I. LIFE OF PROJECT Award Period: April 1, 2017 to June 30, 2018 Request for Applications (RFA) 2017 18 CDA Weed Fund Grants II. PROGRAM OBJECTIVES The primary objectives of the Colorado Department of Agriculture (CDA) Noxious Weed Management Fund (WMF) grant program, in compliance with the Colorado Noxious Weed Act Title 35. Agriculture 55 35 5.5 116, are to: III. 1. Provide additional financial resources to entities that are engaged in cooperative efforts to eradicate and/or contain state, noxious weeds; 2. Provide measureable outcomes across Colorado for noxious weed management; and 3. Assist new or recently established weed management programs, especially in regions where additional resources are needed. ELIGIBILITY Local governing bodies, as defined in the Colorado Noxious Weed Act Title 35. Agriculture 55 35 5.5 108.5, are the primary focus of this grant program. These include counties and municipalities. Other eligible entities include conservation districts, non profit organizations, and organized private entities such as road associations, and homeowner s associations. Grantees must demonstrate adequate capacity to carry out effective noxious weed management projects. State and federal agencies are eligible to receive funding if they are significant project partners. State and federal agencies cannot be the project applicant. All eligible entities must meet the requirements described below. All awarded funds must be used for noxious weed management efforts within the State of Colorado. All counties and municipalities receiving grant funding must be in compliance with the Colorado Noxious Weed Act prior to reimbursement, specifically the following: 1. Adopt and actively administer a noxious weed plan covering the entire jurisdiction (Sections 105, 106); 2. Appoint a local advisory board (107); 3. Be actively working to eradicate any List A and/or List B species subject to eradication in the county (108.5); and 4. Public Rights of Way are in compliance with the Act (112). 5. All conservation districts receiving grant funding must be in good standing with CDA and with the Department of Local Affairs (DOLA). Please contact CDA if you have any questions about eligibility prior to submitting a grant application. Grantees not in compliance with these eligibility criteria during the funding period of their projects may receive partial or no reimbursement for projects.
IV. SCHEDULE OF ACTIVITIES Solicitation Activity Timeline Time Date 1 RFA Release Date N/A December 2, 2016 2 Questions to CDA via email due 5:00 p.m. MST December 2, 2016 to January 6, 2017 3 Q&A Posted Online (no later than) 5:00 p.m. MST January 10, 2017 4 Application Submission Deadline 5:00 p.m. MST January 13, 2017 5 Evaluation Period N/A January 13 March 15, 2017 6 Estimated Notification of Award N/A March 15, 2017 7 Statement of Work Development Period N/A March 15 April 30, 2017 8 Estimated Contract Issuance Period N/A March 15 April 30, 2017 V. HOW TO APPLY VI. Responses must be submitted as specified in this announcement. Applications that fail to follow all of the requirements may not be considered for funding. A. Required Documentation 1. Application Form: A completed and signed CDA 2017 Noxious Weed Fund Application Form must be submitted. This document must be downloaded and saved to your computer first before it can be completed. The application may be signed by electronic signature. It should be signed by a person who is legally authorized to bind the applicant to the application. This application form can be found under the Forms link at: https://www.colorado.gov/pacific/agconservation/noxious weed grants and financial assistance 2. Budget Spreadsheet: A budget spreadsheet must be included with your application. The spreadsheet must contain all applicable spending requests, and minimum 1 to 1 match (cash contributions, personal services or in kind services). Instructions for filling out this form and the form itself can also be found under the Forms link at: https://www.colorado.gov/pacific/agconservation/noxious weed grants and financial assistance 3. Vicinity and Proposed Treatment Maps: Required maps include a vicinity map and map(s) illustrating all proposed treatment areas. If possible, provide separate maps by individual species, or by listing status (A, B, C, or Watch List). If part of the grant proposal includes mapping species, a vicinity map of where this will occur must at least be included at the time of application. Maps of species treatment locations will be required as deliverables for every project. SUBMISSION INSTRUCTIONS: This Request for Applications (RFA) is issued by the Colorado Department Agriculture (CDA), also referred to as the "State, for the benefit of the Noxious Weed Program. A. Sole Point of Contact: The CDA employees listed in these instructions are the sole points of contact concerning this RFA. During the solicitation process for this RFA, applicants are allowed to contact CDA staff (contact info below) via email regarding the RFA or application process. Questions must be submitted via email only, and the subject line of the email must read: 2017 WF Application Question. All official communication with applicants will be posted in an addendum on the CDA program website at: https://www.colorado.gov/pacific/agconservation/noxiousweeds. This addendum may include answers to inquiries received, clarifications to requirements, and changes to the application process. Information in this addendum supersedes any contradictory information that is given over the phone or email. It is incumbent upon applicants to carefully and regularly monitor for any such notices. CDA RFA# WF 2017 Page 2 of 6
CDA Staff Contact Info: Steve Ryder State Weed Coordinator steve.ryder@state.co.us Patty York EDRR & List A Specialist patty.york@state.co.us Lara Duran List B Noxious Weed Specialist & List C lara.duran@state.co.us VII. B. Deadlines and Acceptable Submissions: Applications must be received on or before the due date and time as indicated in the Schedule of Activities. Late applications will not be accepted. Uploaded applications are required. Emailed, faxed, mailed or hand delivered applications will not be accepted. Only one copy of the application and required documents needs to be submitted. Applicants will receive an email confirming the receipt of their application materials. All materials submitted will become public record and open to inspection after the Award notice is issued. C. How to Upload Application Documents: Use Google, Google Chrome or Mozilla Firefox internet browsers; Internet Explorer does not work well with this uploader page. For technical assistance with uploading, please contact Jessica Potter at 303 869 9033. 1. All application materials should be uploaded by clicking on this web address: http://tiny.cc/2017weedfunduploadsite 2. Fill in the blanks for Project Name and Email Address for the primary point of contact for this grant application. 3. Under Attachment Type, select the document you wish to upload. 4. Click on Choose File, then navigate to where this document is saved on your computer. 5. Click Submit. You should get an automated message saying your document was successfully submitted. 6. To upload the next document, you must hit the Refresh or Reload this Page tool to get back to the upload website. For Google, Google Chrome, Mozilla Firefox users, the Refresh or Reload this Page tool is at the top near the web address bar and looks like this:. Or, you can click the F5 button on your keyboard. 7. Repeat steps 2 through 6 for each document that you wish to submit for consideration. At a minimum, be sure to upload all of these documents: 1) Grant Application Form, 2) Proposed Grant Budget Spreadsheet, and 3) Project and Vicinity Maps. Please upload each document separately. EVALUATION AND SELECTION: The program carefully designed a Noxious Weed Fund Grants Evaluation Tool and Scoring Criteria to ensure fair selection of the best qualified applicants. The criteria for scoring are in direct correlation to the application components. Applications will be reviewed as is by an evaluation team consisting of members from the State Noxious Weed Advisory Committee, CDA, Colorado State University, federal and/or state agencies, and other qualified sources. Applications are competitive and thus ranked on merit compared with other applications as well as the criteria listed below. The Commissioner of Agriculture makes the final decision regarding awards after receiving the recommendation from the evaluation team. Every effort is made to broadly distribute grant funds across Colorado provided a sufficient pool of applications is represented. A. Ranking Criteria: Applications will be assessed based on the appropriateness of project(s) and the applicant's understanding of the following requirements. 1. Measurable Objectives and Deliverables. Grant applications having specific, measurable deliverables and objectives and that propose effective treatments on high priority species or areas are preferred. When discussing the details of your proposal, be sure to include 1) details about the proposed CDA RFA# WF 2017 Page 3 of 6
treatments, including integrated methods and monitoring for effectiveness, 2) details about the areas that will be treated, including why those locations are important or a priority 3) details about how the species or areas were treated in the past and what the long term management objectives are. If such details are provided, the application will illustrate a quantified objective for each noxious weed species proposed for treatment with these grant funds. 2. Integrated Weed Management. Management approaches including integrated weed management (IWM) and landscape or watershed scale projects are preferred. Projects that propose to use an array of tools and the most effective approaches are also preferred. Grant funds are competitive, so details provided in the Species Table and Questions section of the grant application should be sufficient enough to convince reviewers that this is a priority and well thought out proposal meeting these priorities. 3. Partnerships. Partnerships and other cooperative arrangements are preferred, especially in circumstances that have challenging noxious weed problems, but historically have lacked the infrastructure to effectively address them. CDA encourages the development of long term, sustainable partnerships among counties, municipalities, conservation districts and others. Such partnerships may include formal or informal multi county or multi entity cooperative weed management areas (CWMAs) or weed prevention areas (WPAs), or other organizational arrangements that can effectively address specific noxious weed problems. Partnerships with state and federal public land management agencies are also encouraged, although the use of state funds on federal lands is limited and must be approved in advance by CDA. 4. Continued Effort. Preference will be given to applications that demonstrate continuing efforts in the form of mid and long term partnerships which aim to work with landowner or other groups to implement successful species management plans (e.g. 3 to 15 years). Applicants should clearly describe the desired outcomes of proposed management projects, and their commitment to future participation. This information should be detailed in the Partnerships section of the grant application. 5. Past Performance. Technical and past experience will be assessed and will include an evaluation of risk. The State may use all information available regarding past performance as defined in C.R.S. 24 102 205 et. seq. B. Priority Species and Project Areas: The following priorities must be the main component of all grant applications. 1. Early Detection and Eradication of List A Species. CDA strongly encourages timely management action to mitigate against threats posed by infestations of List A noxious weeds. Immediate containment of known populations, intensive surveys of surrounding areas or susceptible lands, and initiation of multi year eradication efforts must be included in proposals for List A species. Goals and objectives in a proposal must be consistent with an overall plan and timeline for eradication. 2. List B Species. Proposals for the management of List B species must be consistent with, or more aggressive than the noxious weed management plans described in the Rules Pertaining to the Administration and Enforcement of the Colorado Noxious Weed Act (8 CCR 1206 2). List B management plans can be found on the CDA website by selecting: Conservation/Noxious Weeds/County Weed Program/Colorado List B Weed Management Plans by Counties, or by clicking this link. In your application, clearly describe why it is a priority to manage these selected species and locations. Proposals must specify quantifiable measurable goals for List B species independently from other components of your proposal. List B species applications must propose results that are effective and measureable in terms of significantly eliminating populations; significantly shrinking CDA RFA# WF 2017 Page 4 of 6
containment areas along clearly determined lines; treating outlying disjunct populations; treating vector corridors; protecting valuable natural resources; and/or controlling new or established populations. C. Supplemental Components: The following elements may be used to support priority species and project areas. 1. List C Species. If certain List C species are identified as a high priority in the county, and effective, strategic treatment is possible, projects including List C species may be eligible for funding. Grant applications must show that the targeted List C species is/are localized such that treatment may eventually eliminate the species in a geographic area, and/or protect regionally valuable natural resources. Grant applications must primarily target treatment of List A or B species. Proposals for treating only List C species will not be considered for funding. 2. Prevention and Education. CDA prefers an education or outreach component in all projects. Projects that focus solely or primarily on education and/or outreach will not be funded unless applicants discuss with CDA any special circumstances or unique opportunities prior to submitting a proposal. 3. Contributions to Watch List Information. In 2016, four Watch List species were targeted as needing more information in order to make listing decisions. These four species are: baby s breath (Gypsophila paniculata), yellow flag iris (Iris pseudacorus), common reed (Phragmites australis), and swainsonpea (Sphaerophysa salsula). If a project includes information gathering or treatment on one or many of these four eligible Watch List species, the project may be eligible for funding. Surveying for populations, setting up ways to observe behavioral patterns, and genetic testing for Phragmites sp. are examples of Watch List species projects that could be considered. D. Other Eligible Project Expenses: Upon request, funds may be awarded for technology, demonstration projects, enforcement, and EDRR efforts. CDA approval of these proposals must be obtained in advance of submitting applications that include these projects. CDA points of contact for each of these proposals are listed. 1. Technology Assistance. Due to the rapidly changing nature of technology, gaps in existing knowledge and challenges posed by Colorado s varied terrain, funding is available to remove technological barriers to effective weed management. The intent of these funds is to enhance the ability for grantees to gather information that is essential to coordinate with CDA and directly results in effective treatment of noxious weed populations. For all Technology Assistance proposal reviews, send an email to Lara describing your proposal (click: Lara Duran). 2. Demonstration Project Assistance. Limited funding may be available for demonstration projects that help fill knowledge or technical gaps. All demonstration projects must have a direct impact on the onthe ground treatment of designated noxious weeds. Multi year demonstration projects may be proposed but will only be funded on a year to year basis. For all Demonstration Project Assistance proposal reviews, send an email to Lara describing your proposal (click: Lara Duran). 3. Enforcement Assistance. Local governing entities seeking to improve their ability to enforce their local noxious weed ordinances may seek funding for training of code enforcement personnel, or closely related activities. However, funds cannot be used to undertake enforcement measures by local entities. For all Enforcement Assistance proposal reviews, send an email to Steve describing your proposal (click: Steve Ryder). 4. EDRR Component. CDA will consider funding an Early Detection Rapid Response (EDRR) component in project proposals. This component may include surveying, monitoring or mapping of EDRR species of specific concern in your area or assist in the implementation of the EDRR Framework. For all EDRR Component proposal reviews, send an email to Patty describing your proposal (click: Patty York). CDA RFA# WF 2017 Page 5 of 6
VIII. REQUIREMENTS FOR ALL PROJECTS Eligible entities are limited to receiving funds from a maximum of one Noxious Weed Fund grant and one USFS State and Private Forestry grant in 2017. Notification letters will be sent to grant recipients via email as soon as selections are made. These notices are for informational and project planning purposes only, and do not establish an agreement between CDA and grant recipients. A Purchase Order or contract will be sent to recipients following negotiation of a Statement of Work. A. Statement of Work: Agencies and organizations that receive funding are required to work with CDA staff to create a Statement of Work (SOW) that will be attached to the legally binding Purchase Order document. This SOW will describe the terms of the goods and/or services provided to CDA in the form of project deliverables, which will be directly related to those listed in the grant application. Deliverables may be reduced in the SOW if only partial funding was awarded. All deliverables must be met in order to receive full reimbursement of the grant amount. Any requests for changes to an executed Purchase Order, which includes the corresponding Statement of Work, must be provided in writing and must go through a PO Modification Process and obtain Business Operations approval. B. Close out Documents: For grants that are awarded, close out documents will be required before grant funding can be dispersed. To close out a grant, the following documentation shall be required: Final Report, Maps, Proof Deliverables Were Met, Noxious Weed Occurrence Data Submission and Final Invoice. These close out items are subject to change; the Statement of Work will detail those items that will be required to close out the grant in order to receive funding. Failure to meet all SOW requirements will affect final payment. A final report form will be provided to grant recipients. C. Reimbursable Grant Expenses: Reimbursable grant expenses include, but are not limited to: materials and supplies, contracted services, seasonal labor wages and hiring expenses, herbicides, cost share agreements, partnership agreements, outreach materials, meeting expenses, training tuition, publications and equipment rental. Contact CDA to inquire about other potential expenses to determine if they are eligible for reimbursement. D. Ineligible Expenses: Ineligible expenses include: salary for full and part time permanent employees, except in limited circumstances (contact CDA for more information), motorized vehicles (e.g. ATV, UTV, trucks, etc.), or equipment that is not used entirely for noxious weed management purposes (e.g. desktop computer). E. Pesticide Regulations: Grantees employing pesticide treatments must implement their projects in accordance with the Colorado Pesticide Applicator Act and the Colorado Pesticide Act. F. Matching Expenses: Matching expenses are those expenditures incurred by the applicant and/or partners that are directly related to and necessary to implement the proposed grant activities or projects. 1. Requirements for Matching Expenses. A 1 for 1 match for all grants is required. Final grant reimbursements will not exceed the final match provided. Grant awards will be reduced to meet reduced matching expenses. Matching expenses may be in the form of cash and/or in kind expenses. Eligible matching expenses may include: contracted professional services, minor equipment purchases, equipment rental, and in kind staff support and services, salary and volunteer time. Also included are any items defined under Reimbursable Grant Expenses (see VIII C above) that are not claimed for reimbursement as direct grant expenses and are essential to complete the project. Matching expenses may be incurred up to 90 days prior to the start date of the project, indicated on the issued Purchase Order (PO) or signed and executed contract. CDA RFA# WF 2017 Page 6 of 6
IX. 2. Limitations for Matching Expenses. For these projects, matching fund sources cannot come from other state funds unless approved by CDA prior to submitting a project proposal. Eligible funding sources include local, federal or private funds (including cost share). The amount of the grant that can be used for administrative/overhead purposes is limited as follows: a. Grant amounts $10,000, the maximum amount of administrative expenses is ten percent (10%) of the awarded grant; b. Grant amounts $10,001, the maximum amount of administrative expenses is five percent (5%) of the awarded grant amount. Administrative expenses must be directly related to the management of the grant, and do not include on the ground project work. Applicant or partner salaries not specifically related to grant administration are not administrative expenses and are not eligible grant expenses, although they may be used as in kind match. CDA may consider exceptions to these limits for new weed management programs or for first time applicants. G. Noxious Weed Occurrence Data: Prior to reimbursement, applicants must provide updated species distribution information to the state s online mapping system, to the local county weed manager, or directly to CDA if unable to access the system directly as part of the project deliverables. 1. List A and Watch List Data. This information includes annual reports for targeted List A species (and any updates to the polygon site boundaries or hotspots) as will sightings or other information on Watch List species encountered during the field season. Data for all List A and Watch List species should be coordinated directly with Patty York at CDA prior to submitting. 2. List B Data. While use of the online database and submission of quarter quad data is still encouraged, any and all point, line or polygon, Google Earth kml or kmz files data for List B species will be accepted. Data for all List B species should be coordinated directly with Lara Duran at CDA prior to submitting. H. Purchase Order and Contract Time Constraints: State fiscal rules require that all work on the project be concluded by the expiration date of the purchase order. All work includes the preparation and submission of the final report, maps, all project deliverables, and data submission. Invoices are due 30 days after the expiration of the purchase order. Please select your project start and end dates accordingly so there is ample time to meet all the requirements described above. I. Supplemental Information: This RFA also includes information provided in the 'Supplemental RFA Information for 2017 Weed Fund Grants.' Applicants are advised to read this information and contact CDA with any questions or concerns. APPEAL PROCESS A. Right to Appeal: Applicants have the right to appeal an award decision within 10 calendar days of the date on the email from CDA containing the Notification Letter. The appeal must be made in writing via email to CDA. All appeals must provide written justification for why the award decision should be changed. Additional or supplemental information will not be considered; applications cannot be amended after the application deadline. B. CDA Response to Appeal: Appeals received within the 10 day calendar period will be reviewed by an evaluation team consisting of members from the State Noxious Weed Advisory Committee, Colorado State University, CDA, federal and/or state agencies, and possibly other sources. All appeals will be CDA RFA# WF 2017 Page 7 of 6
considered on the described justification provided by the applicant. A final written decision will be provided via email by CDA to the applicant within 30 days of the email requesting the appeal. C. Cautionary Note: Appeals will result in a delayed starting date of up to 40 calendars days. Grant related work should not be implemented prior to appeal resolution, even if partial funding was originally awarded. In addition, since CDA makes every effort to award the top scoring applicants across the state, there is no guarantee that supplemental grant funds will still be available at the time an appeal is resolved. CDA RFA# WF 2017 Page 8 of 6