to inform future policies and programs
• alignment to targets listed in the Waste and Sustainable Materials Strategy 2041:
  • have an 80% average recovery rate from all waste streams by 2030
  • halve the amount of organic waste sent to landfill by 2030
  • net zero emissions from organic waste by 2030
  • 60% reduction in all litter items by 2030
  • triple the plastics recycling rate by 2030
  • reduce illegal dumping.

3.1. Eligible organisations

Organisations that are eligible to apply must:

• be located in the Regional Levy Area (RLA) or the Non-Levied Area (NLA) and;
• be located in a NSW council (as defined in the NSW Local Government Act), or;
• be a Regional waste group (RWG), Regional Organisations of Councils (ROC) or Joint Organisations of Councils (JOC). These organisations may apply and/or coordinate the project on behalf of several NSW councils within their regional group, provided each council nominates a contact person for the project.

3.2. Partnership projects

Partnership projects are encouraged as they can improve the implementation, efficiency, and economic benefits of projects. If multiple councils are seeking to partner on the negotiation, planning for and contracting of waste services, including procurements for constructing new facilities, please explore how your proposal may be eligible within the Joint Procurement Funded Support Program.

3.3. Multiple applications

Applicants may submit multiple applications. It is at the applicants discretion as to how they will manage grant administration of multiple sites. They may choose to have multiple sites within one application if all  projects in the one application can be delivered within the funding limit , or submit a new application for each individual site.

For multiple individual applications, the applicants must indicate order of priority and strategic alignment of the project to Council or Regional Waste Strategies. If several sites are being proposed, applicants must provide evidence of sufficient resources and capacity to complete multiple projects. 

Applicants are also expected to maintain separate recordkeeping for each grant including tracking expenditure of in-kind and cash contributions for each project individually.

Regional applications are welcome for multiple landfill sites, but a separate risk assessment and site layout must be completed for each waste facility included in the application.

3.4. Conditions of eligibility

Applications that do not satisfy the conditions below will be deemed ineligible and will not be assessed.

3.4.1. General conditions

Eligible organisations must meet the following conditions to qualify for funding in any of the three streams:

• complete all relevant NSW EPA forms and supporting documents
• application is authorised by the names of two senior officers in your organisation (e.g. General Manager, CEO, Chief Financial Officer, Group Manager or Secretary) who can attest to the accuracy of the information within the application
• demonstrate that the project is aligned with the program’s objectives and outcomes, provides value for money, delivers public benefits, and will deliver environment and human health improvements
• complete separate risk assessments for each site/facility proposed in the application
• provide separate site layouts for each site/facility proposed in the application
• for organisations submitting multiple applications, provide a priority list ranking the sites/facility in order of importance and preference for funding
• submit projects that can be completed within two years
• provide at least two contact people within the eligible organisation who will be responsible for delivering the project, ongoing grant management and available to respond to questions from the EPA.

3.4.2. Stream specific conditions

In addition to the general conditions of eligibility listed above, eligible organisations must meet the following conditions for specific streams listed below:

Stream 1 – Consolidation and transformation

• At the time of application, the site/facility must be operational and receiving waste from the community, or have been operational in the 12 months prior to the time of application, OR;
• The site/facility has been non-operational and is a high priority for closure, and;
• The site/facility closure plans meet the minimum standards set out in Environmental Guidelines: Solid waste landfills, as appropriate, and;
• Submission of a completed E-RAMP assessment of the subject site/facility if less than 5,000 tonnes of waste per annum, or your own risk assessment if your site/facility accepts more than 5,000 tonnes per annum.

Stream 2 – Environmental Improvements

• At the time of application, the site/facility must be operational and receiving waste from the community, and;
• Submission of a completed E-RAMP assessment of the subject site/facility if less than 5,000 tonnes of waste per annum, or your own risk assessment if your site/facility accepts more than 5,000 tonnes per annum.

Stream 3 – Advisory Services and education

• At the time of application, the subject facility must be operational and receiving waste from the community, or have been operational in the 12 months prior to the time of application, and;
• Submission of a completed E-RAMP assessment of the subject site/facility if less than 5,000 tonnes of waste per annum, or your own risk assessment if your site/facility accepts more than 5,000 tonnes per annum.

3.4.3. Ineligible conditions

An organisation is not eligible to apply for this funding if the organisation is not compliant with NSW environment protection laws.

4.1. Funding limits and minimum co-contribution

Stream 1 – Consolidation and transformation

Grants of up to $300,000 are available for Stream 1, covering up to 70% of the eligible project costs relating to landfill closure, consolidation, and construction of transfer stations. Applicants must meet a minimum of 30% cash and in-kind contributions. All project expenses, including cash and in-kind contributions must be clearly identified in the Application Budget.

Funding from other grants or programs must not be included as the co-contribution.

Stream 2 – Environmental Improvements

Grants of up to $250,000 are available for Stream 2, covering up to 70% of the eligible project costs relating to environmental improvements to landfills. Applicant’s must meet a minimum of 30% of cash and in-kind contributions. All project expenses, including cash and in-kind contributions must be clearly identified in the Application Budget.

Funding from other grants or programs must not be included as the applicant’s co-contribution.

Stream 3 – Advisory Services and education

Grants of up to $25,000 are available for Stream 3, covering up to 50% of the eligible project costs of advisory services relating to landfill closure plans, consolidation plans, environmental improvement plans, feasibility assessments for transformation, design and technical engineering plans and education courses to upskill Council staff in waste management. Applicants must meet a minimum of 50%of cash and in-kind contributions. All project expenses, including cash and in-kind contributions must be clearly identified in the Application Budget.

4.2. Projects and items that will be funded

If your proposal focus is not included on the list, please contact the EPA to discuss your project and eligible items for funding. Examples of items eligible for funding include, but are not limited to the lists below.

4.2.1. Stream 1 – Landfill consolidation and transformation

Landfill closure and consolidation

• final capping material consisting of Virgin Excavated Natural Material (VENM) or
• excavated Natural Material (ENM) that meets technical specifications for final capping
• equipment hire costs for undertaking closure works
• project related improvement works to meet closure requirements
• fencing to enclose the site
• new signage including poles indicating the site is closed. Signage must acknowledge the funding from the NSW EPA
• rehabilitation works
• remediation works
• revegetation
• leachate barriers and catchment
• post-closure groundwater monitoring
• waste collection equipment (such as tip trucks) will be eligible for funding if it can be demonstrated that this equipment will assist in landfill closure

Building transfer stations

• project related internal road improvements up to a maximum of 20%of the grant amount
• demountable buildings up to a maximum of 20% of the grant amount
• site preparation costs such as slabs and retaining walls up to 20% of the grant amount
• storage bunkers or bins for separated materials
• site automation systems that increase operational performance

4.2.2. Stream 2 – Environmental improvements

Environmental improvements

• equipment hire costs for undertaking improvement works
• fencing in or around the site/facility
• litter control to prevent windblown litter
• new signage including poles. Signage must acknowledge the funding from the NSW EPA
• site security and supervision infrastructure
• non-consumable alternative daily cover (e.g. tarps)
• purchase of plant and equipment that will bring about environmental improvements through operational improvement – examples include landfill compaction equipment
• material separation equipment – examples include mulchers, glass breakers and balers
• stormwater or sedimentation contouring earthworks (not collection systems)
• groundwater collections systems
• groundwater monitoring 

4.2.3. Stream 3 – Advisory Services and education

Advisory services

Funding for professional services. In some cases, documents developed in Stream 3 could inform subsequent applications under Stream 1 and 2.

Examples of items eligible for funding include, but are not limited to, the list below:

• consolidation options assessment
• feasibility assessments for transformation
• landfill closure plans
• capping system design
• design plans for infrastructure and civil works
• surface water management plans
• leachate management plans
• stockpile material assessments
• post-closure management plans
• rehabilitation design
• site layout plans
• surface water management plan

Education

Courses aimed at improving operational and environmental management of landfills and transfer stations. Examples include operator training for best practice management at consolidated landfill.

Education and training courses must be delivered by Registered Training Organisations approved by the Australian Skills Quality Authority.

4.3. Projects and items that will not be grant funded

The below list of items will not be grant funded under the program. The EPA may, at its absolute discretion, update or add to the items and projects that will not be funded at any time.

• projects not located in NSW
• projects and budget items that do not align with the objectives of the grant program
• projects that would proceed without grant funding, and requests for retrospective funding
• projects that seek to jointly procure waste services, these projects will be directed to the Joint Procurement Funded Support Program.
• project proposals submitted by applicants who are unable to show the financial capability to complete the project
• costs of obtaining approvals or environment protection licences
• purchase of plant or equipment that has been previously owned by any associated entity
• process or logistic vehicles, e.g. fork-lifts, prime movers, front-end loaders
• freight and shipping fees including customs and/or duties, e.g. for new equipment
• project activities or equipment that applicants have received via funding or support from other funding sources (e.g. other grant programs)
• ongoing operational costs such as, but not limited to, rent, insurance, salaries, electricity, water and other utilities
• costs associated with internal administration, travel, office support and communications
• costs associated with the application or gaining of funding, eg. consultant fees or legal fees
• land acquisition and venture capital
• project contingency funds

4.4. Funding schedule

Round 5 will be a continuously open funding round, assessed in intakes. Applications will be reviewed and funding awarding every 5 months, until funding is exhausted.

Indicative dates

Milestone	Estimated date
Program opens	6 December 2024
Intake 1 closes	21 March 2025
Intake 1 assessment	April – May 2025
Intake 1 approved projects announced	June 2025
Intake 2 opens	July 2025
Intake 2 closes	November 2025
Intake 2 assessment	December 2025
Intake 2 approved projects announced	January 2026
Intake 3 opens	February 2026
Intake 3 closes	July 2026
Intake 3 assessment	August 2026
Intake 3 approved projects announced*	September 2026

*Three intakes are listed in the table above, if funding is still available following the announcement of successful applicants in September 2026, a fourth intake will commence. Conversely, if all funding is awarded in intakes 1 and 2, intake 3 will not be offered.

Eligible applications will be assessed by an independent Technical Review Committee against the assessment criteria, set out below. The information in the application form will allow the Technical Review Committee to recommend projects based on merit and to comparatively assess each project.

All questions in the application forms should be answered fully and responses should be prepared with these criteria in mind.

5.1. Assessment criteria for Streams 1 and 2

Criterion 1 – 40%

The project shows need for better waste management and articulates why it is of priority.

• The application describes, with supporting evidence, how it delivers on the program objectives and outcomes.
• The application has a completed risk assessment that addresses current operational condition and mitigations for the proposed site/facility.
• The application describes the need and/or priority of activities for the site/facility, including remaining landfill capacity and estimated throughput, where relevant to the application.
• The application describes how it delivers on broader strategies, including but not limited to: Council Waste Strategies, Regional Waste Strategies, NSW Government priorities.
• The application shows project support from council and any other decision-making authorities.
• The application describes a long-term strategy for continued management and future use of the site/facility.

Criterion 2 – 30%

The applicant and any project partners have shown an ability to deliver the project to a high standard.

• The application describes the resources required to deliver the project. For instance, project team capacity and capability.
• The application shows sound project planning and methodology to deliver the project within two years.
• The application shows compliance with environmental laws, including how activities will be delivered to best practice.
• If in the previous 12 months, the application describes regulatory action taken against the applicant or project partners, and describes how the matters were satisfactorily resolved.
• The application describes a robust process for monitoring, evaluating and reporting on the success or failure of the project and has appropriate evaluation measures in place.

Criterion 3 – 20%

The project provides economic, environmental and/or social benefits for the community of NSW.

• The application describes how communities will maintain access to waste services, including community engagement and/or education.
• The application has a credible business case with clear potential to deliver ongoing outcomes.
• The application describes other economic value that will result from the project.
• The application describes other environmental benefits.
• The application describes social benefits, including job creation and/or vocational training for disadvantaged or marginalised communities in NSW.
• The application describes how it will support knowledge sharing. For instance, with other local councils.

Criterion 4 – 10%

The project shows value for money.

• The application pricing and service offering are viable and credible.
• The application budget shows the required 30%or more co-contribution has been committed, with supporting evidence.

5.2. Assessment criteria for Stream 3

Criterion 1 – 30%

The project shows it will deliver information that is relevant and useful.

• The application clearly describes, with supporting evidence, how it delivers on the program objectives and outcomes.
• The application has a completed risk assessment that addresses current operational condition and mitigations for the proposed site/facility.
• The application describes how it will address an issue or knowledge gap.
• The application describes how the activities are of interest or value. For instance, of council priority, localities an/or communities.

Criterion 2 – 30%

The project shows intention to act on information delivered.

• The application describes how the information delivered will help inform future management and future use of the site/facility.
• The application shows there is a financial commitment to act on the information delivered once the project is complete. For instance, planning for activities within budgetary cycles or how new learnings will be embedded as business as usual.
• The application describes how it will support knowledge sharing. For instance, with other local councils.

Criterion 3 – 20%

The project shows how it will deliver on strategic priorities.

• The application describes how it delivers on broader strategies, including but not limited to: Council Waste Strategies, Regional Waste Strategies, NSW Government priorities.
• The application describes how the information delivered will contribute to long-term protection of the environment and communities.

Criterion 4 – 10%

The project shows value for money.

• The application pricing and service offering are viable and credible.

• The application shows that multiple quotes have been sought.

• The application budget shows the required 50% or more co-contribution has been committed, with supporting evidence.

6.1. Budget Overview

The Application Budget is an Excel document, additional to the main application form and is accessed within SmartyGrants.

An incorrect or incomplete Application Budget form may render the application ineligible or reduce the Technical Review Committee’s confidence in your capacity to deliver the project and manage project finances. If you are unclear about what is eligible and ineligible or how to complete the budget spreadsheet, please contact the EPA to discuss.

All items in your budget need to be detailed, reasonable and justifiable, especially where individual items comprise a large proportion of the overall budget. Detailed costing ensures that your budget is well planned and linked to the objectives and activities of your project. Be specific and give unit values where possible.

You will be required to report all project expenses as part of ongoing grant reporting requirements. Ensure you can provide a corresponding invoice and proof of payment for all expenditure when you come to the reporting stage.

6.2. Cash and in-kind contributions

Applicants should list all cash expenses and in-kind contributions in their application budget to demonstrate it meets the required 30% co-contribution. In-kind contributions are activities towards the project other than money. Examples include:

• staff time to manage a project
• voluntary labour
• use of existing internal resources, e.g. installation or use of equipment.

The EPA values the ability of an applicant to demonstrate cash and in-kind contributions that reflect support for a project and add value for money.

6.3. Taxation – Goods and Services Tax (GST)

GST applies to payments made under this grant program. However, some grants of financial assistance may be subject to income tax in the hands of certain recipients. It is therefore recommended that you, as the applicant, seek independent legal and financial advice if uncertain about your organisation’s taxation obligations.

Organisations administering a grant (and registered for GST) are not to include GST in the application budget figures. The EPA will add 10 per cent GST to the grant payment.

Organisations administering a grant that are not registered for GST are to include in the application budget any GST that will be incurred during the life of the project.

Use SmartyGrants to apply for funding.

If you have any issues accessing the platform or completing any questions, please email infrastructure.grants@epa.nsw.gov.au.

7.1. Application support services

The EPA provides a free application support service to eligible applicants to help improve their Stream 1 and Stream 2 grant applications. This service is provided by an independent contractor and will provide application advice. Under the service the EPA provides up to 6 hours of support to eligible Stream 1 and 2 applicants.

The role of the application advisors will be to:

• provide specialist advice to the applicant as it prepares its grant application
• advise on appropriate analysis, content and presentation of information
• provide comment and critical feedback on the quality of the application presented.

The application advisors may cover the following areas:

• presenting evidence base for project need
• highlighting priority of the project and how it links with broader waste strategy
• assistance undertaking E-RAMP risk assessment
• communicating environmental, financial and social benefits of the project
• feedback on project planning.

EPA-funded application advisors will not:

• gather background information, although they can advise on where to access the necessary information.
• prepare a complete business case on behalf of the applicant
• prepare a complete grant application on behalf of the applicant.

The service is at the discretion of the EPA and not all applicants will necessarily receive the support service. A decision by the EPA not to provide the support service does not imply that the project is ineligible for funding. Conversely, receiving the support service does not guarantee application success.

Please email infrastructure.grants@epa.nsw.gov.au to request the application support service. If successful in applying for the service, the EPA will arrange a meeting time with the advisor. Advisors are contracted by the EPA and are bound to keep information provided by applicants confidential.

7.2. Who to contact for assistance

Please contact the Waste and Recycling Infrastructure team at infrastructure.grants@epa.nsw.gov.au for assistance with application submissions.

8.1. Funding Deed

Successful applicants will be required to enter into a performance-based Funding Deed with the EPA which will stipulate all funding obligations and conditions. The EPA will monitor the performance and progress of projects through agreed milestones. Funding is provided against agreed milestones and continuing funding is dependent on satisfactory milestone reports.

Successful applicants will have up to 30 days from the date an offer of funding is formally notified by the EPA, to sign the Funding Deed. If the Deed is not signed within the specified period, the offer of funding may lapse.

Successful applicants will be required to comply with all conditions contained in the Funding Agreement, including, but not limited to:

• confirm a final schedule of payment and reporting dates relative to project activities
• provide progress reports and final reports in accordance with the reporting requirements outlined in the Funding Agreement
• provide a Statement of Expenditure with each progress report, and include a Final Statement of Expenditure at the final report that is signed by the applicant council’s chief financial officer, or if a non-government organisation, an independent auditor
• provide all related invoice and proof-of-payments to the EPA that correlates to the Statement of Expenditure
• provide a landfill closure management plan at the second progress report, as appropriate to the project.
  • Applicants must consider the EPA Solid Waste Landfill Guidelines in designing and implementing the landfill closure management plan. The landfill closure management plan must identify a program that ensures the site does not cause environmental harm after closure.
• provide written evidence from any project partners that confirms they are contributing funds or resources to the project
• demonstrate that all necessary planning, regulatory or other approvals have been granted, to ensure all project activities are completed within the designated timeframe
• provide a Tax Invoice to the EPA for each grant instalment, with GST added where relevant
• seek prior approval from the EPA for any variation to the agreed project plan, project measures, timeframe or budget
• acknowledge the EPA in all promotional material and public statements about your project
  • The acknowledgement must include the appropriate NSW government or EPA logos in accordance with publishing requirements. Logos and requirements for use to be downloaded from the EPA website.
• agree that all knowledge gained as part of the grant must be publicly available e.g. through publishing a case study or promoting the project via other avenues
• invite EPA representatives to any launch or public event associated with this project, and where they can attend, that they are acknowledged as official guests and provided an opportunity to publicly address the event

8.2. Project duration

The EPA receives strict annual funding allocations for its programs, with limited capacity to carry over funds to future financial years. Successful applicants will be required to:

• Commence the project within three months of signing the Funding Deed, which includes obtaining all approvals, quotes and advertising tenders. If a project does not commence within four months, without justification the EPA may revoke the grant.
• Commit to have the project completed by no later than two years from project commencement. For projects that are not completed within two years, you will be required to justify why the grant should not be terminated.

The EPA considers requests for variations to your project plan, project measures, timeframe or budget. These should be submitted as soon as possible when known by you. Significant extensions of time will only be approved under exceptional circumstances with evidenced justification.

8.3. Ongoing project reporting

Successful applicants will be required to provide progress reports and final reports in accordance with the timelines and reporting requirements that will be outlined in the Funding Agreement. Progress reports must include details on all the activities completed in that period, photos and videos of progress, outcomes, and next steps. A statement of expenditure, with correlating invoices and proof of payment must be provided with each report. Grant recipients must also provide an evaluation report at project completion, including the development of a project case study.

9.1. Assessment and approval process

After the intake closing date, the EPA will check whether your application is eligible and complete.

The EPA establishes an independent Technical Review Committee (TRC) for each grant program. Each TRC is made up of people with knowledge and experience relevant to each grant program. TRC members agree to undertake their duties within the principles of ethical conduct, integrity, objectivity and independence. They are also required to keep all matters concerning applications confidential and to declare any potential conflict of interest. The TRC membership is confidential to avoid opportunity for influence.

The TRC assessment process also involves consultation with relevant EPA staff. The TRC will assess the merit of your application by using the assessment criteria outlined in these guidelines. The TRC then makes recommendations to the EPA who will ultimately approve the funding. The assessment process is overseen by an independent probity auditor.

Successful applicants may not receive the full amount requested and the offer of funding may be subject to special, as well as general, conditions of funding. The EPA may also include conditions that may not have been addressed in these guidelines, should a particular issue come to light during the assessment process.

Unsuccessful applicants can request feedback on their applications from the EPA via infrastructure.grants@epa.nsw.gov.au.

Decisions by the EPA are final. There is no appeal process.

9.2. Notification of grant decisions

The NSW Minister for the Environment, or the EPA, may publicly announce the successful grant applications. Applicants will also be notified in writing. Applicants must not publicly promote the outcomes of funding decisions until the NSW Government, or the EPA, formally announces the funding outcomes.

9.3. Conflict of interest

Applicants are required to declare any real, potential or perceived conflict of interest that they may be aware of in relation to being awarded a grant, particularly where:

• the project that you are proposing will be undertaken on private land and that land is owned by a member or members (or relatives) of the organisation applying for a grant
• members, or relatives of members, of the organisation applying for a grant are being paid as project managers (or similar) with EPA funds
• members, or relatives of members, of the organisation applying for a grant are being paid as contractors with EPA funds
• works carried out by the project could create current or future financial or other benefit for members of the organisation applying for the grant, or their relatives
• third parties used to assist in the preparation of the grant application will potentially be engaged to carry out work on the project.

Such circumstances do not exclude the project from being funded; however, they must be acknowledged as a potential conflict of interest. The TRC will assess each situation on its merits.

9.4. Misleading or false information

Applicants must certify that all the information in the application is true and correct.

Applications that include misleading or false information will not be considered for funding. If the EPA is made aware of any issues relating to misleading or false information after a grant has been awarded, the grant will be revoked and funds, plus interest, must be repaid. An assessment regarding possible fraud will also be undertaken and appropriate legal action initiated if warranted.

The EPA will use the information you supply to it to assess your project. The EPA may share this information with other NSW Government and Commonwealth Government agencies and consultancies, on a confidential basis. Some of this information may also be used for promotional purposes. Otherwise, subject to legal requirements of disclosure, the EPA will endeavour to treat sensitive personal and private information that you provide confidentially. If you require strict commercial confidentiality, you should request this in your application. However, all documents held by the EPA are subject to the Government Information (Public Access) Act 2009.