Salmon Recovery Funding Board

Flood Fencing, Skykomish River SRFB Project Agreement 101Living Up to ExpectationsRestoration Permitting OptionsMeeting Project Deliverable StandardsStaying on TrackRequesting AmendmentsSeeking Technical Assistance Successful Applicant Workshop Agenda

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#This next section covers information on how to request amendments

While we all work hard to scope the project accurately in the project agreement, we understand that there are times when an amendment becomes necessary. 1Project Agreement AmendmentsMinor changes in scope, cost (total or % match), and time extensions (RCO & Lead Entity)Major changes in scope and costs (RCO, Lead Entity, & possibly SRFB sub-committee)Request amendments in writing with detailed justificationAmendments (except time extensions) require lead entity concurrence

SRFB Amendment Request Authority Matrix (Manual 18, App O)

#Amendments may include time extensions, cost changes, or scope changes. The SRFB manual 18 outlines the authority matrix. We often learn of the need for an amendment over the phone but youll need to request your amendment in writing an email is fine or lay the foundation in a progress report and attach a word doc with more details about what you propose to change and why.Well work with the lead entity and they typically need to concur with your request, before we present it to RCO management for approval.Salmon Recovery Funding Board5 Non-Voting Natural Resource Agency Representatives (WDFW, DOT, DNR, Ecology,Conservation Commission)5 Voting Citizen MembersDavid Troutt, Chair (Dupont)Robert Bugert (Wenatchee) Nancy Biery (Quilcene)Samantha Mace (Spokane)Phil Rockefeller (Bainbridge Is)

SRFB May, 2011

www.rco.wa.gov/boards/srfb.shtml

#Sometimes, if it is a major change, a subcommittee of the SRFB will need to concur with your request. The committee is comprised of two of the members listed on this slide.Project Agreement AmendmentsProject Scope Change forAny modification to project agreement or proposal (e.g., # acres planted, install rock barb instead of log jam, change type of assessment) Construction Contract Change orders that significantly alter project scope Project Location ChangeAdd or remove worksite or propertySpecial Condition Change

#Track the outcomes youve committed to in you project agreement and if these change as a result of the design process or for some other reason well need to amend the project agreement to reflect the work you will be accomplishing. Maybe a bid came in low so you can afford to complete more work with SRFB funding hey it does happen and when it does its great.Or when locations are in flux for example acquisition properties or restoration worksites change -- these changes need to be reflected in your project agreement in order to be eligible for reimbursement.Project Agreement AmendmentsCost Increase or Change % MatchIf your project costs rise, andYou have little control over the conditions, andYouve worked hard to contain costs, andYouve explored alternatives to meet intent of your agreement, andYouve looked for other funding sources You may request a cost increase for elements in your Project Agreementwww.rco.wa.gov/documents/manuals&forms/Manual_18.pdf

#If youve worked hard to contain costs, but something beyond your control has come up cultural resources survey required gas prices hike or something else and you are out of options and it looks like no other funding is available we may be able to help.If we have return funds available, or if your Lead Entity has funding available, we may seek approval from the director for a cost increase. As budgets are tightening, we have less funding available for cost increases so there is no guarantee. It is important to plan for contingencies in your grant application work it into each line item to provide yourself flexibility.There is also an opportunity to request a change in match amount but this is not something you can count on either. Commitments made during the grant application are important to meet. You need a good reason to decrease the sponsors share of match; and remember, you will need to maintain the minimum required match of 15% for most projects. The exceptions are: 35% match for RMAP related Fish Passage Projects50% match for RMAP related Sediment Reduction ProjectsIf youre not sure what type of project you have, contact your SRFB grant manager.

Project Agreement AmendmentsTime Extension AmendmentTime Limit 18 months to 3 yearsProject Complete Date Milestone = End of Contract Submit time extension request at least 60 days prior to contract end dateNot guaranteed amendments requiring re-appropriation of funds receive additional scrutiny

Big Ben, LondonManual #7

#Sometimes things arise beyond your control that impact your schedule. While you have a couple of months after a project end date to submit your final materials, any expense incurred after your project agreement end date isnt eligible for reimbursement or match. Its important to keep your grant manger informed of your progress and let them know early if you need more time to complete the project. Shorter time amendments are easier to secure but like any project agreement amendment there is no guarantee it will be approved. There are limits to time extensions depending on funding source and project type and if the time extension requires the funding be reappropriated to be available in the next biennium it receives more scrutiny.6

No Match Required if:ONLY Preliminary or Final DesignNo general reach or watershed assessmentUp to $200,000Complete in 18 months = NO Time Extensions!15% Match Required if:Conceptual, Preliminary or Final DesignInclude general reach or watershed assessmentNo funding limitCompleted in 2 yrs (Time extensions possible)

SRFB Manual 18 (2012) p 22Design Projects: Match Requirements11-1314 Maynard Nearshore Restoration (before)

#Note that design projects that do not have a match requirement cannot be extended beyond 18 months from the funding date. If a time extension is needed, your only option is to provide the minimum match or more.

This concludes the amendments section of the workshop.

Thank you!