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west virginia department of environmental protection
west virginia department of environmental protection
west virginia department of environmental protection

§319 Additional Grant Opportunities

Overview

Additional Grant Opportunities (AGOs) can focus on nonpoint issues in water bodies that may not be impaired or provide monies for special projects not typically funded through watershed project grants.

AGOs are annouced at various date(s) that are dependant upon a variety of factors within a given fiscal year. West Virginia's NPS Program will accept initial proposal ideas also known as letter of inquiry (LOI) prior to and after funding announcements, through the LOI portal. Note: We strongly recommend that you review all documentation below before any proposal submission.

If your AGO is selected, a full workplan is required; the workplan submission is not a guarantee of funding. It is due to the NPS Program Coordinator within 15-30 days of the invitation. You should discuss your proposal with the Basin Coordinator in your region prior to any submissions. Do not submit final AGO proposals or §319 watershed proposals through this portal.

If AGO funds are available, select organizations are notified. If your organization would like to be notified about possibile AGO funds send an E-mail request to the NPS Coordinator.

Note: All §319 funds are reimbursable grants.

Criteria used to screen LOIs include:

  • Project is nonpoint pollution related.

  • Project fits the mission of the NPS Program, and will benefit the watershed and/or public.

  • The project is an activity that probably could not qualify for a watershed project proposal.

  • The organization is viable with the capability to successfully complete the project.

  • The budget and total funding request is reasonable.

  • The organization has proven it is capable of completing a project and can manage grant funds responsibly.

AGO proposal budgets should range from $2,000 - $20,000. AGO projects should be implemented within two federal fiscal years or less. All grant recipients must have a FEIN, SAM registration and UEI, W-9, and be able to verify the appropriate accounting, procurement and purchasing procedures, as well as other business and organizational standards (e.g. board of director charter, budget documents, meeting minutes etc.) are in place. WIB may require the completion of a financial history checklist.

Resources

Contact Us

Timothy Craddock, NPS Program Coordinator
West Virginia Department of Environmental Protection
601 57th Street SE
Charleston, WV 25034
Phone: (304) 414-3868
Email: DEP319@wv.gov

Additional Contacts

AGO Announcements

Updated: September 19, 2023

WVDEP’s Watershed Improvement Branch (WIB) is issuing an announcement of Additional Grant Opportunity (AGO) for projects that focus on nonpoint source issues. The total amount available is approximately $99,000. WIB is accepting projects that must be completed on/before September 30, 2025. Project amounts from $2,000 up to $20,000 will be considered. To apply, you must submit a Letter of Intent (LOI). Note: Thoroughly read and follow all instructions carefully.

Projects are reviewed and selected by the WIB team. Once selected, we will ask for a full proposal from those projects that best fit the goals and objectives of the Nonpoint Source Program’s Management Plan. If your proposal is selected, you will be notified by email. The project work plan must be submitted within two weeks of the email notification. Timely responses and submissions are critical, and any delays can impact the funding availability.

The submission deadline for the LOI is October 23, 2023. For more information read the overview of the AGO process, contact the NPS Coordinator or your local Basin Coordinator if you have any questions or need assistance.

Resources

The applicants whose initial proposals have been determined to qualify will be asked to submit a formal proposal (workplan). This is not a commitment to fund the project; this proposal will be reviewed in detail before approval. Comments, questions or requested changes may be returned to the applicant for action. A reminder that all grant recipients must have a FEIN and DUNS and be able to verify that the appropriate accounting, procurement, purchasing and other organizational procedures are in place.

AGO Grant Requirements

  1. The applicant requesting AGO funds must support the project with a 40% match of the total project cost. In-kind support from the applicant is acceptable. The match cannot come from other federally funded programs or funds.

  2. The proposal includes appropriate and effective measures of success.

  3. The project recruits and facilitates partnerships, support and involvement from governmental entities, educational institutions, business and citizens groups.

  4. The project is cost effective.

  5. The project activities can be achieved within an identified and reasonable time period. Note: AGO funds are only available for a limited time, usually less than two-years from the time your proposal has been approved.

Grant Proposal Resources

  • Workplans

    A workplan is an outline of all tasks that need to be completed in order to finish an entire project.

Project Proposal Format

Cover Page

The cover page identifies the project, the “lead agency” and the budget summary.

  • The project title, located near the top of the page, should be consistent throughout the entire proposal.
  • There should be an identification that this proposal is for an AGO project.
  • State the organization that is implementing the project and requesting the money.
  • Include the date of submittal and a budget summary.
  • The budget summary lists only the requested amount of AGO funds, the amount of match and the total project amount.

Project Summary

The project summary is a brief description (abstract) of the project. The project summary should be presented in narrative form, not as a list.

The project summary description should contain the following:

  • Background
  • Goals and objectives
  • Project description

Background

The background section lays out the foundation for the entire proposal. From this section any reviewer should be able to learn the “where, what, when, why and who” (i.e. study design) of the entire project. This section establishes the need for the project, its justification and the credibility of the organization applying for the funds. The background section does not have to be extensive but it should describe the problem, the type of project and the capability of the applying organization. The NPS Program normally works through a government agency or non-profit organizations. For non-profits it may help to facilitate the process if they coordinate through a Conservation District or government agency.

Goals and Objectives

This important section outlines the anticipated load reductions, educational outputs and restoration benefits of the project (e.g. BMPs installed, load reductions, number of workshops, length of streambank restored etc.). All benefits expected from this project should be explained. Goals for educational projects should be stated also. This may include, but is not limited to, the number of workshops planned, the number of people trained, the number of public relations events planned, etc.

Project Description

In this section the applicant defines the project site and the activities that will occur with the implementation of the project. The dimensions of the site, problem area or the area to be placed under management should be given.

  1. Describe the activities, structures, BMPs and technologies employed to implement the project. This should provide enough detail to illustrate that a viable plan has been developed. A lack of detail may be indicative of a poorly devised plan. Submitting drawings of a conceptual design is optional and may be helpful but do not submit blueprints unless requested. Requesting AGO funds for engineering and design is permitted.

  2. Describe how the various partners involved in the project will contribute to its completion. Also, describe any efforts to educate the public, public officials and/or industry about the project.

The applicant must describe how the success of the project will be measured and reported. These measures must relate to the goals and objectives of the plan. Some examples may include the lenght of streambank restored, number of BMPs installed, or the number of workshops/presentations and trained individuals. Appropriate tracking and reporting is critical to project success!

Milestones

The milestone schedule provides an estimated timeline for the life of the project. The milestones include interim steps needed to implement the project. The schedule should include milestones for the planning, development, construction, evaluation and reporting of the project’s implementation. The milestone dates are only projected dates based on an anticipated grant award. Those dates may change depending on the timing of the grant award.

Success Measurement Resources

An example milestone schedule for an outreach project
Provided here is an example milestone schedule for an outreach project.

Budget

A detailed budget must be provided that shows a breakdown of anticipated expenses by category and by §319 funds and matching funds. The most effective format for showing the budget is a spreadsheet format with rows being the budget categories and columns showing the funding sources and totals. The maximum §319 reimbursement for a project is 60% of the total project cost. There must be 40% non-federal matching funds for each project. Administrative cost shall not exceed 10% of the total request.

Budget Categories

Budget categories are dependent on the project type and specifics but may include:

  • Supplies
    Identify supplies that are over $500 or are significant to the project such as monitoring supplies.

  • Equipment
    Identify any equipment purchased or leased whose value exceeds $500. Donated equipment may be used as match.

  • Operating Costs
    Include any indirect/overhead items such as building space, utility costs, incidental supplies or other administrative costs.

  • Travel
    Any entry for travel must pertain to the project implementation within the state.

  • Contractual
    List all anticipated costs for services to be contracted. This would include construction costs even if construction will be done “in-house”.

Budget Resources

Non-Federal Match

Many federal, state and foundation grants require a match. Although the percent match required for each grant may vary (25, 40, 50 percent etc.), many of the rules governing what can be counted as a match are consistent. Since these rules tend to vary by funding source it is always a good idea to check with the funding source first.

Note: Match percentage is based on the total cost of the project.

There are two kinds of match, a cash match and in-kind match. A cash match is the direct project expense you or your non-federal partner provides as your contribution to the project – your cash expenditures for costs related to this specific project, such as project-related staff salaries, consultant’s fees, equipment rentals and travel costs. In-kind match are materials and services, secretarial services, space and utilities, equipment and technical assistance provided by your organization or donated by a non-federal third party specifically for this project.

Matching Resources

  • Match Guidance

    This guidance is an attempt to identify some of the basics for tracking matching funds or in-kind matches.

  • Match FAQs

    Frequently asked questions regarding matches.

Definition of Non-Federal Share

A non-federal share is the portion of the total costs of the program provided by the grantee agency in the form of in-kind donations or cash match received from third parties or contributed by the agency. In-kind contributions must be provided and cash expended during the project period along with Federal funds to satisfy the matching requirements.

Example Match Determination

  • Project funds requested [$125,000]
  • A federal 60% contribution is [$125,000 ÷ 0.6] = $208,333
  • A 40% match is [$208,333 x 0.4] = $83,333

Monitoring, Education, Planning, and Administration Costs

Monitoring, education, planning and administration costs should not exceed 20% of the total watershed project grant. These costs must be specific to the watershed project grant and not part of the overall operational expenses for the organization.

Administative Costs

The administrative costs may not exceed 10 percent of section 319 funding (CWA section 319(h)(12); 40 CFR 35.268). Administrative costs include salaries, overhead, or indirect costs for services provided and charged against general activities and programs carried out with the grant.

The costs of enforcement and regulatory activities, education, training, technical assistance, technology transfer and demonstration projects are not subject to the 10 percent limitation. This requirement does not apply to a PPG that includes section 319 funds (40 CFR 35.134(c)).

Applicable Laws and Regulations

Budget Amendments

This update was communicated by our Grants Management Office and is reflected in EPA policy and under general terms and conditions #24. Recipients are required to notify the project officer and grant specialist of cumulative transfers among budget categories that are less than 10% of the total grant budget.

Prior approval is not necessary for such re-budgets as long as the transfer involves previously approved costs; transfers that involve costs categories not previously approved by EPA, even if less than 10%, require prior approval by EPA’s Grants Management Officer. In order to document this, EPA-R3 requires that notification include both an email from the recipient outlining the re-budget and a revised 424A that shows the shift in funds between cost categories. EPA will then document this change in a formal amendment to the award.

AGO reporting is similar to other §319 reporting requirements, especially if the project calls for pollution reductions. However, in some cases an AGO project may have other focuses. Regardless of the focus there are always goals and objectives and your report must describe progress towards the goals and objectives stated in your workplan.

Reporting Resources

Report Contents

Not all semi-annual reports are the same, so the list below may not apply to your situation.

The report cover must contain the grant number, award year and contact information (Name, mailing address, phone number and E-mail) of the Project Manager or other primary contacts. If reports are not submitted in a timely manner current and future grants will be compromised.

  1. A narrative describing the progress that has occurred during the appropriate reporting period (digital photos welcomed).

  2. Map(s) that shows the streams and the project site(s).

  3. An easy to read list of pollutant load reductions and BMPs that are estimated to, or have occurred within the reporting period. Cumulative totals and % complete should also be provided. Note: The report should distinguish between the load reductions estimated in the original proposal and those that have occured in the project thus far. It is also important to note any reductions over and above those proposed in the project proposal.

  4. A milestone schedule that illustrates the project's status (e.g. not implemented, on-schedule, behind schedule, complete, etc.) and its percent completed.

  5. A table with a description of expenditures for the period.

Reporting Deadlines

§319 grants are timed to a Federal fiscal year, which is from October 1 to September 30. The first semi-annual report is for October 1 - March 31 and is due on May 1. The second semi-annual report is for April 1 - September 30 and is due on November 1.

When the project is completed, the Basin Coordinator (BC) or designee completes a site visit and final inspection (FI) with the local Project Manager. In addition to the inspection a final report must be submitted by the sub-grantee. Final inspections are required only when the project is associated with construction and BMP implementation.

In order to comply with the US Environmental Protection Agency's reporting requirements, all §319 grant recipients are required to report on project progress and activities on a semi-annual schedule timed to the federal fiscal year. The first semi-annual report documents progress and activities that occur beteween October 1 - March 31. It is due May 1st. The second semi-annual report covers progress and activities that occur between April 1 - September 30. It is due November 1st.
§319 grants are timed to a Federal fiscal year

Final Inspection

Final inspections must be completed for each project in which BMPs are implemented. The site visit is scheduled with the regional Basin Coordinator, NPS coordinator or a designee. The simple final inspection form (FIF) is completed on-site and emailed to the NPS Coordinator. Photos showing as-built conditions should also be included. Review the example included here for more information.

The inspection should occur prior to completing the final report. The FIF can be submitted seperately or with the final report.

Final Inspection Resources

Final Report

When the project is complete the Basin Coordinator, NPS Coordinator or designee performs a site visit and final inspection (FI) with the local project manager.Final inspections occur only on construction projects with BMP implementation. In addition to the inspection a final report is required.

The final report summarizes the project and its results (e.g. goals and objectives accomplished, pollutant load reductions, expenditures, challenges etc.). Final reports are also required for non-construction projects but may not include the same elements.

The final report is similar in style/format to USEPA Success Stories, and must contain the following information:

  1. Title/Cover page
  2. Brief overview/summary/abstract - that includes the location description
  3. Problem description (When was the stream listed)
  4. Project highlights (What was accomplished; how does that compare to the workplan)
  5. Results (BMP numbers/types, component dimension, area treated, load reductions, outreach goals etc.)
  6. Partners and funding (Table comparing orginnal budget to what was actually spent)

Final Report Resources

In the partners and fuding section include a table that compares the original budget to actual expenditures; and, make sure your required match contributions are listed.

The final report is due 30-days following the performance period (PP) end date. If possible, it should be submitted on/before the end of the PP. Final reports are submitted directly to USEPA and become part of the project record within GRTS. The report must reconcile all informaiton reported semi-annually.

§319 grant funds are reimbursable only.

You must provide adequate justification for any request for funds reimbursement. Grant recipient must submit the request for funds (RFF) form along with supporting documentation in order to obtain reimbursement for allowable expenses. Supporting documentation includes a complete breakdown of expenses incurred (invoice) during the specified budget period. The budget period is not the same as the performance period.

Read all instructions and become familar with allowable cost before submiiting your RFF form. The RFF must be submitted within your grants performance period in order to be eligible for reimbursement. The funding period is not the same as the grant's performance period. Typically it is much shorter window and occurs when transactions take place. Your organization should pay the bills prior to the end of the grant performance period.

All grant recipients must have a UEI, EIN, W-9 (Tax payer ID number), and be able to verify that the appropriate accounting, procurement and purchasing procedures, as well as other business and organizational standards (e.g. board of director charter, budget documents, meeting minutes etc.) are in place. Note: As of April 2023, the DUNS number has been replaced by unique entity identification process.

Reimbursement Documentation

All reimbursements must have an itemized invoice attached that matches the amount on the reimbursement form. Backup documentation must support both documents. Examples of supporting documentation include: Anything that you usually send (e.g. QuickBook reports, budget analysis, consultant reports, match documentation, updated workplan, receipts, cancelled checks, signed award etc.).

Fund Request Resources

Submitting Your Request for Funds

Watershed Improvement Branch only accepts electronic requests for funds. The reimbursement request form and documentation is submitted via email. Complete the form, sign, date and attach the appropriate supporting documents. Email your completed reimbursement package to: DEP319@wv.gov

WVDEP's Fiscal Section has implemented some revised procedures, make sure you are aware of those. If not followed they will compromise your reimbursement forms. Reimbursement requests should be submitted each month and only one/per award. If you have multiple requests, consolidate those so that only one/award is submitted. The information must be clear and the documentation must substantiate the request. The WV State Auditor's Office (WVSAO) will not accept forms that have been marked through or do not have all the required information.

CWA §319 funding are reimbursable grants. All reimbursements must be submitted by completing the appropriate form and attaching justification of expenditures. Invoices should be submitted quarterly at a minimum but can be submitted monthly.

Your organization must maintain accurate records of all project related documents (e.g. receipts, bids, engineering drawings, communications, reports, Emails etc.). This information may be requested at any time by WVDEP and/or EPA for audit purposes.

Penalties

It is very important that you maintain appropriate records and submit timely reports and reimbursement request. Failure to do so will result in non-compliance. Non-compliance penalties can be enforced, which will jeopardise current and future grant opportunities.

The penalties can be any or all of the following:

  • Withholding payment until the condition is in compliance
  • Disallowing costs
  • Suspending or terminating current award
  • Withholding future awards

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