PKG00258614-instructions.pdf

U.S. Department of the Interior December 2019

WaterSMART Water Conservation Field Services Program

Funding Opportunity Announcement No. BOR-UC-20-F002 Upper Colorado Basin Region Financial Assistance for Fiscal Years 2020-2021 ii

Mission Statements The Department of the Interior conserves and manages the Nation’s natural resources and cultural heritage for the benefit and enjoyment of the American people, provides scientific and other information about natural resources and natural hazards to address societal challenges and create opportunities for the American people, and honors the Nation’s trust responsibilities or special commitments to American Indians, Alaska Natives, and affiliated island communities to help them prosper.

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.

iii

Synopsis Federal Agency Name: Department of the Interior, Bureau of Reclamation, Upper

Colorado Basin

Funding Opportunity Title:

Water Conservation Field Services Program (WCFSP)

Announcement Type: Funding Opportunity Announcement (FOA)

Funding Opportunity: BOR-UC-20-F002

Catalog of Federal Domestic Assistance (CFDA) Number:

15.530 Water Conservation Field Services Program

Dates:

(See FOA Sec. IV.B)

This FOA covers two application submittal periods.

Application due date for FY 2020 funding:

April 28, 2020, at 4:00 p.m. Mountain Time

Application due date for FY 2021 funding:

January 15, 2021, at 4:00 p.m. Mountain Time

Funding available for projects submitted under both submittal periods is contingent on available appropriations.

Any amendment to evaluation criteria, priorities, or eligibility would be finalized at least 60 days prior to the second application deadline.

Eligible Applicants:

(See FOA Sec. I.B & III.A)

Eligible applicants include any state, Indian tribe, irrigation district, water district, or other organization with water or power delivery authority located in the geographic areas covered by the Albuquerque Area Office, Provo Area Office, and Western Colorado Area Office.

Regardless of the applicant, all projects must meet the criteria listed on page 2, under the heading “B. Eligible Projects.”

Recipient Cost Share:

(See FOA Sec. III.B)

50 percent or more of total activity costs must be met with non-federal funds

Federal Funding Amount:

(See FOA Sec. II)

Up to $50,000 for Demonstrating Conservation Project Technologies and no more than $25,000 for Water Conservation and Management Plans and System Optimization Reviews.

iv

Estimated Number of Agreements to be Awarded:

(See FOA Sec. II)

From 6 up to 20 and subject to availability of funds v

Application Checklist The following table contains a summary of the information that you are required to submit with your application.

Table 1 Application Checklist

√ What to submit Standard Form (SF)- 424 application cover page

(Available in application packet on grants.gov) Sect IV, C.1

Assurances (Available in application packet on grants.gov)

• Form SF424B OR

• Form SF424D, as applicable

Sect IV, C.2

Title page

• Names, addresses, phone numbers, email address

• Funding Category

Sect IV, C.3

Technical Application

• Scope of work

• Narrative / Executive Summary

• Program and Anticipated Water

Management Benefits

• Activity Schedule showing planned timeline of project

Sect IV, C.4 Element A

Evaluation Criteria writeup pertinent to your type of project (WCMP, SOR, Demo) including Supplemental Questions

Page 9-10 Sect IV, C.4 Element B

Project budget proposal:

• General requirements

• Budget Proposal

• Budget narrative

• Budget forms SF-424A or SF-424C as applicable

Page 10- 16 Sect IV, C.4 Element C

Funding Plan/Cost Share Information Page 16-18 Sect IV, C.4 Element D

Official Resolution or Statement of Intent. Can be provided once the Board has met.

Sect IV C.4 vii

Acronyms and Abbreviations

ASAP Automated Standard Application for Payments CEC Categorical Exclusion Checklist CFR Code of Federal Regulations CPA Certified Public Accountant D&B Dun and Bradstreet DOI U.S. Department of the Interior DUNS Data Universal Number System ESA Endangered Species Act FOA Funding Opportunity Announcement FY Fiscal Year NBC National Business Center NEPA National Environmental Policy Act NHPA National Historic Preservation Act OMB Office of Management and Budget P.L. Public Law Reclamation Bureau of Reclamation SCADA Supervisory Control and Data Acquisition SF Standard Form SOR System Optimization Review WaterSMART Sustain and Manage America’s Resources for Tomorrow WCMP Water Conservation and Management Plan WCFSP Water Conservation Field Services Program ix

Agency Contacts - for Inquiries Concerning Application Delivery Instructions

There will be no pre-application conference. Organizations or individuals interested in submitting applications in response to this announcement may direct application submittal questions by calling or emailing one of the Grants Management Specialists.

DIRECT

QUESTIONS TO

REQUEST PAPER

COPIES OF

DOCUMENTS

FROM

APPLICATION DELIVERY

ADDRESSES

BY POSTAL

SERVICE

BY EXPRESS

SERVICE

Bureau of Reclamation Attn: Glen Josephson Mail Code: UC-827 125 South State St., Room 8100 Salt Lake City, UT 84138 Phone: (801) 524-3756 Email:

gjosephson@usbr.gov Fax: (801) 524-3856

Mail Code: UC-827 125 South State St., Room 8100 Salt Lake City, UT 84138 Phone: (801) 524-3756 Email:

gjosephson@usbr.gov Fax: (801) 524-3856

Mail Code: UC-827 125 South State St., Room 8100 Salt Lake City, UT 84138

Mail Code: UC-827 125 South State St., Room 8100 Salt Lake City, UT 84138

For Technical Inquiries about Your Application

Organizations or individuals may direct technical questions by calling or emailing the Technical Representative. See Table below for contact information:

UC Basin Water Conservation

DIRECT TECHNICAL QUESTIONS TO

Attn: Gary McRae Mail Code: UC-414 125 South State St., Room 6107 Salt Lake City, UT 84138-1147 Phone: (801) 524-3656 Email: gmcrae@usbr.gov Fax: (801) 524-3847 mailto:gjosephson@usbr.gov mailto:gjosephson@usbr.gov mailto:gmcrae@usbr.gov xi

Table of Contents

Synopsis ............................................................................................................. iii Application Checklist ......................................................................................... v Section I -- Funding Opportunity Description

A. Program Information B. Eligible Projects C. Project Requirements D. Program Authority

Section II -- Award Information A. Dun and Bradstreet (D&B) Data Universal Numbering System (DUNS)

Requirement B. Total Project Funding C. Project Funding Limitations D. Reclamation Responsibilities E. Award Date

Section III -- Eligibility Information A. Eligible Applicants B. Cost Share Requirements and Guidelines C. Length of Project

Section IV -- Application Submission Information and Instructions A. Application Delivery Methods B. Application Submission Date and Time C. Technical Application Content

Section V -- Application Review Information A. Review, Evaluation and Selection Process B. Other Factors C. Review and Selection Process

Section VI -- Award Administration Information A. Award Notices B. Award Document C. Reporting Requirements and Distribution D. Conflicts of Interest E. Data Availability

Upper Colorado Basin Map

Section I. Funding Opportunity Description

Section I -- Funding Opportunity Description A. Program Information The U.S. Department of the Interior’s (DOI) WaterSMART (Sustain and Manage America’s Resources for Tomorrow) Program provides a framework for Federal leadership and assistance to stretch and secure water supplies for future generations in support of DOI priorities. Through WaterSMART, the Bureau of Reclamation (Reclamation) leverages Federal and non-Federal funding to work cooperatively with states, tribes, and local entities as they plan for and implement actions to increase water supply reliability through investments in existing infrastructure and attention to addressing local water conflicts. WaterSMART provides support for the Department’s priorities, including creating a legacy of conservation stewardship, sustainably developing our energy and natural resources, modernizing our infrastructure through public-private partnerships, striking a regulatory balance, and restoring trust with local communities by improving relationships and communication with states, tribes, local governments, communities, landowners and water users. WaterSMART also supports Reclamation’s priorities, including increasing water supplies, leveraging science and technology to improve water supply reliability, addressing ongoing drought, and improving water supplies for tribal and rural communities.

Reclamation established the Water Conservation Field Services Program (WCFSP) in 1996 to proactively encourage water conservation in the operations of recipients of water from Federal water projects and to assist agricultural and urban water districts in preparing and implementing water conservation plans in accordance with the Reclamation Reform Act of 1982 (RRA). Through the WCFSP, Reclamation makes cost-shared financial assistance available for the development of water conservation plans, designing water management improvements, identifying water management improvements through System Optimization Reviews (SOR) and improving the understanding of water conservation techniques through demonstration activities.

Through this Funding Opportunity Announcement (FOA), Reclamation provides planning funding for projects that, when implemented, will increase water reliability and improve water management through the use of expanded technologies and improved modeling capabilities, consistent with the goals of the October 19, 2018 Presidential Memorandum on Promoting the Reliable Supply and Delivery of Water in the West.

For further information on the WaterSMART Program, please see https://www.usbr.gov/watersmart/.

The WaterSMART Small-Scale Water Efficiency Projects FOA provides cost-shared financial assistance for small-scale water management projects (up to $75,000 in Federal funding for each project) that have been identified through previous planning efforts. Reclamation has developed a streamlined selection and review process to reflect the small-scale nature of these projects.

The WaterSMART Water and Energy Efficiency Grants FOA provides cost-shared financial assistance for larger water conservation projects (up to $1.5 million in Federal funding for each project) resulting in quantifiable and sustained water savings.

https://www.usbr.gov/watersmart/

B. Eligible Projects Reclamation is providing financial assistance for a variety of cooperative planning, and demonstration projects to promote water management and conservation. To be eligible for financial assistance, a proposed activity must be within the geographic areas covered by the Albuquerque Area Office, Provo Area Office, and Western Colorado Area Office (see map on last page), or activities outside those geographical areas must be within an area authorized to be served by a project under the Upper Colorado Basin.

Types of Projects

Activities to be considered for financial assistance should address one of the following, listed in order of funding preference:

(a) Water Conservation and Management Planning (WCMP) Help water purveyors develop written water management and conservation plans that are modeled after plans described in Achieving Efficient Water Management: A Guidebook for Preparing Agricultural Water Conservation Plans, Second Edition (Guidebook, https://www.usbr.gov/uc/progact/waterconsv/pdfs/Guidebook2000.pdf ).

WCMPs provide entities an opportunity to document data on current water supply and demand, prepare a forecast for future water demands, identify water conservation goals, and determine conservation measures (e.g., cost/pricing of water, water accounting, landscape efficiency, information and education, water use regulation).

(b) System Optimization Review A review to assess the potential for water management improvements and to identify a plan of action that contains recommendations for implementing specific improvements that have the potential to enhance water management. The review can include an analysis of the entire water delivery system, district, watershed, or a portion thereof. SORs are intended to take a broad look at system-wide efficiency and are not focused on single project-specific planning.

The following are components of a SOR:

• Gather information;

• Identify, describe, and prioritize water management issues;

• Establish goals;

• Identify, evaluate, and prioritize potential improvement projects with the ability to mitigate the identified issues and accomplish goals.

o The evaluation of improvement projects could consider: the water management benefits associated with the improvement, anticipated construction and operating costs (as applicable), as well as, environmental, regulatory, cultural, and economic impacts.

o As part of the evaluation, efforts to better quantify the associated benefits of the proposed improvement projects are eligible subtasks (e.g., soil infiltration tests, required monitoring activities).

https://www.usbr.gov/uc/progact/waterconsv/pdfs/Guidebook2000.pdf

Section I. Funding Opportunity Description

If an applicant’s previous planning efforts have addressed some of the components above, the applicant can propose funding for the remaining components for a complete system analysis. The SOR Final Report will serve as the final product of the SOR analysis and will summarize the analysis performed.

SORs allow an entity to assess their system with an efficiency focus; issues determined from the system analysis inform the identification and selection of potential improvement projects (e.g., Supervisory Control and Data Acquisition (SCADA) and automation to reduce specific issues such as spills, over-deliveries, and seepage).

(c) Demonstrating Conservation Project Technologies Demonstration activities are those that include the installation or application of a particular technology in a new way, or in a new setting, with the intent of reporting the results to others for wider adoption. The activities should demonstrate innovative technologies in water conservation to increase technical understanding of unfamiliar water management and conservation practices that have not been previously used locally. The proposed activity should not only “publicly” demonstrate a new or unfamiliar practice; it should contain a process for informing interested individuals and organizations about the outcome of the demonstration.

Proposals for the development of planning studies are not eligible for funding under this FOA. This includes proposals for the development of appraisal investigations, feasibility studies, special studies, drought contingency plans, Basin Studies, or studies authorized under the Title XVI Water Recycling and Reuse Program, through Public Law (P.L.)102-575, as amended (43 United States Code 390h et seq.), or under the Rural Water Program, pursuant to the Rural Water Supply Act of 2006, P.L.109-451.

Proposals for on-the-ground construction activities are not eligible for funding under this FOA. However, potential on-the-ground activities identified by successful completion of a WCMP, SOR, or Demonstrating Conservation Project Technologies project described below, further engineering, construction and associated environmental compliance may be eligible for funding under WaterSMART Grants: Small-Scale Water Efficiency Projects, and Water and Energy Efficiency Grants. https://www.usbr.gov/watersmart/.

C. Project Requirements New and updated WCMPs and SORs developed under this FOA must be submitted to Reclamation for review and acceptance at least 30 days before completion of the period of performance. The purpose of Reclamation’s review is to ensure that the WCMP or review meets program requirements and includes the required elements. New and updated WCMPs and SORs must include a list entitled “Potential Actions and Activities” that identifies, evaluates, and prioritizes all actions and activities, for the applicant and their customers/stakeholders/water users, that:

Conserves water supplies.

Better manages water supplies.

Mitigates the identified issues in the WCMP or SOR Accomplishes the goals identified in the WCMP or SOR.

https://www.usbr.gov/watersmart/

Note that proposals for the development of planning studies are not eligible for funding under this FOA.

This includes proposals for the development of appraisal investigations, feasibility studies, special studies, drought contingency plans, Basin Studies, or studies authorized under the Title XVI Water Recycling and Reuse.

D. Program Authority WCFSP activities are eligible for financial assistance under P.L. 111-11, Section 9504(a).

1. In accordance with Section 9504(a)(3)(B) of P.L. 111-11, grants and cooperative agreements under this authority will not be awarded for an improvement to conserve irrigation water unless the applicant agrees to both of the following conditions:

● Not to use any associated water savings to increase the total irrigated acreage of the eligible applicant; and

● Not to otherwise increase the consumptive use of water in the operation of the eligible applicant, as determined pursuant to the law of the State in which the operation of the eligible applicant is located.

2. 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.

3. If the activities funded through an agreement awarded under this FOA result in a modification to a portion of a federally owned facility that is integral to the existing operations of that facility, the Federal government shall continue to hold title to the facility and the improvements thereto. Title to improvements that are not integral to existing water delivery operations shall reside with the project sponsor.

4. The non-Federal share of the cost of operating and maintaining any infrastructure improvement funded through the award shall be 100 percent.

5. Liability

IN GENERAL.—Except as provided under chapter 171 of title 28, United States Code (commonly known as the ‘‘Federal Tort Claims Act’’), the United States shall not be liable for monetary damages of any kind for any injury arising out of an act, omission, or occurrence that arises in relation to any facility created or improved under the award, the title of which is not held by the United States.

TORT CLAIMS ACT.—Nothing in this section increases the liability of the United States beyond that provided in chapter 171 of title 28, United States Code (commonly known as the ‘‘Federal Tort Claims Act’’).

Section II. Award Information

Section II -- Award Information

A. Dun and Bradstreet (D&B) Data Universal Numbering System (DUNS) Requirement

Applicants must provide a D&B DUNS number on their application. If you do not have a DUNS number, one may be obtained at no cost by calling the dedicated toll-free DUNS Number Request Line at 1-866-705-5711, or by going to the DUNS Government Contractor and Grantee website at:

http://fedgov.dnb.com/webform.

B. Total Project Funding FY 2020 appropriations include approximately $250,000 available for award under this FOA.

Information about FY 2021 funding will be provided when appropriations information is released.

Additional funds might become available during the fiscal year, at which time ranked applications that did not make the initial cut may be funded according to ranking, based upon Program priority.

Any awards are subject to a determination by Reclamation that FY20 and FY21 appropriations are available and that awards can be made consistent with all program requirements.

C. Project Funding Limitations To facilitate the broad and effective use of limited Federal funds, Reclamation’s share of any one proposed activity shall not be less than $5,000 or more than $50,000.00 for demonstration projects, and not more than $25,000 per award for other activities. For all projects, Federal funding (including Reclamation and any other sources of Federal funds) cannot exceed 50 percent of the cost of the proposed activities.

D. Reclamation Responsibilities Recipients should expect Reclamation to be actively involved in the completion of the project Substantial involvement by Reclamation will include:

● 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.

● WCMPs and SORs oversight will include review, input, and final approval of the plans and reviews respectively for conformance to program goals and objectives.

http://fedgov.dnb.com/webform

At the request of the recipient, Reclamation can provide technical assistance after award. If you would like to receive Reclamation technical assistance, you must account for these costs in your budget. To discuss available assistance and these costs, contact your local Reclamation office, listed at https://www.usbr.gov/uc/aboutus/ao.html.

E. Award Date It is expected that potential award recipients will be contacted as soon as possible following grant evaluations.

https://www.usbr.gov/uc/aboutus/ao.html

Section III. Eligibility Information

Section III -- Eligibility Information

A. Eligible Applicants

Under P.L. 111-11, Section 9502, an eligible applicant is a state, tribe, irrigation district, water district, or other organization with water or power delivery authority. In addition, applicants must be located within the geographic areas covered by the Albuquerque Area Office, Provo Area Office, and Western Colorado Area Office.

Those not eligible include, but are not limited to, the following entities:

• Federal governmental entities

• Institutions of higher education

• Individuals

• 501(c)(4) organizations

• 501(c)(6) organizations

B. Cost Share Requirements and Guidelines

Non-Federal cost share of at least 50 percent is required in association with this funding announcement. Additional applicant cost sharing, above 50 percent, (level of partnering) will be given greater consideration in the ranking process for proposed activities. List all partners and their percentage of contributed funds. Cost sharing may be made through cash or in-kind contributions from the applicant, or third-party partners.

The applicant’s proposal shall include a funding plan that describes how the non-federal share of the costs will be obtained. Reclamation will make a determination of financial capability based on the funding plan submitted.

All cost sharing must be in accordance with the criteria set forth in 2 Code of Federal Regulations (CFR) 200. During the activity, indirect costs which are incurred and will not be recovered may be included as part of your cost-share. In-kind contributions will be counted in-lieu of cash.

C. Length of Project

Normally water conservation projects should be completed within a 2-year timeframe; however, Reclamation retains the right to extend the grant or cooperative agreement to no more than 5 years.

Section IV. Application Submission Information and Instructions

Section IV -- Application Submission Information and Instructions Reclamation encourages applicants to submit their applications electronically through:

https://www.grants.gov/web/grants/home.html

All forms are available through grants.gov and at: https://www.grants.gov/web/grants/forms.html

Applications will only be accepted via grants.gov or traditional mail.

A. Application Delivery Methods Applications may be submitted by one of the following methods only:

Electronic Submittal via Grants.gov Grants.gov is an internet website that can be used to find and apply for grant funding opportunities.

In order to electronically submit an application, you must complete the Grants.gov registration process. The registration process can take approximately two weeks to be completed; therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required submission deadlines. You will be able to submit your application online any time after you receive your e-authentication credentials. Reclamation encourages applicants to submit their applications electronically through Grants.gov; however, electronic submittal of applications is not required. If submitting through the grants.gov website, submit only one original. For more information regarding submitting an application via Grants.gov, please visit the “Get Registered” and “Apply for Grants” links at https://www.grants.gov.

Applicants have sometimes experienced significant delays when attempting to submit through Grants.gov. If you plan to use 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 you encounter problems with the Grants.gov 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.

Hard-Copy Submittal Applications may be submitted by hard-copy. All originals of the hard-copy applications should be hand delivered or mailed to the contacts listed on page vi and received by the deadlines listed below.

Applicants using traditional mail shall submit an original of all application documents.

If an applicant wishes to submit a hard-copy as a back-up to the electronic submission, both will be accepted. If the submissions differ, the latter one received prior to the funding period closing date will prevail unless the applicant specifies otherwise. Regardless of the submittal method used, applicants are responsible for ensuring their applications are accepted and received by Reclamation https://www.grants.gov/web/grants/home.html https://www.grants.gov/web/grants/forms.html https://www.grants.gov/ by the established due date. It is the discretion of the applicant in the method of application delivery chosen. The chosen method of delivery will not impact or determine award or non-award.

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

Application due date for FY 2020 funding:

April 28, 2020, at 4:00 p.m. Mountain Time

Application due date for FY 2021 funding:

January 15, 2021, at 4:00 p.m. Mountain Time

Applications received after the deadline will not be considered unless it can be determined that the delay was caused by Federal government mishandling.

C. Technical Application Content Each applicant shall submit an application in accordance with the instructions contained in this section. Do not include a cover letter or company literature/brochure. All pertinent information must be included in your Technical and Activity Budget Proposal in accordance with the formats described in this section. Your application should consist of three elements: Scope of work (technical proposal) including evaluation criteria writeup, Budget Narrative, and the Funding Plan.

Use the application checklist to make sure you submit everything requested in this announcement.

The application shall be limited to twenty (20) 8-1/2-inch X 11-inch pages, excluding any required forms stated in these instructions, single-spaced on one side of the page. The font used shall be easily readable and shall be between 10 and 12 points. Applications will be prescreened for compliance to the 20-page limit. The cover sheet (Standard Form 424) and Assurances (Standard Form 424B or D, as applicable) will not be counted in the 20-page limit. All pages shall be consecutively numbered, including pages with tables and exhibits.

The application must include the following elements in order to be considered complete:

1. 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 may result in the elimination of the application from further consideration.

2. SF-424 Assurances An SF-424B – Assurances – Non-Construction Programs or an SF-424D – Assurances – 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 or SF-424D may result in the elimination of the application from further consideration.

*Note: The SF-424, SF-424A, SF-424B, SF-424C and SF-424D forms may be obtained at https://www.grants.gov/web/grants/forms.html

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

Clearly identify the funding category for the project.

(1) Water Conservation and Management Plan (WCMP).

(2) System Optimization Review (SOR).

(3) Demonstrating Conservation Project Technologies (Demo).

4. Technical Proposal and Evaluation Criteria Element A. - Scope of Work /Narrative/Executive Summary:

Describe in detail the project and work to be carried out. Identify the major tasks and include an activity schedule. Discuss the approach to accomplish the proposed work. This discussion shall be in sufficient detail to permit a comprehensive evaluation of the application.

Describe water conservation measures to be taken pursuant to the proposed action. Information should be included that describes the degree of consultation, coordination and/or cooperation with or among the parties that are involved in this application. Please highlight innovative elements of the activity.

Element B. – Evaluation Criteria Submit the answers to the supplemental questions that are pertinent (Planning, SOR, Demonstration) in this section of your application. Note: This section is critical to evaluate your proposal. (See below)

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.

It is suggested that applicants copy and paste the evaluation criteria and subcriteria in Section V. A. (pages 19-22) Evaluation Criteria into their applications to ensure that all necessary information is adequately addressed.

Supplemental Questions for FOA BOR-UC-20-F002 Please choose the set of questions that apply to your proposed activity. Answer all questions pertaining to your project and include with your scope of work. Your proposal will be evaluated based upon the answers to these questions, which will help identify the project’s ability to meet the programs goals and objectives.

Water Conservation and Management Planning Activity

1. Why do you need financial assistance from Reclamation to complete the activity?

2. What steps will be followed in the development of the plan?

3. How will the public and outside participants be involved in the planning process?

System Optimization Review Activity

1. Why do you need financial assistance from Reclamation to complete the activity?

2. What steps will be followed in the development of the review?

3. How will the public and outside participants be involved in the review process?

Demonstrating Conservation Project Technologies

1. Why do you need financial assistance from Reclamation to complete the activity?

2. How will the effectiveness of the demonstration be assessed?

3. Explain your process for disseminating the outcome.

Element C. – Budget Proposal Narrative

1. General Requirements.

Include a budget with the annual estimated project costs and an estimate of any out-year costs associated with the project. 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.

2. Budget Proposal Format.

The budget shall include detailed information on the categories listed below. 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 in any category.

Additionally, applicants shall include a narrative description of the items included in the budget. It is strongly advised that applicants use the budget format shown in Table 2 at the end of this section or a similar format that provides this information.

3. 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. You must provide a basis for and detailed support for each cost element; i.e., did the rate come from quotes; historical documentation modeling; an engineer estimate; or some other methodology?

Listed below are examples of the types of information to include in the narrative.

a. 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. All labor estimates, including any proposed subcontractors, shall be allocated to specific tasks as outlined in the recipient’s technical proposal 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 should be included as a portion of the stated indirect costs. If these salaries can be adequately documented as direct costs, they may be included in this section; however, a justification should be included in the budget narrative.

b. 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.

c. 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.

d. Equipment Itemize costs of all equipment having a value of over $500 and include information as to the need for this equipment. If equipment is being rented, specify the number of hours and the hourly rate.

Identify if the equipment is owned or rented. Reimbursement for use of owned equipment must be based upon the actual cost to the recipient for the operation and use of the equipment. Do not use rental rates as a means for reimbursement rate for owned equipment. If ownership rates are not available, Corps of Engineers recommended rates should be used. These rates can be found at http://www.publications.usace.army.mil/USACEPublications/EngineerPamphlets.aspx?udt_43545_param_page =11. (Once at this site - search for “Construction Equipment Ownership” then ensure you pick the right region for your state. To determine the right region, go to page two of any of the pulled-up documents and it shows a map of the regions.)

e. 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.

f. 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.

g. Environmental and Regulatory Compliance Costs In most cases, there will be no environmental compliance associated with a project because they generally will involve nondestructive data collection, research, inventory, study, research, and monitoring activities. If no environmental compliance is expected to be required based on the nature of the planned activities, then the applicant is not required to include a line item in their budget for environmental compliance activities. In these cases, the minimal cost for Reclamation staff to confirm and document the absence of environmental issues will be considered an administrative cost paid for by Reclamation.

However, if you believe that the proposed project will require some environmental compliance— however small—then you must include a line item in your budget for environmental compliance activities. For example, if the project will involve any disturbances to the surrounding environment, http://www.publications.usace.army.mil/USACEPublications/EngineerPamphlets.aspx?udt_43545_param_page=11 http://www.publications.usace.army.mil/USACEPublications/EngineerPamphlets.aspx?udt_43545_param_page=11 such as clearing brush to perform a survey, or installing monitoring equipment on an existing structure (e.g., headgates, canals) that would alter that structure, then some environmental compliance will be required. In the application review and selection process, Reclamation will consider whether the applicant has budgeted appropriately for environmental compliance, taking into consideration the amount budgeted and the applicant’s responses to the questions set forth below, in Section IV.C., “Environmental and Regulatory Compliance.”

How environmental compliance activities will be performed (e.g., by Reclamation, the applicant, or a consultant), will be determined pursuant to subsequent agreement between Reclamation and the applicant. If any portion of the funds budgeted for environmental compliance is not required for compliance activities, such funds may be reallocated to the project, if appropriate.

h. 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.

i. 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.

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

If you have separate rates for recovery of labor overhead and general and administrative costs, each rate shall be shown. You 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 you do not have a federally approved indirect cost rate agreement, or if you use unapproved rates, 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 the DOI Interior Business Center, and Indirect Cost Section, at https://www.doi.gov/ibc/services/finance/indirect-cost-services.

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

l. Budget Form.

In addition to the above-described budget information, the applicant must complete an SF-424A, Budget Information, Non-construction Programs, or an SF-424C, Budget Information– Construction Programs. These forms are available at https://www.doi.gov/ibc/services/finance/indirect-cost-services

Normally design, construction management, cultural resources or National Environmental Policy Act (NEPA) are not indirect charges.

Please see Table 2 on next page for a “Sample Budget Proposal Format.”

Table 2. Sample Budget Proposal Format

BUDGET ITEM DESCRIPTION

COMPUTATION

TOTAL COST RECIPIENT

FUNDING

RECLAMATION

FUNDING $/Unit and

Unit Quantity

SALARIES AND WAGES

FRINGE BENEFITS

TRAVEL

EQUIPMENT

SUPPLIES/MATERIALS

CONTRACTUAL/1

CONSTRUCTION

ENVIRONMENTAL AND

REGULATORY COMPLIANCE2

OTHER

TOTAL DIRECT COSTS

INDIRECT COSTS - __%

TOTAL PROJECT COSTS

Below is a sample of what we use to review your budget, please provide as much detail as possible.

4. Budget Pricing Guide/Template

a. Estimating Techniques Used

1 Sub-Contracts should be broken out into specific line items. Lump sum estimates are not acceptable.

Applicants should attach a separate detailed budget for each line item to adequately address all budget items.

2 Environmental and regulatory compliance should be included only if the project involves any surface-disturbing activities that could affect the surrounding environment. Negotiated indirect cost rate through the Interior Business Center.

i. The two most common methods for estimating costs are (i) detailed costs by cost elements, and

(ii) parametric estimating. Detailed rationale needs to be provided for parametric estimating.

Some or all of the following cost element information may apply.

ii. Labor: does the budget contain the following as applicable?

• The kind of employee that will be working on the project (job classification/description such as engineer, laborer, program manager)?

• The amount of time each person will be working? This can be a number of hours, days, weeks, percentage of a year, etc.

• The wages paid to the employee? This can be an hourly rate, daily rate, annual salary, etc. to correspond to the measure of the time budgeted but does not include fringe or other indirect rates.

• Supporting documentation for the budgeted rate? This can be payroll records identifying the individual or labor category.

iii. Fringe Benefits and Payroll Additives If labor costs are budgeted:

• What is the fringe benefit rate or dollar amount?

• Supporting documentation such as negotiated rates or agreements, qualified certified public accountant (CPA) recommendation or the actual compilation of the poll and base costs for Reclamation evaluation.

iv. Equipment:

If equipment costs are budgeted:

• The kind of equipment that will be used on the project (type, model, size, etc.)?

• The amount of time each type of equipment will be working? This can be a number of hours, days, weeks, percentage of a year, etc.

• The rate for the equipment? This can be an hourly, daily, annual, etc. to correspond to the measure of the time.

• Is the equipment owned or rented? Reimbursement for use of owned equipment must be based upon the actual cost to the recipient for the operation and use of the equipment, not on rental rates. If ownership rates are not available, Corps of Engineers recommended rates should be used.

• Is there standby time included?

• (Notes: Reimbursement for use of owned equipment must be based upon the actual cost to the recipient for the operation and use of the equipment, not on rental rates. Also, standby costs need to be identified and standby rates supported in the same manner. No operating costs are allowed for standby.)

v. Material:

If material costs are budgeted:

• What items are being purchased, i.e. a description of the items?

• The quantity of each?

• The unit cost of the items?

• Consolidated Bill of Materials

vi. Other Direct Costs:

Other direct costs are anything that is not labor, fringe benefits, equipment, material, or overhead.

It can include supplies, room rental, advertising, internet access; copy costs, telephone use, and travel, just to mention a few.

• What the purpose is for the cost?

• What the basis is for the cost in the budget, i.e. how did the requestor come up with the dollar amount for the item?

• Do you have enough information to duplicate the calculation of the amount?

vi. Subcontracts:

Did the recipient provide supporting documentation for the subcontract costs determining them to be fair and reasonable? (The budget information needed for subcontractors is identical to the information needed for the recipient. The recipient should have used the same guidance for each cost element budgeted for the subcontractor as you would for the recipient.)

vii. Contingencies:

Data provided in the Budget: If costs are budgeted for contingencies, can you determine:

• What events are the contingencies intended to cover?

• What the basis is for the contingency amount, i.e. how the dollar amount is calculated?

(There at two types of contingency costs– one that is reasonably certain to occur, and there is a verifiable basis for the calculated amount; and one for which the probability of occurrence is unknown, and there is no verifiable basis for the cost. The cost associated with the first type of contingency is allowable to the extent it is supportable. Contingency costs for the latter are expressly unallowable.)

viii. Overhead:

• The overhead rate(s) used (there may be more than one)?

• The base(s) to which the overhead is applied e.g. just labor costs, all direct costs, etc.?

• The pool, base and associated costs with each just as with fringe.

• Any agreements with the government or recommendations by qualified CPAs.

ix. Parametric Estimates Either an entire budget or only some components may be estimated using parametric estimating techniques.

• Rationale as to why use of the data is reasonable for the project described.

• Identify the specific parametric data used.

Element D. - Funding Plan

• Outline the funding plan for your project, this would list all partners and contributors;

• Please include a point of contact for all sources of funds, name, address, and phone number;

• Percentage contributed per partner; and

• Type of contribution i.e. in-kind services, labor (include labor rates) or supplies (how much and how many), or cash.

Official Resolution Please provide an official resolution or statement from the board of directors or governing body approving or accepting your application. If you expect to obtain the resolution by a certain date, please include that information as a substitute until the resolution is signed, otherwise, the statement will be due prior to award.

Environmental Compliance Reclamation is required to address environmental compliance for all financial assistance provided by the WCFSP. Applicants shall adhere to Federal, state, and local laws, regulations, and codes, as applicable, and shall obtain all required approvals and permits. Environmental compliance for most WCFSP supported activities can be accomplished with a Categorical Exclusion Checklist (CEC). If evaluators believe the proposed activity would require more extensive compliance measures, points would be deducted from the score because of the added cost to Reclamation. Ultimately, though, Reclamation has the prerogative to disqualify any application if it believes the environmental compliance costs would be too high.

All projects being considered for award funding will require compliance with the NEPA before any ground disturbing activity may begin. Compliance with all applicable state, Federal and local environmental, cultural, and paleontological resources protection laws and regulations is also required. These may include, but are not limited to, the Clean Water Act, the Endangered Species Act (ESA), National Historic Preservation Act (NHPA), consultation with potential affected tribes, and consultation with the State Historic Preservation Office.

Reclamation will be the lead Federal agency for NEPA compliance and will be responsible for evaluating technical information and ensuring that natural resources, cultural, and socioeconomic concerns are appropriately addressed. As the lead agency, Reclamation is solely responsible for determining the appropriate level of NEPA compliance. Further, Reclamation is responsible to ensure findings under NEPA, and consultations, as appropriate, will support Reclamation’s decision on whether to fund a project. Environmental compliance costs are part of an applicant’s cost share.

These costs will be considered in the ranking of applications.

Under no circumstance may an applicant begin any ground-disturbing activities (including grading, clearing, and other preliminary activities) on a project before environmental compliance is complete and Reclamation explicitly authorizes work to proceed. This pertains to all components of the proposed project, including those that are part of the applicant’s non-Federal cost share.

Reclamation will provide a successful applicant with information once environmental compliance is complete. An applicant that proceeds before environmental compliance is complete may risk forfeiting Reclamation funding under this FOA.

Terms and Conditions Regulations and Guidance If you are awarded a Cooperative Agreement or Grant as a result of this Request for Applications, terms and conditions will be included in your agreement. Please review these terms and conditions as they govern your agreement.

Awards as of a result of this FOA will:

• Incorporate in full, or by reference, the CFR regulations found at 2 CFR 200 and 43 CFR 18.

• Incorporate language for the right to inspect and evaluate work performed, assurances and certifications, covenant against contingent fees, and applicable language from Executive Order 13513 (Prohibition on Text Messaging and Using Electronic Equipment Supplied by the Government While Driving), Pub. L. 112-239 (Whistleblower Rights), and the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970.

• Require registration with the Department of Treasury Automated Standard Application for Payments (ASAP) system.