fy12-titlexvi-feasibility-studies-foa-r12sf80082-final.pdf

U.S. Department of the Interior Policy and Administration

Bureau of Reclamation Denver, Colorado December 2011

Funding Opportunity Announcement No. R12SF80082

WaterSMART:

Development of Feasibility Studies under the Title XVI Water Reclamation and Reuse Program

Mission Statements

The U.S. Department of the Interior protects America’s natural resources and heritage, honors our cultures and tribal communities, and supplies the energy to power our future.

The mission of the Bureau of Reclamation is to manage, develop, and protect water and related resources in an environmentally and economically sound manner in the interest of the American public.

Synopsis

Synopsis

Federal Agency Name: Department of the Interior, Bureau of Reclamation, Policy and Administration

Funding Opportunity Title:

WaterSMART: Development of Feasibility Studies under the Title XVI Water Reclamation and Reuse Program

Announcement Type: Funding Opportunity Announcement (FOA)

Funding Opportunity Number:

R12SF80082

Catalog of Federal Domestic Assistance (CFDA) Number:

15.504

Dates:

(See FOA Sec. IV.B)

Application due date: February 13, 2012 4:00 p.m. Mountain Standard Time (MST)

Eligible Applicants:

(See FOA Sec. III.A)

State, regional, or local authorities; Indian tribes or tribal organizations; or other entities such as a water district, wastewater district, or rural water district. Applicants must be located within the 17 Western States or Hawaii.

Recipient Cost Share:

(See FOA Sec. III.E)

50 percent or more of total project costs.

Federal Funding Amount:

(See FOA Sec. II.B)

Up to $150,000 per applicant.

Estimated Number of Agreements to be Awarded:

(See FOA Sec. II.B)

Approximately 6-8 awards, depending on the amount requested by each applicant.

Estimated Amount of Funding Available for Award:

(See FOA Sec. II.A)

It is estimated that up to $1,000,000 total will be available for all awards under this FOA. However, the amount of funding available for award is dependent on final FY 2012 appropriations. This FOA will be canceled if FY 2012 appropriations are insufficient to support new awards.

Applications submitted under this FOA may also be considered if other funding becomes available for the Title XVI Program in FY 2012 or thereafter.

i

Application Checklist iii

Application Checklist

The following table contains a summary of the information that you are required to submit with a WaterSMART Grant application.

√ What to submit Required content Form or format When to submit

Cover page See Page 13 Form SF 424, available at:

<http://apply07.grants.gov/apply/FormLinks?family=15>

Assurances See Page 13 Form SF 424B available at:

<http://apply07.grants.gov/apply/FormLinks?family=15>

Title page See Page 14 Page 14 *

Table of contents See Page 14 Page 14 *

Technical proposal:

• Executive

Summary

• Background data

• Technical project description

See Page 14

See Pages 14 - 17

Pages 14 - 17

Pages 14 -17

Required permits and approvals See Page 17

Page 17 *

Funding plan See Page 17 Page 17 * Letters of

Commitment See Page 17 Page 17 **

Official resolution See Page19 Page 19 **

Project budget proposal:

• General requirements

• Budget format

• Budget narrative

• Budget form

See Pages 19 - 22

See Page 19

See Page 22

Pages 19 - 22

Form SF 424A or SF 424C, as applicable, available at:

<http://apply07.grants.gov/apply/FormLinks?family=15>

* Submit materials with your application on February 13, 2012.

** Documents should be submitted with your application; however, please refer to the applicable Section of the FOA for extended submission dates.

http://apply07.grants.gov/apply/FormLinks?family=15 http://apply07.grants.gov/apply/FormLinks?family=15

Acronyms and Abbreviations v

Acronyms and Abbreviations

AOR Authorized Organization Representatives ARC Application Review Committee CCR Central Contractor Registration CFDA Catalog of Federal Domestic Assistance CPA Certified Public Accountant DUNS Data Universal Number System E-Biz POC E-Business Point of Contact EIN Employer Identification Number FAQ Frequently Asked Question FEMA Federal Emergency Management Agency FOA Funding Opportunity Announcement FY fiscal year GO Grants Officer IRS Internal Revenue Service MST Mountain Standard Time OMB Office of Management and Budget TIN Taxpayer Identification Number USACE U.S. Army Corps of Engineers USFWS U.S. Fish and Wildlife Service WaterSMART Sustain and Manage America’s Resources for Tomorrow

Contents

Contents Page

Section I. Funding Opportunity Description

I.A. WaterSMART: Development of Feasibility Studies under the Title XVI Water Reclamation and Reuse Program

I.B. Objective of Funding Opportunity Announcement I.C. Program Authority I.D. Frequently Asked Questions

Section II. Award Information

II.A. Total Funding II.B. Project Funding Limitations II.C. Reclamation Responsibilities II.D. Award Date

Section III. Eligibility Information

III.A. Eligible Applicants III.B. Eligible Projects III.C. Length of Projects III.D. Cost-Sharing Requirement

III.D.1. Cost Share Regulations III.D.2. In-Kind Contributions III.D.3. Pre-Award Costs III.D.4. Indirect Costs

III.E. Other Requirements III.E.1. Laws, Permits, and Approvals III.E.2. Central Contractor Registration

Section IV. Application and Submission Information

IV.A. Address to Request Application Package IV.B. Application Submission Date and Time IV.C. Application Delivery Instructions IV.D. Instructions for Submission of Project Application

IV.D.1. Applications Submitted by Mail IV.D.2. Applications Submitted Electronically IV.D.3. Applying for Funds Online at Grants.gov IV.D.4. Application Format and Length IV.D.5. Application Content

IV.E. Funding Restrictions vii viii

Page

Section V. Application Review Information

V.A. Technical Evaluation Criteria V.B. Review and Selection Process

V.B.1. First-Level Screening V.B.2. Second-Level Evaluation (Technical Review) V.B.3. Third-Level Evaluation (Managerial Review)

V.C. Pre-Award Clearances and Approvals

Section VI. Award Administration Information

VI.A. Award Notices VI.B. Award Document VI.C. Reporting Requirements and Distribution

VI.C.1. Financial Reports VI.C.2. Program Performance Reports

Section VII. Agency Contacts

Section I. Funding Opportunity Description

Section I. Funding Opportunity Description

I.A. WaterSMART: Development of Feasibility Studies under the Title XVI Water Reclamation and Reuse Program The U.S. Department of the Interior’s WaterSMART (Sustain and Manage America’s Resources for Tomorrow) program establishes a framework to provide Federal leadership and assistance on the efficient use of water, integrating water and energy policies to support the sustainable use of all natural resources, and coordinating the water conservation activities of various DOI bureaus and offices.

Through the program, DOI is working to achieve a sustainable water strategy to meet the Nation’s water needs.

The Bureau of Reclamation’s Title XVI Water Reclamation and Reuse program (Title XVI) is an important part of WaterSMART. For purposes of the Title XVI program, a water reuse project is a project that reclaims and reuses municipal, industrial, domestic, or agricultural wastewater and naturally impaired groundwater and/or surface waters. Reclaimed water can be used for a variety of purposes, such as environmental restoration, fish and wildlife, groundwater recharge, municipal, domestic, industrial, agricultural, power generation, or recreation. Water reuse is an essential tool in stretching the limited water supplies in the Western United States.

Title XVI projects develop and supplement urban and irrigation water supplies through water reuse, thereby improving efficiency, providing flexibility during water shortages, and diversifying the water supply. Title XVI projects provide growing communities with new sources of clean water while promoting water and energy efficiency and environmental stewardship.

For further information on the WaterSMART Program and Title XVI, see <http://www.usbr.gov/WaterSMART/>.

http://www.usbr.gov/WaterSMART/

I.B. Objective of Funding Opportunity Announcement The objective of this Funding Opportunity Announcement (FOA) is to invite applicants to submit proposals for the development of new Title XVI feasibility studies. Applicants must provide 50 percent non-Federal cost share for the proposed activity. Proposed activities should begin in FY 2012 and be completed by March 31, 2014.

Under Title XVI of P.L. 102-575, Reclamation works to identify and investigate opportunities to reclaim and reuse wastewaters and naturally impaired ground and surface water in the 17 Western States and Hawaii. Title XVI also provides authority for Reclamation to provide up to 50 percent of the costs of studies to determine the feasibility of water reclamation and reuse projects.

Prior to construction funding of any project authorized under Title XVI, Reclamation must determine that a feasibility study for the project complies with the provisions of Title XVI. Under this FOA, funding is being made available to assist project sponsors with the development of new Title XVI feasibility studies.

For further information on the requirements of a Title XVI feasibility study, see Reclamation Manual Directive & Standard Title XVI Water Reclamation and Reuse Program Feasibility Study Review Process (WTR 11-01), <http://www.usbr.gov/recman/wtr/wtr11-01.pdf>.

I.C. Program Authority This FOA is issued under the authority of section 1604 of Title XVI of P.L. 102- 575, as amended (43 USC 390h-2).

I.D. Frequently Asked Questions A list of Frequently Asked Questions (FAQ) about WaterSMART and this FOA can be found on-line at <http://www.usbr.gov/WaterSMART/title>. The list of FAQs will be updated periodically during the application period.

http://www.usbr.gov/recman/wtr/wtr11-01.pdf http://www.usbr.gov/WaterSMART/title

Section II. Award Information

Section II. Award Information

II.A. Total Funding It is estimated that up to $1,000,000 will be available for development of Title XVI feasibility studies under this FOA. However, the amount of funding available for award is dependent on final FY 2012 appropriations. This FOA will be canceled if FY 2012 appropriations are insufficient to support new awards.

Applications submitted under this FOA may also be considered if other funding becomes available for the Title XVI Program in FY 2012 or thereafter.

II.B. Project Funding Limitations No more than $150,000 in Federal funding will be awarded to any one applicant under this FOA.

II.C. Reclamation Responsibilities Project awards will be made through grants or cooperative agreements as applicable to each project. If a cooperative agreement is awarded, the recipient should expect Reclamation to have substantial involvement in the project.

Substantial involvement by Reclamation may include the following:

• Collaboration and participation with the recipient in the management of the project and close oversight of the recipient’s activities to ensure that the program objectives are being achieved.

• Oversight may include review, input, and approval at key interim stages of the project.

At the request of the recipient, Reclamation can provide technical assistance after award of the project. If you receive Reclamation’s assistance, you must account for such costs in your budget. To discuss assistance available and these costs, contact your local Reclamation office, which can be identified at <http://www.usbr.gov/main/regions.html>.

http://www.usbr.gov/main/regions.html

II.D. Award Date Reclamation expects to contact potential award recipients and unsuccessful applicants in April, 2012. Within one to three months after that date, assistance agreements will be awarded to applicants that successfully pass all pre-award reviews and clearances.

Section III. Eligibility Information

III.A. Eligible Applicants Eligible applicant include State, regional, or local authorities; Indian tribes or tribal organizations; or other entities such as a water district, wastewater district, rural water district, all located within the 17 Western States or Hawaii.

III.B. Eligible Projects Proposals for the development of a new Title XVI feasibility study are eligible for funding under this FOA. Project sponsors typically complete a Title XVI feasibility study and submit that study to Reclamation prior to seeking Congressional authorization for construction of a new Title XVI project.

Applicants may request up to 50 percent of the cost of the development of a feasibility study.

Title XVI feasibility studies that have been previously completed or are the subject of an existing financial assistance agreement with Reclamation (even where another party is conducting the study) are not eligible for funding under this FOA.

Funding for development of appraisal studies is not available under this FOA.

III.C. Length of Projects Applicants should propose development of a feasibility study that can be completed within an 18-month period. All feasibility studies funded under this FOA must be completed and submitted for Reclamation review by March 31, 2014.

III.D. Cost-Sharing Requirement Applicants must be willing to cost share 50 percent or more of the total costs of the feasibility study.

III.D.1. Cost Share Regulations All cost-share contributions must meet the criteria established in the Office of Management and Budget’s (OMB) administrative and cost principles circulars that apply to the applicant. These circulars are available at <http://www.whitehouse.gov/omb/circulars>.

III.D.2. In-Kind Contributions In-kind contributions constitute the value of noncash contributions that benefit a federally assisted project. These contributions may be in the form of real property, equipment, supplies and other expendable property, as well as the value of goods and services directly benefiting and specifically identifiable to the project or program. The cost or value of in-kind contributions that have been or will be relied on to satisfy a cost-sharing or matching requirement for another Federal financial assistance agreement, a Federal procurement contract, or any other award of Federal funds may not be relied on to satisfy the cost-share requirement for Title XVI projects.

III.D.3. Pre-Award Costs Project pre-award costs that have been incurred prior to the date of award but after may be submitted for consideration as an allowable portion of the recipient's cost share for the project. In no case will pre-award costs incurred prior to July 1, 2011, be considered for cost share purposes.

III.D.4. Indirect Costs Indirect costs that will be incurred during the development of a feasibility study, which will not otherwise be recovered, may be included as part of the applicant’s cost share. Indirect costs are those: (1) incurred for a common or joint purpose benefiting more than one cost objective, and (2) not readily assignable to any one cost objective. If the applicant proposes indirect costs in the budget, then the applicant must either supply a copy of a current federally-negotiated indirect cost rate agreement or obtain an agreement within one year of award. For further information on indirect costs, refer to the applicable OMB cost principles circular referenced above and available at <http://www.whitehouse.gov/omb/circulars>.

III.E. Other Requirements III.E.1. Laws, Permits, and Approvals Applicants shall adhere to Federal, State, Territorial, and local laws, regulations, and codes, as applicable, and shall obtain all required approvals and permits.

Applicants shall also coordinate and obtain approvals from site owners and operators.

http://www.whitehouse.gov/omb/circulars http://www.whitehouse.gov/omb/circulars/

III.E.2. Central Contractor Registration All applicants must be registered in the Central Contractor Registration (CCR) prior to submitting an application for this FOA. The CCR and instructions for registration are located at <http://www.bpn.gov/ccr>. All applicants must maintain an active CCR registration with current information at all times during which it has an active Federal award or an application under consideration.

http://www.bpn.gov/ccr

Section IV. Application and Submission Information

Section IV. Application and Submission Information

IV.A. Address to Request Application Package This document contains all information, forms, and electronic addresses required to obtain the information required for submission of an application.

If you are unable to access this information electronically, you can request paper copies of any of the documents referenced in this FOA by contacting:

By mail: Bureau of Reclamation Financial Assistance Services Attn: Michelle Maher Mail Code: 84-27850 P.O. Box 25007 Denver, CO 80225

E-mail: mmaher@usbr.gov

Phone: 303-445-2025

IV.B. Application Submission Date and Time Application submission date deadline:

• February 13, 2012, 4:00 p.m. Mountain Standard Time

Proposals received after the application deadline will not be considered unless it can be determined that the delay was caused by Federal government mishandling or by the Grants.gov application system.

Please note that any application submitted to Reclamation for funding may be subjected to a Freedom of Information Act request (5 U.S.C. § 552, as Amended by Public Law No. 110-175), and as a result, may be made publicly available. In addition, successful applications may be made publicly available (following consultation with the applicant with redactions as needed) and may be posted on Reclamation’s website.

IV.C. Application Delivery Instructions Applications may be submitted electronically through <http://www.grants.gov> or hard copies may be submitted as follows. Under no circumstances will applications received through any other method (such as email or fax) be considered eligible for award.

By mail:

Bureau of Reclamation Financial Assistance Services Attn: Michelle Maher Mail Code: 84-27850 P.O. Box 25007 Denver, CO 80225

Express delivery/mail services:

Attn: Michelle Maher, Mail Code: 84-27850 Denver Federal Center

6th Avenue and Kipling Street

Telephone: 303-445-2025

IV.D. Instructions for Submission of Project Application Each applicant shall submit an application in accordance with the instructions contained in this section.

IV.D.1. Applications Submitted by Mail

• Applicants shall submit an original and one copy of all application documents for hardcopy submissions. Each document should be clearly identified as the “ORIGINAL” or as a “COPY.”

• Please only staple or binder clip documents submitted.

http://www.grants.gov/

• Hard copy applications may be submitted by mail or express methods to the addresses listed in Section IV.C, above.

• Materials arriving separately will not be included in the application package and may result in the application being rejected or not funded.

This does not apply to letters of support, funding commitment letters, or official resolutions.

• Faxed and emailed copies of application documents will not be accepted.

• Do not include a cover letter or company literature/brochure with the application. All pertinent information must be included in the application package.

IV.D.2. Applications Submitted Electronically If the applicant chooses to submit an electronic application it must be submitted through Grants.gov at <http://www.grants.gov>.

• Please note that submission of an application electronically requires prior registration through Grants.gov, which may take 7-21 days. Please see registration instructions at <http://www.grants.gov/applicants/ get_registered.jsp>.

• Applicants have sometimes experienced significant delays when attempting to submit applications through Grants.gov. If you plan to submit your application through Grants.gov, you are encouraged to submit your application several days prior to the application deadline. If you are a properly registered Grants.gov applicant and encounter problems with the Grants.gov application submission process, you must contact the Grants.gov Help desk to obtain a “Case Number.” This Case Number will provide evidence of your attempt to submit an application prior to the submission deadline.

Regardless of the delivery method used, you must ensure that your proposal arrives by the date and time deadline stated in Section IV.B., above. Late applications will not be accepted unless it is determined that the delay was caused by Federal government mishandling or by a problem with the Grants.gov application system.

IV.D.3. Applying for Funds Online at Grants.gov Reclamation is participating in the Grants.gov initiative that provides the grant community with a single website to find and apply for grant funding opportunities. Reclamation encourages applicants to submit their applications for funding electronically through <http://www.grants.gov/applicants/ http://www.grants.gov/ http://www.grants.gov/applicants/get_registered.jsp http://www.grants.gov/applicants/get_registered.jsp http://www.grants.gov/applicants/apply_for_grants.jsp apply_for_grants.jsp>. Applicant resource documents and a full set of instructions for registering with Grants.gov and completing and submitting applications online are available at: <http://www.grants.gov/applicants/ resources.jsp>.

Assistance with Grants.gov If you need assistance with Grants.gov, the Contact Center is open 24 hours a day, 7 days a week. You may reach the Grants.gov Contact Center by email at <support@grants.gov> or by calling 1-800-518-4726.

If you are an individual applying for a grant on your own behalf and not on behalf of a company, academic or research institution, state, local or tribal government, not-for-profit, or other type of organization, refer to the Individual Registration:

<http://www.grants.gov/applicants/individual_registration.jsp>. If you apply as an individual to a grant application package designated for organizations, your application will be rejected.

Registering to Use Grants.gov (1-3 week process) The following checklist is provided to give you a summary of the steps that are required to register with Grants.gov. This Registration process must be completed prior to submitting an electronic application through Grants.gov.

Additionally, see table 1, Step 2 below for completing the annual Central Contractor Registration (CCR) renewal process.

Note: (The following checklist information is available electronically at <http://www.grants.gov/assets/Organization_Steps_Complete_Registration.pdf>.)

The registration is a one-time process, which is required before representatives of an organization can submit grant application packages electronically through Grants.gov. The registration process can take three to five business days or one to three weeks—depending on your organization and if all steps are met in a timely manner. The checklist in table 1 provides registration guidance for a company, academic or research institution, State, local or tribal government, not-for-profit, or other type of organization.

http://www.grants.gov/applicants/apply_for_grants.jsp http://www.grants.gov/applicants/resources.jsp http://www.grants.gov/applicants/resources.jsp http://www.grants.gov/applicants/individual_registration.jsp http://www.grants.gov/assets/Organization_Steps_Complete_Registration.pdf

Table 1. Checklist for registering your organization in Grants.gov √ Step Actions to take Purpose Time required 1: Obtain

Data Universal Number System

(DUNS)

Number

Has my organization identified its DUNS number?

Ask the grant administrator, chief financial officer, or authorizing official of your organization to identify your DUNS number.

If your organization does not know its DUNS number or needs to register for one, visit Dun & Bradstreet at <http://fedgov.dnb.com/webform/display HomePage.do>

The Federal government has adopted the use of DUNS numbers to track how Federal grant money is allocated. DUNS numbers identify your organization.

Same Day. You will receive DUNS number information online.

2: Register With Central Contractor Registration

(CCR)

Has my organization registered with the CCR?

Ask the grant administrator, chief financial officer, or authorizing official of your organization if your organization has registered with the CCR.

If your organization is not registered, you can apply online by going to <http://www.ccr.gov>. CCR has developed a handbook < http://www.

bpn.gov/ccr/doc/UserAccount.pdf> to help you with the process. If AFTER having registered in CCR, you experience any registration problems, you can get help by going to the Federal Service Desk <https://www.fsd.gov>.

When your organization registers with CCR, you must designate an E- Business Point of Contact (E-Biz POC).

This person will identify a special password called an "M-PIN."

This M-PIN gives the E-Biz POC authority to designate which staff member(s) from your organization are allowed to submit applications electronically through Grants.gov. Staff members from your organization designated to submit applications are called Authorized Organization Representatives (AOR).

Registering with the CCR is required for organizations to use Grants.gov.

If your organization already has an Employer Identification Number (EIN) or Taxpayer Identification Number (TIN), then you should allow one – three business days to complete the entire CCR registration. The EIN and TIN will come from the Internal Revenue Service (IRS)

If your organization does not have an EIN or TIN, then you should allow two weeks for obtaining the information from the IRS when requesting the EIN or TIN via phone or Internet. The additional number of days needed is a result of security information that needs to be mailed to the organization.

*Note: Your organization needs to renew your CCR registration once a year. You will not be able to move on to Step 3 until you have renewed your CCR registration. This renewal may take up to 5 business days.

http://fedgov.dnb.com/webform/displayHomePage.do http://fedgov.dnb.com/webform/displayHomePage.do http://www.ccr.gov/ http://www.bpn.gov/ccr/doc/UserAccount.pdf http://www.bpn.gov/ccr/doc/UserAccount.pdf https://www.fsd.gov/

Table 1. Checklist for registering your organization in Grants.gov √ Step Actions to take Purpose Time required 3: Username and Password

Have the AORs who officially submit applications on behalf of your organization completed their profile with Grants.gov to create their username and password?

To create a username and password, AORs must complete their profile on Grants.gov. AORs will need to know the DUNS number of the organization for which they will be submitting applications to complete the process.

After your organization registers with the CCR, AORs must wait one business day before they can complete a profile and create their usernames and passwords on Grants.gov.

An AOR username and password serves as an "electronic signature" when submitting a Grants.gov application.

Same Day. After the AOR has completed their profile they will be prompted to create a username and password that will allow the user to login and check their approval status immediately.

4: AOR

Authorization

Has E-Biz POC approved AORs to submit applications on behalf of the organization?

When an AOR registers with Grants.gov to submit applications on behalf of an organization, that organization's E-Biz POC will receive an email notification.

The email the AOR submitted in the profile will be the email used when sending the automatic notification from Grants.gov to the E-Biz POC with the AOR copied on the correspondence.

The E-Biz POC must then login to Grants.gov (using the organization’s DUNS number for the username and the "M-PIN" password (obtained in Step

2) and approve the AOR, thereby giving him or her permission to submit applications.

When an E-Biz POC approves an AOR, Grants.gov will send the AOR a confirmation email.

Only the E-Biz POC can approve AORs. This allows the organization to authorize specific staff members or consultants/grant writers to submit grants. Only those who have been authorized by the E-Biz POC can submit applications on behalf of the organization.

This depends on how long it takes the E-Biz POC to login and approve the AOR, once the approval is completed the AOR can immediately submit an application.

Step 5:

Track AOR Status

What is your AOR status?

AORs can also login to track their AOR status using their username and password (obtained in Step 3) to check if they have been approved by the E-Biz

POC.

To verify that the organization’s E- Biz POC has approved the

AOR.

Logging in to check your AOR status is instantaneous. The approval process to become an AOR depends on how long it takes the E-Biz POC to login and approve the AOR.

NOTE: Some applicants have experienced difficulties when attempting to submit their applications electronically through Grants.gov. If you encounter problems with the Grants.gov application submission process, you must contact the Grants.gov Help Desk (1-800-518-4726 or support@grants.gov) to obtain a “Case Number.” This will provide evidence of your attempt to submit an application prior to the submission deadline.

mailto:support@grants.gov?subject=Support

IV.D.4. Application Format and Length The total application package shall be no more than 40 pages and shall be single spaced. If an application exceeds 40 pages, only the first 40 pages will be evaluated. The font shall be at least 12 points in size and easily readable. Page size shall be 8 ½” x 11,” except for an occasional larger size for charts, maps, or drawings. The Technical Proposal section shall be limited to a maximum of 20 (twenty) pages.

Applications will be prescreened for compliance to the page number limitations.

IV.D.5. Application Content The application must include the following elements in order to be considered complete:

• SF-424 Core Form–Application cover page

• SF-424 B Form–Assurances–Non-Construction Programs, as applicable to the project

• Technical proposal (limited to 20 pages) o Title page o Table of contents o Executive summary o Background data o Technical project description o Evaluation Criteria

• Project budget application o Budget proposal o Budget Narrative o SF-424 A Form

SF-424, SF-424A, and SF-424B forms may be obtained at <http://apply07.grants.gov/apply/FormLinks?family=15>.

SF-424 Application Cover Page This fully completed form must be signed by a person legally authorized to commit the applicant to performance of the project. Failure to submit a properly signed SF-424 form may result in the elimination of the application from further consideration.

SF-424 Assurances A SF-424B–Assurances–Non-Construction Programs, signed by a person legally authorized to commit the applicant to performance of the project shall be included. Failure to submit a properly signed SF-424B form may result in the elimination of the application from further consideration.

Title Page Provide a brief, informative, and descriptive title for the proposed work that indicates the nature of the proposed feasibility study. Include the name and address of the applicant, and the name and address, e-mail address, telephone, and fax numbers of the project manager.

Table of Contents List all major sections of the technical proposal in the table of contents.

Technical Proposal and Evaluation Criteria The technical proposal (20 pages maximum) includes: (1) the Executive Summary, (2) Technical Project Description and (3) Evaluation Criteria. To ensure accurate and complete scoring of your application, your proposal should address each evaluation subcriterion in the order presented here.

Where applicable, the point value is indicated.

Technical Proposal: Executive Summary The executive summary should include:

• The date, applicant name, city, county, and state.

• A one paragraph summary of the proposal.

• State the length of time and estimated completion date for the proposed feasibility study.

Technical Proposal: Technical Project Description The technical project description should describe the work in detail. This description shall have sufficient detail to permit a comprehensive evaluation of the proposal.

Technical Proposal: Evaluation Criteria The Evaluation Criteria portion of your application should thoroughly address each criterion and subcriterion in the order presented to assist in the complete and accurate evaluation of your proposal. (Note: it is suggested that applicants copy and paste the criteria and subcriteria from Section V into their applications to ensure that all necessary information is adequately addressed).

Required Permits or Approvals Applicants must state in the application whether any permits or approvals are required for development of the proposed feasibility study and explain the plan for obtaining such permits or approvals.

Funding Plan and Letters of Commitment Describe how the non-Reclamation share of project costs will be obtained.

Reclamation will use this information in making a determination of financial capability.

Project funding provided by a source other than the applicant shall be supported with letters of commitment from these additional sources. This is a mandatory requirement. Letters of commitment shall identify the following elements:

The amount of funding commitment

(1) The date the funds will be available to the applicant

(2) Any time constraints on the availability of funds

(3) Any other contingencies associated with the funding commitment

Cost share funding from sources outside the applicant’s organization (e.g., loans or state grants), should be secured and available to the applicant prior to award.

Commitment letters should be included with your project application. If a final funding commitment has not been received by the date of application, the commitment letters should be submitted by no later than July 1, 2012.

Reclamation may approve an award prior to an applicant securing non-Federal cost-share funds if Reclamation determines that there is sufficient evidence and likelihood that the non-Federal funds will be available to the applicant by the start of the project.

The funding plan must include all project costs, as follows:

How you will make your contribution to the cost share requirement, such as monetary and/or in-kind contributions and source funds contributed by the applicant (e.g., reserve account, tax revenue, and/or assessments).

(1) Describe any in-kind costs incurred before the anticipated project start date that you seek to include as project costs. Include:

(a) What project expenses have been incurred

(b) How they benefitted the project

(c) The amount of the expense

(d) The date of cost incurrence

(2) Provide the identity and amount of funding to be provided by funding partners, as well as the required letters of commitment.

(3) Describe any funding requested or received from other Federal partners.

Note: Other sources of Federal funding may not be counted towards the applicant’s 50 percent cost share unless otherwise allowed by statute.

(4) Describe any pending funding requests that have not yet been approved, and explain how the project will be affected if such funding is denied.

Please include the following chart (table 2) to summarize your non-Federal and other Federal funding sources. Denote in-kind contributions with an asterisk (*).

Please ensure that the total Federal funding (Reclamation and all other Federal sources) does not exceed 50 percent of the total estimated project cost.

Table 2. Summary of non-Federal and Federal funding sources Funding sources Funding amount Non-Federal Entities

1.

2.

3.

Non-Federal Subtotal:

Other Federal Entities

1.

2.

3.

Other Federal Subtotal:

Requested Reclamation Funding:

Total Project Funding:

Official Resolution

Include an official resolution adopted by the applicant’s board of directors or governing body, or for state government entities, an official authorized to commit the applicant to the financial and legal obligations associated with receipt of Federal financial assistance, verifying:

• The identity of the official with legal authority to enter into agreement

• The board of directors, governing body, or appropriate official who has reviewed and supports the application submitted

• The capability of the applicant to provide the amount of funding and/or in-kind contributions specified in the funding plan

• That the applicant will work with Reclamation to meet established deadlines for entering into a cooperative agreement

An official resolution meeting the requirements set forth above is mandatory.

If the applicant is unable to submit the official resolution by the application deadline because of the timing of board meetings or other justifiable reasons, the official resolution may be submitted up to 30 days after the application deadline.

Budget Proposal

General Requirements Include a project budget that estimates all costs (not just costs to be borne by Reclamation). Include the value of in-kind contributions of goods and services and sources of funds provided to complete the project. The proposal must clearly delineate between Reclamation and applicant contributions.

Budget Proposal Format The project budget shall include detailed information on the categories listed below and must clearly identify all project costs and the funding source(s) (i.e., Reclamation or other funding sources). Unit costs shall be provided for all budget items including the cost of work to be provided by contractors. Lump sum costs are not acceptable. Additionally, applicants shall include a narrative description of the items included in the project budget. It is strongly advised that applicants use the budget format shown on table 3 at the end of this section or a similar format that provides this information.

Budget Narrative Format Submission of a budget narrative is mandatory. An award will not be made to any applicant who fails to fully disclose this information. The Budget Narrative provides a discussion of, or explanation for, items included in the budget proposal. The types of information to describe in the narrative include, but are not limited, to those listed in the following subsections.

Salaries and Wages Indicate program manager and other key personnel by name and title. Other personnel may be indicated by title alone. For all positions, indicate salaries and wages, estimated hours or percent of time, and rate of compensation proposed.

The labor rates should identify the direct labor rate separate from the fringe rate or fringe cost for each category. All labor estimates, including any proposed subcontractors, shall be allocated to specific tasks as outlined in the recipient’s technical project description. Labor rates and proposed hours shall be displayed for each task.

Clearly identify any proposed salary increases and the effective date.

Generally, salaries of administrative and/or clerical personnel will be included as a portion of the stated indirect costs. If these salaries can be adequately documented as direct costs, they should be included in this section; however, a justification should be included in the budget narrative.

Fringe Benefits Indicate rates/amounts, what costs are included in this category, and the basis of the rate computations. Indicate whether these rates are used for application purposes only or whether they are fixed or provisional rates for billing purposes.

Federally approved rate agreements are acceptable for compliance with this item.

Travel Include purpose of trip, destination, number of persons traveling, length of stay, and all travel costs, including: airfare (basis for rate used), per diem, lodging, and miscellaneous travel expenses. For local travel, include mileage and rate of compensation.

Equipment Itemize costs of all equipment having a value of over $500 and include information as to the need for this equipment, as well as how the equipment was priced if being purchased for the agreement. If equipment is being rented, specify the number of hours and the hourly rate. Local rental rates are only accepted for equipment actually being rented or leased for the project. If equipment currently owned by the applicant is proposed for use under the proposed project, and the cost to use that equipment is being included in the budget as in-kind cost share, provide the rates and hours for each piece of equipment owned and budgeted.

These should be ownership rates developed by the recipient for each piece of equipment. If these rates are not available, the U.S. Army Corps of Engineer’s (USACE) recommended equipment rates for the region are acceptable. Blue book, Federal Emergency Management Agency (FEMA), and other data bases should not be used.

Materials and Supplies Itemize supplies by major category, unit price, quantity, and purpose, such as whether the items are needed for office use, research, or construction. Identify how these costs were estimated (i.e., quotes, past experience, engineering estimates or other methodology).

Contractual Identify all work that will be accomplished by subrecipients, consultants, or contractors, including a breakdown of all tasks to be completed, and a detailed budget estimate of time, rates, supplies, and materials that will be required for each task. If a subrecipient, consultant, or contractor is proposed and approved at time of award, no other approvals will be required. Any changes or additions will require a request for approval. Identify how the budgeted costs for subrecipients, consultants, or contractors were determined to be fair and reasonable.

Reporting Recipients are required to report on the status of their project on a regular basis.

Include a line item for reporting costs (including final project and evaluation costs). Please see Section VI.C for information on types and frequency of reports required.

Other Any other expenses not included in the above categories shall be listed in this category, along with a description of the item and what it will be used for. No profit or fee will be allowed.

Indirect Costs Show the proposed rate, cost base, and proposed amount for allowable indirect costs based on the applicable OMB circular cost principles (see Section III D., “Cost Sharing Requirement”) for the recipient’s organization. It is not acceptable to simply incorporate indirect rates within other direct cost line items.

If the recipient has separate rates for recovery of labor overhead and general and administrative costs, each rate shall be shown. The applicant should propose rates for evaluation purposes, which will be used as fixed or ceiling rates in any resulting award. Include a copy of any federally approved indirect cost rate agreement. If a federally approved indirect rate agreement is not available, provide supporting documentation for the rate. This can include a recent recommendation by a qualified certified public accountant (CPA) along with support for the rate calculation.

If you do not have a federally approved indirect cost rate agreement, or if unapproved rates are used, explain why, and include the computational basis for the indirect expense pool and corresponding allocation base for each rate.

Information on “Preparing and Submitting Indirect Cost Proposals” is available from Interior, the National Business Center, and Indirect Cost Section, at <http://www.aqd.nbc.gov/services/ICS.aspx>.

Contingency Costs All proposed contingency line-items must be supported by a rationale. Further, in most cases, contingency cost estimates at are limited to 10 percent of projected construction costs.

Total Cost Indicate total amount of project costs, including the Federal and non-Federal cost-share amounts.

http://www.aqd.nbc.gov/services/ICS.aspx

Budget Form In addition to the above-described budget information, the applicant must complete an SF-424A, Budget Information—Non-construction Programs.

This form is available at <http://apply07.grants.gov/apply/ FormLinks?family=15>.

IV.E. Funding Restrictions See Section III.D.3 for restrictions on incurrence and allowability of pre-award costs. The applicant may use this format or submit the information in a different format which provides a detailed break-down of costs and need justification for budgets presented in the SF-424A.

Table 3. Sample budget proposal format

Budget item description

Computation Recipient funding

Reclamation funding Total cost

$/Unit and unit Quantity

Salaries and Wages

Employee 1

Employee 2

Employee 3

Fringe Benefits

Full-Time Employees

Part-Time Employees

Travel

Trip 1

Trip 2

Trip 3

Equipment

Item A

Item B

Item C

Supplies/Materials

Office Supplies

Construction

Contractual/1Construction

Item 1

Item 2

Other

Reporting

Total Direct Costs

Indirect Costs - __%

Total Project Costs 1Contracts should be broken out into specific line items. Lump sum estimates are not acceptable. Applicants may attach a separate, detailed budget for each contract to adequately address all contractor budget items.

Section V. Application Review Information

Section V. Application Review Information

V.A. Technical Evaluation Criteria Applications will be evaluated against the Evaluation Criteria (listed below), which comprise 100 points of the total evaluation weight. Please note that projects may be prioritized to ensure balance among the program Task Areas and to ensure that the projects address the goals of the Title XVI Feasibility Study program.

Evaluation Criterion 1: Statement of Problems and Needs

– 10 Points

Points will be awarded based on the presence of watershed-based water resource management problems and needs for which water reclamation and reuse may provide a solution.

Evaluation Criterion 2: Water Reclamation and Reuse Opportunities

– 15 points

Points will be awarded based on the extent to which the proposal demonstrates that the Title XVI feasibility study will explore opportunities for water reclamation and reuse in the study area.

(1) Describe how the feasibility study will investigate potential uses for reclaimed water (e.g., environmental restoration, fish and wildlife, groundwater recharge, municipal, domestic, industrial, agricultural, power generation, and recreation).

(2) Describe the potential water market available to use any recycled water that might be produced upon completion of a Title XVI project, as well as methods to stimulate recycled water demand and methods to eliminate obstacles to the use of reclaimed water.

(3) Describe the sources of water that will be investigated for potential reclamation, including impaired surface and ground waters.

Evaluation Criterion 3: Description of Potential Alternatives

– 15 points

Points will be awarded based on the extent to which the proposal demonstrates that the Title XVI feasibility study will develop descriptions of water supply alternatives, including a proposed Title XVI project and other water supply alternatives.

(1) Describe the objectives all alternatives will be designed to meet.

What other water supply alternatives will be investigated as part of the Title XVI feasibility study?

(2) Provide a general description of the proposed project that will be the subject of a Title XVI feasibility study.

(3) Describe alternative measures or technologies for water reclamation, distribution, and reuse that will be investigated as part of the Title XVI feasibility study.

Evaluation Criterion 4: Stretching Water Supplies – 15 points Points will be awarded based on the extent to which the proposal demonstrates that the Title XVI feasibility study will address activities that will help to secure and stretch water supplies.

(1) Describe the potential for the project to reduce, postpone, or eliminate the development of new or expanded water supplies.

Include description of any specific issues that will be investigated or information that will be developed as part of the Title XVI feasibility study.

(2) Describe the potential for the project to reduce or eliminate the use of existing diversions from natural watercourses or withdrawals from aquifers. Include description of any specific issues that will be investigated or information that will be developed as part of the Title XVI feasibility study.

(3) Describe the potential for the project to reduce the demand on existing Federal water supply facilities. Include description of any specific issues that will be investigated information that will be developed as part of the Title XVI feasibility study.

Evaluation Criterion 5: Environment and Water Quality – 15 points Points will be awarded based on the extent to which the proposal demonstrates that the Title XVI feasibility study will address the potential for a water reclamation and reuse project to improve surface, groundwater, or effluent discharge quality; restore or enhance habitat for non-listed species; or provide water or critical habitat for federally-listed threatened or endangered species.

(1) Describe the potential for the project to improve the quality of surface or groundwater, including description of any specific issues that will be investigated or information that will be developed as part of the Title XVI feasibility study.

(2) Describe the potential for the project to improve flow conditions in a natural stream channel, including description of any specific issues that will be investigated or information that will be developed as part of the Title XVI feasibility study.

(3) Describe the potential for the project to provide water or habitat for federally listed threatened or endangered species, including description of any specific issues that will be investigated or information that will be developed as part of the Title XVI feasibility study.

Evaluation Criterion 6: Legal and Institutional Requirements

– 10 Points

Points will be awarded based on the extent to which the proposal demonstrates that the Title XVI feasibility study will address legal or institutional requirements or barriers to implementing a project, including water rights issues and any unresolved issues associated with implementation of a water reclamation and reuse project.

Evaluation Criterion 7: Renewable Energy and Energy Efficiency – 10 points

Points will be awarded based on the extent to which the proposal demonstrates that the Title XVI feasibility study will address methods to incorporate the use of renewable energy or will otherwise address energy efficiency aspects of the water reclamation and reuse project being investigated.

Evaluation…