2004 Instructions to Applicants PALM BEACH COUNTY THOROUGHFARE BEAUTIFICATION GRANT Prepared by the Keep Palm Beach County Beautiful, Inc. Grants Advisory Committee 1. ROLE OF KEEP PALM BEACH COUNTY BEAUTIFUL AS GRANT ADMINISTRATORS: Since 1994, Keep Palm Beach County Beautiful, Inc. (formerly Beautiful Palm Beaches, Inc.), a 501(c)(3) non-profit, volunteer-based organization, has been designated by the Palm Beach County Board of County Commissioners (BCC) and the Metropolitan Planning Organization (MPO) as program coordinator to facilitate the administration of this annual grant application process. The purpose is to assist with the allocation of designated landscaping funds to beautify state and county designated thoroughfares. The MPO is the agency that is responsible for allocation of Florida Dept. of Transportation (FDOT) funds for state transportation projects in Palm Beach County. KPBCB will conduct a meeting to answer questions about the grant application and process as stated in the enclosed cover letter. Attendance is not mandatory and is for assistance to applicants only. Please review the application carefully prior to the meeting. The KPBCB Grants Advisory Committee is comprised of KPBCB Board Member volunteers who are professionals in the fields of landscape architecture, horticulture, forestry, and engineering. 2. ORGANIZATIONAL BACKGROUND OF KEEP PALM BEACH COUNTY BEAUTIFUL: Beautiful Palm Beaches, Inc., a grass-roots volunteer-based organization formed in 1988, received certification in 1994 as Palm Beach County s affiliate of Keep America Beautiful, Inc. and Keep Florida Beautiful, Inc. The organization was renamed Keep Palm Beach County Beautiful, Inc. in early 1999. The non-profit organization is dedicated to improving the quality of life in Palm Beach County through litter prevention education, beautification efforts and environmental stewardship. A project sponsored locally by KPBCB, is the Great American Cleanup, which is conducted by Keep America Beautiful affiliates across the country each spring. This volunteer cleanup event, coordinated by KPBCB with assistance from the Solid Waste Authority (SWA), has resulted in many millions of pounds of litter, trash and tires being collected by volunteers over the past nine years from Palm Beach County s roadways, parks, neighborhoods and waterways. KPBCB also coordinates Palm Beach County s participation in the Ocean Conservancy s Florida Coastal Cleanup each September. Some other projects include the Palm Beach County Thoroughfare Beautification Grant program, Paint Your Heart Out, Rebuilding Together, and the Education and Beautification grant for Elementary Schools. KPBCB also initiated and facilitated the implementation of Palm Beach County s Adopt-A-Highway (state roads) and Adopt-A-Road (county roads) programs. In 1995, KPBCB introduced the Adopt-A-Street program to the county s municipalities for local streets. KPBCB programs attempt to instill community pride and a sense of ownership to ensure effective long-term results. Anyone interested in volunteering or financially supporting the programs and projects of Keep Palm Beach County Beautiful, Inc. is invited to call (561) 686-6646 for additional information.
3. GRANT INFORMATION AND REQUIREMENTS: This application process is used to apply for state Metropolitan Planning Organization (MPO) matching grant funds and county Board of County Commissioners (BCC) matching grant funds. Distinctions in qualification criteria for the two types of funding are noted throughout. SOURCES OF FUNDING In 1994, Keep Palm Beach County Beautiful, Inc. (KPBCB) facilitated the budgeting of a new funding source through the Palm Beach County BCC (Board of County Commissioners) and the MPO (Metropolitan Planning Organization) to assist in the beautification of state and county thoroughfares throughout Palm Beach County. Since its inception, this grant program has enabled over $10 million in thoroughfare beautification projects to be implemented with leveraged funds. GRANT PURPOSE Matching grants are available for thoroughfare landscape beautification projects on or contiguous to (within 25 ) and entirely visible from designated state and county (owned and maintained) thoroughfares in Palm Beach County as described below. Please note that all roadways shown on the Palm Beach County Thoroughfare Map are not necessarily county or state owned and maintained roads. Verify that the proposed project is located along a roadway that has been officially designated as a county or state thoroughfare, eligible for grant consideration, by enclosing documentation from PBC Engineering or FDOT in the grant application package. Such documentation shall also show verification that Applicant s proposed project is not in conflict with the ultimate road configuration. Proposed projects that serve disadvantaged areas (with sponsors that can commit to proper installation and effective maintenance), may be prioritized by the Board of County Commissioners during the funding allocation approval process. A case for why an applicant s project should be considered a disadvantaged area needs to be made by the applicant and the Board of County Commissioners may weigh the merits of those cases. STATE MPO GRANTS State MPO grants: only available for landscape improvement projects (or portions of projects) on state thoroughfares falling entirely within the state right-of-way, including such roads traversing municipalities. NOTE: A series of questions within the application and verification with FDOT (Florida Department of Transportation) will determine project eligibility for MPO funds. COUNTY BCC GRANTS County BCC grants: available for landscape improvement projects on or contiguous to and visible from designated county thoroughfares (contiguous and within 25 of right-of-way) and for projects (or portions of projects) adjacent to state thoroughfares similarly extending up to 25 beyond the state right-of-way, including such roads traversing municipalities. NOTE: A series of questions within the application and verification with PBC Engineering Dept. will determine project eligibility for BCC funds. NOTE: Landscaping that is hidden behind walls and fences or otherwise not entirely visible from the thoroughfare is ineligible for this grant program. Additionally, grant recipient agrees to repay the full amount of the grant to the granting agency if landscaping funded by this grant becomes all or partially obstructed from view from the thoroughfare by a fence, wall, or other architectural feature within ten years of the date of grant reimbursement.
WHO MAY APPLY Potential applicants include, but are not limited to, the following legal entities: municipalities, property owners / neighborhood / homeowners associations, community associations, business associations, special districts. Applicants must be able to enter into grant contractual agreements and must meet requirements regarding insurance, maintenance, etc. Any entity that has not closed out an outstanding grant that was awarded/allocated by BCC/MPO in 2000 or earlier, including submittal of the required close-out documentation, by the upcoming application date, shall be ineligible to apply in the current year s application process. (Applicants that have received previous grant awards for projects that have been abandoned and the grant funds unencumbered are eligible to apply, but the new grant request will be scored slightly lower). GRANT AMOUNTS The minimum grant request amount is $5,000 (for a project costing $10,000 or more). The maximum grant request amount for a county BCC grant is $75,000 (for a project costing $150,000 or more). For state MPO-funded projects, no maximum grant request applies; however, the $5,000 minimum grant request does apply. The total amount of grant funding available for this grant cycle is $300,000 for BCC-funded grants, and $400,000 for MPO-funded grants. MULTIPLE APPLICATIONS Applicants may submit multiple applications requesting grant funds for various projects, whether requesting state MPO or County BCC grant funding. However, Applicant must include a statement from Applicant s authorized executive officer that Applicant is prepared to immediately fund, implement, and maintain all projects submitted if grant funding is approved. ELIGIBLE / INELIGIBLE COSTS The guidelines below correspond with the Summary of Project Costs charts within the application to be completed by Applicant: 1. Vegetation Materials (trees, shrubs, ground cover). Annual flowers and plantings are not eligible costs. 2. Installation: Labor & Planting Materials (mulch, planting backfill, stakes, etc.) 3. Irrigation System (labor & materials: square foot basis). Supportive irrigation (permanent or temporary) for the project landscaping is an eligible cost, so long as the irrigation system does not exceed 75% of the Total Project Cost, with a minimum of 25% of the total project cost allocated to landscape plantings (materials and labor).* 4. Water by Truck During Installation (labor & materials). Only applicable if no irrigation is existing or proposed, however, irrigation is recommended. 5. Authorized Sidewalk Cuts / Removal (labor & materials). Where permitted by the regulatory authority that has jurisdiction, expenses directly related to the cutting and removal of portions of existing sidewalks for the specific purpose of planting trees, etc. are eligible costs. Projects including such installations must include written authorization from such regulatory authority in application package. 6. Tree Grates (labor & materials). State MPO: Eligible project costs so long as they are a minor design element to enhance the landscaping. The combined total cost for tree grates, decorative paving, and landscape accent lighting may not exceed 40% of the total project cost, with a minimum of 25% of the total project cost allocated to landscape plantings (materials and labor).* County BCC: Not eligible. 7. Decorative Paving (labor & materials). State MPO: Eligible project costs so long as they are a minor design element to enhance the landscaping. The combined total cost for tree grates, landscape pavers, and landscape accent lighting may not exceed 40% of the total project cost, with a minimum of 25% of the total project cost allocated to landscape plantings (materials and labor).* County BCC: Not eligible.
8. Landscape Accent Lighting (labor & materials). State MPO: Eligible so long as they are a minor design element to enhance the landscaping. The combined total cost for tree grates, landscape pavers, and landscape accent lighting may not exceed 40% of the total project cost, with a minimum of 25% of the total project cost allocated to landscape plantings (materials and labor).* County BCC: Not eligible. 9. Establishment Period Maintenance by Applicant or Others (labor and materials -maximum 6 months). County BCC: Maintenance costs for the first six (6) months establishment period are eligible for county or state thoroughfares funded by BCC grant funds. 10. Establishment Period Maintenance by Installing Landscape Contractor (labor and materials - maximum one year). State MPO: Maintenance costs for a maximum of one year after installation are eligible when Applicant has a contractual agreement with the installing landscape contractor to perform all maintenance / replacements as necessary during the establishment period. 11. Design Fees (maximum 10% of total project cost). State MPO: Design fees by the registered Landscape Architect of record are eligible, not to exceed 10% of the total project cost. County BCC: Design fees are not eligible. 12. Other (identify). State MPO and County BCC: Traffic control (maintenance of traffic) expenses directly related to the installation of the landscape beautification project, utility connection fees or impact fees are eligible. Expenses related to any of these items shall be specifically identified under the Other section of the Summary of Project Costs chart. NOTE: Regarding items #3, #6, #7, and #8 above, sequential grant applications for multi-phased projects may propose alternate percent allocations for each annual improvement budget provided the Total Project Cost (for the multiple phases proposed) meets the percent requirements stated above. Any requests for variances from this criterion for state MPO grant requests must be directed to FDOT District 4 Grant Coordinator, who must provide a letter indicating FDOT's approval of a variance from this restriction to be included in the application package. A variance from the #3 criterion above for county BCC grant requests must include a letter from Andy Hertel of PBC. Miscellaneous: Costs for permits, construction administration, continuing annual maintenance after the establishment periods described above and litter control are ineligible. County BCC: All materials, labor, and establishment period maintenance costs (up to 6 months) whether provided as in-kind services / materials or provided using other allowable grant sources or paid as cash by Applicant must be costs related to softscape landscape items such as vegetation, supportive irrigation, mulch, planting soil backfill, top soil, fertilizer, tree staking, etc. Hardscape items, (other than the previously described provisions for tree grates, decorative paving, and landscape accent lighting), shall not be eligible for either State MPO or County BCC funding. This shall include the demolition or construction of items such as sidewalks, roadway curbs, fences, walls, fountains, signage, etc. However, these hardscape items may be shown on applicant s construction documents only if clearly distinguished on plans and in budgets that they are not to be included as a part of this grant program. The height of all fences or walls must be indicated on construction drawings. Costs for site preparation, removal of exotic plants, clearing and grubbing, earth moving or fill (to raise grade level) are not eligible for either State MPO or County BCC funding. The enhancement of older, existing landscape projects with additional landscaping is encouraged. Replacement of existing, appropriate, healthy and safe plant material is discouraged and may cause the project to be ranked lower. Although removal of inappropriate species such as invasive exotics or species that are not located, spaced, and sized to meet safety indexes is encouraged, such costs are ineligible for this grant program.
GRANT MATCH / COST SHARING This grant requires a minimum 50% match by applicant. Favorable consideration is given in the evaluation process to applicants providing a match in excess of 50%. The following items qualify as allowable grant matches: The uses of in-kind services, including donated materials and labor, may be applied toward applicant s match. Documentation of in-kind services will be required prior to reimbursement. State MPO grants match: depending on their specific requirements, municipal, county, and federal funds can match state MPO grants. In no case shall county BCC grant funds from this program and state MPO grant funds from this program match each other. County BCC grants match: depending on their specific requirements, municipal, state and federal funds can match county BCC grants. County BCC funds from sources other than road program funds may be used as Applicant s match. However, in no case shall county BCC grant funds from this program and state MPO grant funds from this program match each other. County Commissioners District discretionary funds: cannot be used as a match for a County BCC grant request from this program, but can be used as a match for a State MPO grant request from this program. MAINTENANCE Applicant must provide (or arrange for another entity to provide) a commitment for the perpetual care of installed landscape projects during and after the contractor s warranty period. LITTER CONTROL In addition to the perpetual maintenance of the landscaping, successful Applicants, in accepting the grant, shall become entirely responsible for perpetual litter control of the entire project area on an as-needed basis. Application package shall include a description of Applicant s litter control plan including budgeting for staff labor or contracted labor (or plans for volunteer labor), plus related expenses for trash disposal and supplies including bags, gloves, safety vests, etc. As this obligation of successful grant recipients greatly exceeds the commitment of participating volunteer groups in FDOT s Adopt- A-Highway program and Palm Beach County s Adopt-A-Road program, existing or future participants in these adopting programs shall be considered as an assist, but not a replacement, for Applicant s obligation. All labor for the litter control effort, whether paid or volunteer, shall comply with all safety standards of FDOT and Palm Beach County. Please be aware that volunteers are restricted by these standards (i.e. minimum age of volunteers, access to medians, etc.) TREES ONLY/ OTIS PROGRAM In 1996, the BCC approved the installation of trees in designated roadway medians in unincorporated areas of Palm Beach County, under a program called Trees Only. That program has evolved to include irrigation and sod. The program is now named OTIS, an acronym for Only Trees, Irrigation, and Sod. Please see Eligibility Requirements for Potential Projects located within County OTIS Areas. ELIGIBILITY REQUIREMENTS FOR POTENTIAL PROJECTS LOCATED WITHIN COUNTY OTIS AREAS Medians of roadways under the County s OTIS program feature irrigation systems that are under unified County control from dedicated water sources. In order for potential grant projects to be eligible for consideration for grant funding, such projects must meet the following criteria: 1) The projects must consist of entire medians (no partial medians). 2) These grant project areas must be irrigated. 3) The County s unified irrigation system serving the median area(s) must be modified by the applicant (as approved by the County) to operate independently from the County s system. Contact the County s Streetscape Section at (561) 684-4100 to discuss the details of eligibility requirements for such areas.
UTILITIES To be eligible, it is required that all grant applications include letters of approval on letterhead from all utility companies (FPL, PBC Water Utilities Dept. or municipal utilities dept., and natural gas company) whose underground or overhead lines are located in planting areas or may be impacted by proposed plantings. Letters shall be insufficient unless they demonstrate that the utility has reviewed Applicant s final planting plan, species selection, maintenance schedule, etc. and has no objections to the project. Utility letters must refer to the issue or revision date of the plans that they have reviewed. For FPL approval, a letter must be included from Robert Lazano of the FPL Vegetation Management Dept. (561/640-2246). If letters from utility companies are not received in time for inclusion in the completed grant application package, the application must provide documentation of phone calls or meetings with utility company staff (include dates and names with titles of utility representatives). This documentation shall indicate that the utility has granted conceptual approval of the project, and the utility contact shall be copied on the documentation letter. SCHEDULE AND PROCEDURE Grant applications are due as noted in the enclosed cover letter. After the one-month review process is completed by the KPBCB Grants Advisory Committee, KPBCB presents its recommendations to the BCC and MPO within three months for final decisions on the allocation of funds. All applicants will be notified of approval status immediately afterward by KPBCB. Applicants approved to receive grant funds will then be required to enter into a reimbursable Grant Agreement contract which is administered and processed directly by the appropriate granting agency (Palm Beach County or the Florida Department of Transportation), with the exception noted below. Applicants may contact the appropriate granting agency regarding their proposed schedule for preparation of grant agreements for successful applicants and the availability of funds. Once received by Applicant, the Grant Agreement must be fully executed and project installation begun within twelve (12) months of fund allocation to Applicant by the BCC or MPO or Applicant s allocated grant funds will be subject to being relinquished. Any applicant relinquishing grant funds for failure to perform according to this schedule will have future applications for grant funding penalized during the evaluation process. It is suggested that grant applications include a resolution from Applicant demonstrating commitment to proceed with the prompt implementation and maintenance of the project if grant funds are approved. The application must note if the proposed project can or cannot proceed if less than the requested amount of funding is allocated. FDOT GRANT AGREEMENTS Please note that the Florida Dept. of Transportation may only enter into Grant Agreements with governmental agencies. Therefore, although non-governmental applicants are encouraged to apply, the local governing agency (municipality or Palm Beach County) is required to become a party to the Grant Agreement process. This requirement may delay the implementation of such projects. Such Applicants are encouraged to obtain a letter from the local government stating their intended role related to the project and include this letter as a part of the application package. PAYMENT OF GRANT FUNDS Grant funds are paid on a reimbursable basis after project installation. A certification of completion by the Landscape Architect of record is required for reimbursement from the granting agency. State MPO: Projects installed (or portion thereof) prior to execution of contract with FDOT will be ineligible for reimbursement. County BCC: Reimbursement eligibility time period begins with the grant application due date. If an applicant incurs costs after that date, (and is ultimately approved for the grant), those costs will be eligible for reimbursement. However, costs incurred prior to the full execution of the grant agreement by the Board of County Commissioners shall be at the risk of the applicant, since some grant applications may not receive any funding or may receive only a portion of the requested funding. PROJECT MONITORING Project monitoring may include periodic inspections and a post-audit by the granting agency. Following certification of acceptance by the granting agency, care and maintenance of the project will be subject to monitoring. KPBCB reserves the
right to comment to the BCC or MPO / FDOT should a project be observed to have poor installation and / or maintenance. METRIC REQUIREMENTS Plans are no longer always required by FDOT to be designed using metric measurements if the project is associated with a FDOT state road construction project as opposed to a stand-alone landscape project. Please consult FDOT regarding specific project requirements, as well as FDOT s transition back to English measurements initiated in October 1998. MULCH AND COMPOST SPECIFICATIONS Although the use of mulch is encouraged, Cypress mulch is prohibited on all state-funded projects, with the exception of Cypress Grade B mulch as a by-product from milling of wood planks, etc. Alternatives to Cypress mulch such as recycled mulch, eucalyptus mulch, and melaleuca mulch are encouraged. County-funded projects allow cypress mulch harvested from forestry operations / plantings considered as renewable resources. The use of Florida Tire Waste Mulch is prohibited. KPBCB strongly encourages and will favorably consider the specification of a compost product for project installation and maintenance programs for grant projects. The Solid Waste Authority of Palm Beach County (SWA), produces a compost product from wastewater residuals and yard waste which may be available at no charge for certain types of projects. Contact Pat Byers of SWA at (561) 640-4000 x4611. SWA s compost is recommended for use as planting soil backfill when mixed well with native soils (25% compost), and also provides good mulch cover. PROJECT REVISIONS Landscape planting plans that are submitted as a part of the application package must be 100% complete. Applicant s drawings and application package shall serve as a basis for approval for grant funding. Therefore, after the recommendation by KPBCB for a grant, any revisions, other than for the following reasons, may be regarded as a SUBSTANTIAL CHANGE: 1. Revisions to incorporate suggestions from KPBCB as a result of the grant application review process. 2. Projects re-phasing as a direct result of receipt of fewer grant dollars than requested under this grant program. 3. Minor changes in design required by Palm Beach County or the Florida Dept. of Transportation during the permitting process. (Conceptual permitting before submitting grant application package is encouraged.) 4. Documented unavailability of specified plant materials at time of installation. 5. Modifications necessary due to unexpected underground field conditions. (Plans must document known underground utilities.) If project design and cost revisions are necessary, the granting agency (BCC or MPO / FDOT) must be notified in writing by the project s Landscape Architect of Applicant s desire to modify the approved application package. The request must clearly summarize proposed revisions, include revised construction drawings, and indicate all appropriate revisions to cost estimates for installation and maintenance. BCC or MPO / FDOT reserve the right to review any revisions to the landscape planting plans submitted subsequent to this application and make a determination whether such revisions constitute a SUBSTANTIAL CHANGE to the plans upon which the recommendation for grant funding allocation was based. Applicant s allocated funds will be subject to being relinquished if a SUBSTANTIAL CHANGE is so determined and such SUBSTANTIAL CHANGE does not have prior written approval from the granting agency. 4. APPLICATION INSTRUCTIONS AND REQUIREMENTS: a. Please complete all items in this application form following specific instructions carefully. All attached typed pages must be 8 1/2" x 11". Attached sketches, plans, and maps must be no larger than 24 x 36 and at an appropriate scale with appropriate legends. Plans reduced to a legible scale are acceptable. Place the entire application form at the beginning of each application package, preceding other exhibits. The cover of each application package must identify: 1) Thoroughfare Name / Project Name; Project Limits; median and/or roadside project 2) Identification as Either a State or County Owned and Maintained R/W 3) Request for County BCC Grant, State MPO Grant, or both 4) Name of Entity Applying for Grant 5) Contact name(s) and phone number(s) of Project Applicant 6) Contact name(s) and phone number(s) of Landscape Architect
7) Submission Due Date
b. Submitted landscape planting plans must be 100% complete. c. Submission of irrigation plans is not a requirement with grant applications. However, landscape plans must note a guarantee that 100% irrigation will be provided by the applicant via an underground irrigation system for all median planting projects, including median projects with totally xeric (drought tolerant) plant palette. Roadside planting projects that propose dense, multi-layered groupings of native-xeric plants that are large enough to create a self-sustaining biomass tolerant of drought and harsh road conditions may be non-irrigated, but are required to use mulch and planting backfill of native soils. Submission of irrigation plans with application package is encouraged (although not required) to show the project's readiness to move forward and therefore improve its chances for recommendation. If non-xeric planting is proposed, irrigation plans will be required by the permitting agencies. Since xeriscape design groups plants by the level of water needed, many plants utilized in a xeriscape theme are not totally drought tolerant, so require some irrigation. Totally xeric (drought tolerant) plantings are difficult to sustain in highly trafficked urban streetscapes and will be carefully evaluated. d. A landscape architect registered in the state of Florida and experienced in roadway planting and streetscape standards is required to prepare the construction documents (plans, details, specifications, and cost estimates) submitted as part of the application package and later utilized for permits. A certification of completion by the Landscape Architect of record must be provided with the request for reimbursement from the granting agency. e. Minimum requirements for plant stocks is Florida Grade No. 1 or better and must be so specified on plans, as per Department of Plant Industries Grades & Standards (February 1998 edition), and updates. f. All plant species must be rated no greater than slightly susceptible to contagious diseases (such as lethal yellowing) by current accepted industry research literature. g. Proposed projects that serve disadvantaged areas (with sponsors that can commit to proper installation and effective maintenance), may be prioritized by the Board of County Commissioners during the funding allocation approval process. A case for why an applicant s project should be considered a disadvantaged area needs to be made by the applicant and the Board of County Commissioners may weigh the merits of those cases. h. Applicant must document authorization to plant and maintain the project if the project is property owned or controlled by an entity other than the applicant. Unless on private property, such authorization would be conceptual in nature, pending the satisfaction of FDOT s, PBC s or other entity s permit requirements. Such authorization letters can be obtained from: COUNTY THOROUGHFARES or STATE ROADS: Mr. Andy Hertel, AICP or Jason Weber Susana Thompson Streetscape Section District 4 Grant Coordinator PBC Dept. of Engineering FL Dept. of Transportation (561) 684-4100 (954) 777-4340 i. Clearly show public right-of-ways, all underground and overhead utilities, easements, and private lands on attached plans. If any improvements will be installed on private property, clearly show name of owner for each private parcel on plans. All landscaping shall comply with the requirements of FPL s Plant the Right Tree in the Right Place publication. j. Refer to the application form for the required number and contents of application packages to be submitted. 5. EVALUATION CRITERIA: A summary of evaluation criteria is provided on the attached Evaluation Form. Please refer to detailed requirements and criteria listed above and within the application form.