SAFE, CLEAN WATER AND
NATURAL FLOOD PROTECTION PROGRAM
GRANTS & PARTNERSHIPS
2023 STANDARD GRANT GUIDELINES
Safe, Clean Water and Natural Flood Protection Program
Funded by a Special Parcel Tax
Safe, Clean Water and Natural Flood Protection Program – Grants and Partnerships 2023 Standard Grant Guidelines
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TABLE OF CONTENTS
Page
1. ABOUT SANTA CLARA VALLEY WATER DISTRICT .................................................. 1
2. ABOUT SAFE, CLEAN WATER PROGRAM ................................................................. 1
3. PURPOSE, ELIGIBILITY, FUNDING ............................................................................. 1
3.1. Purpose .............................................................................................................. 1
3.2. Funding ............................................................................................................... 2
3.3. Eligible Applicants ............................................................................................... 3
3.4. Eligible Projects .................................................................................................. 3
3.5. Ineligible Projects ................................................................................................ 5
3.6. Environmental Compliance and Permitting.......................................................... 5
4. INFORMATIONAL WORKSHOPS ................................................................................. 6
5. KEY APPLICATION DATES AND DEADLINES ............................................................ 7
6. APPLICATION PREPARATION & SUBMISSION.......................................................... 7
6.1. Online Application (see Attachment 1, Fluxx Grants Management System, for instructions) ........................................................................................................ 7
7. STANDARD PROVISIONS AND INSURANCE REQUIREMENTS ................................ 8
7.1. General Provisions .............................................................................................. 8
7.2. Insurance Requirements (see Attachment 3, Insurance Requirements) .............10
8. GRANT PROCESS .......................................................................................................10
9. GRANT ADMINISTRATION POST AWARD REQUIREMENTS ...................................11
9.1. Changes to Project Scope and Schedule ...........................................................11
9.2. Project Withdrawals ...........................................................................................11
9.3. Payment Process ...............................................................................................12
9.4. Payment Request Forms ...................................................................................12
9.5. Loss of Funding ................................................................................................. 12
9.6. Site Visits ...........................................................................................................12
9.7. Public Access ....................................................................................................12
9.8. Project Completion .............................................................................................12
9.9. Valley Water Board of Directors Involvement .....................................................13
9.10. Audit Provisions ................................................................................................. 13 Page
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10. GRANT CATEGORIES ................................................................................................. 14
10.1. Water Conservation Research Grants ................................................................14
10.2. Pollution Prevention Grants ...............................................................................21
10.3. Support Volunteer Cleanup Efforts and Education Grants ..................................29
10.4. Wildlife Habitat Restoration Grants ....................................................................36
10.5. Access to Trails and Open Space Grants ..........................................................49
ATTACHMENTS
ATTACHMENT 1
Fluxx Grants Management System ................................................................................55 ATTACHMENT 2
Sample Resolution ........................................................................................................57 ATTACHMENT 3
Insurance Requirements ...............................................................................................58 ATTACHMENT 4
One Water Objectives ...................................................................................................64
APPENDICES
APPENDIX C
Project Budget ...............................................................................................................66
APPENDIX E
Sample Invoice Template ..............................................................................................67
APPENDIX F
Sample Payment Request Template .............................................................................68
APPENDIX G
Sample Status Report Template ....................................................................................69
APPENDIX H
Definitions .....................................................................................................................70
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SAFE, CLEAN WATER AND NATURAL FLOOD PROTECTION PROGRAM
2023 STANDARD GRANT GUIDELINES
1. ABOUT SANTA CLARA VALLEY WATER DISTRICT
The Santa Clara Valley Water District (Valley Water) is a public agency providing water supply, flood protection, and stream stewardship for Santa Clara County. Valley Water manages an integrated water resources system that includes the supply of clean safe water, flood protection and stewardship of streams on behalf of Santa Clara County’s 2 million residents. Valley Water effectively manages ten dams and surface water reservoirs, three water treatment plants, a state-of-the-art water quality laboratory, and more than 275 miles of streams. For information about Valley Water, visit www.valleywater.org
.
Valley Water was created by an act of the California Legislature, and operates as a state of California Special District, with jurisdiction throughout Santa Clara County. Valley Water’s mission is to provide Silicon Valley safe, clean water for a healthy life, environment, and economy.
2. ABOUT SAFE, CLEAN WATER PROGRAM
The Safe, Clean Water and Natural Flood Protection Program (Safe, Clean Water Program) was first passed by voters in 2000 as the Clean, Safe Creeks and Natural Flood Protection Plan, then again in 2012 as the Safe, Clean Water and Natural Flood Protection Program. In November 2020, voters in Santa Clara County overwhelmingly approved Measure S, a renewal of Valley Water’s Safe, Clean Water Program. The renewal of the Safe, Clean Water Program will continue to provide approximately $47 million annually for local projects that deliver safe, clean water, natural flood protection, and environmental stewardship to all the communities in Santa Clara County.
In the renewed Safe, Clean Water Program, funding for community grants and partnerships was re-organized and consolidated under Project F9: Grants and Partnerships for Safe, Clean Water, Flood Protection and Environmental Stewardship (Project F9). Project F9 includes four Key Performance Indicators that identify annual funding for standard grants, water bottle filling stations, mini-grants, and partnerships.
3. PURPOSE, ELIGIBILITY, FUNDING
3.1. Purpose
This 2023 Standard Grant Guidelines document provides information about the FY23 standard grant funding opportunities, which include the following:
a. Water Conservation Research Grants are for projects to study and test new or uniquely applied water conservation activities. Applicants are encouraged to undertake research projects of new, repurposed, and/or innovative water conservation programs and technologies. The primary
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goal is to identify water savings devices and strategies that can assist Valley Water with its water conservation efforts.
b. Pollution Prevention Grants are for projects that reduce contaminants, including emerging contaminants, in surface or groundwater, such as public education to reduce use of pesticides and PFAS-containing products, technical assistance to help growers protect groundwater and to keep agricultural pollutants away from surface water, and partnerships to reduce litter and graffiti.
c. Support Volunteer Cleanup Efforts and Education Grants are for creek cleanup, education, outreach, and watershed stewardship activities. d. Wildlife Habitat Restoration Grants are for activities that support, restore, and/or conserve native fish and wildlife, such as creating or enhancing wetland, riverine, riparian and tidal marsh habitat; protecting special status species; removing fish migration impediments;
removing
non-native/invasive plant species; and planting native species. e. A
ccess to Trails & Open Space Grants are for activities that provide and increase access to open space and creekside trails, or to trails that provide a significant link to a creekside trail network.
3.2. Funding
In the FY23 standard grant cycle, a total of $1,400,000 in grants is available, aiming for a diverse range of project types, project locations, and project sizes.
There is no minimum or maximum dollar amount per project.
Valley Water Board of Directors reserves the right to approve full or partial funding of the requested amount. Not all projects that meet minimum requirements are guaranteed to receive funding.
Projects must be completed within five (5) years following the Grant Agreement effective date.
Awards will be provided on a reimbursement basis. The final ten (10) percent of the reimbursable amount will be retained until project completion.
The funding amount is subject to change. Funds may not be used for:
a. Pre-award costs
b. Proprietary work of which the results cannot be released to the public
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3.3. Eligible Applicants
a. Eligible entities for Pollution Prevention Grants, Support Volunteer Cleanup Efforts and Education Grants, Wildlife Habitat Restoration Grants, and Access to Trails & Open Space Grants could include:
(1) Loc
al cities, towns, and county agencies
(2) Local nonprofit organizations with a 501(c)(3) tax exempt status (3) Open space districts
(4) Mutual water agencies/districts (public, not for profit) (5) Resource conservation districts
(6) Schools, community colleges, and colleges/universities (public, not for profit)
b. Eligible entities for Water Conservation Research Grants could include:
(1) Local cities, towns, and county agencies
(2) Local nonprofit organizations with a 501(c)(3) tax exempt status (3) Open space districts
(4) Mutual water agencies/districts (public, not for profit) (5) Resource conservation districts
(6) For-profit organizations
(7) Schools, community colleges, and colleges/universities (public, not for profit, private)
c. Eligible Applicants may seek grant funding for more than one project.
3.4. Eligible Projects
Proposed projects must be located within Santa Clara County and meet the following:
a. Water Conservation Research Grants must provide one or more of the following benefits:
(1) Help identify potential water reduction devices, technologies, strategies, and/or methods to either reduce water demand or improve water-use efficiency.
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(2) Research studies that determine potential cost-effectiveness of water conservation related projects.
b. Pollution Prevention Grants must provide one of the following benefits:
(1) Help prevent contaminants such as trash, household hazardous waste (such as auto products and fuels, yard and garden products, cleaning products, paints, light bulbs, batteries, and electronic waste), PFAS, and pharmaceuticals from entering our waterways
(2) Help improve the condition of water bodies listed as “impaired” per section 303(d) of the federal Clean Water Act
(3) Reduce contaminant source loads to groundwater and surface water, and protects local watersheds
(4) Provide public education to reduce contaminants in our waterways (5) Leverage community resources for efficient use of funds c. Support Volunteer Cleanup Efforts and Education Grants must be focused on creek cleanup, education, outreach, or watershed stewardship activities resulting in one or more of the following benefits:
(1) Reduce contaminants entering Santa Clara County waterways and groundwater
(2) Engage community and support watershed stewardship
(3) Leverage volunteer community resources for efficient use of funds to support watershed cleanup and education efforts
d. Wildlife Habitat Restoration Grants must provide one of the following benefits:
(1) Create or enhance wetland, riverine, riparian, and tidal marsh habitats
(2) Protect special status species
(3) Remove fish migration impediments
(4) Install fish ladders
(5) R
emove non-native/invasive plant species
(6) P
lant native species
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e. Access to Trails & Open Space Grants must provide one of the following benefits:
(1) P
rovide open space access
(2) P
rovide access to creekside trails or trails that provide a significant link to the creekside trail network
3.5. Ineligible Projects
The following projects will not be considered for funding:
a. P rojects located outside of Santa Clara County
b. F easibility studies
c. M aster planning
d. M itigation projects
e. P rojects designed to meet regulatory or permit obligations (unless grant funding is for project activities above and beyond required activities) f. O perations and maintenance of existing projects
g. Land ac
quisition, unless parcel(s) or title acquired will be specifically deemed for use in habitat or species restoration or protection
3. 6. Environmental Compliance and Permitting
Projects must comply with all applicable local, state, and federal environmental laws and regulations. Applicants are responsible for obtaining all permits necessary to complete project work.
As a public agency, Valley Water is required to comply with the California Environmental Quality Act (CEQA) before making a discretionary decision on a project that would result in physical changes to the environment, unless that project is excluded or exempt from CEQA.
For a project that is subject to CEQA, Valley Water may take on the role as a lead agency or a responsible agency depending on circumstance. If there is another state or local public agency responsible for carrying out the project or if there is another state or local public agency with greater responsibility for supervising or approving the project, that other state or local public agency will assume the role as lead agency pursuant to CEQA. Valley Water will assume the role as a responsible agency and comply with CEQA requirements applicable to responsible agencies before it considers whether or not to fully or partially fund the project through Valley Water’s grants program. Proposals should demonstrate the status of compliance with CEQA prior to the execution of the agreement.
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In the case where another public agency is the CEQA lead agency and has prepared a CEQA document (a Negative Declaration, Mitigated Negative Declaration, or Environmental Impact Report) for the project, Valley Water will consider CEQA review by the lead agency to be complete when the lead agency has filed a Notice of Determination (NOD) with the Santa Clara County clerk and the state Office of Planning Research (if applicable).
Valley Water will consider the lead agency’s CEQA document prior to reaching a decision on the project and will comply with all CEQA requirements applicable to responsible agencies (including making CEQA findings if required) before approving the project. If the lead agency has determined that a project is excluded or exempt from CEQA review, Valley Water will independently review and decide whether the project is exempt.
If the lead agency’s documentation for its CEQA compliance is available at the time of proposal submission, applicants should provide such information along with the proposal to Valley Water. Otherwise, applicants should provide this information as it becomes available and in a timely manner to support Valley Water’s CEQA review.
In instances where there is no other state or local public agency with approval authority over a project that is subject to CEQA, Valley Water must act as the CEQA lead agency. Applicants should note that CEQA requires Valley Water to analyze a project's potential environmental impacts. Applicants will need to provide adequate detailed information about the project activities to allow Valley Water to complete an environmental review, including details about site locations and access routes, species and habitat(s) that could be affected, ground disturbing activities, work schedule, and any environmental concerns that may exist.
In general, Valley Water must complete its CEQA review (whether as a lead or responsible agency) prior to disbursing grant funds for a project. In some cases, a project may include work associated with planning and/or design of the project.
In such case, upon execution of the grant agreement, grantee may work on and invoice Valley Water for eligible costs related to planning and design.
PLEASE NOTE: Up to 20 percent of the total award amount may be used for planning and design purposes, and the remaining 80 pe rcent must be spent on implementation.
4. IN FORMATIONAL WORKSHOPS
Valley Water will hold four virtual informational workshops to provide an overview of the grant program and available funding, application guidelines and process, including a demonstration of Valley Water web-based grant administration system (Fluxx) that all parties will be required to use to submit their applications. Participation is recommended but not mandatory.
January 25, 2023, 1:00-2:30 p.m.
Register for the online Zoom session:
https://valleywater.zoom.us/webinar/register/WN_HaVye_SGQxy6W6MS9OqJOg
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February 2, 2023, 6:00-7:30 p.m.
Register for the online Zoom session:
https://valleywater.zoom.us/webinar/register/WN_RbGULQt8S1yXhut1yVvVeg March 1, 2023, 10:00-11:30 a.m.
Register for the online Zoom session:
https://valleywater.zoom.us/webinar/register/WN_Z4xZ_OBLTYiKEU7E5XZNiw NOTE: Please register at the links above to receive the online Zoom meeting link.
If you need assistance with registering or have any questions, contact grants staff at (408) 630-2080 or [email protected].
Questions:
Kristen Yasukawa, Supervising Program Administrator
Phone: (408) 604-5356
Email: [email protected]
5. KEY APPLICATION DATES AND DEADLINES
Activity Schedule
Release the 2023 Standard Grant Guidelines
and open application for online submission
January 11, 2023
Virtual informational workshops January 25, 2023, 1:00-2:30 p.m.
February 2, 2023, 6:00-7:30 p.m.
March 1, 2023, 10:00-11:30 a.m.
Deadline for online grant proposal submission March 10, 2023 at 11:59 p.m. (PST) Review and evaluate grant proposals by a panel
of Valley Water staff and/or external members
March 10, 2023-April 21, 2023
Present evaluated proposals and recommend
grant awards to Valley Water Board of Directors
for approval
May 2023
Send out notice of funding to awarded grantees June 2023 CEO executes grant agreements June-December 2023
NOTE: The above dates are subject to change.
6. APPLICATION PREPARATION & SUBMISSION
6.1. Online Application (see Attachment 1, Fluxx Grants Management System, for instructions)
a. Application Submissions – All grant applications must be submitted electronically through the Fluxx web portal at valleywater.fluxx.io. b. Grant Applications Deadline – Online application and all supporting documentation must be submitted by Friday, March 10, 2023 at 11:59 p.m. (PST).
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c. Late Submittals – Valley Water will not accept grant applications after the grant due date/time. Further, Valley Water will not be responsible for slow and/or delayed grant application submissions regardless of whether it is caused by, but not limited to, the World Wide Web, Internet Service Provider, third-party system, Fluxx or Valley Water security system or infrastructure.
d. Valley Water Contact – All questions shall be directed to the Supervising Program Administrator, Kristen Yasukawa, via email at
[email protected].
7. STANDARD PROVISIONS AND INSURANCE REQUIREMENTS
The following outlines key provisions in Valley Water’s Standard Grant Agreement (Agreement).
7.1. General Provisions
a. Grant Agreement must be signed by the Grantee within one week of receiving the Agreement from Valley Water.
b. Grantee must complete funded Project and submit final documentation within the Project Performance Period and before the expiration of the Grant Agreement.
c. Grantee may submit reimbursements for work within the Project Performance Period, beginning upon the Grant Agreement effective date and no later than end of the expiration of the Agreement. d. All grant funds not expended by Grantee shall revert to the Safe, Clean Water and Natural Flood Protection Program reserve fund and be available for reallocation by Valley Water to other projects as deemed appropriate.
e. Grantee must own the land or hold a lease or other long-term interest in the land that is the subject of the Project. Exceptions to the rule include projects proposing use of Valley Water owned land, such as use of a maintenance road for a multiple-use trail; in which case a Joint Use Agreement and compliance with the Valley Water Trails Policy Criteria and Guidance would be required prior to construction and opening to public access.
f. If the Grantee does not own the land or hold a lease or other long-term interest in the land that is the subject of the Project, the Grantee must obtain written permission from the property owner and provide it to Valley Water.
g. Grantee is responsible for obtaining proper Valley Water encroachment permits to access and for proposed improvements on Valley Water property or easement prior to commencing of proposed work.
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h. Maintain and operate the property funded pursuant to the Grant Agreement for a period that is commensurate with the type of Project and the proportion of funds or property allocated to the capital costs of the Project. A lease or other short-term agreement cannot be revocable at will by the lessor.
i. Grant funds are not available for expenditure until they are authorized by Valley Water Board of Directors and appropriated pursuant to a written document (i.e., Grant Agreement) that has been executed between Valley Water and Grantee. Pre-award expenditures are not covered. NOTE:
Grantees are advised not to commence grant-funded activities until Grant Agreement has been fully executed by both parties. Expenditures incurred outside of the term of the Grant Agreement will not be eligible for reimbursement.
j. Matching funds may include cash and/or in-kind services, however, shall not include Valley Water resources. NOTE: No more than seventy-five percent (75%) of the total match expenditures may be in the form of third-party in-kind contributions. To calculate the in-kind value of volunteer hours, please use the Independent Sector’s estimated hourly rate for volunteer time. In 2021, the California volunteer value was estimated at $35.56 per hour, per person. Please visit the website here:
https://independentsector.org/resource/value-of-volunteer-time/ k. Grantee may spend up to twenty percent (20%) of the Project Funding Amount for non-construction costs, including project administration, CEQA compliance, permits, plans, specifications, and design. l. Benefit rates shall be limited to twenty percent (20%) of labor rates. m. Overhead costs shall be limited to ten percent (10%) of labor costs. n. Documentation of compliance with all Insurance Requirements must be provided by Grantee prior to contract negotiations. Grantee is responsible for the cost of complying with all Insurance Requirements as stated in the Agreement.
o. Prior to implementation and/or billing for eligible implementation related costs, the Grantee must complete the CEQA process and provide documentation (when applicable). The required documentation must include the final environmental document. Valley Water must also have access to the lead agency record of project approval. If a Notice of Determination was filed for the project, a copy of the lead agency’s filing receipt must be provided.
p. Prior to beginning implementation of a grant project, the Grantee is responsible for procuring any permits associated with said project.
Grantee must also provide documentation and/or copies of the permits to Valley Water staff.
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q. Grantee shall comply with all federal, state, and local laws and regulations, and Valley Water policies, rules and regulations, including, but not limited to, legal requirements for construction contracts, building codes, health and safety codes, Water Resources Protection Manual and disabled access laws.
r. All collateral materials associated with the grantee’s project, including, but not limited to signage, educational and marketing materials, must include Valley Water’s Safe, Clean Water logo, to be provided by Valley Water staff. If signage is posted at a grant-funded project site identifying project funding sources, the sign shall include acknowledgment of Valley Water’s contribution. NOTE: All signage and collateral materials must be reviewed and approved by Valley Water prior to usage of the Valley Water logo.
7.2. Insurance Requirements (see Attachment 3, Insurance Requirements) Grantee shall adhere to the insurance requirements detailed in Attachment 3, Insurance Requirements.
Final insurance requirements will be issued on a case-by-case basis for each Project. Details will be included as part of the Grant Agreement.
8. GRANT PROCESS
a. Valley Water releases online application for grant proposals on January 11, 2023.
b. Applicants submit grant proposals online by March 10, 2023 at 11:59 p.m. (PST).
See Attachment 1, Fluxx Grants Management System.
c. Valley Water evaluates all grant applications based on Eligibility and Evaluation Criteria using an application review team comprised of Valley Water staff and/or external members.
d. Valley Water Grants Program staff will make funding recommendations to the Valley Water Board of Directors based on the review team’s scores and the grant funding allocation matrix (see the matrix enclosed with each project evaluation criteria table). The Board of Directors will make the final approval decisions on grant funding at a public Board meeting.
e. Following Board of Directors approval of the grant awards, Valley Water will inform the Applicants of grant award status. Grant awardees will begin the process to execute the Grant Agreement. Grant Agreement must be signed by the Grantee within one week of receiving the Agreement from Valley Water. f. Grantee commences work on the Project and submits invoices upon completion of tasks for reimbursement. Final ten percent (10%) of the reimbursable amount is held as retention until Project completion.
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g. Grantee submits quarterly reports, with or without an invoice, during the duration of the Agreement term. Reports must be submitted using the Fluxx grants management system using the sample template(s), attached hereto as Appendix E, Sample Invoice Template; Appendix F, Sample Payment Request Template; and Appendix G, Sample Status Report Template, unless otherwise approved by Valley Water. Reports must include: a claim for reimbursement, invoices, interim deliverables/project documents, and a brief description of project status.
h. Grantee completes the Project.
i. Grantee submits a draft of the final report no later than thirty (30) days before expiration of the Grant Agreement. Grantee shall revise all or part of the report, if needed, based on comments from Valley Water. The final report is due on or before the expiration of the Grant Agreement, unless otherwise approved by Valley Water in writing.
j. Grantee presents completed project to Valley Water Board of Directors, upon Valley Water request.
k. Grantee submits the final invoice, including Notice of Completion (if applicable). l. Valley Water makes a final on-site project inspection. NOTE: Valley Water reserves the right to request site visits prior to completion of the Project. m. Valley Water processes the final payment.
n. Valley Water may perform an audit of the completed Project.
9. GRANT ADMINISTRATION POST AWARD REQUIREMENTS
9.1. Changes to Project Scope and Schedule
Valley Water will not approve changes in the Project Scope and Project Schedule unless the revision supports the original Application. Revisions to the Project Scope/description and schedule following execution of a Grant Agreement requires a written amendment executed by both parties. Requests for amendment must be received a minimum of 60 days prior to expiration of an executed agreement. Changes do not allow for an increase in grant funds awarded. Any changes in scope will require an amendment to the original Grant Agreement and thus will require Board Approval.
9.2. Project Withdrawals
Grantee may withdraw a Project by notifying Valley Water in writing. All invoices paid by Valley Water must be repaid to Valley Water within 45 days of withdrawal notification.
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9.3. Payment Process
The grant program is operated on a reimbursement basis. Up to 90 percent may be requested for reimbursement, with the final payment (10 percent) coinciding with completion of the Project. Grantee may invoice Valley Water as often as once a month.
9.4. Payment Request Forms
All Payment Request Forms are available through Valley Water’s Fluxx grants management system (valleywater.fluxx.io). Requests for payment are submitted on the Payment Request Form, along with Project invoice and Project Status Report Form using Fluxx. All requests for reimbursement must be accompanied by documentation to substantiate all expenses (i.e., subcontractor invoices, receipts, photographs, etc.), and proof the correlating tasks have been accomplished.
9.5. Loss of Funding
The following actions may result in a Grantee’s loss of funding:
a. Grantee fails to complete the Project and/or fails to submit all documentation within the timeframes specified in the Agreement. b. Grantee fails to utilize the funds for the purposes designated in the Grant Agreement.
c. Grantee submits misleading or inaccurate information in the application leading to a project that is not feasible.
9.6. Site Visits
Grantee shall permit periodic on-site visits by Valley Water staff, including a final inspection of the completed Project, to evaluate consistency with the approved Project Scope.
9.7. Public Access
Grantee shall provide public access to the completed Grant Project as deemed appropriate and described in the Project Scope, in accordance with the intent of the Safe, Clean Water Program.
9.8. Project Completion
Projects must be completed within the timeframe specified in the executed Agreement. Upon Project completion, Grantee submits the final payment request, final Project costs, and certification that Project is complete (i.e., Notice of Completion).
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The Grantee will provide a presentation to Valley Water Board of Directors, at the request of Valley Water; a final project fact sheet; and photographs to be posted on Valley Water’s website and other channels, such as Valley Water blogs, social media, videos, news releases, and reports.
9.9. Valley Water Board of Directors Involvement
Thirty (30) days prior to any event and/or ceremony related to projects which have received grant funding from Valley Water, Grantee shall provide the Valley Water Board of Directors an opportunity to designate a person to speak at such event and/or ceremony. Events shall include, but are not limited to, groundbreaking ceremonies, project opening ceremonies, and any other event where similar public officials with an interest in the Project receive an invite. At Valley Water’s request, Grantees shall also present their completed Project to the Board of Directors via a short verbal or written presentation.
9.10. Audit Provisions
a. Audit
Projects are subject to audit by Valley Water for three (3) years following final payment of grant funds. The audit shall include all books, papers, accounts, documents, or other records of Grantee as they relate to the Project for which the funds were granted.
Grantee shall have the Project records, including the source documents and cancelled warrants, readily available to an auditor. Grantee shall also provide a representative having knowledge of the Project to assist the auditor. Grantee shall provide a copy of any document, paper, record, or the like requested by Valley Water.
b. Financial Statements
Nonprofit organization Grantees must provide their IRS Form 990 and/or internally-prepared audited financial statements for the previous two years. Schools, school districts, and public agencies will be required to provide their annual budget for the previous two years. c. Accounting Requirements
Grantee shall maintain an accounting system that does the following:
(1) Accurately reflects fiscal transactions, with the necessary controls and safeguards.
(2) Provides good audit trails, especially the source documents (purchase orders, receipts, progress payments, invoices, time cards, cancelled warrants, warrant numbers, etc.).
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(3) Provides accounting data so the total cost of each individual Project can be readily determined.
d. Records Retention
In addition to the three-year retention of Project records, all Project records must be retained by Grantee for at least one year following the audit.
e. Pre- and Post-Surveys
Grantees with projects that include a community outreach and/or an educational component must demonstrate their best effort to submit pre- and post-surveys accounting for knowledge gained by program participants and demographic information including age, ethnicity, education level, and household income.
f. Grant Agreement Term Extension Limits
The term of an executed Agreement may be extended a maximum of three (3) times. All term extensions are subject to Valley Water approval and must be documented in a formal amendment to the Agreement. Any additional extensions beyond three (3) amendments will NOT be considered.
10. GRANT CATEGORIES
10.1. Water Conservation Research Grants
a. Purpose
The Water Conservation Research Grants are for projects to study and test new or uniquely applied water conservation activities. Applicants are encouraged to undertake research projects of new, repurposed, and/or innovative water conservation programs and technologies. The primary goal is to identify water savings devices and strategies that can assist Valley Water with its water conservation efforts. The funded project shall be able to answer either how much water can be saved through both a percent-reduction as well as by quantifying how many gallons can be saved per year per device/site/installation/other activity. b. Funding
(1) No funding minimum or maximum per project.
(2) Not all projects that meet minimum requirements are guaranteed to be funded.
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(3) A project may be authorized for full or partial requested funding based on the grant funding allocation matrix and decisions of the Board of Directors.
(4) Length of funding: all projects must be completed within five (5) years following the effective date of the Agreement.
(5) Awards will be provided on a reimbursement basis. The final ten percent (10%) of the reimbursable amount will be retained until project completion.
(6) The funding amount is subject to change. Funds may not be used for:
(a) Pre-award costs
(b) Proprietary work of which the results cannot be released to the public
c. Eligible Applicants
(1) Eligible entities could include:
(a) Local cities, towns, and county agencies
(b) Local nonprofit organizations with a 501(c)(3) tax exempt status
(c) Open space districts
(d) Mutual water agencies/districts (public, not for profit) (e) Resource conservation districts
(f) For-profit organizations
(g) Schools, community colleges, and colleges/universities (public, not for profit, private)
(2) Eligible applicants may seek grant funding for more than one project.
d. Project Benefits
Proposed projects must provide one of the following benefits:
(1) Help identify potential water reduction devices, technologies, strategies, and/or methods to either reduce water demand or improve water-use efficiency.
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(2) Research studies that determine potential cost-effectiveness of water conservation related projects
e. Ineligible Projects
The following projects will not be considered for funding:
(1) Projects located outside of Santa Clara County
(2) Master planning
(3) Mitigation projects
(4) Projects designed to meet regulatory or permit obligations (unless proposed work is for project activities above and beyond required activities)
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MINIMUM REQUIREMENTS QUALIFICATIONS & EVALUATION CRITERIA Minimum Requirements
1. All checklist items complete in Fluxx by application due date:
• Online Proposal
• Project Scope
• Project Budget
• Resolution
• 501(c)(3) Determination Letter
• W- 9 Form
• Form 990
• Audited Financial Statements
• Organizational Budget
• Resumes of Key Staff
2. Identifies as one of the following entities:
• Local cities, towns, and county agencies
• Local nonprofit organizations with a 501(c)(3) tax exempt status • Open space districts
• Mutual water agencies/districts (public, not for profit) • Resource conservation districts
• For-profit organizations
• Schools, community colleges, and colleges/universities (public, not for profit, private)
3. Project must be physically located in Santa Clara County.
4. Identifies the rationale for the project as discretionary and not required per other applicant obligations. The proposed project does not fill regulatory or permit obligations, or if the project includes required activities, that grant funding will only be used for work being done in addition to required activities.
5. Demonstrate tentativ e concurrence by project partners, including Valley Water, where a project is proposed.
6. Consistent with Santa Clara Valley Water District Act and Mission. All projects must support or enhance flood protection, environmental stewardship or water supply per Santa Clara Valley Water District Act.
7. Eighty percent (80%) or greater of project grant request must be focused on implementation with a tangible result.
8. Identifies appropriate maintenance and monitoring for proposed project.
9. Project includes a minimum 25% match fund (25% of total project cost) prior to Valley Water funding.
10. Project will be completed within five (5) years following the Agreement effective date.
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PROJECT EVALUATION CRITERIA
Criteria Criteria Name Max
Points
Evaluator’s
Score
1 Water savings and research plan
• Up to 10 points: A description of the potential water savings expressed as gallons per year or acre feet per year per device/site/installation/other ( see template on following page, which is also included in Fluxx). I nclude any other potential savings (e.g., energy, environmental, etc.); and
10 • Up to 15 points: A scientifically strong research plan that includes the following components:
review of past literature (e.g. are there existing studies or reports that support the savings estimates?); clearly defined objective and hypothesis; identification of target audience; clear and logical research design (i.e. will you have a control group?); a description of your data collection methods (i.e. will it be metered or will submeters be needed?); and a description of the qualitative and quantitative analysis that will be used.
15 2 Water Conservation Research Project innovation or new features Response should, at a minimum, answer the following questions: How is the proposed project and/or technology better and/or different than what currently exists? What new markets will it open and how will they be affected? What is the lifespan of the new technology and how reliable is it? 25 3 Cost effectiveness
The goal is to fund projects that provide the largest water savings per dollar awarded. Describe your project’s potential water savings (Criteria 1) in the context of funds requested and total project costs. If applicable, include cost per gallon saved.
20 4 Market impact potential
Response should, at a minimum, answer the following questions: What audience or demographic will benefit from your project? What is the potential market size or impact size for your project? 15 5 Water Conservation Research Project preparedness
Please provide a description of your experience or skills that will allow you to complete the proposed project. Also, describe how thoroughly the project will be planned, including any preparatory work, and understanding of potential obstacles and strategies to overcome them. 15 TOTAL POINTS 100
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BONUS CRITERIA
6 Financial Stability
More than half of the applicant’s required matching funds come from a monetary source (not in- kind).
Applicant shows strong financial ability to carry-out the project. 5 7 Diverse Applicant Pool
The applicant has never received a prior Valley Water Safe, Clean Water Program grant (excluding mini- grants).
5 8 Environmental Justice
Proposed project scope of work includes serving/impacting a Disadvantaged Community (as defined by Valley Water).1
5 TOTAL BONUS POINTS 15
Grant Funding Allocation Matrix
Tier 1 70-100% Funding 85-100 points
Tier 2 30-69% Funding 70-84 points
1 Valley Water defines a Disadvantaged Community as an area whose residents are disproportionately impacted by a combination of economic, health, and environmental burdens, such as poverty, high unemployment, environmental pollution, the presence of hazardous waste, or environmental degradation. These communities often are comprised of people who have suffered historical discrimination based on race, color, national origin, tribe, culture, income, immigration status, or English language proficiency. For the purposes of Valley Water policies, projects, services, and programs, disadvantaged communities include any of the following:
• Low-income households (Household incomes below 80 percent of the Area Median Income (AMI) in Santa Clara County), as of 2022 AMI for average household of three is $118,600; however, AMI is updated annually. • Low-income census tracts (Census tracts where aggregated household incomes are less than 80 percent of the Area Median Income for Santa Clara County), as of 2022 AMI for average household of three is $118,600; however, AMI is updated annually; and/or
• An area defined by California Environmental Protection Agency (pursuant to Section 39711 of the California Health and Safety Code), using the CalEnviroScreen tool, which was developed to determine communities most burdened by environmental, socioeconomic, and health factors.
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POTENTIAL WATER SAVINGS AND COST EFFECTIVENESS
Amount* Basis of Savings and Costs
A. Gallons saved per year (1) Device
Site
Installation
Other (please explain)
B. Cost (2)
C. Cost Effectiveness = B/A
* Cost should be normalized by the total years the project expects to generate savings.
(1) Explain water savings assumption based on Criteria 1-Water savings and research plan in the Water Conservation Research Grants Evaluation Criteria table.
(2) Explain cost assumption based on Criteria 2-Cost effectiveness in the Water Conservation Research Grants Evaluation Criteria table.
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10.2. Pollution Prevention Grants
a. Purpose
Pollution Prevention Grants are for projects that reduce contaminants, including emerging contaminants, in surface or groundwater, and reduce emerging contaminants, such as public education to prevent pharmaceuticals from entering waterways, reduce use of pesticides and PFAS-containing products, technical assistance to help growers protect groundwater and to keep agricultural pollutants away from surface water, and partnerships to reduce litter and graffiti.
b. Funding
(1) No funding minimum or maximum per project.
(2) Not all projects that meet minimum requirements are guaranteed to be funded.
(3) A project may be authorized for full or partial requested funding based on the grant funding allocation matrix and the Board of Directors.
(4) Length of funding: all projects must be completed within five (5) years following the effective date of the agreement.
(5) Awards will be provided on a reimbursement basis. The final ten percent (10%) of the reimbursable amount will be retained until project completion.
(6) The funding amount is subject to change. Funds may not be used for:
(a) Pre-award costs
(b) Proprietary work of which the results cannot be released to the public
c. Eligible Applicants
(1) Eligible entities could include:
(a) Local cities, towns, and county agencies
(b) Local nonprofit organizations with a 501(c)(3) tax exempt status
(c) Open space districts
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(d) Mutual water agencies/districts (public, not for profit) (e) Resource conservation districts
(f) Schools, community colleges, and colleges/universities (public, not for profit)
(2) Eligible applicants may seek grant funding for more than one project.
d. Project Benefits
Proposed projects must provide one of the following benefits:
(1) Help prevent contaminants such as pharmaceuticals, household hazardous waste, and trash from entering our waterways
(2) Help improve the condition of water bodies listed as “impaired” per section 303(d) of the federal Clean Water Act
(3) Reduce contaminant source loads in groundwater and surface water, and protects local watersheds
(4) Provide public education to reduce contaminants in our waterways (5) Leverage community resources for efficient use of funds e. Ineligible Projects
The following projects will not be considered for funding:
(1) Projects located outside of Santa Clara County
(2) Feasibility studies
(3) Master planning
(4) Mitigation projects
(5) Projects designed to meet regulatory or permit obligations (unless proposed work is for project activities above and beyond required activities)
(6) Operations and maintenance of existing projects
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MINIMUM REQUIREMENTS QUALIFICATIONS & EVALUATION CRITERIA Minimum Requirements
1. All checklist items complete in Fluxx by application due date:
• Online Proposal
• Project Scope
• Project Budget
• Resolution
• 501(c)(3) Determination Letter
• W-9 Form
• Form 990
• Audited Financial Statements
• Organizational Budget
• Resumes of Key Staff
2. Identifies as one of the following entities:
• Local cities, towns, and county agencies
• Local nonprofit organizations with a 501(c)(3) tax exempt status • Open space districts
• Mutual water agencies/districts (public, nonprofit)
• Resource conservation districts
• Schools, community colleges, and colleges/universities (public, not for profit)
3. Project must be physically located in Santa Clara County
4. Proposed project focuses on at least one of the following priority themes:
a. Implement specific pollution prevention or reduction activities identified in existing countywide or regional plans
b. Increase the permeability of urban areas
c. Reduce trash in riparian areas
d. Prevent pharmaceutical waste and other pollutants from entering our waterways
5. Identifies the rationale for the project as discretionary and not required per other applicant obligations. The proposed project does not fill regulatory or permit obligations, or if the project includes required activities, that grant funding will only be used for work being done in addition to required activities.
6. Demonstrates cooperation with any project partners, including Valley Water, where a project is proposed.
7. Consistent with Santa Clara Valley Water District Act and Mission. All projects must support or enhance flood protection, environmental stewardship or water supply per Santa Clara Valley Water District Act.
8. Eighty percent (80%) or greater of project grant request must be focused on implementation with a tangible result
9. Identifies appropriate maintenance and monitoring for proposed project
10. Project includes a minimum 25% match fund (25% of total project cost) prior to Valley Water funding.
11. Project will be completed within five (5) years following the Agreement effective date.
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PROJECT EVALUATION CRITERIA
Criteria Criteria Name Low
(0-3)
Moderate
(4-7)
High
(8-10)
Raw
Score
(1-10)
Multiply
by
Weight
Weight Final
Score
Max
Score
1 PROJECT GOALS & THEMES
Proposed project implements
pollution prevention, reduction,
removal, remediation, or
improvement activities, either
independently, or collaboratively.
Project may focus on physical
improvements under Pollution
Prevention (formerly B3) and
priority themes as listed:
• Implement specific pollution
prevention or reduction
activities identified in existing
countywide or regional plans.
• Increase the permeability of
urban areas.
• Reduce trash in riparian areas.
• Prevent pharmaceutical waste
and other pollutants from
entering our waterways.
Project identifies
which specific
pollutant is the
target of the
project.
No identification
of a specific
pollutant(s) as the
focus of the
project.
Project addresses
pollutants in
priority reaches or
areas identified in
TMDL or 303d
listings.
Project
addresses
pollutants in
priority reaches
or areas
beyond TMDL
or 303d listings.
X 0.25 2.5
Project clearly
states how it will
prevent, reduce,
remove, or
remediate the
identified
pollutant.
Able to link
project to Valley
Water’s One
Water Objectives
(See
Attachment 4).
General
description and
some specifics of
project methods
and process for
addressing the
identified
pollutant(s).
Clear and
specific
description of
project methods
and process for
addressing the
identified
pollutant(s).
X 0.25 2.5
Physical projects
that bring long-
lasting solutions
beyond the life of
the grant funding.
Project provides
solutions lasting
only the life of the
grant.
Project provides
solutions lasting
beyond the life of
the grant by
1-2 years.
Project provides
solutions lasting
beyond the life
of the grant by
3+ years.
X 0.25 2.5
Establish
baselines to
account for
existing
conditions versus
new conditions to
measure
success.
No baseline data
identified to
measure
success.
Some baseline
data identified to
measure
success.
Systematic
baseline data
identified to
measure
success of
project
objective.
X 0.25 2.5
Maintenance and
monitoring.
Maintenance and
monitoring
component
identified with no
funding source.
Maintenance and
monitoring
component
identified with
funding source.
Maintenance
and monitoring
component
identified,
including
parameters to
be monitored
and funding
source.
X 0.25 2.5
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MC14948 25
PROJECT EVALUATION CRITERIA
Criteria Criteria Name Low
(0-3)
Moderate
(4-7)
High
(8-10)
Raw
Score
(1-10)
Multiply
by
Weight
Weight Final
Score
Max
Score
2 CONNECTIVITY
Where applicable, project demonstrates connectivity of
two or more related activities consistent with Pollution Prevention objectives.
No identified
connectivity.
Connectivity with
other planned
enhancements,
open space, or
habitat areas.
Demonstrated
connectivity
with existing
enhancements,
open space, or
habitat areas.
X 0.25 2.5
3 PROJECT SCOPE
Proposed project includes a well-defined scope (see
application in Fluxx) with clearly identifies the following:
• Project description
• Tasks
• Deliverables
• Success measures
• Outreach/presentation to Valley Water Board of
Directors
Most deliverables
and associated
tasks, success
measures are
clearly defined.
All deliverables
and associated
tasks, success
measures are
clearly defined.
All deliverables
and associated
tasks, success
measures, and
change
management
tasks are
clearly defined.
X 0.75 7.5
4 PROJECT SCHEDULE
Proposed project includes a well-defined schedule (see
application in Fluxx), including:
• Tasks
• Milestones
• Deliverables
• Performance measures
• Project related events
• Outreach/presentation to Valley Water Board of
Directors
• Close-out
Target completion
date, key
milestone dates
(including key
events or board
presentation
dates) are clearly
identified.
Clear base
schedule along
with identification
of critical path
items.
Clear base
schedule along
with
identification of
critical path
items, and ways
to address
anticipate
schedule slip.
X 0.75 7.5
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MC14948 26
PROJECT EVALUATION CRITERIA
Criteria Criteria Name Low
(0-3)
Moderate
(4-7)
High
(8-10)
Raw
Score
(1-10)
Multiply
by
Weight
Weight Final
Score
Max
Score
5 PROJECT BUDGET
Proposed project includes a
well-defined budget that clearly
identifies the following:
• Tasks
• Resources
• Matching funds
What tasks are
included and
which are
requested for
reimbursement
through this
grant?
Most budget
items align well
with those
described in
scope and
schedule.
All budget items
align well with
those described
in scope and
schedule.
Identified
budget items for
change
management
beyond
well-defined
budget.
X 0.75 7.5
Level of
matching funds
(% of total project
cost).
25-30% matching
funds.
31 to 50%
matching funds
51% or greater
matching funds X 0.75 7.5
Unit cost is
reasonable,
effective, and
efficient.
Identified unit
cost.
Identified unit
cost and provided
benchmark data.
Identified unit
cost, provided
benchmark
data, and
demonstrated
competitiveness
against cost
effectiveness.
X 0.5 5
6 PROJECT READINESS
Readiness of CEQA documents (Proposals
demonstrate that CEQA compliance will be complete
prior to execution of the agreement).
Readiness of Permit documents (if permits are not
required give full points).
Notation of CEQA
in project
application with
no clear date of
expected
completion.
Planned
completion of
CEQA within
1 year of signed
agreement.
Completed
CEQA.
X 0.75 7.5
Notation of
permits in project
application with
no clear date of
expected
completion.
Planned
completion of
permits within
1 year of signed
agreement.
Completed
permits.
X 0.75 7.5
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PROJECT EVALUATION CRITERIA
Criteria Criteria Name Low
(0-3)
Moderate
(4-7)
High
(8-10)
Raw
Score
(1-10)
Multiply
by
Weight
Weight Final
Score
Max
Score
7 LIKELIHOOD OF PROJECT SUCCESS
Project team has clearly defined roles and responsibilities and worked successfully from project planning to project completion in the past.
Assess whether the applicant has applied for grant
opportunities (Valley Water and otherwise) previously and been successful.
Project team has
clearly defined
roles and
responsibilities.
Project team
worked together
on project
proposals in the
past.
Project team has
completed
projects
successfully.
X 0.5 5
Applicant has no
experience in
applying for grants,
Valley Water or
otherwise.
Experience
includes having
applied and
received but not
yet completed a
grant project.
Experience
includes having
applied,
received, carried
out a grant
project
successfully.
X 0.5 5
8 ENCOURAGES COOPERATIVE
EFFORTS
Assesses how many organizations
would benefit and how the project
improves coordination.
Experience
working together
collaboratively
with other
organizations.
Worked together
on one or more
planning or funding
proposals.
Completed one
project working
together as a
team.
Worked together
on 2 or more
completed
projects.
X 0.5 5
Authorization and
coordination with
landowners or
land use planning
processes.
No coordination
with landowner
and land use
agencies.
Letter of intent or
draft resolution
with scheduled
dates for approval
by landowners and
land use agency
where appropriate.
Resolution or
support by
landowner or
land use agency
where
appropriate.
X 0.5 5
9 KNOWLEDGE SHARING
Project demonstrates creativity for
knowledge/information sharing.
Proposed project includes
educational opportunities/ outreach
(i.e., outreach in disadvantaged
communities, planting seedlings,
educational plaques, partnerships
with schools and other educational
programs) while carrying out
physical project improvements.
What mechanisms
in place to share
the successes and
learning
throughout the
Project?
No knowledge
sharing beyond
project reporting.
Quarterly updates
incorporated into a
project website.
Posting of
reports or
pictures of
project
factsheets at a
project website
through periodic
newsletters.
X 0.75 7.5
What educational
opportunities are
included in the
project?
Project does not
include
educational
opportunities.
Project includes
passive
educational
opportunities (i.e.,
installation of
interpretive
signage).
Project includes
active
educational
opportunities
(i.e.,
engagement
through
meetings,
workshops, class
visits, etc.).
X 0.75 7.5
TOTAL POINTS 100
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BONUS CRITERIA
Low (0) High (5)
10 Financial Stability
More than half of the applicant’s required
matching funds come from a monetary source
(not in-kind). Applicant shows strong financial
stability to carry-out the project.
0-49% of matching
funds are from a
monetary source.
N/A 50-100% of
monetary funds are
from a monetary
source.
5 11
Diverse Applicant Pool
The applicant has never received a prior Valley
Water standard grant (excluding mini-grants).
Applicant has
received at least one
standard Valley
Water grant in the
past.
N/A Applicant has never
received a standard
Valley Water grant
in the past.
5 12
Environmental Justice
Proposed project scope of work includes
serving/impacting a Disadvantaged Community
(as defined by Valley Water).
2 Scope of work does
not indicate working
in a Disadvantaged
Community.
N/A Scope of work
clearly defines how
a Disadvantaged
Community will
benefit from the
project.
5 TOTAL BONUS POINTS 15
Grant Funding Allocation Matrix
Tier 1 70-100% Funding 85-100 points
Tier 2 30-69% Funding 70-84 points
2 Valley Water defines a Disadvantaged Community as an area whose residents are disproportionately impacted by a combination of economic, health, and environmental burdens, such as poverty, high unemployment, environmental pollution, the presence of hazardous waste, or environmental degradation. These communities often are comprised of people who have suffered historical discrimination based on race, color, national origin, tribe, culture, income, immigration status, or English language proficiency. For the purposes of Valley Water policies, projects, services, and programs, disadvantaged communities include any of the following:
• Low-income households (Household incomes below 80 percent of the Area Median Income (AMI) in Santa Clara County), as of 2022 AMI for average household of three is $118,600; however, AMI is updated annually. • Low-income census tracts (Census tracts where aggregated household incomes are less than 80 percent of the Area Median Income for Santa Clara County), as of 2022 AMI for average household of three is $118,600; however, AMI is updated annually; and/or
An area defined by California Environmental Protection Agency (pursuant to Section 39711 of the California Health and Safety Code), using the CalEnviroScreen tool, which was developed to determine communities most burdened by environmental, socioeconomic, and health factors.
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10.3. Support Volunteer Cleanup Efforts and Education Grants a. Purpose
The Support Volunteer Cleanup Efforts and Education Grants are for creek cleanup, education, outreach, and watershed stewardship activities. b. Funding
(1) No funding minimum or maximum per project.
(2) Not all projects that meet minimum requirements are guaranteed to be funded.
(3) A project may be authorized for full or partial requested funding based on the grant funding allocation matrix and the Board of Directors.
(4) Length of funding: all projects must be completed within five (5) years following the effective date of the agreement.
(5) Awards will be provided on a reimbursement basis. The final ten percent (10%) of the reimbursable amount will be retained until project completion.
(6) The funding amount is subject to change. Funds may not be used for:
(a) Pre-award costs
(b) Proprietary work of which the results cannot be released to the public
c. Eligible Applicants
(1) Eligible entities could include:
(a) Local cities, towns, and county agencies
(b) Local nonprofit organizations with a 501(c)(3) tax exempt status
(c) Open space districts
(d) Mutual water agencies/districts (public, not for profit) (e) Resource conservation districts
(f) Schools, community colleges and colleges/universities (public, not for profit)
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(2) Eligible Applicants may seek grant funding for more than one project.
d. Eligible Projects
(1) Proposed projects must be located within Santa Clara County, and focused on cleanup, education, outreach, or watershed stewardship activities resulting in one or more of the following benefits:
(a) Reduce contaminants entering Santa Clara County
waterways and groundwater
(b) Engage community and support watershed stewardship
(c) Leverage volunteer community resources for efficient use of funds to support watershed cleanup and education
efforts
(2) Projects that have received funding in the past include:
(a) Providing education and outreach activities on the need for clean, effective creeks and waterways in under-resourced communities
(b) Organizing cleanups with volunteers from local schools (c) Developing and implementing curriculum around the
relationship between water quality and riparian area health for local businesses and their employees
e. Ineligible Projects
The following projects will not be considered for funding:
(1) Projects located outside of Santa Clara County
(2) Feasibility studies
(3) Master planning
(4) Mitigation projects
(5) Projects designed to meet regulatory or permit obligations (unless proposed work is for project activities above and beyond required activities)
(6) Operations and maintenance of existing projects
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MINIMUM REQUIREMENTS QUALIFICATIONS & EVALUATION CRITERIA Minimum Requirements
1. All checklist items complete in Fluxx by application due date:
• Online proposal
• Project Scope
• Project Budget
• Resolution
• 501(c)(3) Determination Letter
• W-9 Form
• Form 990
• Audited Financial Statements
• Organizational Budget
• Resumes of Key Staff
2. Identifies as one of the following entities:
• Local cities, towns, and county agencies
• Local nonprofit organizations with a 501(c)(3) tax exempt status • Open space districts
• Mutual water agencies/districts (public, not for profit) • Resource conservation districts
• Schools, community colleges, and colleges/universities (public, not for profit)
3. Project must be physically located in Santa Clara County.
4. Proposed project focuses on at least one of the following priority themes:
• Education and outreach on increasing permeability in urban areas • Education and outreach on increasing trash free locations in riparian areas • Education and outreach for reducing waste and other pollutants in our waterways (showing benefits through awareness and engagement)
5. Identifies the rationale for the project as discretionary and not required per other applicant obligations. The proposed project does not fill regulatory or permit obligations, or if the project includes required activities, that grant funding will only be used for work being done in addition to required activities.
6. Demonstrates cooperation with any project partners, including Valley Water, where a project is proposed.
7. Consistent with Santa Clara Valley Water District Act and Mission. All projects must support or enhance flood protection, environmental stewardship or water supply per the Santa Clara Valley Water District Act.
8. Eighty percent (80%) or greater of project grant request must be focused on implementation with a tangible result.
9. Identifies appropriate maintenance and monitoring for proposed project.
10. Project includes a minimum 25% match fund (25% of total project cost) prior to Valley Water funding.
11. Project will be completed within five (5) years following the Agreement effective date.
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MC14948 32
PROJECT EVALUATION CRITERIA
Criteria # Criteria Name Low (0-3) High (8-10) Weight Max Score
1 PROJECT BENEFITS
Proposed project provides one or more of the
following benefits:
• Reduce contaminants entering our waterways
and groundwater
• Engage community and supports watershed
stewardship
• Leverage volunteer community resources for
efficient use of funds to support watershed
cleanup and education efforts
Project meets one benefit. Project meets all three
benefits.
1.0 10
2 PROJECT GOALS
Proposed project clearly identifies at least one of
three themes listed below and includes measurable
outcomes:
• Education and outreach on increasing
permeability in urban areas
• Education and outreach on increasing trash-free
locations in riparian areas
• Education and outreach for reducing waste and
other pollutants in in our waterways (showing
benefits through awareness and engagement)
Identified theme, but
measurable outcome has
little correlation to the theme.
Identified theme clear and
specific with measurable
outcome(s) including
outcomes which
demonstrate the inclusion of
diverse communities.
1.0 10
3 PROJECT SCOPE
Proposed project includes a well-defined scope (see
application in Fluxx) with clearly identifies the
following:
• Project description
• Tasks
• Deliverables
• Success measures Outreach/presentation to
Valley Water Board of Directors
Scope does not relate to
schedule and budget.
Well-defined scope including
items clearly listed and
explained, and. clear
coordination with schedule
and budget.
1.5 15
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PROJECT EVALUATION CRITERIA
Criteria # Criteria Name Low (0-3) High (8-10) Weight Max Score
4 PROJECT SCHEDULE
Proposed project includes a well-defined schedule
(see application in Fluxx), including:
• Tasks
• Milestones
• Deliverables
• Performance measures
• Project related events
• Outreach/presentation to Valley Water Board of
Directors
• Close-out
Schedule does not relate to
scope and budget.
Well-defined schedule,
including items clearly listed
and explained with
performance measures, and
coordination with scope and
budget, and involvement of
Valley Water Board of
Directors.
1.5 15
5 PROJECT BUDGET
Proposed project includes a well-defined budget that
clearly identifies the following:
• Tasks
• Resources
• Matching funds
25-34% matching funds. 50% or greater matching
funds.
0.6 6
Budget does not relate
scope and schedule.
Well-defined budget
including items listed here
and coordination with scope
and schedule.
1.0 10
6 COLLABORATIVE EFFORT
Proposed project demonstrates:
• Encourages collaborative efforts through
partnerships
• Outreach to the community
• Consistent with land use planning
1 other collaborating partner
on this project.
3 or more partners, including
partners from diverse
communities.
0.5 5
No description of outreach. Demonstrated robust and
diverse outreach.
0.5 5
No coordination with land-
use agencies.
Receipt or acknowledgement
of support from land-use
agencies where appropriate.
0.5 5
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PROJECT EVALUATION CRITERIA
Criteria # Criteria Name Low (0-3) High (8-10) Weight Max Score
7 PROJECT READINESS
Readiness of CEQA documents (Proposal
demonstrates the CEQA compliance will be complete
prior to execution of the agreement)
• Readiness of Permit documents (if permits are
not required give full points)
• Planned date of completion
Notation of CEQA in project
application with no clear date
of expected completion.
Completed CEQA. 0.3 3
Notation of permits in the
project application with no
clear date of expected
completion.
Completed Permits. 0.3 3
Project completion within five
(5) years from the
agreement effective date.
Project completion within five
(5) years from the
agreement effective date
0.3 3
8 LIKELIHOOD OF PROJECT SUCCESS
Applicant’s experience in applying and receiving
grants
• Proposal includes performance measures and
measurable milestones for determining success
of project
Applicant has no experience
in applying for grants (Valley
Water or otherwise)
previously.
Experience includes having
applied, received, and
carried out a grant project
successfully.
0.5 5
No mention of performance
measures and/or
measurable milestones.
Project includes
performance measures AND
measurable milestones.
0.5 5
TOTAL POINTS 100
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BONUS CRITERIA
Criteria Name Low (0) High (5) Weight Max Score
9 FINANCIAL STABILITY
More than half of the applicant’s required matching
funds come from a monetary source (not in-kind).
Applicant shows strong financial stability to carry out the project.
0-49% of matching funds are
from a monetary source.
50-100% of monetary funds
are from a monetary source.
N/A
5 10 DIVERSE APPLICANT POOL
The applicant has never received a prior Valley Water
standard grant (excluding mini-grants).
Applicant has received at
least one standard Valley
Water grant in the past.
Applicant has never received
a standard Valley Water
grant in the past.
N/A
5 11 ENVIRONMENTAL JUSTICE
Proposed project scope of work includes
serving/impacting a Disadvantaged Community (as
defined by Valley Water).3
Scope of work does not
indicate working in a
Disadvantaged Community.
Scope of work clearly
defines how a
Disadvantaged Community
will benefit from the project.
N/A
5 TOTAL BONUS POINTS 15
Grant Funding Allocation Matrix
Tier 1 70-100% Funding 85-100 points
Tier 2 30-69% Funding 70-84 points
3Valley Water defines a Disadvantaged Community as an area whose residents are disproportionately impacted by a combination of economic, health, and environmental burdens, such as poverty, high unemployment, environmental pollution, the presence of hazardous waste, or environmental degradation. These communities often are comprised of people who have suffered historical discrimination based on race, color, national origin, tribe, culture, income, immigration status, or English language proficiency. For the purposes of Valley Water policies, projects, services, and programs, disadvantaged communities include any of the following:
• Low-income households (Household incomes below 80 percent of the Area Median Income (AMI) in Santa Clara County), as of 2022 AMI for average household of three is $118,600; however, AMI is updated annually. • Low-income census tracts (Census tracts where aggregated household incomes are less than 80 percent of the Area Median Income for Santa Clara County), as of 2022 AMI for average household of three is $118,600; however, AMI is updated annually; and/or
• An area defined by California Environmental Protection Agency (pursuant to Section 39711 of the California Health and Safety Code), using the CalEnviroScreen tool, which was developed to determine communities most burdened by environmental, socioeconomic, and health factors.
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10.4. Wildlife Habitat Restoration Grants
a. Purpose
The Wildlife Habitat Restoration Grants are for activities such as creating or enhancing wetland, riverine, riparian and tidal marsh habitat; protecting special status species; removing fish passage impediments; removing non-native/invasive plant species; and planting native species. b. Funding
(1) No funding minimum or maximum per project.
(2) Not all projects that meet minimum requirements are guaranteed to be funded.
(3) A project may be authorized for full or partial requested funding based on the grant funding allocation matrix and the Board of Directors.
(4) Length of funding: all projects must be completed within five (5) years following the effective date of the agreement.
(5) Awards will be provided on a reimbursement basis. The final ten percent (10%) of the reimbursable amount will be retained until project completion.
(6) The funding amount is subject to change. Funds may not be used for:
(a) Pre-award costs
(b) Proprietary work of which the results cannot be released to the public
c. Eligible Applicants
(1) Eligible entities could include:
(a) Local cities, towns, and county agencies
(b) Local nonprofit organizations with a 501(c)(3) tax exempt status
(c) Open space districts
(d) Mutual water agencies/districts (public, not for profit) (e) Resource conservation districts
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(f) Schools, community colleges, and colleges/universities (public, not for profit)
(2) Eligible applicants may seek grant funding for more than one project.
d. Project Benefits
Proposed projects must provide one of the following benefits:
(1) Create or enhance wetland, riparian, and tidal marsh habitats (2) Protect special status species
(3) Remove fish migration barriers
(4) Install fish ladders
(5) Remove non-native, invasive plant species
(6) Plant native species
e. Ineligible Projects
The following projects will not be considered for funding:
(1) Projects located outside of Santa Clara County
(2) Feasibility studies
(3) Master planning
(4) Mitigation projects
(5) Projects designed to meet regulatory or permit obligations (unless proposed work is for project activities above and beyond required activities)
(6) Operations and maintenance of existing projects
(7) Land acquisition, unless parcel(s) or title acquired will be specifically deemed for use in habitat or species restoration or protection
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MINIMUM REQUIREMENTS QUALIFICATIONS & EVALUATION CRITERIA Minimum Requirements
1. All checklist items complete in Fluxx by application due date:
• Online Proposal
• Project Scope
• Project Budget
• Resolution
• 501(c)(3) Determination Letter
• W-9 Form
• Form 990
• Audited Financial Statements
• Organizational Budget
• Resumes of Key Staff
2. Identifies as one of the following entities:
• Local cities, towns, and county agencies
• Local nonprofit organizations with a 501(c)(3) tax exempt status • Open space districts
• Mutual water agencies/districts (public, not for profit) • Resource conservation districts
• Schools, community colleges, and colleges/universities (public, not for profit)
3. Project must be physically located in Santa Clara County
4. Proposed project focuses on at least one of the following priority themes:
• Further the wildlife habitat restoration goals of existing plans, e.g., the Santa Clara Valley Habitat Plan and South Bay Salt Pond Restoration Plan;
• Restore and protect riparian corridor, tidal or other wetland habitats, including freshwater wetlands and vernal pools; and
• Protect special status species and support habitat improvements • Emphasize projects with ecosystem, watershed-scale benefits
5. Identifies the rationale for the project as discretionary and not required per other applicant obligations. The proposed project does not fill regulatory or permit obligations, or if the project includes required activities, that grant funding will only be used for work being done in addition to required activities.
6. Consistent with Santa Clara Valley Water District Act and Mission. All projects must support or enhance flood protection, environmental stewardship or water supply per Santa Clara Valley Water District Act.
7. Eighty percent (80%) or greater of project grant request must be focused on implementation with a tangible result.
8. Identifies appropriate maintenance and monitoring for proposed project.
9. Project includes a minimum 25% match fund (25% of total project cost) prior to Valley Water funding
10. Project will be completed within five (5) years following the Agreement effective date.
11. Demonstrates cooperation with any project partners, including Valley Water, where a project is proposed.
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PROJECT EVALUATION CRITERIA
Criteria Criteria Name Low (0-3) Moderate (4-7) High (8-10) Raw
Score
(1-10)
Multiply
by
Weight
Weight Final
Score
Max
Score
1 PROJECT THEMES/BENEFITS
Proposed project focuses on one or
more of the following priority themes:
a. Further the wildlife habitat
restoration goals of existing
plans, e.g., the Santa Clara
Valley Habitat Plan and South
Bay Salt Pond Restoration Plan.
b. Restore and protect riparian
corridor, tidal or other wetland
habitats, including freshwater
wetlands and vernal pools.
c. P
rotect special status species
and support habitat
improvements.
d. Emphasize projects with
ecosystem, watershed-scale
benefits.
Project identifies
theme, but
measurable
outcome has little
correlation to
theme or benefits.
N/A Project identifies
themes with
measurable
outcome(s) that
demonstrate
improvements
relevant to theme
and benefits
associated with
Wildlife Habitat
Restoration
(formally D3).
1.5 15
Proposed project provides one or
more of the following benefits:
• Enhances creek and bay
ecosystems.
• Improves fish passages and
habitat.
• Leverages community funding
through grants.
• Increases collaborations and
partnerships for stewardship
activities with cities, the County,
nonprofit organizations, schools,
underserved communities, and
other stakeholders.
Project meets
1 benefit.
Project meets
2 benefits.
Project meets 3
or more benefits.
1.5 15
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PROJECT EVALUATION CRITERIA
Criteria Criteria Name Low (0-3) Moderate (4-7) High (8-10) Raw
Score
(1-10)
Multiply
by
Weight
Weight Final
Score
Max
Score
2 PROJECT GOALS
Proposed project is focused on one
or more of the scoring metrics listed
below:
B1 Creation or restoration of tidal,
wetland or riparian habitat.
B2 Improvement of special status
species habitat.
B3 Fish passage impediment
remediation.
B4 R
emoval of non-native, invasive
plants; Planting of native species.
Applicant must select one or more
subcategory to be scored upon (e.g.,
B1, B2, B3, and/or B4).
B1 Creation or Restoration of Tidal, Wetland or Riparian Habitat Quantity Project results in
<2 acres of
habitat created or
restored.
Project results in
2 to 5 acres of
habitat created or
restored.
Project results in
>5 acres of
habitat created or
restored.
0.25 2.5
Species Assemblage Proposed
enhancement for
single species.
N/A Proposed
enhancement for
multiple species.
0.25 2.5
Buffer Little or no buffer
planned between
restored habitat
and disturbance.
50-100 ft. buffer
planned.
>100 ft buffer
planned.
0.25 2.5
Monitoring One year of
monitoring or
maintenance
proposed.
2 to 4-year
monitoring and
maintenance
plan proposed.
5 years or more
monitoring and
maintenance plan
proposed.
0.25 2.5
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PROJECT EVALUATION CRITERIA
Criteria Criteria Name Low (0-3) Moderate (4-7) High (8-10) Raw
Score
(1-10)
Multiply
by
Weight
Weight Final
Score
Max
Score
2 (cont’d)
B2 Improvement of Special Status Species Habitat
Species Proposed
enhancement for
single special
status species.
N/A Proposed
enhancement for
multiple special
status species.
0.5 5.0
Habitat Quality Habitat to support
one life history
phase to occur
onsite.
Habitats to
support all life
history phases
within dispersal
distance of site.
Habitats to
support all life
history phases to
occur on-site.
0.25 2.5
Management Plan No plan for
management/
monitoring of
habitat.
Management/
monitoring plan
included but
general with few
details.
Detailed
management/
monitoring plan
with success
criteria included.
0.25 2.5
B3 Fish Passage Impediment Remediation
The project helps to create a
continuous aquatic habitat corridor
for fish with the removal of an in-
stream impediment to fish passage.
Project opens up
less than 1 river-
mile of instream
habitat for fish.
Project opens up
between 1 and
5 river-miles of
instream habitat
for fish and/or is
only designed to
allow passage for
salmonids.
Project opens up
>5 river-miles of
instream habitat
for fish and is
designed to allow
passage for all
native fish rather
than just
salmonids.
0.5 5.0
Project installs additional habitat
improvements adjacent to removed
fish passage impediment.
0 points for no
habitat
improvements in
addition to fish
passage
remediation.
7 points for
additional habitat
improvements in
general.
10 points for
additional habitat
improvements
related
specifically to fish
for which the
passage
impediment was
removed.
0.5 5.0
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PROJECT EVALUATION CRITERIA
Criteria Criteria Name Low (0-3) Moderate (4-7) High (8-10) Raw
Score
(1-10)
Multiply
by
Weight
Weight Final
Score
Max
Score
B4 Removal of Non-Native, Invasive Plants and Planting of Native Species 2 (cont’d)
Project length Short term project
(1 year) with
minimal
monitoring
component.
Mid-term project
(2-3 years), with
monitoring
component.
At least 4 years,
with monitoring
component.
1.0 10
Revegetation following removal No active
revegetation.
Revegetation
with natives.
Revegetation with
local native
species
(watershed
specific).
0.5 5.0
More credit will be given for the use
of locally native species as outlined
in Valley Water’s Guidelines and
Standards for Land Use Near
Streams.
4 Project includes a
planting plan of
native species but
no follow up
maintenance or
site preparation.
Project includes
plan with some
maintenance
(1-year
post-project).
Project includes a
comprehensive
planting plan and
schedule, utilizing
locally specific
natives as
outlined in
sources such as
Valley Water’s
Guidelines and
Standards for
Land Use Near
Streams.
1.5 15
4 When preparing the scope of work and planning the Project, applicants are encouraged to review Design Guides regarding plantings (https://www.valleywater.org/sites/default/files/WRPM%20Ch%203.pdf) contained in Guidelines and Standards for Land Use Near Streams, a list of constraints when working on trails project on or near Valley Water facilities, along with other best practices for trails design.
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PROJECT EVALUATION CRITERIA
Criteria Criteria Name Low (0-3) Moderate (4-7) High (8-10) Raw
Score
(1-10)
Multiply
by
Weight
Weight Final
Score
Max
Score
3 ECOSYSTEM OR SPECIES NEEDS
Proposed enhancement provides
benefit to habitat on an ecosystem or
watershed scale.
• Proposed enhancement is listed
in a published document (plan,
study, report, etc.) which cites its
importance.
• Establish baselines to account
for existing conditions versus
new conditions as a way to
measure success.
• Monitoring.
0 points for
project that is site
specific with no
description of
benefits to larger
ecosystem or
watershed.
N/A 10 points for
project that
clearly
demonstrates
benefits to larger
ecosystem or
watershed as a
whole.
0.5 5.0
Enhancement
(whichever type
under Criteria #2)
is not identified in
a published
document or no
evidence is
provided with the
application to
indicate so.
Enhancement
(whichever type
indicated under
Criteria #2) is
identified in a
published
document.
Enhancement
(whichever type
indicated under
Criteria #2) is
listed in a
published
document as
critical.
0.5 5.0
No baseline data
identified to
measure success.
N/A Baseline data
identified to
measure success
of project
objective.
0.5 5.0
Monitoring
component
identified with no
funding source.
N/A Monitoring
component
identified with
funding source.
0.5 5.0
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PROJECT EVALUATION CRITERIA
Criteria Criteria Name Low (0-3) Moderate (4-7) High (8-10) Raw
Score
(1-10)
Multiply
by
Weight
Weight Final
Score
Max
Score
4 ACCOMPLISHES VALLEY WATER
MISSION AND OBJECTIVES
Identifies Valley Water ends
policy(ies) and related objective(s)
that the project meets.
Valley Water mission: Providing
Silicon Valley safe, clean water for a
healthy life, environment and
economy.
For related objectives: Review the
One Water Objectives document
(Attachment 4) to identify related
objectives. Objectives E, F and G
may be the most relevant.
0 points for
identified mission
component with
no specific
objective(s) that
the project meets.
N/A 10 points for an
identified mission
component and at
least one specific
objective that
grant funds will
support.
0.5 5.0
5 COOPERATIVE EFFORTS
Proposed project demonstrates:
• How many entities are partnering
on this project?
• What geographic area does the
project benefit?
• Applicant applying for Valley
Water grant program for the first
time.
• Consistent with land use
planning.
3 points for 1
partner.
7 points for 2
partners.
10 points for 3 or
more partners.
0.25 2.5
3 points for 1 city. 7 points for 2 or
more cities.
10 points for
countywide.
0.25 2.5
0 points if
applicant has
previously applied
for Valley Water
grants (successful
or not).
N/A 10 points for first-
time applicants.
0.25 2.5
No coordination
with land-use
agencies.
Project includes
formal
notification to a
land-use agency
(such as a local
municipality)
where
appropriate.
Receipt of
support by
land-use agency
where
appropriate.
0.25 2.5
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PROJECT EVALUATION CRITERIA
Criteria Criteria Name Low (0-3) Moderate (4-7) High (8-10) Raw
Score
(1-10)
Multiply
by
Weight
Weight Final
Score
Max
Score
6 COMMUNITY INVOLVEMENT &
OUTREACH
Proposed project:
• Demonstrates outreach to the
community.
• Project includes educational
opportunities/outreach (i.e.,
planting seedlings, educational
plaques, partnerships with
schools and other educational
programs, outreach to
underserved communities) while
carrying out physical project
improvements.
No description of
outreach.
Planned
outreach
(included in
scope and
schedule).
Demonstrated
outreach (already
conducted).
0.5 5.0
0 points for no
description of
education
opportunities.
N/A 10 points for
inclusion of
educational
opportunities.
0.5 5.0
7 PROJECT SCOPE
Proposed project includes a
well-defined scope (see application
in Fluxx) that clearly identifies the
following:
• Project description
• Tasks
• Deliverables
• Outreach/presentation to Valley
Water Board of Directors
Scope does not
relate to schedule
and budget.
N/A 10 points for
well-defined
scope including
items clearly
listed and
explained, and
clear coordination
with schedule and
budget.
1.0 10
8 PROJECT SCHEDULE
Proposed project includes a
well-defined schedule (see
application in Fluxx), including:
• Tasks
• Milestones
• Project-related event
• Outreach/presentation to Valley
Water Board of Directors
• Close-out
Schedule does
not relate to
scope and
budget.
N/A 10 points for
well-defined
schedule
including items
listed here and
coordination with
scope and
budget.
0.75 7.5
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PROJECT EVALUATION CRITERIA
Criteria Criteria Name Low (0-3) Moderate (4-7) High (8-10) Raw
Score
(1-10)
Multiply
by
Weight
Weight Final
Score
Max
Score
9 PROJECT BUDGET
Proposed project includes a well-
defined budget (see application in
Fluxx) that clearly identifies the
following:
• Resources
• Matching funds
• Tasks
Grantee funding
only (in addition
to Valley Water
grant).
2 funding
sources (in
addition to Valley
Water grant).
3 or more funding
sources (in
addition to Valley
Water grant).
0.25 2.5
25 to 34%
matching funds.
35 to 49%
matching funds.
50% or greater
matching funds.
0.5 5.0
Budget does not
relate scope and
schedule.
N/A 10 points for
well-defined
budget including
items listed here
and coordination
with scope and
schedule.
1.0 10
10 PROJECT READINESS
• Project completion following
agreement execution.
• Readiness of CEQA documents
(Proposals demonstrate that
CEQA compliance will be
complete prior to execution of
agreement).
• Readiness of Permit documents
(if permits are not required give
full points).
3 points for
completion within
5 years of signed.
7 points for
completion within
2 years of signed
agreement.
10 points for
completion within
1 year of signed
agreement.
0.5 5.0
3 points for
notation of CEQA
in project
application with
no clear date of
expected
completion.
7 points for
planned
completion within
1 year of signed
agreement.
10 points for
completed CEQA
(as required).
0.5 5.0
3 points for
notation of
permits in project
application with
no clear date of
expected
completion.
7 points for
planned
completion within
1 year of signed
agreement.
10 points for
completed
permits (as
required).
0.5 5.0
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PROJECT EVALUATION CRITERIA
Criteria Criteria Name Low (0-3) Moderate (4-7) High (8-10) Raw
Score
(1-10)
Multiply
by
Weight
Weight Final
Score
Max
Score
11 LIKELIHOOD OF SUCCESS
• Grant experience.
• Performance measures.
0 points if
applicant has no
experience in
applying for
grants, Valley
Water or
otherwise.
4 points for
applied and
received and not
completed yet.
10 points for
applied, received,
carried out
successfully. 0.25 2.5
No mention of
performance
measures and/or
milestones.
Includes
performance
measures OR
measurable
milestones.
10 points for
project that
includes
performance
measures AND
measurable
milestones.
0.75 7.5
12 CONNECTIVITY
Project demonstrates connectivity.
0 points for no
identified
connectivity.
Demonstrates
connectivity with
existing
enhancements,
open space, or
habitat areas.
10 points for
demonstrated
connectivity with
existing
enhancements,
open space, or
habitat areas.
0.5 5.0
TOTAL POINTS 200
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MC14948 48
BONUS CRITERIA
Low (0) High (5)
13 Financial Stability
More than half of the applicant’s required
matching funds come from a monetary source
(not in-kind). Applicant shows strong financial
stability to carry out the project.
0-49% of
matching
funds are from
a monetary
source.
N/A 50-100% of
monetary
funds are from
a monetary
source.
5.0 14
Diverse Applicant Pool
The applicant has never received a prior Valley
Water standard grant (excluding mini-grants).
Applicant has
received at
least one
standard
Valley Water
grant in the
past.
N/A Applicant has
never received
a standard
Valley Water
grant in the
past.
5.0 15
Environmental Justice
Proposed project scope of work includes
serving/impacting a Disadvantaged Community
(as defined by Valley Water).5
Scope of work
does not
indicate
working in a
Disadvantaged
Community.
N/A Scope of work
clearly defines
how a
Disadvantaged
Community
will benefit
from the
project.
5.0 TOTAL BONUS POINTS 15
Grant Funding Allocation Matrix
Tier 1 70-100% Funding 140-200 points
Tier 2 30-69% Funding 110-139 points
5 Valley Water defines a Disadvantaged Community as an area whose residents are disproportionately impacted by a combination of economic, health, and environmental burdens, such as poverty, high unemployment, environmental pollution, the presence of hazardous waste, or environmental degradation. These communities often are comprised of people who have suffered historical discrimination based on race, color, national origin, tribe, culture, income, immigration status, or English language proficiency. For the purposes of Valley Water policies, projects, services, and programs, disadvantaged communities include any of the following:
• Low-income households (Household incomes below 80 percent of the Area Median Income (AMI) in Santa Clara County), as of 2022 AMI for average household of three is $118,600; however, AMI is updated annually. • Low-income census tracts (Census tracts where aggregated household incomes are less than 80 percent of the Area Median Income for Santa Clara County), as of 2022 AMI for average household of three is $118,600; however, AMI is updated annually; and/or
An area defined by California Environmental Protection Agency (pursuant to Section 39711 of the California Health and Safety Code), using the CalEnviroScreen tool, which was developed to determine communities most burdened by environmental, socioeconomic, and health factors.
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10.5. Access to Trails and Open Space Grants
a. Purpose
The Access to Trails & Open Space Grants are for activities that provide open space access or access to creekside trails or trails that provide a significant link to the creekside trail network.
b. Funding
(1) No funding minimum or maximum per project.
(2) Not all projects that meet minimum requirements are guaranteed to be funded.
(3) A project may be authorized for full or partial requested funding based on the grant funding allocation matrix and the Board of Directors.
(4) Length of funding: all projects must be completed within five (5) years following the effective date of the agreement.
(5) Awards will be provided on a reimbursement basis. The final ten percent (10%) of the reimbursable amount will be retained until project completion.
(6) The funding amount is subject to change. Funds may not be used for:
(a) Pre-award costs
(b) Proprietary work of which the results cannot be released to the public
c. Eligible Applicants
(1) Eligible entities could include:
(a) Local cities, towns, and county agencies
(b) Local nonprofit organizations with a 501(c)(3) tax exempt status
(c) Open space districts
(d) Mutual water agencies/districts (public, not for profit) (e) Resource conservation districts
(f) Schools, community colleges, and colleges/universities (public, not for profit)
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(2) Eligible Applicants may seek grant funding for more than one project.
d. Eligible Projects
Proposed projects must be located within Santa Clara County and provide one of the following benefits:
(1) Provide open space access
(2) Provide access to creekside trails or trails that provide a significant link to the creekside trail network
e. Ineligible Projects
The following projects will not be considered for funding:
(1) Projects located outside of Santa Clara County
(2) Feasibility studies
(3) Master planning
(4) Mitigation projects
(5) Projects designed to meet regulatory or permit obligations (unless grant funding is for project activities above and beyond required activities)
(6) Operations and maintenance of existing projects
(7) Land acquisition, unless parcel(s) or title acquired will be specifically deemed for use in habitat or species restoration or protection
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MINIMUM REQUIREMENTS QUALIFICATIONS & EVALUATION CRITERIA Minimum Requirements
1. All checklist items complete in Fluxx by application due date:
• Online Proposal
• Project Scope
• Project Budget
• Resolution
• 501(c)(3) Determination Letter
• W-9 Form
• Form 990
• Audited Financial Statements
• Organizational Budget
• Resumes of Key Staff
2. Identifies as one of the following entities:
• Local cities, towns, and county agencies
• Local nonprofit organizations with a 501(c)(3) tax exempt status • Open space districts
• Mutual water agencies/districts (public, not for profit) • Resource conservation districts
• Schools, community colleges, and colleges/universities (public, not for profit)
3. Project must be physically located in Santa Clara County.
4. Proposed project focuses on at least one of the following priority themes:
• Provide open space access
• Provide access to creekside trails or trails that provide a significant link to the creekside trail network
5. Project creates new public access where it did not previously exist.
6. Project includes a new creekside trail or a significant link to support the creekside trail network.
7. Project does not inhibit Valley Water access.
8. Project will be completed within five (5) years following the Agreement effective date.
9. Consistent with Santa Clara Valley Water District Act and Mission. All projects must support or enhance flood protection, environmental stewardship or water supply per Santa Clara Valley Water District Act.
10. Project can meet a minimum 25% matching fund (of total project cost) prior to Valle y Water funding.
11. Project applicant has provided evidence to show public outreach/communication about project.
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PROJECT EVALUATION CRITERIA
Criteria # Criteria Low (0-3) High (8-10) Weight Max
Score
1 Applicant’s readiness to begin the
project.
Project plan ready for
implementation within 5 years.
Project plan currently ready for
implementation.
0.8 8
2 Status of CEQA process and
obtaining of necessary permits.
Project timeline indicates CEQA
process and/or other permitting has
yet to be initiated.
Project timeline indicates CEQA and
other necessary permits have been
obtained and project completion
expected within the next 2 years.
0.4 4
3 Project minimizes impacts to the
environment.
Project does not include measures to
avoid and/or minimize negative
impacts to the environment.
Project specifically designed with
measures to avoid negative impacts
to the environment or has no
negative impacts.
0.4 4
4 Applicant has a plan to maintain the
project.
Maintenance plan for project not
complete.
Maintenance plan for project is
complete, long-term and specific.
0.4 4
5 Project supports additional benefits
consistent with Valley Water's
mission.
Project supports recreation only. Project supports 2 or more objectives consistent with Valley
Water mission other than recreation
or the preservation of open space.
0.4 4
6 Project incorporates environmental
restoration/enhancement activities
and/or protects open space adjacent
to trail.
Project does not incorporate
restoration/enhancement activities or
protect open space in the project
description.
Project incorporates significant
restoration/enhancement activities or
protects open space in the project
description.
0.8 8
7 Cost to Valley Water as a
percentage of the total estimated
project cost.
Project provides at least 25%
matching fund (i.e., more Valley
Water funding required).
Project provides >50% matching
fund (i.e., less Valley Water funding
required).
0.8 8
8 Miles of new trail/open space to be
created for the amount of funding
requested.
Project includes public access to <1
mile of new trail.
Project includes public access to
>2 miles of new trail.
0.8 8
9 Project demonstrates its contribution
to underserved communities,
including the deficiency of similar
recreational opportunities in the
project area.
Project does not demonstrate benefit
to an underserved area and/or fulfill
a deficiency in recreational
opportunities in its vicinity.
Project demonstrates benefits to an
underserved area and/or fulfills a
deficiency in similar recreational
opportunities in its vicinity.
0.8 8
10 Distribution of trail grant funds per
entity and geographic area.
Project received prior trail grant
funds from Valley Water.
Entity (and geographic area) has not
received prior trail grant funding from
Valley Water.
0.8 8
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PROJECT EVALUATION CRITERIA
Criteria # Criteria Low (0-3) High (8-10) Weight Max
Score
11 Demonstrates available access
(public transportation, persons with
disabilities, bicycle lanes, staging
areas, access to public restrooms
and public parking, etc.) and
improves access to public areas.
Project does not demonstrate access
to the project site and/or does not
improve access to public areas.
Project demonstrates access to the
project site and offers public access
where it is otherwise poor and
limited.
0.8 8
12 Demonstrate connectivity to the
project site by connections between
existing trails, parks, and open space
or by being a part of a trail network.
Project is a standalone trail with no
connections to existing trails, parks
or open space.
Project includes a connection
between existing trails, parks, and/or
open space; and is part of a trail
network.
0.8 8
13 Project demonstrates safe passage
for public access to trails and open
space, including street and bridge
crossings.
Project does not demonstrate how
public safety is taken into
consideration.
Project demonstrates safe public
access by recognizing and mitigating
high-traffic areas, tight corridors,
publicly less visible areas, and areas
of disrepair.
0.4 4
14 Project receives community support
and demonstrates an understanding
of the community served.
Project shows no support by the
community (i.e., local officials,
environmental groups, community
groups).
Project enjoys community support
from local officials and a broad range
of community interests.
0.8 8
15 Project includes educational
opportunities/outreach (i.e., planting
seedlings, adopt-a-trail, educational
plaques, cleanup, partnerships with
schools, and educational programs).
Project does not include an element
of educational opportunity/outreach.
Project includes a partnership with a
school or the incorporation of an
adopt-a-trail or other educational
program.
0.4 4
16 Project offers multiple points of
interest (historic, cultural,
geographic, educational, or scenic)
to the public.
Project acts singly as a means of
recreation or transportation.
Project acts as a means of
recreation AND transportation and
incorporates at least one additional
point of public interest.
0.4 4
TOTAL POINTS 100
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BONUS CRITERIA
Criteria # Criteria Low (0) High (5) Weight Max
Score
1 FINANCIAL STABILITY
More than half of the applicant’s required
matching funds come from a monetary source
(not in-kind). Applicant shows strong financial
stability to carry-out the project.
0-49% of matching funds are
from a monetary source.
50-100% of monetary funds are
from a monetary source.
N/A 5
2 DIVERSE APPLICANT POOL
The applicant has never received a prior Valley
Water standard grant (excluding the mini-grant).
Applicant has received at
least one standard Valley
Water grant in the past.
Applicant has never received a
standard Valley Water grant in the
past.
N/A 5
3 ENVIRONMENTAL JUSTICE
Proposed project scope of work includes
serving/impacting a Disadvantaged Community (as
defined by Valley Water).6
Scope of work does not
indicate working in a
Disadvantaged Community.
Scope of work clearly defines how
a Disadvantaged Community will
benefit from the project.
N/A 5
TOTAL BONUS POINTS 15
Grant Funding Allocation Matrix
Tier 1 70-100% Funding 85-100 points
Tier 2 30-69% Funding 70-84 points
NOTE: When preparing the scope of work and planning the Project, applicants are encouraged to review Guidance for Trail Design (https://www.valleywater.org/sites/default/files/WRPM%20Ch%203%20Trail%20Design.pdf ) contained in Guidelines and Standards for Land Use Near Streams, a list of constraints when working on trails project on or near Valley Water facilities, along with other best practices for trails design.
6 Valley Water defines a Disadvantaged Community as an area whose residents are disproportionately impacted by a combination of economic, health, and environmental burdens, such as poverty, high unemployment, environmental pollution, the presence of hazardous waste, or environmental degradation. These communities often are comprised of people who have suffered historical discrimination based on race, color, national origin, tribe, culture, income, immigration status, or English language proficiency. For the purposes of Valley Water policies, projects, services, and programs, disadvantaged communities include any of the following:
• Low-income households (Household incomes below 80 percent of the Area Median Income (AMI) in Santa Clara County), as of 2022 AMI for average household of three is $118,600; however, AMI is updated annually. • Low-income census tracts (Census tracts where aggregated household incomes are less than 80 percent of the Area Median Income for Santa Clara County), as of 2022 AMI for average household of three is $118,600; however, AMI is updated annually; and/or
An area defined by California Environmental Protection Agency (pursuant to Section 39711 of the California Health and Safety Code), using the CalEnviroScreen tool, which was developed to determine communities most burdened by environmental, socioeconomic, and health factors.
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ATTACHMENT 1
Fluxx Grants Management System
All grant Applications, reports and invoices must be submitted through our grants management system - Fluxx. Emailed submissions will not be accepted.
WHY FLUXX?
• Streamlines the Application, invoicing and reporting process for current grantees and prospective applicants.
• Greater transparency and ability for applicants and grantees to track both their Applications and reports/invoices through the approval process. • Ability for applicants to pull historical info on their respective organizations, including past grant applications.
HOW TO REGISTER (for Prospective Grantees)
If your organization has not previously applied for a grant from Valley Water, you will have to register as a first-time user in Valley Water’s Fluxx Grants Management System. To do so, please follow these steps:
• Please note that the information for organizations that have existing active grant projects were automatically migrated into the Fluxx system. Thus, these organizations will not need to create a new account, and the Valley Water Grants staff will provide them with login credentials via email.
1. Go to the Landing Page using the following link: valleywater.fluxx.io.
2. Click the “Create an Account Now” button on the right side of the Landing Page.
3. Fill out the Eligibility Questionnaire and click the submit button when you are finished. If you do not pass the Eligibility Questionnaire, you will not be able to register for an account or apply for a grant.
4. Fill out the Organization Information and Primary Contact Information on the following page. When you are finished, click the Submit Request button at the bottom.
5. Your registration request will be sent to the Valley Water Grants staff, and confirmation of its submission will be sent to you via the email you provide under Primary Contact Information. You will be notified of its approval via the same email, along with information on how to log into the grantee portal. This account is the master account for your organization, and the person attached to it via registration will be the primary contact for that account. If you would like to create accounts for other employees or associates of your organization or project, email the Valley Water Grants staff with the
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name(s) and email address(s) of the person(s) for whom you would like to create account(s). Valley Water Grants staff will create an account for each person, link them to your organization, and send them temporary login credentials so they can access Fluxx.
HOW TO REGISTER (for Current and Past Grantees)
If your organization is a current or past grantee with Valley Water, you should have a registered account. Please use Fluxx’s “Reset or create password” function if you forgot the password.
Please contact Valley Water Grants staff at [email protected] if you need further
assistance. NOTE: If you would like to assign additional login credentials to other staff members at your organization, please contact [email protected].
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ATTACHMENT 2
Sample Resolution
RESOLUTION NO. _____
RESOLUTION OF THE (TITLE OF APPLICANT’S GOVERNING BODY) (APPLICANT'S
GOVERNING BODY) APPROVING (APPLICANT NAME) (APPLICANT) TO APPLY FOR
GRANT FUNDS UNDER THE
SAFE, CLEAN WATER AND NATURAL FLOOD PROTECTION PROGRAM
WHEREAS, the Santa Clara Valley Water District has enacted the FY2023 Safe Clean Water Grant Program, which provides funds for Water Conservation Research Grants, Pollution Prevention Grants, Support Volunteer Cleanup Efforts and Education Grants, Wildlife Habitat Restoration Grants, and Access to Trails and Open Space Grants; and WHEREAS, the Santa Clara Valley Water District’s Office of Civic Engagement has been delegated the responsibility for the administration of the grant program, and establishing necessary procedures; and
WHEREAS, said procedures established by the Santa Clara Valley Water District require Applicant’s Governing Body to certify by resolution Applicant’s approval to apply for and accept grant program funds; and
WHEREAS, Applicant will enter into a Grant Agreement with the Santa Clara Valley Water District.
NOW, THEREFORE BE IT RESOLVED that the Applicant's Governing Body hereby:
1. Approves the submission of an Application for grant funds from the Safe, Clean Water and Natural Flood Protection Program;
2. Approves the acceptance of grant funds from the Safe, Clean Water and Natural Flood Protection Program, upon approval of grant funding for the Project by appropriate authorities;
3. Certifies that Applicant has or will have sufficient funds to operate and maintain the Project(s);
4. Certifies that Applicant will review and agree to all terms and conditions stated in the Agreement including the Special Provisions, General Provisions, Financial Provisions and Insurance Requirements contained in the Agreement; and
5. Appoints the (designated position) as its authorized agent to conduct all negotiations, execute and submit all documents and reports including, but not limited to applications, agreements, payment requests and so on, which may be necessary for the performance and completion of the Project.
Approved and Adopted on the (day) day of (month), 20(XX). I, the undersigned, hereby certify that the foregoing Resolution was duly adopted by (Applicant's Governing Body) following a roll call vote:
AYES:
NOES:
ABSENT:
(Clerk)
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ATTACHMENT 3
Insurance Requirements
SAFE, CLEAN WATER AND NATURAL FLOOD PROTECTION PROGRAM
Please Note: Failure to comply with the instructions below could result in a delay in executing the Agreement. Valley Water will not be responsible for time lost or costs incurred due to failure to comply with these requirements. Please note the check-list of documents needed at end of this Attachment 3, Grantee Insurance Requirements.
Without limiting the Grantee’s indemnification of, or liability to, Valley Water, the Grantee must provide and maintain at its own expense, during the term of the Grant Agreement, or as may be further required herein, the following insurance coverages and provisions as listed below.
Grantee must provide its insurance broker(s)/agent(s) with a copy of these requirements and warrants that these requirements have been reviewed by Grantee’s insurance agent(s) and/or broker(s), who have been instructed by Grantee to procure the insurance coverage required herein.
In addition to certificates, Grantee must furnish Valley Water with copies of all original endorsements affecting coverage required by this Attachment 3. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements and certificates are to be received and approved by Valley Water before the Agreement is effective. In the event of a claim or dispute, Valley Water has the right to require Grantee’s insurer to provide complete, certified copies of all required pertinent insurance policies, including endorsements affecting the coverage required by this Attachment 3, Grantee Insurance Requirements.
If your insurance broker has any questions about the above requirements, please advise him/her to call Mr. David Cahen, Valley Water Risk Manager at (408) 630-2213.
CERTIFICATES OF INSURANCE
Grantee shall furnish Valley Water with a Certificate of Insurance. The certificates will be issued on a standard ACORD Form
.
Grantee shall instruct their insurance broker/agent to submit all insurance certificates and required notices electronically in PDF format to the designated Valley Water Program Administrator and email a copy to [email protected] and [email protected].
The certificates will:
1. Identify the underwriters, the types of insurance, the insurance limits, the deductibles and the policy term;
2. Include copies of all the actual policy endorsements required herein; and
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3. In the “Certificate Holder” box include:
Santa Clara Valley Water District
5750 Almaden Expressway
San Jose, CA 95118
Agreement XXXXX
IMPORTANT: The agreement number must be included. The agreement number will be provided upon execution of the grant agreement.
In the Description of Operations/Locations/Vehicles/Special Items Box:
1. Certificate Holder shall be named as Additional Insured;
2. Valley Water agreement or project number shall appear;
3. The list of policies scheduled as underlying on the Umbrella policy shall be listed; and
4. Waiver of Subrogation must be indicated as endorsed to all policies.
If Grantee receives any notice that any of the insurance policies, required by this Attachment 3, Grantee Insurance Requirements, may be cancelled or coverage reduced for any reason whatsoever, Grantee or insurer shall immediately provide written notice to the designated Valley Water Program Administrator that such insurance policy required by this Attachment 3, Grantee Insurance Requirements, is canceled or coverage is reduced.
MAINTENANCE OF INSURANCE
If Grantee fails to maintain such insurance as is called for herein, Valley Water, at its option, may suspend payment for work performed and/or may order Grantee to suspend all Grantee’s work at Grantee’s expense until a new policy of insurance is in effect.
RENEWAL OF INSURANCE
Grantee will provide Valley Water with a current Certificate of Insurance and endorsements within thirty (30) business days from the expiration of insurance.
Grantee shall instruct its insurance broker/agent to:
1. Submit all renewals of insurance certificates and required notices electronically in PDF format to: [email protected]
and [email protected].
2. Provide the following information in the “Certificate Holder” box:
Santa Clara Valley Water District
5750 Almaden Expressway
San Jose, CA 95118
Agreement No. XXXXX
IMPORTANT: The agreement number must be included. The agreement number will be provided upon execution of the grant agreement.
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Grantee must, at its sole cost and expense, procure and maintain during the entire period of this Agreement the following insurance coverage(s).
REQUIRED COVERAGES
1. Commercial General/Business Liability Insurance with coverage as indicated:
$1,000,000 per occurrence/ $1,000,000 aggregate limits for bodily injury and property damage
$1,000,000 Products/Completed Operations aggregate (to be maintained for at least three (3) years following acceptance of the work by Valley Water.
General Liability insurance must:
a. Be written on standard ISO forms and approved by Valley Water Risk Manager. b. Include coverage at least as broad as found in standard ISO form CG 0001. c. Include Premises and Operations.
d. Include Contractual Liability expressly including liability assumed under this contract.
e. If Grantee will be working within fifty (50) feet of a railroad or light rail operation, any exclusion as to performance of operations within the vicinity of any railroad bridge, trestle, track, roadbed, tunnel, overpass, underpass, or crossway must be deleted, or a railroad protective policy in the above amounts provided. f. Include Owners and Grantee’s Protective liability.
g. Include Severability of Interest.
h. Include Explosion, Collapse and Underground Hazards, (X,C, and U). i. Include Broad Form Property Damage liability.
j. Contain no restrictive exclusions (such as but not limited to CG 2153, CG 2144 or CG 2294).
Valley Water reserves the right to require certain restrictive exclusions be removed to ensure compliance with the above.
2. Business Auto Liability Insurance with coverage as indicated:
$1,000,000 combined single limit for bodily injury and property damage per occurrence, covering all owned, non-owned and hired vehicles.
Excess or Umbrella policies may be used to reach the above limits for the General Liability and/or Business Auto Liability insurance limits, however all such policies must contain a primacy clause and meet all other General Conditions below.
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3. Workers’ Compensation and Employer’s Liability Insurance Statutory California Workers’ Compensation coverage covering all work to be performed for Valley Water.
Employer Liability coverage for not less than $1,000,000 per occurrence.
GENERAL REQUIREMENTS
With respect to all coverages noted above, the following additional requirements apply:
1. Additional Insured Endorsement(s): Grantee must provide an additional insured endorsement for Commercial General/Business Liability and Business Automobile liability coverage naming the Santa Clara Valley Water District, its Directors, officers, employees, and agents, individually and collectively, as additional insureds, and must provide coverage for acts, omissions, etc. arising out of the named insureds’ activities and work. NOTE: This section does not apply to the Workers’ Compensation.
2. Primacy Clause: Grantee will provide evidence (either through the Certificate of Insurance, endorsement or language in the insurance contract) that Grantee’s insurance is primary with respect to any other insurance which may be carried by Valley Water, its Directors, its officers, agents and employees, and Valley Water’s coverage must not be called upon to contribute or share in the loss. NOTE: This section does not apply to the Workers’ Compensation policies.
3. Cancellation Clause: Grantee will provide endorsements for all policies stating that the policy will not be cancelled without 30 days prior notification to Valley Water.
4. Acceptability of Insurers: All coverages must be issued by companies admitted to conduct business in the State of California, which hold a current policy holder’s alphabetic and financial size category rating of not less than A-V, according to the current Best’s Key Rating Guide or a company of equal financial stability that is approved by Valley Water’s Risk Manager. Non-Admitted companies may be substituted on a very limited basis at the Risk Manager’s sole discretion.
5. Self-Insured Retentions or Deductibles: Any deductibles or self-insured retentions must be declared to and approved by Valley Water. At the option of Valley Water, either:
the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects Valley Water, its officers, officials, employees and volunteers; or the Grantee shall provide a financial guarantee satisfactory to the Entity guaranteeing payment of losses and related investigations, claim administration, and defense expenses. Grantee agrees that in the event of a claim they will pay down any agreed upon SIR in a prompt manner as soon as bills are incurred in order to trigger the insurance related to the SIR.
6. Subcontractors: The Grantee shall secure and maintain or shall be responsible for ensuring that all subcontractors performing the Contract Services secure and maintain all insurance coverages appropriate to their tier and scope of work in a form and from insurance companies reasonably acceptable to Valley Water.
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7. Amount of Liability Not Limited to Amount of Insurance: The insurance procured by Grantee for the benefit of Valley Water must not be deemed to release or limit any liability of Grantee. Damages recoverable by Valley Water for any liability of Grantee must, in any event, not be limited by the amount of the required insurance coverage.
8. Coverage to be Occurrence Based: Except for Professional Liability, all coverage must be occurrence-based coverage. Claims-made coverage is not allowed.
9. Waiver of Subrogation: Grantee agrees to waive subrogation against Valley Water to the extent any loss suffered by Grantee is covered by any Commercial General Liability policy, Automobile policy, Workers’ Compensation policy described in Required Coverages above. Grantee agrees to advise its broker/agent/insurer and agrees to provide evidence (either through the Certificate of Insurance, endorsement or language in the insurance contract) that subrogation has been waived by its insurer.
10. Non-compliance: Valley Water reserves the right to withhold payments to the Grantee in the event of material noncompliance with the insurance requirements outlined above.
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CHECKLIST OF DOCUMENTS NEEDED
General Liability: A. Limits ($1,000,000)
B. Additional Insured (Endorsement)
C. Waiver of Subrogation (COI, Endorsement or policy
language)
D. Primacy (COI, Endorsement or policy language)
E. Cancellation Endorsement
Auto Liability: A. Limits ($1,000,000)
B. Additional Insured (Endorsement)
C. Waiver of Subrogation (COI, Endorsement or policy
language)
D. Primacy (COI, Endorsement or policy language)
E. Cancellation Endorsement
Umbrella: A. Limits ($)
B. Primacy (Endorsement or policy language)
Workers’ Comp: A. Limits ($1,000,000)
B. Waiver of Subrogation (Endorsement or policy language) C. Cancellation Endorsement
Appendix H, StandardGrantsGL_rev. 07.28.20.
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ATTACHMENT 4
One Water Objectives
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APPENDIX C
Project Budget
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APPENDIX E
Sample Invoice Template
Invoices will be accepted through Valley Water’s Fluxx Grants Management Portal. Contact Valley Water Grants staff at [email protected] to coordinate.
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APPENDIX F
Sample Payment Request Template
GRANT:
AGREEMENT: GRANTEE:
INVOICE NO.:
PROJECT TITLE:
1. TYPE OF PAYMENT: Reimbursement Final
2. PAYMENT INFORMATION (Round all figures to the nearest dollar):
a. Project Amount $
b. Funds Received to Date $
c. Available (a. minus b.) $
d. Amount of This Request $
e. Remaining Funds After This Payment (c. minus d.) $
3. SEND PAYMENT TO:
Grantee Name
Street Address
City, State, Zip Code
Attention:
4. “I certify, under penalty of perjury under the laws of the State of California, that the Quarterly/Monthly Status Report and all attachments, signed on the date below, on behalf of Grantee, were prepared under my direction or supervision in accordance with a system designed to ensure that qualified personnel properly gather and evaluate the information submitted. Based on my inquiry of the person or persons who manage the system, or those persons directly responsible for gathering the information, the information submitted is to the best of my knowledge and belief, true, accurate, and complete. I am aware that there are significant penalties for submitting false information, including the loss of the current and future Grant Funding.”
TYPED OR PRINTED NAME OF PERSON AUTHORIZED BY
RESOLUTION:
Title
5. SIGNATURE OF PERSON AUTHORIZED BY RESOLUTION: Date
FOR SANTA CLARA VALLEY WATER DISTRICT USE ONLY
PAYMENT APPROVAL SIGNATURE Date
Payment Requests will be accepted through Valley Water’s Fluxx Grants Management Portal.
Contact Valley Water Grants staff at [email protected] to coordinate.
Safe, Clean Water and Natural Flood Protection Program – Grants and Partnerships 2023 Standard Grant Guidelines
Ver. 01/10/2023
MC14948 69
APPENDIX G
Sample Status Report Template
Agreement No. Invoice No.
Grantee:
Funding Program:
Project Name:
TASKS
NUMERICAL
TARGET IF
IDENTIFIED
STATUS
(On Target, Modification Needed,
or Completed)
COMMENTS
(Identify Completed Tasks and Explain Variations)
Scope Schedule Budget
Task 1
Task 2
Task 3
Task 4
Task 5
-
Overall Project
Issues or Concerns/Proposed Resolution
Other items
Invoices will be accepted through Valley Water’s Fluxx Grants Management Portal. Contact Valley Water Grants staff at [email protected] to coordinate.
Safe, Clean Water and Natural Flood Protection Program – Grants and Partnerships 2023 Standard Grant Guidelines
Ver. 01/10/2023
MC14948 70
APPENDIX H
Definitions
The terms used in this Standard Grant Guidelines shall have the following meanings, unless otherwise stated:
Agreement: A contract between Valley Water and the Applicant specifying the payment of funds by Valley Water’s Clean, Safe Creeks and Natural Flood Protection Special Tax for the performance of the Project Scope within the Project Period by the Grantee.
Interested Party: An agency or organization requesting funding through this Grant Program.
Application: The individual Grant Application Cover Sheet and its supporting documentation to this Grant Program. FY2023 Safe, Clean Water and Natural Flood Protection Program for Priority F9: Grants and Partnerships for Safe, Clean Water, Flood Protection and Environmental Stewardship.
CEQA: The California Environmental Quality Act, Public Resources Code, Section 21000 et. seq.; Title 14, California Code of Regulations Section 15000 et. Seq.
Lead Agency: Means the public agency which has the principal responsibility for carrying out or approving a project which may have a significant effect upon the environment (California Environmental Quality Act, Public Resources Code, Division 13.
Environmental Quality Statute, as amended in 2021, Chapter 2.5 Definitions, Section 21067).
Responsible Agency: Means a public agency, other than the lead agency, which has responsibility for carrying out or approving a project (California Environmental Quality Act, Public Resources Code, Division 13. Environmental Quality Statute, as amended in 2021, Chapter 2.5 Definitions, Section 21069).
Construction Costs: Expenses directly resulting from new construction of physical works.
Maintenance work where existing facilities are replaced in kind is not considered construction.
Development: Means improvements to real property by construction of new facilities or additions to existing facilities.
Direct Costs: Project expenses attributable only to the Project itself such as construction costs.
Environmental Enhancement: Action taken by Valley Water that benefits the environment, is NOT mitigation, and is undertaken voluntarily. Enhancement actions may include environmental restoration, rehabilitation, preservation, or creation. In instances where enhancements are in the same vicinity as a mitigation project, actions must exceed required compliance to compensate for environmental impacts to be considered environmental enhancements.
Grantee: An agency or organization receiving funding from this Program, as determined appropriate by the Valley Water Board of Directors.
Safe, Clean Water and Natural Flood Protection Program – Grants and Partnerships 2023 Standard Grant Guidelines
Ver. 01/10/2023
MC14948 71
Indirect Costs: Expenses that are not attributable to a project itself but are an overhead or support cost including non-project-related personnel and administrative expenses.
Mitigation: Action taken to fulfill CEQA/NEPA, permit requirements and court mandated mitigation to avoid, minimize, rectify, or reduce adverse environmental impacts, or compensate for the impact(s) by replacing or providing substitute resources or environments.
Non-construction Costs: Project-related expenses that do not result in a Capital Improvement but are considered necessary to achieve the Project Scope, e.g., permit application fees, signage, or public outreach.
Preservation: Action taken by Valley Water to protect an ecosystem or habitat area by removing a threat to that ecosystem or habitat, including regulatory actions and the purchase of land and easements.
Project: The planned activity, or development to be accomplished with Valley Water grant funds. If the activity is part of a larger effort, clear delineation must be shown for the scope, schedule, and budget of what Valley Water is funding.
Term: The term of the Project Agreement and the timeframe for Project completion.
Project Scope: The description of activities to be accomplished to fulfill the Project Agreement.
Safe, Clean Water Program: Safe, Clean Water and Natural Flood Protection Program Stewardship: Stewardship means to entrust the careful and responsible management of the environment and natural resources to one’s care for the benefit of the greater community.
Valley Water: Santa Clara Valley Water District