wcfsp-foa-fy13-pxao(rev).doc

Request for Proposals No. 06SF300042

Funding Opportunity Announcement No. R13SF32001 Water Conservation Field Services Program – Phoenix Area Office:

Water Conservation Grants for Fiscal Year 2013 Financial Assistance Program for Fiscal Year 2013 Phoenix Area Office WCFSP

Funding Opportunity Announcements Department of the Interior, Bureau of Reclamation

SUMMARY OF OPPORTUNITY

I. FUNDING OPPORTUNITY DESCRIPTION

A.

PROGRAM DESCRIPITION

A.1 Background The Bureau of Reclamation, Phoenix Area Office (PXAO) is requesting proposals to fund projects for activities in support of its Water Conservation Field Services Program (WCFSP) within the Phoenix Area Office boundaries. The area includes most of Arizona except northwest Arizona, and the areas along the Colorado River which are served by other Reclamation offices. More information is available at: http://www.usbr.gov/lc/region/g4000/wtrconsv.html.

The mission of the Bureau of Reclamation (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. Reclamation has a major responsibility in partnership with water users, States, and other interested parties, to help improve water resource management and the efficiency of water use in the western United States. More efficient water use is a key component of Reclamation's water resource management strategy.

A.2 Water Conservation Field Services Program Overview Reclamation established the Water Conservation Field Services Program (WCFSP) in 1996 with the purpose of fulfilling its water conservation-related obligation as outlined in Section 210 of the Reclamation Reform Act (RRA) of 1982 directing the Secretary to encourage and implement water conservation measures on Federal Reclamation projects. Directives and Standards (WTR 01-02) were developed for the program which outlined Reclamation's procedures for administering the WCFSP pursuant to the RRA and other existing authorities, including the provision of technical and financial assistance to non-Federal entities and the administration of water conservation plans.

The primary purposes or four major components of the WCFSP are to:

A. Assist in developing effective water management and conservation plans;

B. Encourage and promote implementation of water efficiency measures;

C. Demonstrate conservation technologies; and

D. Promote and support water education and training.

Please refer to Section III for additional information on these major components.

Because of the strong support provided by the State of Arizona through the Arizona Department of Water Resources and the implementation of Arizona’s Groundwater Management Code of 1980, no funding will be made available for water management and/or water conservation plans under Phoenix Area Office funding opportunities.

Reclamation recognizes that the need to conserve water is critical in the arid Southwest. No single entity, acting independently, can meet the challenge of improving the efficiency of water use in this area without a combination of new technology and innovative management. Consequently, a key to meeting this challenge will be the continuation of the partnerships formed between Reclamation and all water users, other Federal and State agencies, educational and research institutions, and other interested parties.

A.3 Objective of this Funding Opportunity Announcement The objective of this Funding Opportunity Announcement (FOA) is to invite irrigation and water districts, states, local governments, water providers, universities, and other entities that have an association with a Reclamation project to leverage their money and resources, by cost sharing with Reclamation, on projects/activities that make more efficient use of existing water supplies through water conservation and efficiency in the Phoenix Area Office boundaries. Projects/Activities funded will be selected through a competitive process.

B.

PROJECT DESCRIPTION AND REQUIREMENTS

B.1 Eligible Activities/Projects (in Priority Order) Activities/projects to be considered may include or should address one of the following. Measures are not listed in any specific order of priority.

· Implement more efficient proven water management/conservation measures with special emphasis on the outdoor water management practices (i.e., installation of remote-controlled irrigation controllers, and automation of water distribution systems) as part of its water management and conservation program. This component involves the implementation of best management practices or water conservation measures outlined in the entity’s water management or water conservation plan. Funding for implementation activities is restricted to water providers, which includes both agricultural and M&I type water providers and local units of government responsible for the soil and water conservation work within their boundaries, such as the natural resource conservation districts; or,

· Demonstrate innovative technologies in water conservation to increase technical understanding of unfamiliar water management and conservation principles and practices that have not been previously used locally. A demonstration activity's purpose is to install or apply a particular technology in a new way, or in a new setting, with the intent of reporting the results to others for potential wider adoption. This may also be accomplished by supporting applied research that will benefit field development of innovative water management and conservation technologies, as well as sponsoring specific conservation technology demonstration projects, such as public demonstration gardens. 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.

PLEASE NOTE: Education activities will not be funded until clear authority exists for education grants under WCFSP. Please assure that all education activities are removed from any proposals.

B.2 Program Authority This Program and FOA are administered in accordance with the authority of Reclamation Act of 1902 (32 Stat. 388), as amended and supplemented; RRA of 1982 (96 Stat. 1268; 43 U.S.C. 390jj); Soil and Moisture Conservation Act of 1935 (49 Stat 163; 16 U.S.C. 590 et seq.) (through Section 6 of Reorganization Plan No. IV - 1940); Fish and Wildlife Coordination Act of 1958 (75 Stat. 563; 16 U.S.C. 661 et seq.) (through Secretarial delegation); Water Supply Act of 1958 (72 Stat 319; 43 U.S.C. 390b); Endangered Species Act of 1973 (87 Stat. 884; 16 U.S.C. 1531 et seq.); and Section 9504 of the Secure Water Act, Subtitle F of Title IX of the Omnibus Public Land Management Act of 2009

(P.L. 111-11, Section 9504; 123 Stat 1334).

II. AWARD INFORMATION

TOTAL PROJECT FUNDING

It is anticipated that between eight to ten agreements will be awarded under this FOA, depending on the total amount of funding requested by successful proposals and the amount of funding provided in the budget appropriation.

Federal funds provided through this FOA will be available for the full length of the project. Management will look at each project to determine whether funding the project as a phased project on an annual (federal fiscal year) basis would be appropriate (i.e., a phased project would provide part of the funds this fiscal year and the remaining funds in the next fiscal year recipients will not be asked to reapply to receive funding in the approved future years). Federal fiscal years are from October 1-September 30. The applicant will be consulted on particulars of any project that is determined to be appropriate for separate annual funding.

Please Note: Any funding for successive years of the phased project will be contingent upon subsequent Congressional funding appropriations; will be at the sole discretion of the Department of the Interior—Bureau of Reclamation and Agency priorities; and will depend on satisfactory performance by the recipient.

Example of a phased funding approach:

Figure 1 (below) illustrates the funding process for a project that is selected for annual funding. In this example, District X is requesting funding for a three-year project for a rebate program. In its application under this FOA, District X describes the entire project, (which is expected to be completed over 3 years) and requests a total of $100,000 to complete the project. In its application, District X explains that in the first year (Year One) $40,000 in Federal funding will be used to develop and advertise the rebate program and disburse rebates; that in the second year (Year Two) $30,000 in Federal funding will be used to continue paying rebates; and that in the third year (Year Three), $30,000 in Federal funding will be used to finish funding of the rebate program.

If District X is successful at securing a WCFSP Grant award under this FOA, the District would receive $40,000 in FY 2013 funding to complete Year One of the project. Contingent on the availability of appropriations, District X would then receive $30,000 in FY 2014 (after October 1, 2013) funding – without reapplying – to complete Year Two of the project, and $30,000 in FY 2015 funding to complete Year Three of the project. The result is a three-year overall project, with a total Federal cost share of $100,000.

Figure 1. Sample application process for annually funded projects.

If projects are changed to separated annual funding, project plans and budgets for each year of the project will be developed during negotiations of the grant agreement. Applicants are encouraged to request separated annual funding, if the applicant believes that this funding arrangement is appropriate for the proposed project. The application can include the proposal project plans and budgets for each year in the application under this FOA. The total funding for the proposed project will not exceed $100,000, even if the funds are broken out over several fiscal years.

B.

PROJECT FUNDING LIMITATIONS

To facilitate the broad and effective use of limited Federal funds, Reclamation’s share of any one proposed project/activity shall be up to 50% of the total project/activity costs, and will generally not exceed $25,000. However, Reclamation retains the right to make awards exceeding that amount on a case-by-case basis.

Applications will be ranked and selected according to their merit without consideration of the dollar amount requested. Applicant cost sharing in excess of 50 percent will be more favorably ranked during the selection process.

Funding for implementation activities/projects is restricted to water providers, which includes both agricultural and M&I type water providers and local units of government responsible for the soil and water conservation work within their boundaries.

No more than 15% shall be allowed for recovery of indirect costs. The remaining indirect costs may be included in the proposal as a part of the cost-share for the Recipient, but will not be reimbursed by Reclamation. Applicants with indirect costs less than 15% will be more favorably ranked during the selection process.

Subsequent renewal or continuation amendments related to time extensions and/or additional funds for continuation, within the original scope, for any award as a result of this funding opportunity may be entered into without future competition; however, are conditioned upon successful project performance and availability of appropriated funds.

C.

AWARD INSTRUMENT

If substantial involvement between Reclamation and the Recipient is anticipated during the performance of this project, the anticipated instrument will be a cooperative agreement. If substantial involvement is not anticipated on the part of Reclamation, the financial assistance instrument will be a grant.

D.

AWARD DATE

It is anticipated that awards will be made during May 2013 with an anticipated project/activity start date in June 2013.

III. ELIGIBILITY INFORMATION

ELIGIBLE APPLICANTS

Eligible applicants include agricultural and M&I water user entities, states, tribes, local governments, and water providers with water delivery authority.

To be eligible for financial assistance, the applicant must have a definable relationship to the watershed of one or more specific Reclamation water projects in the Phoenix Area Office boundaries described in Section I. Applicants must describe their association to one of these projects in their proposal to be eligible for funding. Activities/projects must be located in the PXAO boundaries described in Section I. Substantiation of a Reclamation water supply contract or subcontract is one way to show a relationship to a Reclamation project.

For the purposes of this funding announcement, a Reclamation project is defined as a specific Reclamation water project that was authorized by Congress and constructed by Reclamation. This includes everything within the project service area (i.e., project features and facilities, project service area, watershed, water systems or water supplies affected by a specific Reclamation project).

The two Reclamation projects in the PXAO boundaries are the Salt River Project and the Central Arizona Project.

B.

ELIGIBLE PROJECTS

Priority for this Announcement will be directed toward applications that conserve outdoor water.

All proposals will be ranked upon Evaluation Criteria stated in Section V of this FOA. Activities/projects to be considered should address one of the following task areas:

(A) Implement more efficient water management/conservation measures with special emphasis on outdoor water management practices as part of its water management and conservation program. This component involves the implementation of best management practices or water conservation measures outlined in the entity’s water management or water conservation plan. Funding for implementation activities is restricted to water providers, which includes both agricultural and M&I type water providers and local units of government responsible for the soil and water conservation work within their boundaries, such as the conservation districts.

(B) Demonstrate innovative technologies in water conservation to increase technical understanding of unfamiliar water management and conservation principles and practices that have not been previously used locally. A demonstration activity's purpose is to install or apply a particular technology in a new way, or in a new setting, with the intent of reporting the results to others for potential wider adoption. This may also be accomplished by supporting applied research that will benefit field development of innovative water management and conservation technologies, as well as sponsoring specific conservation technology demonstration projects, such as public demonstration gardens. 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.

PLEASE NOTE: Education activities will not be funded until clear authority exists for education grants under WCFSP. Please assure that all education activities are removed from any proposals.

Projects that are considered normal Operations, Maintenance, and Replacement (OM&R) are not eligible. OM&R is described as system improvements that replace or repair existing infrastructure or function without providing increased efficiency or effectiveness of water distribution over the expected life of the improvement.

Examples of ineligible OM&R projects include:

· Replacing malfunctioning components of an existing facility with the same components.

· Improving an existing facility to operate as originally designed.

· An activity that is performed on a recurring basis even if that period is extended (i.e., 10-year interval).

· Sealing expansion joints of concrete lining because the original sealer or the water stops have failed.

· Replacing broken meters with new meters of the same type.

· Replacing leaky pipes.

C.

LENGTH OF PROJECT/ACTIVITY

Applicants should propose projects that can be completed within 24 months from the project start date.

Funding will be provided in 12-month increments. For multi-year proposals, applicants must include project plans and budgets for each year of the project. Multi-year projects will be funded in one-year increments but will not compete for funding in subsequent budget periods within the approved award period; funding for subsequent years will be at the sole discretion of the Department of the Interior—Bureau of Reclamation and will depend on satisfactory performance by the recipient, the availability of funds to support the continuation of the project, and Agency priorities. If an applicant wishes to continue work on a funded project beyond the project period and obligated award funds have not been expended by the end of this period, the applicant can notify the assigned Federal Program Manager no later than 30 days prior to the end of the award period to determine eligibility for a time extension. If, however, the money is expended and funds are needed to continue the project, the applicant should submit another proposal during the next competitive award cycle or seek an alternate source of funding.

D.

COST SHARING REQUIREMENTS

Applicants must be willing to fund at least 50% of the project costs and provide documentation showing the sources of non-Reclamation funding that totals 50% or more of the total project/activity costs. This 50% non-Federal cost share is a requirement for this program. Award will not be made to any applicant who fails to fully comply with this requirement.

In addition, the additional amount of cost sharing and number of non-Federal partners will be considered in the evaluation process. The cost share may include cash, materials, and supplies, use of facilities, direct labor costs, and contract costs with third parties paid by the recipient. The applicant’s proposal shall include a funding plan/statement that describes how the non-Reclamation share of the costs will be obtained. Submission of the funding plan is mandatory. Award will not be made to any applicant who fails to fully provide this information, A component of the cost share may come from other federally-funded programs but it will not be credited toward the 50% non-Federal cost match requirement and no credit will be given for that component of cost sharing during the evaluation process.

Additionally, if activity funding is being provided by other than the applicant or work is being done for or at the request of someone other than the applicant, the applicant shall submit letters of commitment and support from these additional sources. This is also a mandatory requirement for all proposals submitted in response to this funding opportunity.

All cost sharing must be in accordance with the criteria set forth in OMB Circular A-102 or 2 CFR 215 (A-110), as applicable. 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.

If the award date is delayed beyond the date stated in this document, activity costs that have been incurred prior to date of award of the activity may be submitted for consideration as an allowable portion of the recipient’s cost share for the activity. Reclamation will review the proposed pre-award costs to determine if they are allowable in accordance with the applicable cost principles.

E. PRE-AWARD COSTS

Project pre-award costs that have been incurred prior to the date of award but after the date of authorization and appropriation for this Program 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 October 1, 2012, be considered for cost share purposes.

For example, such costs might include design or construction plans and environmental compliance costs directly supporting the proposed project. Environmental compliance, including National Historic Preservation Act (NHPA) compliance, is an allowable cost and must be completed prior to any ground disturbing activities or significant expenditures. Reclamation will review the proposed pre-award costs to determine if they are allowable in accordance with the authorizing legislation and applicable cost principles. To be considered allowable, any pre-award costs proposed for consideration under the new awards must comply with all applicable requirements under this FOA.

F. REQUIREMENTS FOR AGRICULTURAL OPERATIONS [PUBLIC LAW 111-11, SECTION 9504(a)(3)(B)] In accordance with Section 9504(a)(3)(B) of Public Law 111-11, grants and cooperative agreements under this authority will not be awarded for an improvement to conserve irrigation water unless the applicant agrees not—

· To use any associated water savings to increase the total irrigated acreage of the eligible applicant or

· 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 G.

OTHER REQUIREMENTS

Applicants shall adhere to Federal, state, 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.

1. Agricultural Operations [Public Law 111-11, Section 9504(a)(3)(B)] The Recipient shall not use any associated water savings to increase the total irrigated acreage of the Recipient or otherwise increase the consumptive use of water in the operation of the Recipient, as determined pursuant to the law of the State in which the operation of Recipient is located.

2. Title to Improvements [Public Law 111-11, Section 9504(a)(3)(D)]

If the activities funded through an agreement awarded under this FOA result in an infrastructure improvement to a federally owned facility, the Federal Government shall continue to hold title to the facility and improvements to the facility.

3. Liability [Public Law 111-11, Section 9504(a)(3)(F)]

(a) 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 through an agreement awarded under this FOA, the title of which is not held by the United States.

IV. APPLICATION AND PROPOSAL INFORMATION

ADMINISTRATIVE INFORMATION

A.1 Administrative Point of Contact

Requests for hardcopy mailing of the Funding Opportunity Announcement itself, http://www.grants.gov questions or any other questions can be directed to Linda Howell, Grants Management Specialist, at lhowell@usbr.gov or 623-773-6283.

A.2 Technical Point of Contact

There will be no pre-proposal conference. Organizations or individuals interesting in submitting proposals in response to this solicitation may direct questions to Reclamation in writing.

Lynne Fisher Bureau of Reclamation, Phoenix Area Office 6150 West Thunderbird Road Glendale, AZ 85306-4001

E-mail: lfisher@usbr.gov A.3 Date for Receipt of Proposals Applicants shall submit an original and two copies of all proposal documents unless electronically submitted through Grants.gov as described below. Proposals will be accepted until close of business (4:00 pm) on February 15, 2013 MST. Proposals received after this time will be considered for award if additional funding is available or if there is a shortage of high quality eligible proposals identified after evaluation or original proposals.

A.4 Proposal Delivery Instructions

Proposals shall be addressed as follows:

Mailing Address:

Bureau of Reclamation, Phoenix Area Office

Attn: Linda Howell, LC-10106

6150 West Thunderbird Road

Glendale AZ 85306 Physical Location (for express mail/delivery services):

Bureau of Reclamation Phoenix Area Office Attn: Linda Howell - LC-10106 6150 West Thunderbird Road Glendale AZ 85306 Reception: (623) 773-6401 Facsimile transmissions and electronic submission other than through the Grants.gov website WILL NOT be accepted.

A.5 Electronic Submission via Grants.gov

Reclamation is participating in the Grants.gov Initiative that provides the Grant Community with a single site to find and apply for grant funding opportunities. Reclamation encourages applicants to submit their applications electronically through http://www.grants.gov/applicants/apply_for_grants.jsp.

The use of http://www.grants.gov is NOT REQUIRED; Reclamation will continue to accept applications via hard copy. It is at the discretion of the applicant in the method of proposal delivery chosen. Chosen method of delivery will not impact or determine the award or non-award of any agreement.

Please see Section VIII A regarding this option. Submitting a proposal thru the grants.gov website requires registration thru the website and takes approximately two weeks prior to the submission of your proposal.

B.

PROPOSAL LENGTH AND FORMAT

B.1 General Information Technical proposals shall be limited to seven (7) 8-1/2 inch X 11 inch pages, excluding any forms required in these instructions, single-spaced on one side of the page. The font used shall be at least 11 points in size and shall be easily readable. The cover sheet (Standard Form 424), Assurances (Standard Form 424B or D, as applicable), Budget (Standard Form 424A or C), blank pages, title pages, blueprints, Appendices, and table of content pages, and other items necessary to the technical content of the proposal will not be counted in the 7-page limit. All pages shall be consecutively numbered, including tables, appendices and exhibits.

Do not include a cover letter or organization literature and/or brochures with your proposal. Do not place proposals into binders or plastic covers.

B.2 Technical Proposal Content

B.2.1 Cover Page - Standard Form SF-424 or Standard Form SF-424 Short Organizational Form The cover page shall consist of either a fully completed SF 424 - Application for Federal Assistance or the SF-424 – Application for Federal Assistance – Short Organizational Form. This form must be signed by a person legally authorized to commit your organization to performance of the project. These forms are available at http://www07.grants.gov/agencies/aforms_repository_information.jsp B.2.2 Assurances – Standard Form SF-424B or SF-424D

Include with your proposal a completed and signed SF 424B – Assurances – Non-Construction Programs or an SF 424D – Assurances – Construction Programs. This form must be signed by a person legally authorized to commit your organization to performance of the project. These forms are available at http://www07.grants.gov/agencies/aforms_repository_information.jsp B.2.3 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 facsimile numbers of the project manager B.2.4 Table of Contents List all major sections of the technical proposal in the Table of Contents.

B.2.5 Executive Summary Discuss briefly how the required work will be performed and the highlights of the proposal. Explain why financial assistance from Reclamation is needed and the consequences if funding is not received.

B.2.6 Background Data Include location and other appropriate information, including the tie to a Reclamation water project (mandatory) or the applicant's water supply allocation (in acre feet), if applicable. If your organization is a Salt River Project or Central Arizona Project subcontractor (either municipal or irrigation provider), this is a tie to a Reclamation project and should be so stated.

B.2.7 Project Description Describe in detail the work to be carried out. Break the proposed work, including reporting, into major tasks. Discuss the approach to accomplish the proposed work. This discussion shall be in sufficient detail to permit a comprehensive evaluation of the proposal. An estimated schedule demonstrating the stages and duration of the construction or execution of the project shall be included. This should include the approach and evaluation techniques that will be used to accomplish the proposed work. This discussion shall be in sufficient detail to permit a comprehensive evaluation of the proposal and its outcome. If applicable, engineering plans, designs and analyses must be certified by a registered professional engineer. These plans should be in the Appendix of the proposal. Multi-year applications must include such information for each year of the proposed activity.

Provide the anticipated schedule for the project by identifying the anticipated start and end dates of all major stages/tasks/milestones of the project proposal. Explain any variations from proposed start dates shown in Section II, under Anticipated Award Date. Multi-year applications must include such information for each year of the proposed activity.

Describe the anticipated benefit(s) and “performance measures” for each proposed task. For maximum points, please quantify estimated water savings in acre feet per year. The “performance measures” refer to the means by which the applicant will quantify actual benefits, including water conserved or water better managed. Note: The performance measure(s) suggested in the proposal may be written into the award for future monitoring results. Also, describe how the applicant will verify benefits achieved.

B.2.8 Potential Water Management Benefits

Reclamation is required to report on potential water management benefits resulting from its financial assistance. Each application shall identify as many of the water management benefits shown below that may apply to the proposed activity. The PROPOSAL SHALL DESCRIBE how the activity would achieve the benefit(s) and provide numerical estimates, where applicable. The following are examples of some benefits that should be addressed:

• Reduces leaks and seepage - Estimated acre-feet per year

• Reduces system spills – Estimated acre-feet per year

• Makes more water available for use – Estimated acre-feet per year

• Reduces operation costs – Estimated savings per year in dollars

• Reduces energy costs - Estimated savings per year in dollars

• Reduces waste treatment costs - Estimated savings per year in dollars

• Improve crop yield – Estimated percent per year

• Reduces on-farm costs - Estimated savings per year in dollars

• Reduces per capita use - Estimated reduction in gallons per capita per day per year

• Provides technical training - Estimated number of participants per year

• Provides water conservation education - Estimated number of participants per year

• Improves water supply/delivery reliability – Describe increased water transmission efficiency

• Delays construction of new M&I facilities – Describe benefits

• Reduces drainage and erosion – Describe benefits

• Improves water quality – Describe benefits

• Enhances aquatic/riparian habitat – Describe benefits

• Protects/assists endangered species efforts – Describe benefits

To achieve the highest possible ranking, applicants are strongly advised to use the form on page 26.

B.2.9 Environmental and Regulatory Compliance Applicants are required to comply with all applicable state, Federal, and local environmental, cultural, and paleontological resource protection laws and regulations. These may include, but are not limited to, the National Environmental Policy Act (NEPA), including the Council on Environmental Quality and Department of the Interior regulations implementing NEPA, the Clean Water Act, and the National Historic Preservation Act, which requires consultation with the State Historic Preservation Office, the Endangered Species Act, and could require consultation with potentially affected Tribes.

Reclamation is the lead Federal agency for NEPA compliance. As the lead agency, Reclamation is solely responsible for determining the appropriate level of NEPA compliance, which could be a categorical exclusions checklist, environmental assessment, or environmental impact statement. However, a project sponsor (or their contractor) can provide much of the necessary information and data analyses.

In order to allow Reclamation to assess the probable environmental impacts and associated costs for each proposal, all applicants must respond to the following list of questions focusing on the requirements of NEPA, the Endangered Species Act, and the National Historic Preservation Act. Please answer the following questions to the best of your knowledge. If any question is not applicable to your project, please explain why. If you have any questions, please contact your local Reclamation office.

(1) Will your activity/project impact the surrounding environment (i.e. soil [dust], air, water [quality and quantity], animal habitat, etc.)? It is especially important to address this if any activities will be performed that include surface disturbance—this includes access points and roads. If so, please explain the impacts and any steps that could be taken to minimize the impacts.

(2) Are you aware of any species listed or proposed to be listed as a Federal threatened or endangered species, or designated critical habitat in the project area? If so, would they be affected by any activities associated with the proposed project?

(3) Are there wetlands or other surface waters inside the activity/project boundaries that potentially fall under Clean Water Act jurisdiction as “waters of the United States”? If so, please estimate and describe any impact your activity/project will have.

(4) If the project affects any structures, when were the structures constructed? Facilities, including irrigation systems, dams, etc., that are 50 years old or older meet the minimum basic requirement for consideration for eligibility for listing on the National Register of Historic Places. Your answers to this will help us understand whether this applies to this project.

(5) If your activity/project will affect individual features of an irrigation system (e.g., headgates, canals or flumes), state when those features were constructed and describe the nature and timing of any extensive alterations or modifications to those features completed previously.

(6) Are any buildings, structures, or features in your irrigation district listed or eligible for listing on the National Register of Historic Places? A cultural resources specialist at your local Reclamation office or the State Historic Preservation Office can assist you in answering this question, if needed.

(7) Are there any known cultural resources sites in the proposed activity/project area?

(8) Will the project have a disproportionately high and adverse effect on low income or minority populations?

(9) What NEPA documents, biological assessments, biological opinions, cultural reports have already been prepared for this action (e.g. programmatic EA or EIS, biological opinion, etc.) or similar actions in the area?

(10) Applicants must obtain all required approvals and permits, and shall coordinate and obtain any approvals required from site owners and operators. Applicants should please state whether any other Federal (e.g. 401, 404, etc.), state, county, municipality permits or approvals are required and explain the applicant’s plan for obtaining such permits or approvals.

(11) Project Location should be provided, including a legal description with Section, Township, Range, State, County and City where the activity or project will take place. Also, USGS topographic map(s), other land status map(s), engineering drawing(s)/plat map(s), vicinity, plan view, and elevation depictions may be required in order to establish the area and scope of the direct, indirect, and cumulative impacts of the activity or project.

Answers provided to the above questions will aid in the completion of this important requirement.

Environmental compliance must be completed for all projects selected for award, no matter how slight the disturbance of the environment appears. Under no circumstances 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. An applicant that proceeds before environmental compliance is complete may risk forfeiting Reclamation funding under this FOA.

B.2.10

FUNDING PLAN AND LETTER OF COMMITMENT INSTRUCTIONS

The applicant’s proposal shall include a funding plan that describes how the non-Reclamation share of the project costs and/or resources will be obtained. Reclamation will use this information in making a determination of financial capability. Applicants must be willing to fund at least 50% of the project costs and provide documentation showing the sources of non-Reclamation funding that totals 50% or more of the total project/activity costs.

Additionally, if project funding is being provided by other than the applicant, the applicant shall submit letters of commitment from these additional sources.

B.3

BUDGET PROPOSAL CONTENT

B.3.1 General Requirements Include a project budget with the annual estimated project costs associated with the proposed project. Additionally, the proposal should contain an estimate of any increase or decrease in annual operation and maintenance (O&M) costs resulting from the project. The price base (date) for construction and O&M estimates should also be included. The project budget should include the value of in-kind contributions of goods and services and sources of funds provided to complete the project.

B.3.2 Budget Proposal Format The project budget shall include detailed information for the categories listed below. These object lines correlate to the SF 424A or SF424C, which are required forms. The proposal must include an SF-424A, Budget Information – Nonconstruction Programs, or an SF424C, Budget Information, Construction Programs. These forms are available at http://www07.grants.gov/agencies/aforms_repository_information.jsp The project budget shall clearly identify all project costs and the funding source, i.e., Reclamation, or other funding sources.

Samples of an acceptable budget format and budget narrative areincluded in the following section of this document.

B.3.2.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. 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 your indirect costs. If these salaries can be adequately documented as direct costs, they may be included in this section; however, an explanation should be included in your budget narrative.

B.3.2.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 proposal purposes only or whether they are fixed or provisional rates for billing purposes. Federally-approved rate agreements are acceptable for compliance with this item.

B.3.2.c. Travel – Include purpose of trip, destination, number 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.

B.3.2.d. Equipment – Itemize costs of all equipment having a value of over $5000 and include information as to the need for this equipment.

B.3.2.e. Supplies – Itemize supplies by major category, quantity, and purpose, such as whether the items are needed for office use, research, or construction.

B.3.2.f. Contractual – Identify all work that will be accomplished by subrecipients, consultants, or contractors, including a detailed budget estimate of time, rates, supplies, and materials that will be required for the 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.

B.3.2.g. Environmental and Regulatory Compliance Costs – “Environmental compliance costs” refer to costs incurred by Reclamation or the applicant in complying with environmental regulations applicable to a WCFSP financial assistance project, which could include NEPA, ESA, NHPA and the Clean Water Act, and other regulations depending on the project, including costs associated with any required permits or approvals. Such costs may include, but are not limited to:

• The cost incurred by Reclamation to determine the level of environmental compliance required for the project;

• The cost incurred by Reclamation, the recipient, or a consultant to prepare any necessary environmental compliance documents or reports;

• The cost incurred by Reclamation to review any environmental compliance documents prepared by a consultant; and,

• The cost incurred by the recipient in acquiring any required approvals or permits, or implementing any required mitigation measures.

Applicants must include a line item in their budget to cover environmental compliance costs. Reasonable environmental costs included in the line item will be considered project costs and will be cost shared by the applicant and Reclamation. The amount of the line item should be based on the actual expected environmental compliance costs for the project. Any environmental compliance costs that exceed the amount budgeted for by the applicant must generally be paid for solely by the applicant. Reclamation retains discretion, depending on the circumstances, to pay for some environmental compliance costs in excess of the amount budgeted for by the applicant, on a case-by-case basis.

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.

To the extent possible, environmental compliance will be completed before an agreement is signed by the parties. In all other cases, the agreement will describe how environmental compliance will be carried out and how such costs will be paid for.

B.3.2.h. Other – Any other expenses, such as those for reporting, 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.

Funding for contingencies will only be considered in association with construction projects. Proposals for construction contingency funding at a rate greater than 10% will not be found acceptable.

B.3.2.i. Indirect Cost – Show the proposed rate, cost base, and proposed amount for allowable indirect costs based on the applicable OMB circular cost principles 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 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 the Department of the Interior, National Business Center, Indirect Cost Section, at http://www.nbc.gov/icshome.html.

B.3.2.j. Total Cost – Indicate total amount of project costs, including the Federal and non-Federal cost share amounts.

B.4

SAMPLE FORMATS

Please refer to Section VII of this document for sample formats to assist in the preparation of the Funding Plan, Budget Proposal, and Budget Narrative. You are not required to use these formats; however, these formats will help ensure that you have correctly submitted all portions of your funding application.

REQUIRED FORMS AND SUBMISSION TABLE

Due COB February 15, 2013, 4pm MST Submit one (1) original and two (2) copies of all forms unless electronically submitted

TECHNICAL PROPOSAL:

BUDGET PROPOSAL:

V. APPLICATION REVIEW INFORMATION

PROPOSAL EVALUATION

SEQ CHAPTER \h \r 1All applications will be evaluated and selected on a competitive basis. During the evaluation process, all applications will be given a score based upon the overall merit of the proposals. The proposals with the highest scores will be selected first for funding. The exact number to be funded will depend upon available funds. Reclamation shall consider each activity for funding based on its objectives, cost/benefit, plan of work, cooperation with other agencies and organizations, and environmental impacts.

A.1 Evaluation Process

Available funding for financial assistance is generally limited and will not cover all anticipated applications. Reclamation uses a semi-formal process to identify the proposals to be funded. The process will evaluate and rank each proposal on its ability to meet Reclamation's program goals and objectives.

All applications will undergo an initial screening process. Incomplete applications or those applications that are clearly not in support of…