INSTRUCTIONS FOR PROPOSAL FORM

Select the type of project you are applying for – Development or Education, Research or
TMDL Implementation.
If you apply for more than one project, please send in separate proposals.

Project Title:
Keep the title descriptive and short. You will be using it many times. It should include the
waterbody name (if applicable), pollutant and the type of activity. There is a maximum of
50 characters (includes spaces).

Contact Information:
The primary contact person is the person in that organization that can be contacted for
additional information.

Incentives:
If you are planning on using any Federal funds for incentives, read the complete RFP to
determine if they are eligible. Incentives may be added to other Federal incentive
programs only if they show that they will create additional water quality benefits because
of the increased funding.

Project Budget Projection:

Proposals may be disqualified if the budgets are inaccurate or incomplete. Please add your
columns and rows carefully!
State the amount of the grant funds requested, and show the total match (both cash and
in-kind) you and your partners will be providing. Federal funds may not be used to match
Federal funds. PCA resources (staff or other grants) also may not be used as match.
Remember, local match is a financial commitment made by the grant recipient and other
local agencies to help with the success of the project.

Timeline:
How long do you expect the project will take to finish after you have received your
contract? (Assume your contract may not be signed until the 2012 field season.)

Organization Information:
Complete all information asked for in the proposal form.

Project Location:
You must include all project location information that is applicable. Be sure to select a
basin or check “statewide”. You may attach a map of the proposal area.

Proposal Summary:
Activities – summarize the Narrative in 150 words or less describing the project goals, the
needs/problems to be addressed, what makes this project unique
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Outcomes – describe, in 100 words or less, the deliverables and anticipated water quality
benefits. Clearly state the specific measurable outcomes.

Nonpoint Concern Addressed by Project:

Check or explain the nonpoint concern of your project.

Estimated Pollutant Reductions:

Your best guess as to how much your project will reduce pollutants listed.

Project Plan Information:

Most importantly, for DER projects, state the action step from the current MN Nonpoint
Source Management Plan your project addresses, along with the page number. Also list
names, page numbers and effective dates of any other plans you will be addressing. This
year, we have a link to just the Milestones (Action Steps) so it will be easier for you to find
them.

Project Partners:
The project partners, their roles and match commitments.

Narrative:
A project narrative is required. In general, the description should require no more
than 2 pages. This is your opportunity to explain and justify your proposed project.
Include whatever you believe is pertinent to show a well considered and coordinated
effort to address water quality concerns .
Your narrative should address the following elements:
Purpose: Provide a clear statement of the project purpose, including as applicable:
• Description of watershed/project setting, water quality conditions
• Types of nonpoint pollution sources and water quality impairments or concerns
addressed by the project
• What techniques used by this project are innovative (DER)?
• Discuss estimate of anticipated water quality benefit;

Project Tasks:
• Provide a concise overview of the project and identify and describe major tasks.
Describe how the BMP(s) selected will be effective in abating pollution in the
targeted waterbody.
Management and Coordination:
• Describe who will manage the project; how contracting and subcontracting will be
done.
• Describe if and how other agencies and organizations will participate in the project
• Note: The narrative should be clear on who is responsible for each major task.
Public Outreach / Public Participation/Civic Engagement:

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 • Historically, public involvement in watershed management has often been limited
in scope and depth. In some cases, the public has only been consulted at the end of
a water planning process when requisite public hearings were held and comments
accepted. MPCA is encouraging project teams to move beyond customary public
participation, education and outreach approaches and to think holistically and
strategically about what it would take to empower individuals, businesses and
organizations to become more involved in civic life -- from the earliest stages of
watershed management processes.
• Please refer to Civic Engagement Fact Sheet for narrative instructions.
.
Final Products and Measurable Environmental Results:
• Describe expected deliverables, such as semi annual and final reports;
• Describe how an evaluation of the project will be done, including how success will
be defined and measured.
General Schedule and Milestones:
• Estimated schedule (typically 4 years from the time the project contract is signed)
and key milestones.

Project Budget Detail:

For each task, identify task to be done, amount of grant funds to be used for the task, and
amount of match to be provided for the task. The total of the grant and match together
should agree with the Project Budget Projection on page 1 of the proposal. Once again,
remember that inaccurate and/or incomplete budgets could cause your proposal to be
disqualified.

Project Costs by Budget Category:

Administration (salary and fringe) – limited to salary costs for employees of the sponsor
organization managing the project.

Other Personnel and Fringe Benefits - includes salaries of others working on the project
and costs for insurance (health, dental, life), vacation and sick time, retirement, employer
FICA, and other standard benefits normally provided to employees.

Travel - mileage, meals for staff in travel status, conferences and training and related
lodging where the grantee’s attendance will directly benefit the project. This amount
should be detailed in the work plan if you are successful with this proposal, and will receive
approval after the work plan review.

Supplies – supplies and materials are general office/field items that have a cost of less than
$500 per unit. Usually these items are “used up”, rather than used, e.g. stamps, printer
paper, postage. Explain any cost that may appear out of the ordinary.

Equipment – equipment is durable, non-disposable, tangible property that has a useful life
of more than one year and a unit cost more than $500, but less than $5000 per unit.

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Equipment purchases may become property of EPA or MPCA at the end of the grant.
Proposers must check with MPCA before purchasing equipment, as we may have some
available for your use for the life of the contract.

Contractual services – list any subcontractors that may be providing services. The state
reserves the right to approve subcontractors. Subcontractors must be selected by
following the applicable procurement process for your entity.

Cost Share – if your project will include cost-sharing with landowners, state the total
amount on this form, and provide details in your work plan, if selected.

Other - identify any other form of expenditure your project will need.

Note: Indirect costs are only allowable to those organizations that have a previously
negotiated indirect rate with the federal government.

REMEMBER TO CHECK YOUR ADDITION – BOTH ACROSS AND DOWN – SEVERAL TIMES!!!

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