Small-Scale Water Efficiency Projects

Foa_Content_of_R25AS00279_Final_V2

Bureau of Reclamation
Notice of Funding Opportunity
Small-Scale Water Efficiency Projects
Funding Opportunity Number
R25AS00279

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Table of Contents
BASIC INFORMATION .................................................................................................................1
ELIGIBILITY ..................................................................................................................................3
Cost Sharing Requirement ...........................................................................................................3
GET READY TO APPLY ...............................................................................................................4
Required System Registrations ....................................................................................................4
PROGRAM OVERVIEW ...............................................................................................................4
Program Goals ..............................................................................................................................5
Program Description ....................................................................................................................5
Legislative Authority ...................................................................................................................9
Type of Award .............................................................................................................................9
PREPARE YOUR APPLICATION ................................................................................................9
Application Content and Format ..................................................................................................9
Application Documents ................................................................................................................9
SUBMISSION REQUIREMENTS AND DEADLINES ..............................................................14
Address to Request Application Package ..................................................................................14
Submission Dates and Times .....................................................................................................15
Submission Instructions .............................................................................................................15
APPLICATION REVIEW INFORMATION ................................................................................16
Eligibility Review ......................................................................................................................16
Merit Review ..............................................................................................................................17
Review and Selection Process ....................................................................................................21
Risk Review ...............................................................................................................................22
AWARD NOTICES ......................................................................................................................22
POST AWARD REQUIREMENTS AND ADMINISTRATION ................................................23
Administration and National Policy Requirements ...................................................................23
Reporting ....................................................................................................................................25
BASIC INFORMATION
Announcement Type: Initial
Funding Opportunity Number: R25AS00279
Assistance Listing Number(s): 15.507
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Estimated Total Program Funding: $4,000,000
Expected Number of Awards: 50
Award Ceiling: $125,000
Award Floor: $1,000
A total of up to $125,000 in Federal funds may be awarded to an applicant. To be considered a
small-scale project, total project costs cannot exceed $250,000. The budget proposal must
include the cost of all equipment, materials and supplies, and labor or contractual costs to
complete the installation of the project.
Construction Start Date Limitation - Proposed projects should not have an estimated
construction start date that is prior to 12 months after the submission deadline.
Cost Sharing Required?
Yes
Closing Date Explanation
June 02, 2026 at 4:00 pm MDT
U.S. states and local governments may be required under Executive Order 12372,
Intergovernmental Review of Federal Programs to submit their application to their State Single
Point of Contact (SPOC) for review. For more information, see the Intergovernmental Review
SPOC List.
Have Questions?
For questions regarding application and submission, contact the NOFO team at bor-sha-
fafoa@usbr.gov.
For questions regarding applicant and project eligibility or application content, contact the
Program Coordinator, Nickie McCann, nmccann@usbr.gov, 720-610-3480.
Please include the NOFO number R25AS00279 in the subject line of any email correspondence.
Executive Summary
Through WaterSMART, the Bureau of Reclamation (Reclamation) leverages Federal and non-
Federal funding to work cooperatively with States, Tribes, and other entities as they plan for and
implement actions to increase water supply and hydropower reliability. The WaterSMART
Program demonstrably advances Trump administration priorities, such as those identified in
Presidential Executive Order 14154 (January 20, 2025): Unleashing American Energy (E.O.
14154) and Secretarial Order 3418, and aligns with other priorities and requirements, such as
those identified in Presidential Executive Order 14332 (August 7, 2025): Improving Oversight in
Federal Grantmaking (E.O. 14332). The goal of the WaterSMART Small-Scale Water Efficiency
Projects NOFO is to invite eligible entities to apply for funding to implement projects that
conserve water and enhance water supply reliability in water delivery systems. It encourages the
implementation of small-scale projects identified through prior planning efforts, such as canal
lining, water delivery automation, flow measurement, and other projects that increase water
efficiency.
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ELIGIBILITY
Eligible Applicants
Others (see text field entitled "Additional Information on Eligibility" for clarification)
Additional Information on Eligibility
Eligible Applicants - Applicants eligible to receive an award under this funding opportunity are
described below.
Category A Applicants:
• States, Tribes, irrigation districts, and water districts;
• State, regional, or local authorities, the members of which include one or more
organizations with water or power delivery authority; and
• Other organizations with water or power delivery authority.
Category A applicants must be located in the Western United States or Territories as identified in
the Reclamation Act of June 17, 1902, as amended and supplemented; specifically: Alaska,
Arizona, California, Colorado, Hawaii, Idaho, Kansas, Montana, Nebraska, Nevada, New
Mexico, North Dakota, Oklahoma, Oregon, South Dakota, Texas, Utah, Washington, Wyoming,
American Samoa, Guam, the Northern Mariana Islands, the U.S. Virgin Islands and Puerto Rico.
Category B Applicants:
Nonprofit conservation organizations that are acting in partnership with, and with the agreement
of an entity described in Category A. Category B applicants should include with their
application a letter from the Category A partner stating that the Category A partner:
• Is acting in partnership with the applicant;
• Agrees to the submittal and content of the application; and
• Intends to participate in the project in some way, for example, by providing input,
feedback, or other support for the project.
All Category B applicants must be located in the United States, or the specific Territories
identified above.
Note: Partners do not necessarily need to contribute cost share funding.
Ineligible Applicants:
Those not eligible include, but are not limited to, the following entities:
• Federal Governmental entities
• Individuals
• Institutes of higher education
Cost Sharing Requirement
Cost Sharing Required?
Yes
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At the time of award, applicants must cost share at least 50 percent of the total project cost. For
example, if the total project cost on the SF-424A is $250,000, the minimum amount of non-
Federal cost share would be $125,000. All cost-share contributions must be from a non-Federal
source and meet the requirements of 2 CFR 200.306.
Total Project Costs on the SF-424A $250,000
Minimum required cost share- 50% x 50%
Applicant non-Federal cost share of project costs $125,000
Federal share $125,000
Note: This cost-sharing requirement is not applicable to American Samoa, Guam, the Northern
Mariana Islands, or the Virgin Islands.[1]
[1] see Public Law 95-134, Title V, § 501 (1977) (codified at 48 U.S.C. 1469a), as amended by
Public Law 96-205, Title V, § 601
GET READY TO APPLY
Required System Registrations
Unique Entity Identifier and SAM.gov Registration
Before applying, all applicants except individuals applying as a natural person must be
registered in SAM.gov. During the SAM.gov registration the entity will obtain their Unique
Entity Identifier (UEI).
The SAM.gov registration process can take several months. If your organization is not
already registered in SAM.gov, begin the registration process as soon as possible.
To register in SAM.gov, go to the SAM.gov website and use the available resources to
complete registration.
• Financial assistance registrants must review and certify compliance with the SAM.gov
“Financial Assistance General Representations and Certifications”.
• Already registered? You already have a Unique Entity ID. Before applying, check that
your “Financial Assistance General Representations and Certifications” on SAM.gov is
complete. Remember to renew your registration every year to keep it active while you
have an award or application in progress. You can update your registration whenever you
need, including during renewal.
• Need help? For additional information and contact information on the SAM.gov Help
page.
Refer to Attachment – Submission Instructions & Tips.
GRANTS.GOV
This program accepts applications through Grants.gov so once you receive your UEI return to
Grants.gov to register with Grants.gov. Please allow 30 days to register and set up a Workspace
in Grants.gov. See Submission Instructions section below for additional details.
PROGRAM OVERVIEW
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Program Goals
• Through WaterSMART, Reclamation leverages Federal and non-Federal funding to work
cooperatively with States, Tribes, and local entities as they plan for and implement
actions to increase water supply reliability through investments in existing infrastructure
and attention to local water conflicts.
The objective of the WaterSMART Small-Scale Water Efficiency Projects NOFO is to
invite eligible applicants to leverage their money and resources by cost sharing with
Reclamation on small-scale on-the-ground projects that seek to conserve, better manage,
or otherwise make more efficient use of water supplies.
Program Description
The WaterSMART Small-Scale Water Efficiency Projects NOFO prioritizes projects that are
supported by an existing water management and conservation plan, System Optimization
Review, or other planning effort led by the applicant.
This prioritization will help ensure that projects funded under this NOFO are well thought out,
have public support, and have been identified as the best way to address water management
concerns.
Eligible Projects- Reclamation will provide funding for small-scale on-the-ground water
efficiency projects which seek to implement work identified in an applicant’s water planning
efforts. Eligible water conservation projects include:
• Canal Lining/Piping: Projects that line or pipe canals, resulting in conserved water.
Projects include, but are not limited to:
o Installing new proven lining materials or technology
o Converting open canals to pipeline
o Improving existing conveyance and delivery infrastructure
• Municipal Metering: Projects that install or upgrade meters including, but are not
limited to, installing end-user water service meters, e.g., for a residential or commercial
building unit. One-time purchase of software, equipment, and training for meter
monitoring can be included.
• Irrigation Flow Measurement: Projects that improve measurement accuracy and result
in reduced spills and over-deliveries to irrigators. Projects include, but are not limited to:
o Installing weirs, flumes, ramps, etc. in open channels
o Installing meters in pressurized pipes
• Supervisory Control and Data Acquisition and Automation (SCADA): Projects that
install SCADA and/or automation components that provide water savings when irrigation
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delivery system operational efficiency is improved to reduce spills, over-deliveries, and
seepage. Projects include, but are not limited to:
o Installing SCADA components that allow for remote monitoring of irrigation
delivery system conditions (flow rates, water elevations, controls devices
openings, etc.)
o Installing automation components that allow for remote operation of delivery
system control features (gates, valves, turnouts, etc.)
Note: This NOFO is not intended for projects to replace existing SCADA systems.
• Landscape Irrigation Measures: Projects that provide water savings by reducing
outdoor water usage. These measures include turf removal, smart irrigation controllers
and high-efficiency nozzles. These measures are typically promoted by water entities
through rebates or direct-install programs, which are eligible for WaterSMART Grants
funding. Projects include, but are not limited to:
o Removing turf
o Installation of drought tolerant landscaping
o Installing Smart irrigation controllers
o Installing high-efficiency nozzles (e.g., sprinkler heads)
Other projects that are similar to those tasks listed above may be submitted for consideration and
will be allowed to the extent that they are consistent with program authorization and goals.
Ineligible Projects - Projects that are not eligible for funding under this NOFO include, but are
not limited to:
• Operations, Maintenance, and Replacement: In accordance with Section 9504 of Secure
Water Act, projects that are considered normal operations, maintenance, and replacement
(OM&R) are not eligible for funding under this NOFO. OM&R is described as system
improvements that replace or repair existing infrastructure or function without providing
increased efficiency or effectiveness of water distribution over the expected life of the
improvement. Examples of ineligible OM&R projects include:
o Replacing malfunctioning components of an existing facility with the same
components
o Improving an existing facility to operate as originally designed
o Performing an activity on a recurring basis, even if that period is extended (e.g., a
10-year interval)
o Sealing expansion joints of concrete lining because the original sealer or the water
stops have failed
o Sealing cracks in canals and/or pipes, including those sealant projects intended to
improve facilities with inherent design and construction flaws
o Replacing broken meters with new meters of the same type
o Replacing leaky pipes with new pipes of the same type
o Completion of one-time leak detection surveys
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• Water Reclamation, Reuse, and Desalination: Water reclamation, reuse, and
desalination projects are not eligible for funding under this NOFO. Entities seeking
funding for these types of projects should consider Reclamation’s Title XVI Water
Reclamation and Reuse Program and Drought Response Program. See the WaterSMART
Program webpage at www.usbr.gov\watersmart, for more information.
• Indoor Appliances and Fixtures: Projects that support the installation or directly install
indoor appliances or fixtures such as toilets, shower heads, and similar devices.
• Injection Wells and Recharge Projects Primarily for Agricultural or Municipal
Benefits: Injection wells and recharge projects primarily for agricultural or municipal
benefits are not eligible. Applicants proposing such projects should consider applying for
funding under the WaterSMART Drought Resiliency Projects NOFO. See the
WaterSMART Drought Response Program webpage, www.usbr.gov/drought, for more
information.
• Water Purchases: Applications to use Federal funding to purchase water are not eligible
under this NOFO. Applicants seeking funding to purchase water in a drought emergency
should request emergency drought assistance under Reclamation’s Drought Response
Program. For more information about the requirements for receiving emergency drought
assistance, please see www.usbr.gov/drought, fort more information.
• Land Purchase and Easements: Applications to use Federal funding for the purchase of
land, or with the primary purpose to secure a permanent easement, are not eligible under
this NOFO.
• Building Construction: Applications to construct a building are not eligible for Federal
funding under this NOFO (e.g., a building to house administrative staff or to promote
public awareness of water conservation).
• Pilot Projects: Applications to conduct a pilot study to evaluate technical capability,
economic feasibility, or viability for full-scale implementation or to test an unproven
material or technology are not eligible for Federal funding under this NOFO.
• On-Farm Irrigation Efficiency Improvements: Projects to conduct on-farm irrigation
efficiency improvements are not eligible under this NOFO. Applicants interested in on-
farm improvements should contact the U.S. Department of Agriculture and Natural
Resources Conservation Service (NRCS) to investigate opportunities for Federal
assistance. For more information on NRCS programs, including application deadlines and
a description of available funding, please contact your local NRCS office or see
www.nrcs.usda.gov for further contact information in your area. This NOFO does not
preclude projects located on private land. Some project components may occur on private
land, including on agricultural land, if they are part of a project with broader benefits to
ecological value or watershed health.
• New Conveyance Infrastructure for Municipal or Agricultural Water Delivery: A
project that proposes to construct new conveyance to allow for the distribution of
additional or new water supplies for municipal or agricultural use is not eligible.
Applicants proposing such projects should consider applying for funding under the
WaterSMART Drought Resiliency Projects NOFO. See the WaterSMART Drought
Response Program webpage, www.usbr.gov/drought, for more information.
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• Training, Education, and Outreach Activities: General education activities, general
stakeholder outreach, the implementation of citizen science training programs, or general
staff training are not eligible under this NOFO.
• Projects Receiving Other Federal Financial Assistance: Proposals for projects or
activities that are funded under another Federal Financial Assistance agreement are not
eligible for funding under this NOFO.
Funding Amounts and Period of Performance - Applicants may request up to $125,000 in
Federal funds for projects that can be completed within 2 years of award.
Construction Start Date Limitation - Proposed projects should not have an estimated
construction start date that is prior to 12 months after the submission deadline.
Collaboration with the Natural Resources Conservation Service - Reclamation and NRCS
collaborate to align program resources in areas of the West where mission areas overlap. This
enhances the effectiveness of the agencies’ efforts to improve drought resiliency and water
efficiency. Applicants under WaterSMART Grants receive additional consideration in the merit
review process for delivery system improvements that complement on-farm improvements
supported by NRCS, such as those funded through their Environmental Quality Incentives
Program (EQIP). Contingent on available appropriations, NRCS provides dedicated EQIP
funding to support on-farm water efficiency improvements by producers served by water
delivery systems improved through a WaterSMART Grant.
Under this NOFO, consideration will be given under Merit Review Criterion A—Project Benefits
for proposals that describe on-farm efficiency work that is currently being completed or is
anticipated to be completed in collaboration with NRCS in the area (e.g., with a direct
connection to the district’s water supply). Please contact your local NRCS office for more
information regarding NRCS assistance. You can find the contact information for your state
NRCS office on the USDA’s website, https://www.nrcs.usda.gov/conservation-
basics/conservation-by-state/state-offices.
Multiple Applications - Multiple applications for funding may be submitted for consideration
under this funding opportunity, provided that the project scopes are not duplicative.
No more than one award will be made to a Category A applicant per application period under
this NOFO. Category B applicants may receive multiple awards for separate projects with
different Category A partners.
Technical Assistance - If the proposed project is selected, Reclamation may be able to provide
technical assistance or services after award on a fee for service basis. Before applying, discuss
the potential for technical assistance with Reclamation and include these costs in the budget. For
more information, contact the Program Coordinator identified in the Have Questions section
above.
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For more information regarding WaterSMART Small-Scale Water Efficiency Projects, including
previously funded projects and applications, visit https://www.usbr.gov/watersmart/swep.
Certified Local Governments are encouraged to prioritize projects in support of the celebration
of America’s 250th birthday (American250). This may include, but is not limited to, preservation
planning, interpretation, public engagement, and rehabilitation projects that recognize and honor
the nation’s founding, history, and cultural heritage.
Legislative Authority
Section 9504(a) of the Secure Water Act, Subtitle F of Title IX of the Omnibus Public Land
Management Act of 2009, Public Law (P.L.) 111-11 (42 United States Code [U.S.C.] 10364), as
amended.
Type of Award
Projects will be funded through CA (Cooperative Agreement), G (Grant).
Recipient should expect the Federal agency to have substantial involvement in the project.
Awards will be made through a grant or cooperative agreement, depending on the project. If a
cooperative agreement is awarded, the recipient should expect Reclamation to have substantial
involvement in the project. This may include collaboration or participation in the management of
the project and/or review, input, and approval during implementation of the project.
PREPARE YOUR APPLICATION
Application Content and Format
Pre-Application Requirements
Prior to applying, applicants should review presidential actions found at:
https://www.whitehouse.gov/presidential-actions/ and DOI Secretary’s Orders found at:
https://www.doi.gov/document-library/secretary-order. By applying in response to this Notice of
Funding Opportunity, the applicant certifies awareness and compliance with all currently
effective and applicable executive orders and secretary’s orders, including but not limited to the
Executive Order titled Ending Radical and Wasteful Government DEI Programs and
Preferencing as well as the Executive Order and Secretary’s order titled Restoring Truth and
Sanity to American History. Applicants are responsible for ensuring their proposed activities are
consistent with the intent and requirements of these directives.
Application Documents
Applicants must submit the following forms with their application as specified below.
Instructions for accessing and submitting application forms are provided in the Submission
Instructions section of this document below. For instructions on completing form fields, see the
form instructions on the Grants.gov Forms Repository.
Forms/Assurances/Certifications Submission Requirement
SF-424, Application for Federal Assistance
Required from all applicants
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Forms/Assurances/Certifications Submission Requirement
Note: For applicants requesting more than $100,000 in Federal
funds, the Authorized Representative’s signature (or electronic
equivalent) on the Application for Federal Assistance form also
represents their certification of the statements in Appendix A to
43 CFR 18-Certification Regarding Lobbying
SF-424A, Budget Information – Construction and Non- Required for construction and
Construction Programs non-construction projects
SF-429 (Cover Page & Attachment B), Request to Acquire,
Improve, or Furnish Real Property
Required if requesting to
Note: The SF-429 forms are only available in the Grants.gov acquire, improve, or furnish
Forms Repository. Applicants must download the form and real property.
include the completed form as an application attachment.
Required if requesting more
than $100,000 in Federal
funds and the applicant has
used or plans to use funds
SF-LLL, Disclosure of Lobbying Activities
other than Federal
appropriated funds for
lobbying related to the
proposed project.
Project Abstract Summary (OMB 4040-0019). Must include, in
plain language:
• Award purpose,
• Activities to be performed,
• Expected deliverables or outcomes, Required from all applicants
• Intended beneficiaries.
• Subrecipient activities (if known or specified at time of
award)
SF-424A Budget Information
Reclamation uses the SF-424A for both construction and non-construction programs. The SF-
424A should be fully filled out, including both the costs that will be paid with Federal funds and
those that will be paid with the non-Federal funds. In Section D of the SF-424A – Forecasted
Cash Needs, applicants do not have to project cash needs by quarter. Instead include all costs in
the first quarter of the first year and enter “0” in all other fields of Section E – Budget Estimates
of Federal Funds Needed for Balance of the Project.
Project Abstract Summary
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Failure to include a Project Abstract Summary will not result in removal of the proposal from
consideration by Reclamation.
Project Narrative
The Project Narrative, including responses to the Merit Review Criteria shall be limited to a
maximum of 15 consecutively numbered pages. If this section exceeds 15 pages, only the first 15
pages will be evaluated. The full application, including all attachments, should not exceed 40
pages. If the application exceeds 40 pages, only the first 40 pages will be considered in the
merit review.
The font should be at least 12 points in size and easily readable. Page size shall be 8½ by 11
inches, including charts, maps, and drawings. Margins should be standard 1-inch margins.
Oversized pages will not be accepted.
The Project Narrative should include the components described below. Applicants should only
describe the work that is reflected in the budget - do not include activities that are already
complete or will be completed in a future phase.
Title Page
Provide a brief, informative, and descriptive title for the proposed work that indicates the nature
of the project. Include the name and address of the applicant, and the name and address, e-mail
address, and telephone of the Project Manager.
Table of Contents
List all major sections of the proposal in the table of contents.
Executive Summary
The executive summary should include:
• The date, applicant name, city, county, and state.
• Please indicate whether you are a Category A applicant or Category B applicant. If you
are a Category B applicant, please briefly explain how you are acting in partnership with
a Category A partner. Note: If you are a Category B applicant, you must include a letter
from the Category A partner confirming that they are partnering with you and agree to
the submittal and content of the application (see the Eligible Applicants section). See the
Letter of Partnership section for additional information.
• A short paragraph project summary that provides the location of the project, a brief
description of the work that will be carried out, any partners involved, expected benefits,
how those benefits relate to the water management issues you plan to address, and what
planning document and objective the project supports. This information will be used to
create a summary of your project for Reclamation’s website if the project is selected for
funding.
Example: The Newton Water Users Association, located in northern Utah, will upgrade
the Jones Pipeline from 1.1 miles of transit pipe to high density polyethylene or polyynyl
chloride pipe. The project will also upgrade meters and isolation valves at 14 of the 28
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customer turnouts along the Jones Pipeline. The upgrade will reduce seepage losses and
enable the Association and stakeholders to better manage the water supply. The project
will also make the Jones Pipeline compatible with the recently pressurized main canal
and will enable agricultural customers to make future on-farm irrigation improvements.
The project meets the goals of the Association’s Water Management and Conservation
Plan in 2015.
• State the length of time and estimated completion date for the proposed project
(month/year). Note: Proposed projects should not have an estimated construction start
date that is prior to 12 months after the submission deadline for the application period.
• Whether or not the proposed project is located on a Federal facility.
Project Location
Provide detailed information on the proposed project location or project area including a map
showing the geographic location. For example, [project name] is located in [state and county]
approximately [distance] miles [direction, e.g., northeast] of [nearest town]. The project latitude
is [##°##’N] and longitude is [###°##’W].
Technical Project Description
Provide a comprehensive description of the technical aspects of your project, including the scope
of work to be accomplished and the approach for the on-the-ground project. This description
should provide detailed information about the project materials and equipment including what is
currently installed and a description of the upgrade being made. Include in your description the
necessary site preparation, removal of materials, motorized and rotating equipment required for
installation, site laydown and mobilization areas, and areas impacted by construction. This
section provides an opportunity for the applicant to provide a clear description of the technical
nature and installation process of the project and to address any aspect of the project that
reviewers may need additional information to understand. Please identify if any buildings,
structures, or features associated with the project are listed or eligible for listing on the National
Register of Historic Places (over 50 years of age).
Please do not include your project schedule and milestones here; that information is requested in
response to the Merit Review Criterion C—Implementation and Results. In addition, please
avoid discussion of the benefits of the project, which are also requested in response to merit
review criteria. This section is solely intended to provide an understanding of the technical
aspects of the project.
Merit Review Criteria
“The Merit Review Criteria” section provides a detailed description of each criterion and sub-
criterion and points associated with each. The merit review criteria portion of the application
should thoroughly address each criterion and sub-criterion in the order presented to assist in the
complete and accurate merit review of the proposal.
Copying and pasting the merit review criteria and sub-criteria in Project Narrative’s Merit
Review Criteria into your applications is suggested to ensure that all necessary information is
adequately addressed.
Letters of Support
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Attach all support letters from interested stakeholders at the end of your application. Letters
received after the application deadline will not be evaluated.
Letter of Partnership (Category B Applicants)
Category B applicants need to submit a Letter of Partnership from their eligible Category A
partner, confirming their collaboration and agreement with the application. Ideally, this letter
should be included with the application; however, if selected for an award, it must be received
before the financial assistance agreement is finalized.
Budget Narrative
Applicants must describe and justify items and costs listed in their budget. The budget narrative
must identify the following cost items: total estimated costs, non-Federal cost share, third-party
contributions, and any pre-award costs. Total project cost is the sum of all allowable costs,
including required and voluntary cost share and third-party contributions.
Budget items must be:
• Reasonable, allowable, allocable, and necessary
• Compliant with 2 CFR §200 Subpart E cost principles
Indirect Costs: Applicants must indicate in their budget narrative how they will charge indirect
costs, including the rate to be applied:
• De Minimis Rate: If eligible, state if your organization is opting to use the de minimis
rate of up to 15% of total modified direct costs. Entities that do not have a current Federal
negotiated indirect cost rate (including provisional rate) may propose to use the de
minimis rate. For more information, refer to 2 CFR 200.414(f).
• Negotiated Rate: State if you will negotiate with your cognizant agency. If your
organization has previously negotiated a rate, attach a copy of the most recently
negotiated rate agreement (active or expired).
The budget narrative provides a written description of the costs included in each budget category
on the SF-424A and how they were estimated. While the SF-424A gives the total cost for each
category of the budget, the budget narrative gives the item by item breakdown for each category
and shows the calculations used to derive the costs. The budget description serves two purposes:
1) it explains how the costs were estimated, and 2) it justifies the need for the cost. See
Attachment A for Budget Narrative Guidance. Attachment B is a suggested format for capturing
budget details to support the Narrative.
Applicants may include pre-award costs (defined at 2 CFR 200.458) in their budget estimate.
The estimate may only include costs that were or will be incurred after the posting date of this
funding opportunity. Incurrence of pre-award costs are at the applicant’s risk. If selected, the pre-
award costs will be reviewed and approved costs will be included in the financial assistance
agreement.
Program Cost Restrictions:
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Proposal costs: The costs for preparing and submitting an application in response to this funding
opportunity, including developing data necessary to support the proposal, are not eligible project
costs and must not be included in the project budget.
Other project costs: The costs for the purchase of water or land, or to secure an easement other
than a construction easement are not eligible project costs under this funding opportunity.
Environmental and Regulatory Compliance Costs:
Include costs in the budget for completing compliance activities for Federal environmental and
cultural resources laws and regulations. Applicants may contact their local Reclamation office to
discuss the compliance requirements and potential costs. If the project is selected for award,
these costs will be reviewed for accuracy and adjusted as needed. See “Administration and
National Policy Requirements” for additional detail.
Conflict of Interest and Unresolved Matters Disclosures:
If any actual or potential conflict of interest exists related to this project at the time of
application, the applicant must provide sufficient information to support a program determination
of significance per 2 CFR 1402.112. Refer to 2 CFR 200.112 Conflict of Interest and 2 CFR
200.113.
Overlap or Duplication of Effort Statement:
Applicants must state in their application if the activities, costs, or time commitment of key
personnel proposed in this application overlap with those in any other Federal proposal or award
or not. If no overlap exists, include a statement to that effect. If any overlap exists, provide:
• Activities: Description any overlapping activities.
• Costs: Description of any overlapping costs.
• Time: Description of any overlapping key personnel time.
• A copy of any overlapping or duplicative proposal submitted to any other potential
funding entity.
• Details on when any overlapping proposal was submitted, to whom, and the expected
date of the funding decision.
Other Required Information
Letters of Commitment:
Applicants should include letters of commitment from third-party cost share sources. Letters of
commitment should identify the amount of funding committed, the date the funds are available,
time constraints on the availability of funds, and any other funding contingencies.
SUBMISSION REQUIREMENTS AND DEADLINES
Address to Request Application Package
Grants.gov contains a complete application kit to submit a full application in response to this
NOFO. Instructions for the Grants.gov application process are available here. Contact Devin
Baez at bor-sha-fafoa@usbr.gov if you are unable to access the application materials
electronically.
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Proposals received after the application deadline will not be considered unless it can be
determined that the delay was caused by Reclamation or there were technical issues with
Grants.gov. To document a delay due to a technical issue in Grants.gov, you must furnish a
Grants.gov helpdesk ticket number to the NOFO team that validates the delay. Difficulties
related to an applicant’s Grants.gov profile (e.g., incorrect organizational representative),
uploading documents to Grants.gov, or an applicant’s SAM.gov registration are not considered
technical issues with the Grants.gov system.
Submission Dates and Times
Closing Date for Applications: 06/02/2026
Closing Date Explanation
June 02, 2026 at 4:00 pm MDT
Submission Instructions
Apply Through Grants.gov
To apply through Grants.gov, please follow the instructions in the Quick Start Guide for
Applicants. Before applying, ensure that at least one person at your organization is registered and
has the Authorized Organization Representative (AOR). Only the AOR can submit the
application. If you need more users, they must create their own Grants.gov account. Follow these
steps below to apply:
• Create a Workspace: Creating a workspace allows you to complete it online and route it
through your organization for review before submitting.
• Complete a Workspace: Invite participants to the workspace so you can collaborate on
the application. Required applications forms are included in the Grants.gov Funding
Opportunity Package and can be completed in the Workspace, unless noted otherwise in
the Required Forms table above. Check for errors before submission.
• Submit a Workspace: An application may be submitted through workspace by clicking
the Sign and Submit button on the Manage Workspace page, under the Forms tab
• Track a Workspace Submission: After successfully submitting a workspace application, a
Grants.gov Tracking Number (GRANTXXXXXXXX) is automatically assigned to the
application.
The system generates a date and time stamp and sends it to the applicant’s AOR via email as
proof of submission. Make sure your application passes the Grants.gov validation checks. Do not
encrypt, zip, or password-protect any files. Only registered individuals in SAM as both a user
and an AOR can submit applications. Please allow 30 days to register in Grants.gov.
Application System Technical Support: For Grants.gov technical registration and submission,
downloading forms, and application packages, contact Grants.gov Customer Support at 1-800-
518-4726 or by email at Support@grants.gov.
Applicants can submit a hard copy application by U.S. Mail or express delivery to the addresses
below.
By mail or United States Postal Service overnight services:
Bureau of Reclamation
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Financial Assistance Operations Section
Attn: NOFO Team
P.O. Box 25007, MS 84-27133
Denver, CO 80225
By all other express delivery and courier services:
Bureau of Reclamation mail services
Attn: NOFO Team
Denver Federal Center
Bldg. 67, Rm. 152
6th Avenue and Kipling Street
Denver, CO 80225
Please notify the Reclamation Financial Assistance Contact listed in the “Basic Information”
section on the submission date to confirm the hard copy submission.
APPLICATION REVIEW INFORMATION
Eligibility Review
During the eligibility review, the application is checked for timely submission, completed
packages (see Application Documents above) and alignment with the requirements of this
announcement. The Federal agency may remove an application if it does not pass the eligibility
review.
Reclamation will remove an application if it does not include:
• Completed SF-424 and SF-424A forms
• SAM.gov registration, with a valid UEI (unless an exemption at 2 CFR 25.110 applies,
see below)
• A project narrative
• A budget narrative
If an applicant selected for funding hasn't finished their SAM.gov registration (see 2 CFR 25.200
and 2 CFR 25.110) when the federal agency is ready to make an award, we may decide that the
applicant is ineligible for the award and choose to grant it to someone else. Please refer 2 CFR
25.205 for more information.
Prior to making an award, the DOI checks the anticipated recipient and their key project
personnel against the current list of prohibited or restricted persons or entities in the System for
Award Management (SAM.gov) Exclusions database. We are prohibited from making an award
if a recipient or any key personnel are found ineligible, prohibited, restricted, or otherwise
excluded from receiving or participating in an award, as their ineligibility condition applies to
this program.
If removed from consideration for ineligibility, the Federal agency will notify the applicant in
writing.
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Merit Review
The merit review criteria should be addressed in the Project Narrative. Applications should
thoroughly address each criterion and any sub-criterion in the order presented below.
Applications will be evaluated against the merit review criteria listed below.
Merit Review Criteria Scoring Summary Points
A. Project Benefits 15
B. Planning Efforts Supporting the Project 25
C. Project Implementation 20
D. Nexus to Reclamation 5
E. Presidential and Department of Interior Priorities 20
F. Construction Priority 10
G. Cost-Share Priority 5
Total 100
Note: Projects may be prioritized to ensure balance among the program task areas and to ensure
that the projects address this NOFO’s goals and objectives.
Merit Review Criterion A. Project Benefits (15 points)
Up to 15 points may be awarded based upon evaluation of the benefits that are expected to result
from implementing the proposed project. This criterion considers a variety of project benefits,
including the significance of the anticipated water management benefits and the public benefits
of the project. This criterion prioritizes projects that modernize existing infrastructure to address
water reliability concerns, increasing water yield available for multiple beneficial uses and
resolving water related conflict in the region.
If the work described in your application is a phase of a larger project, only discuss the benefits
that will result directly from the work discussed in the Project Narrative and that is reflected in
the budget, not the larger project.
Benefits to the Category A Applicant’s Water Delivery System: Describe the expected
benefits to the Category A applicant’s water delivery system. Address the following:
Clearly explain the anticipated water management benefits to the Category A applicant’s water
supply delivery system and water customers. Consider:
• Will the project result in more efficient management of the water supply?
• Where any conserved water as a result of the project will go and how it will be used?
Explain the significance of the anticipated water management benefits for the Category A
applicant’s water delivery system and customers. Consider:
• Are customers not currently getting their full water right at certain times of year?
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• Does this project have the potential to prevent lawsuits or water calls?
• What are the consequences of not making the improvement?
• Are customer water restrictions currently required?
• Other significant concerns that support the need for the project.
Broader Benefits: Describe the broader benefits that are expected to occur as a result of the
project. Consider:
Will the project improve broader water supply reliability at sub-basin or basin scale?
• Will the proposed project increase collaboration and information sharing among water
managers in the region? Please explain.
• Is the project in an area that is experiencing, or recently experienced, drought or water
scarcity? Will the project help address drought conditions at the sub-basin or basin
scale? Please explain.
• Will the proposed project benefit different sectors and economies within the geographic
areas (e.g., benefits to agriculture, environment, recreation, and tourism)? Please explain.
• Will the project complement work being done in coordination with NRCS in the area
(e.g., the area with a direct connection to the districts water supply)? Please explain.
Please note, on-farm improvements themselves are not eligible activities for funding under this
NOFO. This criterion is intended to focus on how the WaterSMART Grant project will
complement ongoing or future on-farm improvements. NRCS will have a separate application
process for the on-farm components of selected projects that may be undertaken in the future,
separate of the WaterSMART Grant project.
Merit Review Criterion B. Planning Efforts Supporting the Project (25 points)
Up to 25 points may be awarded based on the extent to which the proposed on-the-ground
project is supported by an applicant’s existing water management plan, water conservation plan,
System Optimization Review, or identified as part of another planning effort led by the Category
A applicant. This criterion prioritizes projects that are identified through local planning efforts
and meet local needs. Note: Project specific planning and design for the project or other phases
of the project are considered in Criteria C – Implementation.
Plan Description and Objectives: Is your project supported by a specific planning document or
effort? If so, describe the existing plan. When was the plan developed? What is the purpose and
objective of the plan?
Plan Development: Who developed the planning effort? What is the geographic scope of the
plan? If the planning effort was not developed by the Category A applicant, describe the
Category A applicant’s involvement in developing the planning effort.
Support for the Project: Describe to what extend the proposed project is supported by the
identified plan. Consider:
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• Is the project identified specifically by name and location in the planning effort?
• Is this type of project identified in the planning effort?
• Explain whether the proposed project implement a goal, objective, or address a need or
problem identified in the existing planning effort?
• Explain how the proposed project has been determined as a priority in the existing
planning effort as opposed to other potential projects/measures.
Merit Review Criterion C. Implementation and Results (20 points)
Up to 20 points may be awarded based upon the extent to which the applicant is capable of
proceeding with the proposed project upon entering into a financial assistance agreement.
Applicants that describe a detailed plan (e.g., estimated project schedule that shows the stages
and duration of the proposed work, including major tasks, milestones, and dates) will receive the
most points under this criterion.
• Describe the implementation plan for the proposed project. Please include an estimated
project schedule that shows the stages and duration of the proposed work, including
major tasks, milestones, and dates.
• Proposals with a budget and budget narrative that provide a reasonable explanation of
project costs will be prioritized under this criterion.
• Describe any permits and agency approvals that will be required along with the process
and timeframe for obtaining such permits or approvals.
• Identify and describe any engineering or design work performed specifically in support of
the proposed project. What level of engineering design is the project currently? If
additional design is required, describe the planned process and timeline for completing
the design.
• Does the applicant have access to the land or water source where the project is located?
Has the applicant obtained any easements that are required for the project? If the
applicant does not yet have permission to access the project location, describe the process
and timeframe for obtaining such permission.
• Identify whether the applicant has contacted the local Reclamation office to discuss the
potential environmental and cultural resource compliance requirements for the project
and the associated costs. Has a line item been included in the budget for costs associated
with compliance? If a contractor will need to complete some of the compliance
activities, separate line items should be included in the budget for Reclamation’s costs
and the contractor’s costs.
Merit Review Criterion D. Nexus to Reclamation (5 Points)
Up to 5 points may be awarded based on the extent that the proposal demonstrates a nexus
between the proposed project and a Reclamation project or activity. Describe the nexus between
the proposed project and a Reclamation project or activity, including:
Is the proposed project connected to a Reclamation project or activity?
If so, how? Please consider the following:
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• Does the applicant have a water service, repayment, or operations and maintenance
(O&M) contract with Reclamation?
• If the applicant is not a Reclamation contractor, does the applicant receive Reclamation
water through a Reclamation contractor or by any other contractual means?
• Will the proposed work benefit a Reclamation Project area or activity?
Merit Review Criterion E. Presidential and Department of Interior Priorities (20 points)
Up to 20 points may be awarded based on the extent that the project demonstrably:
• advances the Trump Administration’s priorities, including E.O. 14154: Unleashing
American Energy, justifies alignment with priorities and requirements in E.O. 14332:
Improving Oversight in Federal Grantmaking;
• includes primary project elements that develop, demonstrate, and or implement artificial
intelligence (AI) technologies that advance the Trump Administration and Department of
Interior’s priorities for AI, including OMB M-25-21 Accelerating the Use of AI through
Innovation, Governance, and Public Trust; S.O. 3444: Leading Interior’s Path to
Artificial Intelligence Transformation;
• aligns with Secretary Burgum’s strategic objectives, including those identified in S.O.s
3417: Addressing the National Energy Emergency, 3418 Unleashing American Energy,
3419 Delivering Emergency Price Relief for American Families and Defeating the Cost-
of-Living Crisis;
• aligns with goals and objectives in the U.S. Department of the Interior FY 2026-2030
Strategic Plan; and
• supports water management and enhanced operational flexibility in Reclamation States,
with priority given to the Colorado River Basin, which is experiencing long-term drought
conditions.
Please address only those priorities that are applicable to your project. All priorities will be
given equal consideration. A project will not necessarily receive more points simply because
multiple priorities are addressed. Points will be allocated based on the degree to which the
project supports, advances, or otherwise demonstrates an enhancement of one or more of the
priorities identified, and whether the connection to the stated priority (or priorities) is (are) well
supported.
Merit Review Criterion F. Construction Priority (10 points)
Up to 10 points may be awarded based on the extent that the proposed project is a construction
project that can be completed within the allowable project duration. Projects that focus on
construction of hard infrastructure to deliver durable, long-term improvements in water
reliability and resilience will be prioritized. Hard infrastructure is tangible or built infrastructure.
Please identify the hard infrastructure construction components of the project, if applicable.
Merit Review Criterion G. Cost Share Priority (5 Points)
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Up to 5 points may be awarded to proposals that include non-Federal cost share contributions
exceeding the statutory minimum by at least 5 percent. Projects with a higher non-Federal cost
share may be awarded more points. State the percentage of non-Federal funding provided using
the following calculation:
Non-Federal Funding / Total Project Cost = %
See Cost Sharing Requirement and Budget Narrative for more information on cost-share
requirements and eligible costs.
Note: projects selected for award will have reported cost-share amounts verified. If reported cost
share is found to be ineligible, there may be impacts to award. Accordingly, please ensure
reported cost share amounts are accurate and eligible.
Review and Selection Process
This program reviews proposed budgets to ensure:
• figures are correct
• estimated costs are necessary and reasonable and clearly linked to project narratives
• avoid obviously unallowable costs
• identify costs requiring prior approval
• ensure indirect cost rates are applied correctly
• confirm cost sharing requirements are reflected in the budget.
This program reviews applications for potential overlap or duplication between the proposed
project and any other funded or proposed project. Depending on the circumstances, DOI may
choose to not make an award.
Initial Review: Prior to conducting the comprehensive merit review, an initial review will be
performed to determine whether: (1) the applicant is eligible for an award; (2) the information
required by the NOFO has been submitted; (3) all mandatory requirements of the NOFO are
satisfied; (4) the proposed project is responsive to the program objectives of the NOFO (program
determination); and (5) the proposed project is in compliance with all applicable executive and
secretary orders, including the President’s executive order on Ending Radical and Wasteful
Government DEI Programs and referencing as well as the executive order and Secretary order on
Restoring Truth and Sanity to American History. If an applicant fails to meet the requirements or
objectives of the NOFO, or does not provide sufficient information for review, the applicant will
be considered nonresponsive and eliminated from further review.
An Application Review Committee (ARC), made up of experts in relevant disciplines, will
review the technical merit of the application, based on the merit review criteria. The ARC will
also review the application to ensure that the project is eligible and meets the objective of this
NOFO. During ARC review, Reclamation may contact applicants to request clarifications to the
information provided, if necessary.
After the merit review, Reclamation conducts a “red-flag” review of top-ranking applications.
During this review, Reclamation identifies any reasons a project would not be feasible or
advisable, including environmental or cultural compliance, permitting, legal, financial,
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performance or other concerns. After the red-flag review, Reclamation conducts a “managerial
review” of top-ranking applications. The managerial review prioritizes applications for selection
based on the objectives of the NOFO. The review of applications will follow the requirements of
E.O. 14332, such as ensuring review by senior appointees, and that selections demonstrably
advance the President’s policy priorities consistent with applicable law. Geographic dispersion,
project types, applicant types, previous award history, and applicant success in implementing
Gold Standard Science (E.O. 14303) may be considered during the review. Selections are
finalized once all reviews are complete, and all applicants are notified.
Risk Review
Prior to making an award, the applicant will be assessed for their level of risk per 2 CFR
200.206. This assessment includes the applicant's financial management capabilities, project
delivery experience, staffing resources, past award performance, administration and reporting
compliance records, and overall project complexity and potential for challenges. If an award will
be made, special conditions may be applied to the award corresponding to the assessed risk. For
awards over the simplified acquisition threshold (currently $350,000), a review of the applicant's
eligibility and financial integrity information in the applicant's SAM.gov records will also be
performed per 2 CFR 200.206.
Reclamation conducts a detailed budget analysis and a business evaluation and responsibility
determination. During this evaluation, Reclamation will consider several factors, such as:
• Allowability, allocability, and reasonableness of proposed costs
• Financial strength and stability of the applicant
• Past performance, including satisfactory compliance with all terms and conditions of
previous awards, such as environmental compliance, reporting requirements, and audit
compliance
• Adequacy of personnel practices, procurement procedures, and accounting policies and
procedures.
AWARD NOTICES
Notices of Federal Award are sent electronically via GrantSolutions or e-mail. These notices
outline the terms, conditions, and payment instructions per 2 CFR 200.211. The Notice of
Federal Award signed by an authorized Grants Officer is the legal instrument obligating financial
assistance to a recipient. Any other prior notice is not an authorization to begin work. If the
program allows pre-award costs per 2 CFR 200.458, beginning performance before receiving a
Notice of Federal Award is at the applicant’s own risk.
Anticipated Project Start Date: 06/02/2027
Anticipated Project End Date: 06/30/2029
Reclamation anticipates contacting potential award recipients and unsuccessful applicants in
December 2025, subject to the timing and amount of final appropriations. Reclamation will
contact award recipients individually to discuss the time frame for the completion of their
agreement. A webinar will be held for successful applicants within 30 days following their notice
of selection to review next steps and pre-Financial Assistance Agreement procedures.
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Reclamation may post successful applications on a Reclamation website, after necessary
redactions, in consultation with the successful applicant.
POST AWARD REQUIREMENTS AND ADMINISTRATION
Administration and National Policy Requirements
For award administration and national policy requirements, see the DOI General Terms and
Conditions. Infrastructure projects require the use of American iron, steel, manufacture products,
and construction materials per 2 CFR 184.
Automated Standard Application for Payments Registration
All recipients must be registered with and willing to process all payments through the
Department of Treasury Automated Standard Application for Payments (ASAP) system. All
recipients with active financial assistance agreements with Reclamation must be enrolled in
ASAP under the appropriate Agency Location Code(s) and UEI Number prior to the award of
funds. If a recipient has multiple UEI numbers, they must separately enroll within ASAP for
each unique UEI Number and/or Agency. If your entity is currently enrolled in the ASAP system
with an agency other than Reclamation, you must enroll specifically with Reclamation in order
to process payments. All of the information on the enrollment process for recipients, will be sent
to you by ASAP staff if selected for award.
Approvals and Permits
Recipients must comply with Federal, State, Territorial, Tribal, and local laws, regulations, and
codes, as applicable, and must obtain all required approvals and permits. Recipients must also
coordinate and obtain approvals from site owners and operators, as applicable.
Environmental and Cultural Resources Compliance
The recipient must comply with all applicable Federal, State, and local environmental, cultural,
and paleontological resource laws and regulations. Data collections supporting compliance
efforts must follow separate compliance procedures. All projects will require compliance with
the National Environmental Policy Act (NEPA), Endangered Species Act (ESA), and National
Historic Preservation Act (NHPA) before any ground-disturbing activity may begin.
Recipients are prohibited from any ground-disturbing activities (e.g., biological or water quality
surveys, grading, clearing, excavation, and other preliminary or construction activities) on a
project before environmental and cultural resources compliance is complete. A recipient that
proceeds before environmental and cultural resources compliance is complete risks forfeiting
funding. The Grant Officer will issue a Notice to Proceed that explicitly authorizes work to
proceed once environmental and cultural resource compliance is complete.
Official Resolution
Prior to award, the recipient must provide an official resolution adopted by the organization’s
governing body, or, for state government entities, an official authorized to commit the recipient
to the financial and legal obligations of the financial assistance award. The official resolution
verifies:
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• The identity of the official with legal authority to enter into an agreement
• The board of directors, governing body, or appropriate official who has reviewed and supports
the application submitted
• That the organization will work with Reclamation to meet established deadlines
Geospatial Data
If you receive financial assistance from the Department of the Interior (DOI), recipient must
follow these rules for geospatial data:
Follow Federal Standards: All geospatial data you collect or create must meet the standards set
by the Federal Geospatial Data Committee (FGDC) or the Department of the Interior. This is
required by the Geospatial Data Act of 2018, which is part of Public Law 115-254, specifically
in Subtitle F (Geospatial Data), sections 751-759C (codified at 43 U.S.C. §§ 2801–2811).
Include Metadata: Your Geographic Information Systems (GIS) files must include complete
metadata. Metadata is information that describes the data, such as where it came from, how
accurate it is, and how it should be used. This is to ensure that anyone using the data understands
its context and quality.
Check for Existing Data: Before you start collecting new geospatial data, you need to check
GeoPlatform.gov. This is to see if there is already existing geospatial data from federal, state,
local, or private sources that can meet your needs and is available for free. If such data is
available, you should use it instead of gathering new data.
These rules help ensure that geospatial data is reliable, high-quality, and that resources are used
efficiently.
Intangible Property
Title to intangible property acquired under this agreement vests upon acquisition with the
Recipient, however Reclamation reserves the right to obtain, publish, reproduce, or otherwise use
and authorize others to use for Federal purposes in accordance with 2 CFR Part 200.315.
Real Property
Real property, equipment, and intangible property that is acquired or improved with a Federal
award must be held in trust by the recipient as trustee for the beneficiaries of the project or
program under which the property was acquired or improved, per 2 CFR §200.316. Title to real
property acquired or improved under a Federal award will vest upon acquisition in the recipient.
Except as otherwise provided by Federal statutes or by the Federal awarding agency, real
property will be used for the originally authorized purpose as long as needed for that purpose,
during which time the recipient must not dispose of or encumber its title or other interests. When
real property is no longer needed for the originally authorized purpose, the recipient must obtain
disposition instructions from the Federal awarding agency or pass- through entity.
Freedom of Information Act (FOIA)
Please note that any application submitted for funding under this NOFO may be subjected to a
Freedom of Information Act (FOIA) request (5 U.S.C. §552, as amended by P.L. No. 110-175),
and as a result, may be made publicly available.
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In response to a FOIA request for research data relating to published research findings produced
under a Federal award that were used by the Federal Government in developing an agency action
that has the force and effect of law, the Federal awarding agency must request, and the recipient
must provide, within a reasonable time, the research data so that they can be made available to
the public through the procedures established under the FOIA.
Requirements for Agricultural Operations under P.L. 111-11, Section 9504(a)(3)(B)
In accordance with Section 9504(a)(3)(B) of P.L.111-11, financial assistance will not be awarded
for an improvement to conserve irrigation water unless the recipient agrees to both of the
following conditions:
1. Not to use any associated water savings to increase the total irrigated acreage of the
recipient and
2. Not to otherwise increase the consumptive use of water in the operation of the recipient,
as determined pursuant to the law of the state in which the operation of the recipient is
located.
If the recipient is a Tribe, a financial assistance agreement will not be awarded unless the
recipient agrees to not use any associated water savings to increase the total irrigated acreage or
otherwise increase the consumptive use of water more than the water right of the Tribe, as
determined by a court decree, a settlement, a law, or any combination of these authorities.
Title to Improvements P.L.111-11, Section 9504(a)(3)(D)
If the project results in a modification to a portion of a federally owned facility that is integral to
the existing operations of that facility, the Federal government shall continue to hold title to the
facility and the improvements thereto. Title to improvements, P.L.111-11, Section 9504(a)(3)(D)
that are not integral to existing water delivery operations shall reside with the project sponsor.
Operation and Maintenance Costs under P.L.111-11, Section 9504(a)(3)(E)(iv)
The non-Federal share of the costs for operation and maintenance of any infrastructure
improvement funded through an agreement awarded under this NOFO shall be 100 percent.
Improvements to Federal Facilities
Note that improvements to Federal facilities that are implemented through any project awarded
funding must comply with additional requirements. Reclamation may also require additional
reviews and approvals prior to award to ensure that any necessary easements, land use
authorizations, or special permits can be approved and that the development will not impact or
impair project operations or efficiency, consistent with the requirements of 43 CFR Section 429.
Liability under P.L.111-11, Section 9504(a)(3)(F)
Except as provided under 28 U.S.C. Chapter 171 (commonly known as the Federal Tort Claims
Act), the United States shall not be liable for monetary damages of any kind for any injury
arising out of an act, omission, or occurrence that arises in relation to any facility created or
improved through an agreement awarded under this NOFO, the title of which is not held by the
United States.
Reporting
The recipient’s Notice of Award will detail all reporting requirements, including frequency, due
dates, and instructions for requesting extensions. In general, but not limited to, recipients must:
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• Submit Federal Financial reports and Program Performance reports.
• Use the Federal Financial Report (SF-425) form for financial reporting,
• Monitor award activities and report on program performance per 2 CFR 200.329,
• Promptly notify the awarding program in writing of any issues, delays, or conditions
impairing award objectives per 2 CFR 200.329(e),
• Disclose any conflicts of interest related to their award that arise during the award period
per 2 CFR 1402.112,
• Report on the status of real property acquired under the award in which the Federal
government retains an interest per 2 CFR 200.330, and
• Report all violations of Federal criminal law involving fraud, bribery, or gratuity
violations potentially affecting the Federal award per 2 CFR 200.113.
• Report any matters related to recipient integrity and performance to SAM.gov per
Appendix XII to 2 CFR 200.
• If the Federal share of the award is more than $100,000 and the recipient makes or agrees
to make any payment using non-appropriated funds for lobbying in connection to the
award, disclose those activities using the Disclosure of Lobbying (SF-LLL) form per
43 CFR 18.100.
• Federal Funding Accountability and Transparency Act of 2006 (FFATA) and 2 CFR 170
requires certain recipients to report information on executive compensation, and
information on all sub-awards, subcontracts and consortiums equal to or over $30,000 to
SAM.gov.
• Report any required mitigation to lessen environmental impacts of the project.
• Recipients of Reclamation awards must include the following information in performance
reports:
• a comparison of actual accomplishments to the milestones established by the
financial assistance agreement for the period,
• the reasons why the project did not meet established milestones, if applicable,
• the status of milestones not met from the previous reporting period, if applicable,
• whether the project is on schedule and within the original cost estimate,
• any additional pertinent information or issues related to the status of the project,
and
• photographs documenting the project (appreciated, although not required). Note:
Reclamation may print photos with appropriate credit to the recipient.
• Final reports are public documents and may be made available on Reclamation’s website.
Other Information
Reclamation will host a webinar to provide general information regarding this NOFO and answer
questions. For more information regarding this NOFO, the general information webinar, and
WaterSMART Small-Scale Water Efficiency Projects, including previously funded projects and
applications, visit https://www.usbr.gov/watersmart/swep.
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> Download XLSX file: Attachment A - Budget_Detail_and_Narrative_template_v2025_March.xlsx

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Attachment B - Budget_Narrative_Guidance_v2025_March.docx

A budget estimate and narrative are required for your project. The information in the budget narrative must correspond to Section B of the SF-424A. All budgeted costs, including any costs that will be paid by the applicant or contributed by third-parties, must comply with the cost principles of 2 CFR Part 200, Subpart E - Cost Principles and be:

Allowable (§ 200.403 Factors affecting allowability of costs),

allocable to the agreement (§ 200.405 Allocable costs) and

reasonable in amount (§ 200.404 Reasonable costs)

• *Other than personnel and fringe benefits costs, all construction-related costs should be included under Object Class Category 6g., Construction.

A detailed budget narrative will aid the administrative review and processing of a recommended award. Amounts included in a budget and budget narrative are estimates; in the event of an award, payments will be based on actual expenditures. The following is guidance for your use in preparing a thorough budget narrative. The budget narrative provides a discussion of, or explanation for, items included in the above budget items. The guidance follows the order of the budget items. The Budget Detail and Narrative template (Attachment B) is a suggested format to present the breakdown of your estimated costs, by category, needed to accomplish project activities.

*Cost-share instructions (if applicable): The budget must include at least the minimum Federal to non-Federal required cost share. Cost share encompasses all contributions to the project incurred and paid for during the project. This includes payments for personnel, supplies, equipment, activities and items necessary for the project. In-kind Cost Share encompasses all third party contributions to the project that do not involve a payment or reimbursement and represent donated items or services that are necessary to the performance of the project. This includes volunteer personnel hours, donated existing equipment, donated existing supplies, etc.

Personnel

This category includes salaries and wages of employees of the applicant organization that will be working directly on the project. Generally, salaries of administrative and/or clerical personnel are included as a portion of the stated indirect costs. If these salaries can be adequately documented as direct costs, they can be included in this section; however, a justification should be included in the budget narrative.

Recommendation: Review § 200.430 Compensation - personal services for more information on the specific requirements regarding compensation costs, including the Standards for Documentation of Personnel Expenses at §200.430(g).

• Narrative: For key personnel such as the project manager or principal investigator, identify the name and position/title. Other personnel should be identified by position only. For all positions, identify the project tasks that will be performed. Compensation rates can be expressed as hourly rates and number of hours or annual salary and percentage effort that will be contributed to each task, but must be consistent with your organization’s accounting and timekeeping policies. Include estimated hours for compliance with reporting requirements, including the final project report and evaluation. For multi-year projects, identify the level of effort anticipated for each budget year and any estimates increases in compensation rates. Within the budget narrative, provide a certification that the labor rates included in the budget proposal represent the actual labor rates of the identified personnel/positions and are consistently applied to Federal and non-Federal activities. Note: The annual/hourly labor rate must not include fringe benefits.

Examples:

Hourly rate: (Position) will assist the project manager in the performance of all tasks for each budget year as described below. The hourly rate for year two includes a 3% increase which is the average annual increase in compensation for all employees. The hourly rate is based on the average of all personnel occupying this position. Compensation rates are consistently applied to Federal and non-Federal activities.

Task 1: 50 hrs Y1 x $25hr + 0 hrs Y2 x $26hr = $1,250

Task 2: 80 hrs Y1 x $25hr + 100 hrs Y2 x $26 = $4,600

Task 3: 80 hrs Y1 x $25hr + 80 hrs Y2 x $26 = $4,080

Task 4: 80 hrs Y1 x $25hr + 110 hrs Y2 x $26 = $4,860

Total: $7,250 Y1 $7,540 Y2 $14,790

Percentage: (Name, title) will be the project manager and responsible for the day to day direction of the project, participate in the derivation and culture of invasive mussel cells (Task 1), and perform most molecular biology procedures( Tasks 2-4). His salary is $71,400 for both budget years and it i anticipated that he will spend 40% of his time on the project in Year one ($28,560) and 60% during Year two ($42,840), approximately $71,480 for the entire project period. The budgeted rates represent the actual labor rates for the identified personnel and positions and are consistently applied to Federal and non-Federal activities.

Fringe Benefits

Fringe benefits are allowances and services provided by employers to their employees as compensation in addition to regular salaries and wages. Fringe benefits include, but are not limited to, the costs of leave (vacation, family-related, sick or military), employee insurance, pensions, and unemployment benefit plans. Fringe costs should also include employer contributions required by law such as payroll taxes such as FICA, unemployment, and workers compensation. Fringe does not include federal income taxes, employee portion FICA, or other such costs. Recommend reviewing § 200.431 Compensation - fringe benefits for more information on the allowability and allocability of fringe benefits.

Recommendation: Review § 200.431 Compensation - fringe benefits for more information on the allowability and allocability of fringe benefits. Note: Car allowances and cars furnished to employees for personal and work use are unallowable as a fringe benefit, regardless of whether the costs is reported as taxable income, and must be excluded from fringe benefit rates.

• Narrative: Fringe benefits can be expressed as an hourly rate or percentage of personnel costs. In the narrative, identify the fringe benefit rates/amounts for each position. If the fringe benefit rate is less than 35% of the estimated employee compensation, no additional information is necessary. If the fringe benefit rate is more than 35%, provide a description and breakdown of the benefits. If the rate is established within a negotiated indirect cost rate agreement (NICRA), provide a copy of the agreement with the application. Note: Do not combine the fringe benefit costs with direct salaries and wages in the personnel category.

Examples:

Hourly amount (less than 35% of compensation): Fringe benefits are based on hours for each staff member and include benefits and required taxes paid for each position. Fringe rates have been computed at $8.55 per hour for the Director and $6.97 per hour for the Project Coordinator and are applied to the 475 and 275 hour estimates for each position.

Percentage rate: The City’s fringe benefits costs are estimated at 50% of employee compensation costs and consists of FICA (8%), unemployment insurance (6%) workers compensation (1%), medical and dental (18%), retirement (3%) and annual/sick leave/holidays (14%).

NICRA: current agreement provided, which shows the appropriate fringe benefit rates for each position.

Travel

Travel costs are expenses incurred by personnel in the performance of project activities. Costs can be charged on an actual cost basis, on a per diem or mileage basis in lieu of actual costs incurred, or on a combination of the two, provided that the method used is applied to the entire trip and not to selected days of the trip. All charges must be consistent with those normally allowed under similar circumstances for non-Federally funded activities and any established travel policies.

Recommendation: Review § 200.475 Travel costs for more information.

• Narrative: Provide a narrative describing any travel employees are anticipated to perform. Include the purpose of the travel and how it relates to project tasks, the origin and destination of the trip, number of personnel traveling, length of stay and all travel costs including airfare, per diem, lodging, transportation, and miscellaneous travel expenses. Identify the basis for rates used, (e.g. GSA Per Diem Rates, published prices) and the total of each planned trip. If travel details are unknown, then the basis for proposed costs should be explained (i.e. historical information).

Example:

The budget includes $800 in estimated travel costs for the principal investigator to travel to Denver for the required project presentation. Airfare is estimated at $345 based on published prices. Rental car costs are estimated at $146 based on a quote from a rental car company at the airport. Lodging is estimated at $195 for one night and a per diem of $57/day for meals and incidentals for two days of travel. Lodging and per diem are based on GSA rates for Denver/Aurora geographic area.

The budget includes $1,100 in travel costs for the project facilitator to travel to stakeholder meetings in the watershed. The number of meetings and locations are not known at this time, but the estimate is based on travel costs for 10 meetings with an estimated 100mi roundtrip for each meeting (1000 mi x 0.57/mi = $570). One or more meetings may also require an overnight stay so the estimate includes 2 nights lodging at $150/night ($300) and per diem for 4 days ($56.00 x 4 =$224). Lodging and per diem rates are based on GSA rates for the Durango, CO geographic area.

Equipment

Equipment is defined in §200.1 as tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost which equals or exceeds the lesser of the capitalization level established by the applicant organization for financial statement purposes, or $10,000.

Recommendation: Review § 200.439 Equipment and other capital expenditures for additional information on the allowability of equipment costs and § 200.313 Equipment for information regarding the title, use, management and disposition requirements for equipment acquired under a Federal award.

• Narrative: If equipment will be purchased, itemize all equipment valued at or greater than your organization's capitalization threshold for financial statement purposes. If your organization's capitalization threshold is greater than $10,000, identify all equipment valued at or greater than $10,000. For each item, identify why it is needed for the completion of the project and how the equipment was priced (published price, quote, etc.). Include in the narrative a comparison of rental and/or lease costs over the purchase of the equipment item. Note: Do not include equipment that will be purchased and/or installed as part of a construction- related activity. Construction costs must be included in Object Class Category 6g.

Example:

This project includes the production of lines of cultured cells from invasive mussel species, and long-term cell culture success is heavily reliant on storage of cells and reagents at ultracold temperatures. The requested new freezer will be used for both primary and back-up storage of cells and reagents to ensure that ultracold storage continues uninterrupted in the event of equipment failure. The $11,000 estimate is based on the published price for a Thermo Scientific Revco RLE Series Ultra-low Freezer. Rental cost of similar freezers range from $475-$530 per month, or approximately $18,000 over the term of the agreement.

Supplies

Supply is defined in §200.1 as all tangible personal property other than those described in the equipment definition. A computing device is a supply if the acquisition cost is less than the lesser of the capitalization level established by your organization for financial statement purposes or $10,000, regardless of the length of its useful life.

Recommendation: Review
§ 200.453 Materials and Supplies Costs, Including the cost of computing devices, regarding the allowability of costs. Supply items must be direct costs to the project and not duplicative of supply costs in the indirect rate. For post-award requirements regarding supplies, recommend reviewing § 200.314 Supplies. For financial management requirements related to supplies, recommend reviewing §200.302(b)(4)

• Narrative: List all expendable supplies noting their purpose in the project and the basis of cost (e.g. vendor quotes, catalogue prices, prior invoices, etc.). For each item, provide the estimated unit cost, quantity, and total cost. General categories may be used, but if a category is viewed as too general or the associated amount is too high, further itemization may be requested.

Example: Pressure gage $102/ea. x 2 = $204

Compression tubing $20/lf. x 10 = $200

Peristaltic pump $3,180/ea. x 1 = $3,180

Instrument consumables $1500 (ls) $1,500

Total $5,084

The pressure gage and tubing to complete the column tests in Task 1. The pump will be used to load and regenerate columns (Tasks 1, 3, 5) and the instrument consumables will be used for the analytical analyses identified in Tasks 1-6. The Instrument consumables were estimated using actual costs from a previous project and the other items were estimated using vendor estimates.

Contractual

Include all contracts and subawards. Per § 200.1, a contract means, for the purpose of Federal financial assistance, a legal instrument by which a recipient or subrecipient purchases property or services needed to carry out the project or program under a Federal award. The term as used in this part does not include a legal instrument, even if the non-Federal entity considers it a contract when the substance of the transaction meets the definition of a subaward.

For additional information on subrecipient and contractor determinations, see § 200.331 Subrecipient and contractor determinations. Recommend reviewing § 200.459 Professional service costs for information regarding the allowability of contractual costs.

Do not include construction contract costs in this section. Construction costs should be included in Budget Object Class Category 6g, Construction.

• Contract Narrative:. For each contract, regardless of dollar value, describe the services to be obtained and the applicability or necessity of each to the project. Identify the total estimated cost and the basis(es) used to develop the estimate. For each contract with an estimated amount meeting or exceeding $250,000 or represents 35% or more of the total project cost, provide a separate detailed description of the estimated costs. A detailed estimate can be included with the application in lieu of a description. For contracts with an estimated cost equal to or greater than the micro-purchase threshold (currently $10,000) identify the anticipated procurement method to be used and the basis of selection.

NOTE: Only contracts for architectural/engineering services can be awarded using a qualifications-based procurement method. If a qualifications-based procurement method is used, profit must be negotiated as a separate element of the contract price. See § 200.318 General procurement standards for additional information regarding procurements, including required contract content.

Recommend reviewing § 200.319 Competition and § 200.318 General procurement standards for additional information regarding procurements, including required contract content. Recommend reviewing § 200.319 Competition and § 200.320 Procurement methods.

Example: Facilitator $150/hr. x 75 = $11,250

Water Quality Consulting $40/hr. x 50 = $2,000

Total $13,250

Consultants will be hired to assist with facilitation and technical assessments and preplanning activities as needed. We have conducted preliminary price analysis and found average fees for facilitation consultants in the area are $150 per hour. The estimate would provide 75 hours of facilitation work focused on the development of the strategic plan. Our procurement policies require that we obtain at least three quotes for services and the selection will be based on best value (qualifications and price). We have researched water quality support cost estimates from XXXXX, who maintains a fee for service pricing structure and provides expertise focused on the watershed. Rates for water quality support average $50 per hour and the project estimate would provide 40 hours of support for pre-planning activities.

• Subaward Narrative: If known, identify the recipient of each subaward. Describe the activities to be performed under each subaward, regardless of dollar value, and indicate the applicability or necessity of each to the project. Identify the total estimated cost and the basis(es) used to develop the estimate. For each subaward with an estimated amount meeting or exceeding $250,000 or representing 35% or more of the total project cost, provide a separate detailed description of the estimated costs. A detailed estimate can be included with the application in lieu of a description. Include any indirect/overhead costs anticipated to be paid and the indirect cost rate used.

Example:

A subaward in the amount of $8,400 will be made to XXXX non-profit to conduct outreach, facilitate stakeholder meetings and perform pre-planning activities. The subaward includes $5,000 for personnel salary and $1,050 for fringe benefits. Salary costs are based on the compensation rate for the subrecipient Project Coordinator ($50/hr. x 100 hours) and a fringe rate of 21%. The subaward also includes $500 in travel costs for the Project Coordinator to travel to 10 stakeholder meetings. It is estimated that the Project Coordinator will travel approximately 50-100 miles round-trip per meeting at a cost of $0.57 per mile. The non-profit has a Federal indirect cost rate agreement (attached) and costs are estimated at $1,850 ($6,550 x 28%).

Construction

Construction costs are costs incurred in the construction, renovation, and/or equipping of a facility or structure. Costs include, engineering, design, permitting, demolition, acquisition of materials, and installation of improvements.

• Narrative: Identify all construction related costs other than applicant organization personnel and fringe benefits costs, including, but not limited to engineering and design, environmental and other regulatory compliance costs, applicant-owned equipment use, rental equipment, construction supplies, equipment that will be purchased and installed, construction contracts, permitting, and environmental compliance. Note: Personnel and fringe benefits costs related to construction should be included in Budget Object Class Category 6a and 6bas applicable.

Equipment use. If equipment is owned by the applicant is proposed for use under the project, provide the use rates and hours for each piece of equipment owned and budgeted. These should be ownership rates developed by the recipient for each piece of equipment (do not include operator costs). If these rates are not available, the U.S. Army Corp of Engineer’s recommended equipment rates for the region are acceptable. Rates for your region can be found at EP1110-1-8 Construction Equipment Ownership and Operating Expense Schedule.

Example:

JCB Excavator $46.42/hr. x 168 = $7,797

CAT 320C Excavator $46.42/hr. x 145 = $6,745

John Deere 690 Excavator $56.34/hr. x 66 = $3,700

CAT D7 Dozer $86.88/hr. x 169 = $14,513

IHC TD-IS Dozer $67.12/hr. x 112 = $7,515

Total $40,269

The District owns all the necessary equipment and machinery that will be required for this project. The hourly rates are the rates established by the United States Army Corps of Engineers within the Construction Equipment Ownership and Expense Schedule for the Region. Estimated number of project hours for each machine were extrapolated from using actual numbers and data from similar sized projects the District has completed in the past.

• Materials. Identify any construction materials and non-movable equipment that will be purchased from a vendor. Include estimated purchase price, quantity, and total cost.

Example:

27' PVC Pipe $26.49 1479 linear feet $39,179

24" PVC Pipe $20.42 2703 linear feet $55,195

27 X 24 reducer $278.23 1 each $278

24 X 21 reducer $185.59 1 each $186

27 X 10 Turnout $970.76 2 each $971

24 X 10 Turnout $382.89 1 each $383

Total $96,192

All of the materials and supplies needed for the project are listed above. The supplies are itemized by major category, unit price, quantity and purpose. All costs were derived from actual product costs or by quotes received on each product within the last 365 days. 

• Contractual services. For each contract, regardless of dollar value, describe the services to be obtained and the applicability or necessity of each to the project. Identify the total estimated cost and the basis(es) used to develop the estimate. For all construction contracts and each contract with an estimated amount meeting or exceeding $250,000 or representing 35% or more of the total project cost, provide a separate detailed description of the estimated costs. A detailed estimate can be included with the application in lieu of a description. For contracts with an estimated cost equal to or greater than the micro-purchase threshold (currently $10,000) identify the procurement method to be used and the basis of selection.

• Example:

Principal Engineer $250/hr. x 460 = $115,000

Construction Manager $135/hr. x 229 = $30,915

Project Manager $150/hr. x 327 = $48,975

Senior Engineering Technician $105/hr. x 224 = $23,520

Senior Construction Inspector $86/hr. x 957 = $82,259

Total $300,669

The City will contract with an engineering services contract will be awarded for final design and engineering, preparation of construction contract bidding documents, and construction oversight and inspection. The principal engineer is anticipated to spend 184 hours on final design, 89 on bidding documents and 89 hours for construction oversight. The construction manager is anticipated to spend 44 hours, 47 hours, and 138 hours on each of the respective tasks, the Project Manager, 183, 44, and 100 hours, the Senior engineering technician 133, 40 and 52, and the Senior Construction Inspector, 30, 27, and 900 hours. The estimate is based on the costs incurred for a previous similar project.

• Other Construction-related Costs. Identify any other construction-related costs (e.g. permitting, etc.) and indicate the applicability or necessity of each to the project. Include quantity, unit cost, total cost, and the basis for the estimate. Note: Do not include costs that are anticipated to be paid by a contractor under the terms of the contract. Those items should be included in the contract estimate.

Example: The budget includes $3,600 for construction-related permits required by law. The estimate is based on the permitting costs for a similar project completed last year.

Other

This category contains items not included in the previous categories, such as third-party in-kind contributions, tuition remission, rental costs, etc. Third-party in-kind contributions are all services and donations made to the project that do not involve a payment or disbursement and represent donated items or services that are necessary to the performance of the project. This includes services provided by project partners that will not be reimbursed, volunteer hours, donated equipment, donated existing supplies, etc.

Narrative: For all costs other than third-party contributions, list items by type or nature of expense, breaking down costs by cost per unit, quantity, and total cost and identify the bases of cost (quote, invoice, etc.). Describe the necessity of the costs for successful completion.

• Narrative: For all costs other than third-party contributions, list items by type or nature of expense, breaking down costs by cost per unit, quantity, and total cost and identify the basis of cost (quote, invoice, etc.). Describe the necessity of the costs for successful completion of the project and exclude unallowable costs. Recommend reviewing § 200.420 through § 200.476, General Provisions for Selected Items of Cost. HYPERLINK "https://www.ecfr.gov/current/title-2/section-200.420"

Example:

The budget estimate includes $1,200 for rental of a facility for the planned two 2-day public meetings of the watershed group ($300/day x 4 days). The estimated cost is based on the published rental rate of meeting space at a local community college.

• Third-party Contributions Narrative: Describe any third-party servicers and donations (personnel costs, supplies, etc.), including the name of the contributor as well as any work that will be performed by volunteers. Indicate the applicability or necessity of each to the project and describe the basis(es) of the valuation. All third-party contributions must meet the requirements under § 200.306 Cost sharing, including the valuation of the contribution.

Example:

The project budget includes in-kind services from the Conservation District. Two conservation planners will participate in planning meetings and assist with the review of the final plan. The contribution is valued at $1,650 (35 hours x $30/hr. + 20% fringe, $240 in mileage costs, and $150 overhead/indirect costs). Employee compensation costs are based on the District’s compensation schedule for these positions and the actual fringe rate. Travel costs are for mileage to six planning meetings and are estimated at 70 miles per round trip from County offices to the City at $0.58 per mile. The District does not have a current Federal indirect cost rate agreement so the de minimis was used to value indirect costs.

Indirect Costs

Option 1: Show the rate reflected in the current Federal indirect cost rate agreement, cost base, and proposed amount for allowable indirect costs. A copy of the current Federal negotiated indirect cost rate agreement must be included with your application.

Option 2: If your organization does not have a current Federal negotiated indirect cost rate, the budget may include a 15% de minimis rate of modified total direct costs. Per § 200.1 Definitions,

Modified Total Direct Cost (MTDC) means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $50,000 of each subaward (regardless of the period of performance of the subawards under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward in excess of $50,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs and with the approval of the cognizant agency for indirect costs.

For further information on the de minimis rate, refer to § 200.414 Indirect costs.

Option 3: If your organization does not have a federally approved indirect cost rate agreement in effect and has sought a rate extension for a Predetermined or Final rate, or to renegotiate a rate that is greater than the de minimus rate (Option 2), include the computational basis for the indirect expense pool and corresponding allocation base for each rate. It is important to note that any subsequent negotiated rate cannot be applied to the award prior to its effective date.

Note: If Option 3 is selected; submit the indirect cost rate proposal to your cognizant Federal agency, provide confirmation of the submission to Reclamation, and obtain indirect rate approval. Information on “Preparing and Submitting Indirect Cost Proposals” is available from Interior, the National Business Center, and Indirect Costs and Acquisition Audit Services at https://ibc.doi.gov/ICS/indirect-cost.

Note: Construction costs are capital expenditures and must be excluded from the indirect cost base.

• Narrative: Identify whether your organization has a current Federal negotiated indirect cost agreement. Describe the costs included in the indirect cost base and identify the indirect cost rate used and total costs. Include the amount of Federal funding that will be used to pay indirect costs.

Example:

The District does not have a current Federal negotiated indirect cost rate agreement so indirect costs were calculated using the 15% de minimis rate against MTDC as detailed below. Federal funding will not be used to pay these costs.

. Personnel $28,000

Fringe Benefits $7,000

. Travel $2,000

Equipment NA

Supplies $5,000

Contractual $10,000

. Construction NA

. Other Direct Costs $1,000

Total $53,000 x 15% = $7,950

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General NOFO FAQ.pdf

Bureau of Reclamation
Financial Assistance Operations
Frequently Asked Questions in response to Notices of Funding Opportunity
Where do I need to register to be able to apply for a grant through the Bureau of
Reclamation?
Registrations are required in multiple systems. Required registrations include (1) establishing a
Unique Entity ID (UEI) in SAM.gov; (2) registering in the System for Award Management
(SAM); (3) and registering in Grants.gov. Your authorized organization representatives (also
referred to as signing officials, entity administrators, or e-business points of contact) are
responsible for ensuring the various organization registrations needed to apply for grant funding
are in place and active. While this process can often be completed in less than two weeks, some
organizations encounter complicated situations that can take six weeks or longer to complete the
mandatory registrations. Failure to start this process in a timely fashion (i.e., six weeks or more
before the application deadline) can lead to your entity application being ineligible for
consideration.
How long will it take to get registered?
It may take six weeks or more to complete the process. While many organizations are able to
complete the process relatively quickly, issues can arise that make this process take much longer.
Be sure to start the registration process at least six weeks before the application deadline. Failure
of an applicant to submit on time because they did not complete registration in SAM.gov or
Grants.gov will result in your application being found ineligible for consideration.
How can I get help with grants.gov?
First, check out the support center website: www.grants.gov/web/grants/support.html
If you can’t find your answer there, you can email support@grants.gov or call 1-800-518-4726
(open 24/7 except for federal holidays).
Who can I contact for help with the UEI and/or SAM.gov registration process?
Please visit the Federal Service Desk at www.fsd.gov where you can find answers to many
common issues. Through that website, you may also submit a help desk ticket or use the live chat
feature. You can also call the Federal Service desk at 866-606-8220.
Additional guidance on registration:
SAM Registration (UEI)
First, you must register with SAM.gov to obtain a Unique Entity Identifier (UEI). The UEI is a
12-character alphanumeric identifier assigned to all entities (public and private companies,
individuals, institutions, or organizations) to do business with the Federal Government.
Organizations will also need to designate an E-Business Point of Contact (EBiz POC).

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After obtaining the UEI for the organization from SAM.gov, you must return to Grants.gov to
continue registration.
Your organization’s EBiz POC must:
1. Create a Grants.gov account with the same email address as used in SAM.gov for EBiz
POC, and
2. Add a profile with Grants.gov using the UEI obtained from SAM.gov
www.sam.gov/content/entity-registration
• SAM.gov will assign you a Unique Entity ID as part of entity registration.
• If your entity fails TIN or CAGE code validation, you will receive an email with
instructions on updating your information and resubmitting your registration. Please
check your spam or junk mail for messages during this time; messages will be sent to the
Government Business POC. You may need to work with the IRS or CAGE to update
your information before resubmitting your registration.
How do I check the status of my entity registration?
If you have a role with an entity and are signed in to your SAM.gov account, you can check your
entity registration status. You can also check the status of an entity’s registration as a federal
user. If none of these is the case, you cannot check an entity’s registration status.
1. Sign in to SAM.gov. You must be signed in to check your registration status.
2. From the home page, select the “Check Registration Status” button. The page is also
linked in the footer of all pages on SAM.gov.
3. Enter a Unique Entity ID or CAGE Code and select “Search.” The entity’s registration
status will display below.
What do the different registration statuses mean?
When you request a Unique Entity ID (SAM) and confirm your
organization’s information, your entity is assigned a Unique
Entity ID (SAM). The status of your entity record is “ID
Assigned.” This status indicates you have an identifier assigned
ID Assigned and do not have an active entity registration in SAM.gov. This
status is visible to all authenticated SAM.gov users if the entity
has opted into public display. This status is only visible to users
who have a role with the entity and federal users if the entity
has opted out of public display.
The “Pending ID Assignment” status means your entity
information is in the process of validation and a Unique Entity
Pending ID
ID has not been assigned. You will see this status if you
Assignment
submitted a validation incident ticket while trying to validate
your entity name and physical address during registration or

---

receiving a Unique entity ID. This status is visible to the person
who started to register or receive a Unique Entity ID and to
help desk agents.
When SAM.gov has established a Unique Entity ID for an
entity, but that entity has not gotten its UEI on SAM.gov, or
SAM.gov is waiting for the entity to be validated, it will be in
Unvalidated ID
the “Unvalidated ID” status. This status is only viewable by
federal users with permissions to view sensitive entity
information.
If you begin but do not complete an entity registration
in SAM.gov, you will have an entity record with the “Work in
Work in Progress Progress'' status. Work in Progress Registrations are held
Registration in SAM.gov for up to 90 days. If you do not access or submit
your Work in Progress Registration within the 90-day
timeframe, the system will remove it.
If you have submitted a registration, and it is pending the TIN
Submitted and CAGE validation, you will have an entity record in the
Registration “Submitted” status. Once the validations are complete, then the
status will update to the “Active Registration” status.
After you submit your registration for review and it passes all
the required processing and validation, your registration will
have the "Active Registration" status. You must renew your
registration each year to remain in the “Active Registration”
status. Entities with an Active Registration that opted into
Active Registration
public display are searchable and viewable by authenticated
users in SAM.gov. Entities with an Active Registration that
opted out of public display are searchable and viewable only by
authenticated federal users and users who have a SAM.gov role
with the entity.
If you do not take action to renew your entity registration each
year, your registration will expire and have the “Inactive
Registration” status. Inactive Registrations that opted in to
Inactive public display remain searchable and viewable by authenticated
Registration users in SAM.gov. Inactive Registrations that opted out of
public display are only searchable and viewable by
authenticated federal users and authenticated public users with
roles with the entity in SAM.gov.
If an administrator of an entity deactivates a registration
record, the record is removed from the system. It is not
Deleted/Deactivated searchable or viewable by any SAM.gov user, and it is not
recoverable. If you want to re-register the entity, you must wait
24 hours from deactivation and start a new entity registration.

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Why is my entity registration not showing as active yet?
If you notice your registration has had a status of Submitted for longer than 14 days, and you
have not otherwise been contacted to correct or update any information, please contact the
Federal Service Desk at 866-606-8220 or www.fsd.gov
How do I start the application process on Grants.gov?
To begin the application process under this grant announcement, go to www.grants.gov and click
the red “Apply” button at the top of the view grant opportunity page. If you encounter technical
difficulties or the Apply button is grayed out, please contact grants.gov for assistance at the
grants.gov support center at support@grants.gov or 1-800-518-4726. Please note: To apply
through Grants.gov, you must use Adobe Reader software and download the compatible Adobe
Reader version. For more information about Adobe Reader, to verify compatibility, or to
download the free software, please visit Adobe Reader Compatibility Information on Grants.gov.
What if I have multiple accounts with SAM or multiple UEIs?
Applicants need to ensure that the AOR who submits the application through Grants.gov and
whose UEI is listed on the application is an AOR for the applicant listed on the application.
Additionally, the UEI listed on the application must be registered to the applicant organization's
SAM account, and the organization’s name as registered in SAM must match the name of the
organization associated with the UEI. If not, the application may be deemed ineligible.
Can I submit a paper application?
Paper applications are generally not accepted. If you believe you need an exception due to
extenuating circumstances, you must submit a request in writing to the grants contact listed in the
Financial Assistance Contact Section of the Notice of Funding Opportunity (NOFO) at least 15
days before the application deadline, providing a detailed explanation and supporting
documentation to justify your request. Approval of such requests is subject to the discretion of
the Grants Officer. Failure to register in SAM.gov or Grants.gov is not an acceptable
justification.
If your request is approved, the application must be received by the Bureau of Reclamation
before the deadline.
Can I submit a late application?
Late applications are not accepted. Any applications received after the deadline, regardless of the
form of submission, will be deemed ineligible. We strongly encourage you to plan ahead and
submit early. Failure of an applicant to submit timely because they did not properly or timely
register in SAM.gov or Grants.gov is not an acceptable reason to justify a late submission. Minor

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problems are not uncommon during submissions to Grants.gov. It is essential to allow sufficient time
to ensure that your application is submitted to Grants.gov before the due date identified in the NOFO.
How do I know my application was received?
After submitting an application to Grants.gov, it provides users with the electronic equivalent of
a postmark stamp on a confirmation screen. It contains the date and time the application was
received by Grants.gov. Applicants should print out this page for their records. You may also
verify the status of your application while logged in at this link:
www.grants.gov/web/grants/applicants/track-my-application.html
Please note that successful submission through Grants.gov does not mean your application is
eligible for award.

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Submission Instructions & Tips.pdf

SUBMISSION SYSTEM REGISTRATIONS
INSTRUCTIONS & TIPS
**Applicants must register in SAM.GOV
SAM.gov and provide a valid
UEI in their application. ** ☐Register in SAM.gov or make sure your current
registration is up to date. Begin as soon as possible. It
• Keep an active registration in can take 2 weeks or more to complete this step.
SAM.gov with current
Get a UEI. You will receive your UEI when you
☐
information for active awards
register in SAM.gov.
or applications.
• Individuals applying as Available resources to complete registration.
• Already registered? Review and update your entity
natural persons (unrelated to
information and financial assistance certification
a business or nonprofit) are
compliance if needed.
exempt from these • Financial assistance registrants must review and
requirements per 2 CFR certify compliance with the SAM.gov “Financial
Assistance General Representations and
25.110(b).
Certifications”.
• This program may allow • Need help? Find help topics and contact
information on the SAM.gov Help page.
applicant to apply while
SAM.gov registration is in
GRANTS.GOV
progress, with prior approval
and following bureau or ☐Register in Grants.gov. See how to register in
Grants.gov.
office policy.
Grants.gov has helpful pages to assist with this process:
• How to register in Grants.gov, see Applicant
Registration
Application System Technical
• How to add a profile for your organization in your
Support
Grants.gov account, see Applicant Registration.
For Grants.gov assistance,
• How to request role creation for the people who
contact:
need to access Grants.gov, see How to Authorize
Grants.gov Customer Support
Grants.gov Roles.
1-800-518-4726
• This function also assigns your authorized
organization representative and point of contact.
See Applicant Contacts.
• How to track your role creation request see Track
Profile Status.

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HOW TO APPLY
GRANTS.GOV
TIP: Make sure that at least one person in your organization has a role that allows them to
create a workspace for your grant application. For more information about assigning roles,
visit Manage Roles for Applicant in the Grants.gov Online Help.
Workspaces provide flexibility for submitting application forms that fit your organization.
Benefits:
• Control access to draft forms
• Anyone with AOR or workspace manager can create a workspace
Three approaches:
1. Basic: Fill out online or download PDFs, then upload completed forms.
2. Intermediate: Workspace owner controls access. Ideal for complex organizations.
3. Advanced: Share access with team members without your UEI, limited access to forms.
Grants.gov provides step-by-step guides with training videos for each approach:
• Basic Approach guide: Quick start
• Intermediate Approach guide: For complex setups
• Advanced Approach guide: Detailed with videos
1. Select the grant opportunity you want to apply for.
Click Search Grants and enter your criteria or an opportunity number. A list of results
will appear.
2. Click an opportunity number.
The system will display the View Grant Opportunity page.
3. Click the Apply button.
The system will display the Apply Now Using Workspace page.
4. Enter a name for your application.
Select a profile if needed, or a workspace owner if you lack privileges.
5. Click Create Workspace.
The system will display the Manage Workspace page. You can now add participants.
Ways to complete forms:
• Online within your workspace.
DEPARTMENT OF THE INTERIOR — XXXXXX Bureau 2

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• Download, complete offline, then upload.
• Reuse forms from a past application.
Before you submit your application, make sure you have completed all required forms. It is
best to submit your application well before the deadline, just in case a submission error
occurs.
On the Forms tab, click the Check Application button.
If there are any issues, a list of errors will be displayed. Resolve any errors before clicking the
Check Application button again.
Click the Complete and Notify AOR button, if it is available.
This button will be available only if you do not have an AOR role. When you click it, all users in
your organization with an AOR role (or a custom role with one of the Submit Applications
privileges) will receive an email telling them that the application is ready to submit.
Click the Sign and Submit button, if it is available.
This button will be available only if you have a standard or expanded AOR role, or if you have
been assigned a custom role with one of the Submit Applications privileges. If you have one of
these roles, the Sign and Submit button will be available when:
• The forms you select for submission have passed the check application process.
• Your organization's SAM.gov registration is active.
• The grant application deadline has not passed.
Submitting a revised grant application:
If you already submitted a grant application for this opportunity, you will be asked if you want
this submission to replace it. Select Yes. If you submitted your grant application from the same
workspace, the previous grant tracking number will be preserved.
A confirmation window will be displayed with information about tracking your grant
application.
Tracking Your Application
To see whether your application has been received by the awarding agency, you can go to Check
Application Status. You will be notified by the awarding agency after they complete their own
process.
DEPARTMENT OF THE INTERIOR — XXXXXX Bureau 3

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Grants.gov provides 24/7 support. Call 1-800-518-4726 or email support@grants.gov. You
will be assigned a ticket number, which we'll need to locate your issue later.
You can also find training and videos at Training Resources and Videos for Grants.gov.
For help with SAM.gov, call 866-606-8220. You can also chat with the Federal Service
Desk.
GRANTSOLUTIONS
ToG oap tpol yG ethttrionugg hSt GarrtaendtS –o Rluetiqouness, tf oal lUoswe rt hAecsceo sutenpts -: GrantSolutions.
1. Register your organization. Send an e-mail to help@grantsolutions.gov with:
• Subject: New Organization Request
• Entity name (organization or individual applying as a natural person)
• Entity type
• SAM.gov Unique Entity Identifier (not required for individuals)
• Employer Identification Number (individuals, do not include your SSN)
• Address
• Contact details (First and last name, e-mail, phone)
For entities required to register in SAM.gov, this information should be the same as
entered on the entity’s SAM.gov profile.
2. Assign system user roles. Follow the GrantSolutions “Recipient user” registration
instructions. Submit a separate Recipient User Account Request form for each official to
be assigned a system role. At minimum, the Authorizing Official (ADO) and Principal
Investigator/Program Director (PI/PD) must be assigned.
3. Log in. GrantSolutions requires users to log in through Login.gov. Each user must create
a Login.gov account. For instructions, see the GrantSolutions Training Resources web
page.
4. Find and apply to this Funding Opportunity. After logging in, click on either the
“Begin an application” link (first time applicants) or the “Funding Opportunity” link to
go to the “Competing Announcements-Application Kits” list screen. Search the list for
this Funding Opportunity’s title and number. Click on the associated “Apply” link.
Follow the prompts from there. For detailed instructions, see the GrantSolutions Training
Resources web page.
5. Need help? Find help topics and contact information on the GrantSolutions Contact Us
page.
DEPARTMENT OF THE INTERIOR — XXXXXX Bureau 4