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INSTRUCTIONSFOR COMPLETING TECHNICAL ASSISTANCE

GRANT APPLICATIONS

Revised: April 2016

OWEB’s MissionTo help protect and restore healthy watersheds and natural habitats that support thriving communities and strong economies.

All sections of applications, including the new budget form, must be completed using the application forms currently posted online by OWEB. Applications submitted using previous forms will not be accepted.

GENERAL INSTRUCTIONS1. OWEB requested amount cannot exceed $50,000 on any technical assistance application.

2. Read these “Instructions for Completing Technical Assistance Grant Applications” before beginning your application.

3. Complete Sections I, II and III. 4. Complete the required forms and attachments: Section IV (Budget), Attachments A, B, C and D. 5. Read and sign the Technical Assistance Grant Application (Section I Certification). 6. Please follow these instructions for PDF application submittal, paper applications are no longer accepted.

Compatible with Adobe Acrobat XI Maximum file size 20 MB Please make your PDF OCR recognizable if possible. For more information, click here:

http://computers.tutsplus.com/tutorials/how-to-ocr-text-in-pdf-and-image-files-in-adobe-acrobat--cms-20406

Attach PDF application as one document, using the current application posted online If you have supplemental information that does not fit on an 8½ x 11 size page and is integral to

the review of the Project, contact your OWEB Program Representative. Pages with signatures should be a scan of the originals

7. If submitting more than one application, send each application as one PDF by separate email to: [email protected]

8. When OWEB receives your email, the system will send confirmation of receipt. Applicants are responsible for checking whether they received confirmation of receipt by OWEB. If you did not receive a confirming email, please contact Katy Gunville 503.986.0058 or [email protected]

* IMPORTANT: Submit a detailed project location map. The required color map will be used to track project locations, and a color map provides the identifying features that are not legible in black and white. OWEB is no longer accepting paper applications.

SUBMISSION OF GRANT APPLICATIONSEmail PDF of application and all attachments to: [email protected]

Oregon Watershed Enhancement Board775 Summer Street NE Ste 360

Salem Oregon 97301-1290



mailto:[email protected]


Phone: (503) 986-0178

09-11 OWEB Technical Assistance Instructions – April 2010

OWEB STAFF ASSISTANCEWe encourage you to contact your OWEB regional program representative for assistance in developing your proposal.

North CoastKatie Duzik

Program Representative763 Forestry Road

Toledo, Oregon 97391Phone: (541) 272-2059

Fax: N/[email protected]

Southwest OregonMark Grenbemer

Program Representative221 Stewart Avenue, Suite 201

Medford, Oregon 97501Phone: (541) 776-6062

Fax: (541) [email protected]

Willamette Basin Liz Redon

Program Representative775 Summer Street NE, Suite 360

Salem, Oregon 97301-1290Phone: (503) 986-0028


Central OregonGreg Ciannella

Program Representative231 SW Scalehouse Loop, Ste. 103

Bend, Oregon 97702Phone: (541) 306-6570


Mid ColumbiaSue Greer

Program RepresentativePO Box 880

Condon, Oregon 97823Phone: (541) 384-2410


Eastern OregonKaren Leiendecker

Program RepresentativePO Box 538

Enterprise, Oregon 97828Phone (541) 786-0061Fax: (541) 426-6019

[email protected]







TECHNICAL ASSISTANCE GRANT APPLICATIONINSTRUCTIONS

The application contains the questions and the forms to be completed. OWEB is seeking an overview of the project in the first two sections only. Starting with Section III, the specific activity questions request your full explanation of project specifics. Answer each set of questions related to the activity proposed. If any of the information requested on the application form cannot be supplied, be sure to include an explanation. The budget and Attachments A, B, C, and D must be attached to the application (see Section V - Supplemental Information, in these instructions for a list of required forms).

Email PDF of one application and all attachments. Instructions and checklist can be found at:http://apps.wrd.state.or.us/apps/oweb/fiscal/nologin.aspx

Do not use color highlights for text emphasis or in tables because the highlight turns black when the application is scanned.

Submit one COLOR project location map on 8½ x 11 size page. The required color map will be used to track project locations, and a color map provides the identifying features that are not legible in black and white.

If there are any oversized maps, designs or drawings, please reduce to 8½ x 11 size page for inclusion in your PDF.

If you have supplemental information that does not fit on an 8½ x 11 size page and is integral to the review of the Project, contact your OWEB Program Representative.

Preliminary Project Designs : If relevant, provide sufficient detail to allow a reasonable evaluation of the proposal and of the effect of the project on the site. If the design is standard (e.g., fence, water trough, etc.) cite the design reference (e.g., NRCS Field Office Technical Guide). If the design is custom, show sufficient detail to demonstrate how the project will be implemented. Designs need only be preliminary at the application stage; however, if the project is funded, grantees may be required to submit final designs prior to project implementation.

Photographs : If relevant, provide photographs to aid in understanding the situation. Label each photo and note what it illustrates. If your project is funded, you will need to provide pre-project photos as part of your Project Completion Report.

Letters of Support : Provide letters from key partners, participating private landowners or others. It is important to include letters showing private landowner support, especially for proposals with multiple landowners. Be sure the letters provide sufficient detail on the partner’s proposed contributions (cash and in-kind).


Submit a single PDF application with all materials.

http://apps.wrd.state.or.us/apps/oweb/fiscal/nologin.aspx

Section IAPPLICANT INFORMATION

Complete this section.

Name of project: Provide a name that can be used for the project on all related correspondence and/or agreements. Giving the project a name helps to define it. Try to keep the project name to five words or fewer. If the project is to be completed in phases, be sure to indicate so in the name (e.g., “Diamond Dam Removal - Phase I”).

OWEB dollars requested/Total cost of project: Fill in the dollar figures as appropriate. Make sure these amounts are the same as the amounts shown in the last row of the budget form. NOTE: Be sure that the total OWEB dollars requested refers only to the total cost of the technical assistance and does not include the subsequent planned restoration work.

Project location: Provide one color map on 8½ x 11 size page and include a legend. The required color map will be used to track project locations, and a color map provides the identifying features that are not legible in black and white.

Check the box for the OWEB region(s) where your project will occur. Check all regions that apply. Use the OWEB Staff Assistance Map at the beginning of these instructions to locate your OWEB region.

Check whether your project site is unknown at this time, occurs at a single site or at multiple sites; use additional page to list multiples. Check one box only.

Identify the county or counties the project is located in. Identify the latitude, longitude coordinate (e.g., -123.789, 45.613) that represents the approximate center of your project area. This latitude and longitude coordinate should be used to populate the longitude, latitude coordinate in Section 1: Location Information of the application. Identify the township, range, section (e.g., T1N R5E S12); if multiple TRS, include all. Identify the watershed or watersheds in which the project will occur and provide the 10-digit hydrologic unit code or codes. If listing multiple watersheds, counties, Latitude/Longitude, TRS or hydrologic codes, provide them on a separate page. The Oregon Explorer Map Viewer is a suggested online tool for acquiring all of this information, including creating a map. For guidance, go to http://www.oregon.gov/OWEB/GRANTS/pages/projectlocationguidance.aspx.

Applicant Information: Provide the formal name of the grant Applicant. This should be the individual that receives all correspondence about the project. The Applicant can be any person, tribe, watershed council, soil and water conservation district, not-for-profit organization, institution of higher education, school, community college, state institution of higher education, independent not-for-profit institution of higher education, or local government. State or federal agencies cannot apply directly for grants. State or federal agencies must be a Co-Applicant with another eligible entity to apply for a grant.

Project Manager (if different from Applicant): If someone other than the Applicant should be contacted about the technical aspects of the project during evaluation and project implementation, provide the requested information.

Payee: If different than the Applicant, provide the name of the person and/or organization that will be responsible for tracking and accounting for project funds and compliance with the grant agreement conditions. Identify the fiscal officer’s affiliation, and provide the fiscal officer’s contact information.

Certification: As an Applicant, you must sign this certification. By signing the front page, the Applicant certifies that all the information is true and accurate and that they (the Applicant) are prepared to implement the project as presented in the application. The certification also states that the signer has the authority to sign for the Applicant. For applications where a state or federal agency is a co-applicant, provide a signature and agency name of the Co-Applicant. This signature is only to be provided where a state or federal agency is a Co-Applicant.2015-17 OWEB Technical Assistance Instructions – April 2016

http://www.oregon.gov/OWEB/GRANTS/pages/projectlocationguidance.aspx

Section IIPROJECT SUMMARY

Complete this section

1. Summary. In 150 words or fewer, give a brief summary of the proposed technical assistance activity only (do not confuse the technical assistance with planned restoration). Be sure to mention partners and how OWEB funds will be used.

Example (87 words):An existing four-foot round culvert at RM 37 on Trail Creek, a tributary to the Siuslaw River, is a barrier to fish passage, is causing upstream fill erosion and downstream bed and bank erosion, and is undersized to effectively pass the 50-year design flow. The proposed technical assistance activity is to design a countersunk pipe arch to replace the existing undersized, perched culvert. Partners include Siuslaw SWCD, ODFW, and ODF. OWEB funds will be used for engineering design, project management, and travel to and from the site.

2. What type of assistance are you applying for? Check the box or boxes that apply. TA#1: PROJECT DESIGN. Develop a technical design for a specific restoration project addressing

a locally acknowledged limiting factor or watershed restoration priority. Award preference will be given to those applications that identify specific site(s) and landowner(s), demonstrate a high likelihood of implementation, and provide a timeline for restoration implementation. The final report, among other things, must include the final project designs.

TA#2: IMPLEMENTATION. Develop an implementation/analysis plan or develop a project to address a locally acknowledged limiting factor(s) or watershed restoration priority(ies). Award preference will be given to those proposals that will identify specific projects and sites and other outcomes that demonstrate a high likelihood of being implemented within a year following completion of the technical assistance grant. The final report, among other things, must include the completed analysis and site(s) /activity(ies) identification with a description of the rationale for identification.

TA#3: LANDOWNER RECRUITMENT. Enroll landowners in an area-wide, cooperative conservation project, or in a state or federal landowner assistance program (e.g., EQIP, WRP, or WHIP) that addresses a locally acknowledged limiting factor(s) or watershed restoration priority(ies). Award preference will be given to those applications that thoroughly describe the needs and geographic area(s) to be addressed, that detail the methods and timetable for participant recruitment, and that demonstrate that the landowner enrollment will result in the successful implementation of the intended projects or programs. (NOTE: CREP enrollments are not eligible as they are the subject of a separate technical assistance program run through the Oregon Department of Agriculture.) The final report, among other things, must include the landowners contacted, those recruited, the reasons that landowners agreed or declined to participate, and the resulting list of sites secured for project implementation.

3. What type of support are you seeking? Check one box only. Check whether you are applying for part- or full-time staff support, part- or full-time outside contract support, or both.

4. Was this application submitted previously? Check whether you have applied for OWEB funding for this project previously. If yes, identify the month and year, and if known, the project number assigned by OWEB.

5. Does this application propose a grant for a property in which OWEB previously invested funds for purchase of fee title or a conservation easement; or is OWEB currently considering an acquisition grant for this property? Check whether the project will be conducted on property with OWEB investments, i.e., fee title purchase or conservation easement. If yes, identify the project number assigned by OWEB.


6. Is this project a continuation of a previously OWEB-funded project(s)? Check whether this is a continuing project. If yes, identify the month and year of the previous award, and the project number assigned by OWEB.

7. Do you plan to submit a restoration grant application to OWEB as a result of this technical assistance project? Check one box only.

8. What are the proposed start and end dates? Show the proposed start and end dates for the technical assistance project. DO NOT show start and end dates for the subsequent planned restoration project.

9. Is this project related to a proposed or funded Oregon State Weed Board grant application(s)?Check whether this application is related to a proposed application or past grant award through the Oregon Department of Agriculture’s (ODA) Weed Board Grant Program. If yes, identify the month and year of the previous application or award, or the project number assigned by ODA. Also describe in three sentences or less how the project is related to a Weed Board grant.

Examples:

September 2011: This project continues landowner outreach and weed survey work in the county Cooperative Weed Management Area. Sites identified through the outreach and survey work are proposed for annual treatment through weed grant program.

September 2010 and February 2011: A weed grant has funded two seasons of treatment for the priority species. A pending weed grant application will complete one additional treatment. The OWEB project will implement planting of native species and other restoration activities at the treated sites.

10. Project partners. Show all anticipated funding sources, and indicate the dollar value for the cash or in-kind contribution(s). Be sure to provide a dollar value for each funding source. If the funding source is providing in-kind contribution(s), briefly describe the nature of the contribution(s) in the Funding Source Column. Check the appropriate box to denote if the funding status is secured or pending. In the Amount/Value Column provide a total dollar amount or value for each funding source. The total estimated funds should match the “Total cost of project” on the first page of the application.

NOTE: Match should be for the design phase only and not for the restoration phase.

11. Have any conditions been placed on match funds from other sources that may affect project completion? Indicate, for example, whether another funding source requires OWEB funds to be spent first or whether other funds are available only under certain conditions.

12. Salmon/Steelhead Populations Targeted and Expected Benefits to Salmon/Steelhead. The information provided will be used by OWEB to better meet federal and state reporting requirements. Completion of this section is required but will not be used to evaluate this application for funding.

You should complete this section if your project benefits salmonids or their habitats; this includes technical assistance projects that address limiting factors identified for pacific coastal salmon in your project area. If this project is not specifically designed to benefit salmon or steelhead, check the corresponding box and go to Section III – Project Description and continue completing your application.

12(a) Targeted Salmon/Steelhead Populations: From the table, select one or more of the salmon ESUs (Evolutionary Significant Unit) or steelhead DPSs (Distinct Population Segment) that the project will address/benefit. For species where the ESU/DPS name is not known or determined, use the species name with unidentified ESU (e.g., Chinook salmon – unidentified ESU). Additional information on the designation and location of the Chinook, coho, chum and steelhead populations can be found at http://www.westcoast.fisheries.noaa.gov/maps_data/species_population_boundaries.html


http://www.westcoast.fisheries.noaa.gov/maps_data/species_population_boundaries.html

12(b) Expected Benefits: Write a brief description of the goals and purpose of the project and how it is expected to benefit salmon/steelhead or salmon/steelhead habitat.

This answer should be no longer than 2000 characters which is approximately 330 words. The following instructions explain how to determine the number of words or characters in Microsoft Word.

Microsoft Word 2007 word and character count: select the expected benefits answer text; select the Review Tab; in the Proofing Group select the Word Count.

Microsoft Word 2003 word and character count: select the expected benefits answer text (if you don't select any text Microsoft Word counts the words in the whole document); on the Tools menu click Word Count.

Examples:

a) This project would produce implementation-ready, engineer-approved plans and details for design options and cost estimates for improving or replacing a fish passage barrier culvert in Elk Creek, a tributary of the East Fork Nehalem River. The resulting restoration project would improve access to 3.6 miles of coho habitat above the barrier.

b) The Calapooia, North Santiam, and South Santiam watersheds have historically provided much of the winter steelhead and Chinook salmon production in the Willamette Basin. However, a total of 476 stream miles in these three watersheds are listed for high summer temperatures due to a lack of shade. This project will fund technical assistance to recruit landowners in these three watersheds and provide them with assistance and materials to aide in the establishment of riparian buffers.

c) The lower 13 miles of the mainstem Molalla River have the poorest salmonid habitat of the entire river. The Molalla River Improvement District seeks technical assistance funding for a systematic evaluation of the lower reach of the river to determine prioritized sites for future restoration to improve salmonid habitat.

If you have any difficulty answering Question 12, please contact Ginger Lofftus, OWEB PCSRF Reporting Assistant, at 503-986-5372.

Section IIIPROJECT DESCRIPTION

These questions and their answers are designed to guide you and reviewers through a logical process of identifying limiting factors, proposing a design to address the limiting factors, and discussing in general terms a restoration activity to result from the design. If the resulting restoration project will involve multiple sites, be specific for each. Answer only those sets of questions that apply to the type of technical assistance you are applying for and which you identified in Section II, Question 2.

Use this application form to respond to the questions, using additional sheets of paper as necessary. All PDF pages should be 8 ½ x 11″ size. Do not use color highlights for text emphasis or in tables as the highlight turns black when the application is scanned. If the project involves multiple sites, be specific for each. If the question is in parts (e.g., “a” and “b”), make sure your answer is in parts.


TA#1 PROJECT DESIGN

Technical Assistance Activity

(1) Describe the problem (not the solution). The technical assistance for which you are seeking support will address which specific watershed priority(ies) or limiting factor(s) and benefit which specific resource(s)? If the technical assistance need is identified in an existing watershed-scale assessment or action plan, or in a subbasin plan, identify the plan and page number.

Example: The problems are along Trail Creek, a tributary to the Siuslaw River, and are threefold: 1) Lack of pool-rearing habitat (Site #1); 2) Lack of spawning habitat (Site #1); and 3) Lack of channel complexity (Site #2). Residual pool volume and frequency are major limiting factors for salmonid production in this drainage (see #R1). Historical land use impacts associated with forest practice activities such as riparian harvest and splash dam log transport have removed both instream LWD and riparian recruitment. Large wood was the hydraulic component controlling pool development and maintenance in the identified stream reaches. These conditions have been described generally in the Oregon Coastal Coho Recovery Plan, and specifically in the Trail Creek Watershed Analysis.

2. Describe the solution (not the problem). What is the technical design solution (not the restoration solution)? What range of alternatives will be evaluated?

Example: We will need technical expertise in developing alternatives for designing and placing instream log structure complexes best suited for this stretch of Trail Creek. This project requires expertise in stream hydrology and engineering, as well as experience in LWD placement.

3. What specific technical assistance expertise will you need? How will the technical assistance provider be selected?

Example: This project requires expertise in stream hydrology and engineering, as well as experience in LWD placement. The technical assistance provider will be selected by a committee based on local knowledge and experience for designing and implementing LWD projects.

4. Who will provide guidance for and supervise the technical assistance provider? How will this guidance and supervision be ensured?

If the applicant will do one or both, estimate the number of hours involved and be sure this estimation matches with what you put in the budget for Project Management. Discuss how guidance and supervision will be ensured (e.g., weekly meetings, team review of and feedback on drafts, etc.). Your response should persuade reviewers that you have a plan for assuring quality control for the design phase and the timely delivery of products.

5. How will the success of the completed technical assistance phase be determined? What technical review and design criteria will you employ to evaluate success?

How will you measure success? The delivery of an end product (i.e., a technical design) is just one component of project success. The other component is how you will evaluate the quality of the product. How will you know that your technical design is thorough and viable?

6. Briefly (a) describe the proposed restoration project practice(s) and priorities to result from the technical assistance grant; (b) state measurable objective(s); (c) provide a brief but detailed description of the project; and (d) specify the expected ecological benefits from the project.


Example: a) Proposed Practice : Place large wood (see attached photos, maps, and preliminary engineering design).

b) Measurable Objectives: 1) Improve and/or increase residual pool volume and frequency for rearing habitat; 2) trap, store, and sort sediment for increased spawning habitat; and 3) increase/improve channel complexity for hiding cover and rearing habitat

c) Detailed Description: The stream is approximately 30-feet wide with an average depth of two feet. The gradient ranges from 2-4%. Trees will be donated by a private timber company. The wood will be placed at both project sites in 3-4 piece complexes, and will have root wads attached. Each individual piece will be a minimum of 60 feet in length with an average DBH of 28 inches. A total of 200 individual pieces will be placed by helicopter over a two-mile reach in 50-65 complexes of 3-4 pieces each. Existing near-bank large riparian trees will buttress the instream wood. All wood pieces will be either western red cedar or Douglas fir, and will exceed the minimum size class required by ODFW wood placement guidelines.

d) Ecological Benefits: The placement of LWD will provide the interim measure for increasing habitat complexity until sufficient riparian conifer recovery maintains a continuing source of this material.

7. Provide evidence of the commitment to implement a restoration project(s) resulting from the project design/development of the technical assistance grant (e.g., what sites and are landowners committed to project implementation?).

Example:We expect three private landowners to participate, as shown on the attached map. Council staff have discussed the project off and on for the last 10 months with these landowners, and all are prepared to sign a cooperative agreement with the Council pending adequate funding for the restoration phase. Adjacent landowners will be notified of the proposed work.

8. Discuss in general terms the process and schedule for implementing the restoration project design(s) that will result from the technical assistance grant. Be sure to include whether permits are required.

Consider using a table similar to the one below that outlines the major steps of the restoration phase.Example for Small Dam Removal:

Project Stage and Phases

Start Date Description

Pre-ImplementationPhase 1 Winter 2006-07 Present concept for dam removal at WSC community

meeting. Engage local stakeholders.

Phase 2 April 2007 Contract with Smoot & Hawley, Inc., to draft engineering designs for dam removal.

Phase 3 August 2007 Baseline monitoring for five indicators: fish presence/absence, turbidity, pH, dissolved oxygen, temperature.

Phase 4 September 2007 Present designs at WSC community meeting.

Phase 5 November 2007 Final designs completed; apply for permits.

ImplementationPhase 1 July 2008 Dam removed by a private consultant and contractor with

ODFW staff oversight. Phase 2 August 2008 Effectiveness monitoring (comparison with baseline

indicators).Phase 3 December 2008 Riparian plantings installed on both sides of the bank for 100

feet upstream and 500 feet downstream.Project Completion June 2009 Site will be inspected by the project manager & photos will be

taken to show area where dam was removed and plantings


installed.

TA#2 IMPLEMENTATION

1. Describe the problem (not the solution). The technical assistance for which you are seeking support will address which specific watershed priority(ies) or limiting factor(s) and benefit which specific resource(s)? If the technical assistance need is identified in an existing watershed-scale assessment or action plan, or in a subbasin plan, identify the plan and page number.

Example:The Coho Creek drainage is composed of a mixture of state forest land, private industrial forest land and private non-commercial forest and non-forest land. Approximately 50 miles of Coho Creek have been mapped as “high intrinsic potential” habitat for coho salmon. Field verification on the state forest lands has shown that only 70% of the mapped habitat meets the criteria as “high intrinsic potential.” Identified limiting factors in the Coho Creek subbasin include a lack of spawning gravel, low residual pool volume and frequency, lack of instream wood, and decreased channel complexity. This condition has been described generally in the Oregon Coastal Coho Recovery Plan (pp.29, 43-47, Appendix B-3).

(2) Describe the project to be developed and how specific sites and/or activities will be selected, and what form of analysis will be conducted.

Example:The design solution is to conduct a riparian condition inventory and aquatic habitat inventory field surveys of all private ownerships along Coho Creek. Additionally, measurements of channel confinement characteristics, channel longitudinal slope, valley shape, and other relevant geomorphic measures will be made. The survey and geomorphic information/data will provide reach-scale, site-specific data for field verification of high-intrinsic potential habitat. The assessment will also identify those areas where restoration projects are needed and appropriate for improving spawning and rearing habitat, increasing future LWD recruitment, and improving overall channel complexity.


Example:We will require field specialists with expertise in collecting ODFW Habitat Quality Index survey data and ODF Riparian Condition Inventories and geomorphic measurements. The technical assistance provider will be selected by a committee based on local knowledge and experience at conducting riparian condition inventory and aquatic habitat inventory field surveys.


If the applicant will provide guidance for and supervise the designer, estimate the number of hours involved and be sure this estimation matches with what you put in the budget for Project Management. Discuss how guidance and supervision will be ensured (e.g., weekly meetings, team review of and feedback on drafts, etc.). Your response should persuade reviewers that you have a plan for assuring quality control for the design phase and the timely delivery of products.

5. How will the success of the completed technical assistance project be determined? What technical review will you employ to evaluate success?

How will you measure success? The delivery of products (action plan or assessment/action plan) is just one component of project success. The other component is how you will evaluate the quality of the products. How will you know that your implementation plan or analysis is thorough, and in the case of the implementation plan, viable?


6. What specific result do you expect from the successful completion of this technical assistance grant, and what do you anticipate doing about it in the future? If possible, provide a tentative timeline for future action.

Example:We expect to complete a limiting factors analysis for Coho Creek that will provide site-specific, prioritized restoration activities for improving coho production in the 6th field watershed. With the technical assistance phase planned for completion in November 2007, we anticipate submitting an OWEB restoration application in October 2007 for March 2008 Board consideration. Assuming we are funded by OWEB, we would look to begin implementation in the 2008 in-water work window. We will be applying to a private timber company for log donations and to ODFW and ODF for technical support around the same time we apply to OWEB. We expect the project to be completed by the end of 2008.

TA#3 LANDOWNER RECRUITMENT

1. Describe the problem (not the solution). The technical assistance for which you are seeking support will address which specific watershed priority(ies) or limiting factor(s) and benefit which specific resource(s)? If the technical assistance need is identified in an existing watershed-scale assessment or action plan, or in a subbasin plan, identify the plan and page number.

Example:Historically, large areas in Malheur and Harney counties have been documented to have a frequent fire regime that held juniper encroachment at bay and maintained well-spaced, more fire-resistant, older juniper trees. Watershed assessments, rangeland inventories, and aerial photo interpretation have indicated increased juniper regeneration and encroachment due to wildfire suppression activities over the past 70 years. This condition has increased juniper stocking levels in many areas in these two counties, well beyond their historical range and densities. The increase in juniper has greatly decreased native ground cover, leading to exposed bare ground, overland erosion, reduced infiltration, and stream sedimentation.

2. Describe the method(s) of landowner recruitment. How will recruiting landowners address the watershed priority(ies)/limiting factor(s) described in #1 above?

Example:A series of three community meetings will be scheduled in each of the above counties. The meetings will provide educational and guidance materials pertaining to juniper assessment, juniper management and restoration techniques. The objective of the meeting will be to recruit interested landowners for implementing juniper management restoration projects and enroll them in state or federal landowner assistance programs. This landowner recruitment effort will address watershed restoration priorities by treating and controlling juniper populations within their historic, natural range of site conditions. This will allow for an increase in native ground cover vegetation, which in turn, will improve vegetative diversity for wildlife, increase infiltration, increase soil moisture, and reduce erosion and sedimentation processes.

3. Which watershed restoration program or landowner assistance program are you seeking to enroll landowners in? Have you identified targets for numbers of landowners and acres (or stream miles, etc.)? If so, what are the targets and how many are they? Provide a tentative timeline for enrolling landowners.

Example:Landowner assistance program information will be available for rangeland improvement, soil erosion, and wildlife habitat. This information will be available at all the meetings. We expect between 20 and 30 landowners to attend each meeting. Approximately 20 landowners will request technical assistance for designing and implementing juniper management restoration projects by the summer of 2007. A total of 5 landowners will be enrolled in a landowner assistance program by the end of calendar year 2007.



Example:The educational and guidance materials for the meetings will be prepared and presented by state, federal and local SWCD personnel. Participating agency personnel will be qualified in range conservation, vegetation management, prescribed fire, wildlife habitat biology, and soil and watershed management. The technical assistance provider will be selected by a committee based on local knowledge and experience at conducting landowner outreach.


If the applicant will provide guidance for and supervise the designer, estimate the number of hours involved and be sure this estimation matches with what you put in the budget for Project Management. Discuss how guidance and supervision will be ensured (e.g., weekly meetings, team review of and feedback on drafts, etc.). Your response should persuade reviewers that you have a plan for assuring quality control for the design phase and the timely delivery of products.

6. How will the success of the completed technical assistance phase be determined? What technical review will you employ to evaluate success?

Example:Success will be measured by the number of landowners contacted, those recruited, reasons given for agreeing or declining to participate, and a list showing sites secured for project implementation.

Section VSupplemental Information

All supplemental information should support the application. The additional information should assist a knowledgeable reviewer in the evaluation of the importance and specific technical feasibility of the project. If you have supplemental information that does not fit on an 8 ½ x 11″ size page and is integral to the review of the Project, contact your OWEB Program Representative.

REQUIRED ATTACHMENTSThe budget (Section IV), Attachments A, B, C and D can be accessed in OGMS at


Project Maps: Provide one COLOR copy of your project map(s) on 8½ x 11 size pages (include a legend) and attach to the back of the application. The required color map will be used to track project locations, and a color map provides the identifying features that are not legible in black and white. On a topographic or aerial backdrop, draw the extent of your project area(s) and note the center of the project area with the latitude, longitude coordinate (e.g., -123.789, 45.613). This latitude, longitude coordinate should be used to populate the latitude, longitude coordinate in Section 1: Location Information of the application. If the project has multiple sites, provide an additional map for each project area. Go to http://www.oregon.gov/OWEB/GRANTS/pages/projectlocationguidance.aspx for a suggested online tool for creating your map and coordinate information.

Technical Assistance Budget ( Section IV of the application ):


http://www.oregon.gov/OWEB/GRANTS/pages/projectlocationguidance.aspx


OWEB’s Budget Categories Definitions and Policies changed for all applications submitted after January 1, 2014 (except for Small Grants, changes effective July 1, 2014). Before filling out your application budget, review the current OWEB budget categories, definitions, ineligible activities and policies by going to our forms page and downloading the latest Budget Categories document.

Application budgets must justify line item costs by including appropriate unit costs shown. For all budget categories and associated line items, OWEB reserves the right to make adjustments. The budget categories apply to all OWEB grant types unless otherwise specified. If you have questions or seek clarification, contact your OWEB Program Representative.Calculating Payroll Costs for Salaries, Wages and Benefits If you are requesting actual payroll costs, see the example below to calculate the budgeted payroll costs. For more information, go to our website and navigate to the forms page to view the Employee Payroll Budgeting and Billing Instructions.

ExampleFirst, calculate hours actually worked in a year:365 days in a yearLess 104 weekend daysLess 14 vacation daysLess 10 days sick leaveLess 8 holiday/personal days Equals 229 work days, or 1,832 hours actually worked in a year

Next, calculate annual direct payroll costs:Direct Payroll Categories

Annual Direct Payroll Costs

Wages $30,000.00Medical insurance $7,200.00Dental insurance $1,200.00Retirement benefits $1,200.00Workers’ comp premiums $600.00Employer State Unemployment (2.4%) $720.00Employer Federal Unemployment (0.8% on first $7,000) $56.00Employer Medicare taxes (1.45%) $435.00Employer Soc Sec taxes (6.2 %) $1,860.00

TOTAL ANNUAL DIRECT PAYROLL COSTS

$43,271.00

Finally, divide the Total Annual Direct Payroll Cost ($43,271.00) by the total number of hours actually worked in a year (1,832) to get an hourly rate of $23.62 (This rate will allow you to charge for payroll accruals and have the money available when the employee actually takes sick, vacation, or holiday/comp time leave.) Rates may be recalculated as actual payroll costs change.

Do not lump all contract costs into one row, except when a contractor bids a lump-sum amount for a discrete deliverable. Contract costs should be broken out and should match the scope of work described in the application,

(a) Explain how costs were determined for the budget elements.

While review teams do not need detailed explanations of every line item, you should provide more information for project elements that involve large sums, many hours of staff time, or unique or unusual costs. Examples: (i) If the budget includes significant costs for Salaries, Wages and Benefits for in-house staff to perform


http://www.oregon.gov/OWEB/forms/employee_payroll_budgetingandbilling_instructions.pdf

http://www.oregon.gov/OWEB/forms/employee_payroll_budgetingandbilling_instructions.pdf

project management, explain the tasks involved and an explanation of how you estimated the time for these tasks.

The budget includes 280 hours for project management. The project manager (Jason Doe) is a registered engineer and is an in-house employee of the applicant. He will complete project design (60 hours), develop permit applications and coordinate with permitting agencies (60 hours), act as general contractor soliciting bids and awarding construction contracts (80 hours), order supplies and ensure timely delivery (20 hours) and provide construction supervision (60 hours). These estimates are based on actual costs incurred to implement previous projects similar to the proposed project.

(ii) If the fencing costs are unusually high because of steep, rocky terrain and lack of roaded access, explain that here.

(iii) If the budget page includes a large lump sum based on a contractor lump-sum bid amount, explain the work that is covered within the lump sum costs and why you believe the estimate is reasonable.

(b) If the budget identifies a contingency amount for specific line item(s) within the Contracted Services and Materials and Supplies budget categories, explain the specific reasons a contingency is needed for each line item.

OWEB Technical Assistance applications allow contingencies for specific line items under the “Contracted Services” and “Materials and Supplies” budget categories. The following conditions must be met:

The contingency amount is no more than 10% of the line item identified for contingency. The budget narrative in the grant application must explain the specific reasons a contingency is

needed for each line item where it is requested. If there is no justification in the budget narrative, the contingency amount will be denied.

If the contingency is not used, the funds will be recaptured. The contingency cannot be moved to another line item if not used.

Example:The budget identifies $50,000 to purchase irrigation piping. The $50,000 estimate is based on preliminary engineering design and experience from constructing a similar project in 2013. The budget identifies a pipe purchase contingency of $5,000 because pipe prices fluctuate with the price of oil, which changes on a daily basis. In the past three years, eight of our previous projects experienced increases in the cost of pipe, ranging from 8% to 15% higher than initially estimated.

Completing the Budget WorksheetAn Excel budget is now available and will calculate your totals and round the totals to the nearest dollar; complete the budget, print a copy and insert it in the application after Section III Project Description.

Columns. Itemize project costs under each budget category in Column A. Include units (number of items, length, volume or weight of item) in Column B. In Column C provide the unit cost for each item listed. Show the amount you are requesting of OWEB in Column D. Show the amount of cash match (Column E) and show dollar values for in-kind funds (Column F). Refer to the Match Funding Form in the application for an explanation of allowable match. Add Columns D, E, and F to arrive at total costs for each line item in Column G.

Rows. Under each budget category (shown in bold in the first Column), insert itemized project costs, as applicable. Work across Columns, showing costs, as appropriate. After all rows are completed, total the amounts in Columns D, E, and F, and show the total costs in Column G (the last Column). Be sure that the totals for Columns D and G (shown in the last row “GRANT BUDGET TOTAL”) are the same as for the “OWEB funds requested ”(Column D) and the “Total cost of project” (Column G) shown in Section I of the application.


Match Funding Form (Attachment A of the application) : OAR 695-005-0030(3) states that “All applicants shall demonstrate at least 25% match is being sought on a form prescribed by the Board, based on the total Board grant request, at the time of application.” An applicant may not use another OWEB grant to match an OWEB grant; this includes ODA Weed Board projects because they are funded through OWEB grants. Match funding for OWEB funds requested need not be secured at the time of application, but you must show that you have sought at least 25% of match funding. However, the ability to document secured funding strengthens your application. See OWEB Allowable Match information located with the Technical Assistance application materials on OGMS.

Use the Match Funding Form to document that you have sought the funding shown in Section II Project Information (Question #10, Project Partners) and on the budget page (Columns E and F). Identify the type of match (cash or in-kind), the status of the match (secured or pending), and either a dollar amount or a dollar value (based on local market rates) of the in-kind contribution.

If you check the “Secured” box in the Status Column for any match funding source, you must provide either the signature of an authorized representative of the match source in the final Column, or attach a letter of support from the match funding source that specifically mentions the dollar amount you show in the Dollar Value column. Signatures/letters are not required for pending sources.

Proposed Metrics Form (Attachment B of the application): OWEB receives a portion of its funds from the federal government and is required to report how its grantees have used both federal and state funds. The information you provide in the following form will be used for federal and state reporting purposes.

Please complete all portions of the form as they apply to your project and submit all pages (do not exclude any pages). Please provide specific values, do not enter values like “2-3” or “<100”. Enter your best approximation of what the project will accomplish.

The types of Technical Assistance (TA#1, TA#2 or TA#3) selected for this application are used to determine the sections of the metrics form to complete.

Section II (Project Summary) – Question 2 and Section III (Project Description) of the application shows the types of Technical Assistance selected. The application instructions for Section II, Question 2, provide descriptions of the three types of technical assistance.

TA#1 Project Design. You must complete metrics questions in Sections A, B and C of the Proposed Metrics Form.

TA#2 Implementation. You must complete metrics questions in Sections A, B and C of the Proposed Metrics Form.

TA#3 Landowner Recruitment. You must complete metrics questions in Section D of the Proposed Metrics Form.

If you have difficulty answering any of the questions, contact Cecilia Noyes, OWEB Federal Reporting Coordinator, at 503-986-0204.

Racial and Ethnic Impact Statement (Attachment C of the Application) Chapter 600 of the 2013 Oregon Laws requires applicants to include with each grant application a racial and ethnic impact statement. The statement provides information as to the disproportionate or unique impact the proposed policies or programs may have on minority persons in the State of Oregon if the grant is awarded to a corporation or other legal entity other than natural persons.

Selecting a Grant Administration Billing Method (Attachment D of the Application) As of December 26, 2014, the Federal Government released the Uniform Administrative Requirements (OMB Super Circular) that combines eight grant related circulars into one document (2 CFR). This document applies to federal agencies that make federal awards to non-federal entities which can flow down to sub recipients. Non-federal entities must comply with the Super Circular whether they are recipients or sub recipients. OWEB has worked with its primary federal agency, NOAA, to clarify the Circular for the treatment of indirect costs, matching funds and eligible grantees. 2015-17 OWEB Technical Assistance Instructions – April 2016

OWEB no longer considers grant administration a direct cost; grant administration charges must be paid for from indirect charges. When applying for funding, an applicant must check only one box on Attachment D to indicate which billing method will be used for this grant.

Federally Negotiated Indirect Cost Rate: Organizations that have previously negotiated or currently have an approved indirect cost rate with a Federal (cognizant) agency will be allowed to use it for their grants.

Federally Accepted de minimis indirect rate: Organizations that have never received a federally negotiated indirect cost rate will charge a flat de minimis indirect cost rate of 10% of modified total direct cost (MTDC) with no receipts required.

OWEB Negotiated Indirect Cost Rate: Organizations that do not currently plan to obtain a federally negotiated indirect rate will be allowed to negotiate a rate of up to 15% of modified total direct costs (MTDC) with OWEB. Receipts will be required for rates above 10%.

Allowable Grant Administration Rates by Grant TypeNO Grant

Administration Allowed

Federally Negotiated

Indirect Cost Rate

10% de minimis Indirect Cost

Rate

OWEB Negotiated

Indirect Cost Rate (up to 15%)

Restoration X X XTechnical Assistance X X XMonitoring (all types) X X XOutreach X X XAcquisition * X X XWeed XSmall Grants XCouncil & District Capacity

X

CREP Cost Share X *Indirect costs are calculated on the modified total direct costs (MTDC) less capital assets costs such as land and water rights.

For a list of eligible and ineligible Grant Administration costs and information on billing methods and requirements, see OWEB’s 2015 Budget Categories: Definitions and Policy at: http://www.oregon.gov/OWEB/Pages/forms_linked.aspx

APPLICATION CHECKLIST

The application includes a checklist to ensure that your application is complete. An incomplete application will jeopardize your application’s review. Check each box only after you have verified that the information is included in your application packet. The checklist is for your use only – do not return with your application.


http://www.oregon.gov/OWEB/Pages/forms_linked.aspx

NOTICEConditions of Grant Award

►If this proposal is funded, you will be required to: Sign a Grant Agreement containing the terms and conditions for the project

implementation, release of funds, and documentation of completion.

IMPORTANT : No payments will be made for work on the grant until all parties have signed the Grant Agreement.

Payments will be made only for work started after the effective date of the Grant Agreement.

►Before OWEB releases the Grant Agreement, you will be required to: Resolve any and all outstanding issues from your previous grants with OWEB.

►Upon signing the Grant Agreement, you will be required to: Certify in the Grant Agreement that prior to starting work on private land,

you have or will obtain cooperative agreements with the private landowner(s). Exhibit B of the OWEB Grant Agreement may also require you to submit copies of those agreements to OWEB prior to the release of funds.

Agree that informational and outreach products and monitoring information resulting from projects are public domain.

Determine whether and what permits and licenses are required.

►Before OWEB releases any payments, you will be required to: Document that 25% match funding has been secured.

Submit copies of all applicable permits and licenses from local, state, or federal agencies or governing bodies, or certify that permits and licenses are not needed.

►Upon completing the project, you will be required to: Submit a Project Completion Report as required in the Grant Agreement, including

a Match Form that documents at least 25% actual match. OGMS Online Project Completion Reporting is now available to assist you with your Grant Agreement’s project completion reporting requirements.

►Following project completion, you may be required to:2015-17 OWEB Technical Assistance Instructions – April 2016

Submit periodic reports as required in the Grant Agreement.


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