HomeMy WebLinkAboutResolution 2019-090 Approving the Tree Resource Grant AgreementMARANA RESOLUTION NO. 2019-090
RELATING TO PARKS AND RECREATION; APPROVING AND AUTHORIZING
THE TOWN MANAGER TO EXECUTE A TREE RESOURCE ENHANCEMENT AND
ENGAGEMENT PROGRAM GRANT AGREEMENT (NO. TREE 17-105) BETWEEN
THE ARIZONA DEPARTMENT OF FORESTRY AND FIRE MANAGEMENT AND
THE TOWN OF MARANA FOR GRANT FUNDING FOR THE EL RIO PRESERVE
RIPARIAN RESTORATION PROJECT
WHEREAS the Arizona Department of Forestry and Fire Management ("State
Forestry") is a primary recipient of grant funds provided by the USDA Forest Service to
assist in the advancement of forest resources management; forest insect and disease
management, urban and community forestry, development and transfer of new and
improved fire control technologies, organization of shared fire suppression resources,
forestry resources planning, conservation of forest land, and achievement of a number
of other goals for the use and protection of forest lands; and
WHEREAS upon execution of a grant agreement, State Forestry will award grant
funding to the Town of Marana to assist in financing interpretive signage at the El Rio
Preserve; and
WHEREAS the Mayor and Council of the Town of Marana find it is in the best
interests of its citizens to enter into this grant agreement.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF
THE TOWN OF MARANA, ARIZONA, as follows:
SECTION 1. Grant Agreement No. TREE 17-105 between the Arizona
Department of Forestry and Fire Management and the Town of Marana attached to and
incorporated by this reference in this resolution as Exhibit A is hereby approved, and
the Town Manager is hereby authorized and directed to execute it for and on behalf of
the Town of Marana.
SECTION 2. The Town's Manager and staff are hereby directed and authorized
to undertake all other and further tasks required or beneficial to carry out the terms,
obligations, and objectives of the grant agreement.
00065487.DOCX /1
Resolution No. 2019-090 - 1 -
PASSED AND ADOPTED by the Mayor and Council of the Town of Marana,
Arizona, this 17111 day of September, 2019.
Mayor Ed Ho ea
ATTEST: APPROV . D AS TO FORM:
Cherry L. L son, Town Clerk Fra4 Cassi y, Town Attor
MARANA AZ
ESTABLIsHED
1977
00065487.DOCX /1
Resolution No. 2019-090 - 2 -
Arizona Department of Forestry and Fire Manal4ement
Grant Agreement No. TREE 17-105
Tree Resource Enhancement and En2a$!ement Program
This grant agreement ("Agreement") is entered into by and between the ("Grantee") Arizona
Department of Forestry and Fire Management "State Forestry" or "State") and ("Sub -grantee"),
Town of Marana (DUNS #09-803-4143), pursuant to the Cooperative Forestry Assistance Act of
1978, Public Law 95-313, as amended; Food, Agriculture, Conservation, and Trade Act of 1990,
as amended, Public Law 101-624.
I. PURPOSE OF AGREEMENT
State Forestry is a primary recipient of grant funds provided by the USDA Forest Service
to assist in the advancement of forest resources management; forest insect and disease
management, urban and community forestry, development and transfer of new and
improved fire control technologies, organization of shared fire suppression resources,
forestry resources planning, conservation of forest land, and achievement of a number of
other goals for the use and protection of forest lands. This agreement is a sub -award of
those federal grant funds authorized under Arizona Revised Statute 37-1302.
Subaward of Federal Award # 17DG-11031600-073, dated 9/8/2017
The Catalog of Federal Domestic Assistance (CDFA) Number is 10.664, Cooperative
Forestry Assistance, U.S. Department of Agriculture, Forest Service.
II. SCOPE OF WORK
Compensation is contingent upon Sub -grantee fulfilling the Scope of Work and project
commitments as identified in the Grant Application (Attachment A) and as amended by
the approved Detailed Project Plan (Attachment B).
III. PROGRAMATIC CHANGES
Sub -grantee shall obtain prior approval for any changes to the scope of objectives of the
approved project, key personnel, or transfer of substantive programmatic work to another
party.
IV. TERM OF AGREEMENT
This Agreement shall be effective immediately upon signature by all parties and will
terminate on September 30, 2020 unless otherwise terminated or modified pursuant to the
terms herein.
V. COMPENSATION AND MATCHING INVESTMENT
Grant funds may be utilized for up to 50% of the total cost of this program.
A contribution by the Sub -grantee for an additional Cost Share Match of 50% of the total
cost of the program is required (including contributions of third parties). Support
documentation outlining project costs including cost share match is required.
Compensation under this agreement shall be on a reimbursement basis, shall not exceed
the total eligible costs of the project, and total compensation (federal portion) shall not
exceed $2,985.00
09.2017 Page l of 6
Only costs for those project activities approved in (1) the initial award, or (2) approved
modifications thereto, are allowable. All payments are contingent upon the availability of
funds and reimbursement by the United States Department of Agriculture, Forest Service.
Reimbursement payments will be made to the Sub -grantee normally within ninety days
after receipt of the reimbursement request and required documentation.
VI. ELIGIBLE COSTS
Eligible costs must be incurred during the Term of the Agreement, conform with the
General Provisions of this Grant Agreement (Attachment C) and all other provisions
identified herein, and be submitted to State Forestry along with detailed supporting
documentation. This is a reimbursable grant program. Support documentation must show
dates and amounts of all expenses (See Attachment D).
Purchase of Capital Equipment (equipment costing more than $5,000 per unit price) is
NOT allowed under this agreement.
This is an award of Federal financial assistance and is subject to the Office of Management
and Budget (OMB) guidance in Subparts A through F of 2 CFR Part 200 as adopted and
supplemented by the USDA in 2 CFR Part 400. All Federal and Sub -grantee
matching/cost-share contributions are subject to applicable guidance. All project
expenditures are subject to the Single Audit act of 1984 and payments shall adhere to the
Federal Cash Management Improvement Act (CMIA).
VII. ADMINISTRATIVE AND ACCOUNTING REQUIREMENTS
It shall be the responsibility of the Sub -grantee to establish and document both accounting
and administrative control procedures for their organization. Such procedures shall be
followed to ensure grant funds are being tracked and spent in accordance with all
applicable laws and within the terms of the grant agreement/award.. Sub -grantee accepts
full liability for resources administered through the grant.
VIII. AUDIT REQUIREMENTS
SINGLE AUDIT ACT OF 1984: All project expenditures are subject to the Single Audit
act of 1984 and all relevant Office of Management and Budget (OMB) guidance including
2 CFR 200, Subpart F. Sub -grantees are subject to audit if their share of federal financial
assistance is $750,000 or more for a single fiscal year. Federal financial assistance
includes reimbursements under this award and all other financial assistance originating
from any agency of the federal government during the Sub -grantee's fiscal year. Sub-
grantee will be required annually to report compliance with this requirement.
ARS 35-181.03. Sub -grantee must also comply with applicable ARS 35-181.03 provisions
for financial and compliance audits.
In the event that an audit determines that unallowable costs have been charged to the grant
and funds have been disbursed to the Sub -grantee, then the Sub -grantee accepts full
liability and must pay back all costs incurred and deemed unallowable. Any audit
involving a Federally -funded grant shall provide a copy of the audit report to the Federal
Audit Clearinghouse within 30 days after receipt from auditor or nine months from the
close of the sub -grantee's fiscal year, whichever is earlier.
09.2017 Page 2 of 6
IX. PROCUREMENT REQUIREMENTS
All procurement activities shall be in compliance with State, Federal, and local laws
including Office of Management and Budget (OMB) guidance in subparts A through F of
2 CFR Part 200, Subpart D as adopted and supplemented by the USDA in 2 CFR Part 400.
All Sub -grantees are responsible for developing, documenting, and adhering to their own
established procurement processes that include both administrative and accounting
controls.
X. REPORTING REQUIREMENTS
Sub -grantee shall monitor the performance of the grant activities to ensure that
performance goals are being achieved. Sub -grantee shall provide detailed grant/project
accomplishments in quarterly reports to State Forestry no later than 30 days after the end
of each calendar quarter, or as requested by State Forestry. Performance reports shall
follow the format identified in Attachment E or as may be revised by State Forestry.
Reports will contain information on the following:
- A comparison of actual accomplishments to the goals established for the period
and for the entire program or project.
- Output of the project that can be readily expressed in numbers, such as acres of
forest treatment, number of citizens served, or other similar activities. A
computation of cost per unit of output may be required where applicable.
- Reason(s) for delay if established goals were not met.
- Additional pertinent information including, when appropriate, analysis and
explanation of cost overruns or high unit costs.
Financial/Reimbursement requests may be submitted quarterly or more often if necessary.
Reimbursement requests shall follow the format as identified in Attachment E or as may
be revised by State Forestry.
Financial/Reimbursement requests may be held for processing until quarterly
accomplishment/performance reports are current.
A final accomplishment report with mapping, if required, and all financial/reimbursement
requests and required documentation shall be provided at completion of the grant project,
but no later than 30 days after end of grant term.
All accomplishment and financial reports shall be submitted to the State Forestry contact
as identified below in Section XII (NOTICES)
Sub -grantee shall immediately notify State Forestry of developments that have a
significant impact on the activities supported under this grant. Also, notification shall be
given in case of problems, delays or adverse conditions that materially impair the ability to
meet the objectives of the agreement. This notification shall include a statement of the
action taken or contemplated, and any assistance needed to resolve the situation.
Any change to the original grant application scope of work or approved detailed project
plan must have prior written State approval. Incurring costs without prior written approval
may result in loss of funds reimbursed.
09.2017 Page 3 of 6
XI. PRINCIPAL CONTACTS.
NOTE: Principal contact should be one contact person responsible for overseeing all
elements of the grant project including but not limited to accounting, administrative and
field portions of the project.
Each party certifies that the individuals listed below are authorized to act in their
respective areas for matters related to this instrument.
Principal Sub -grantee Fiscal Contact:
Kristin Taft
Town of Marana
11555W. Civic Center Dr.
Marana, AZ 85653
520-382-2679
ktaft@maranaaz.gov
Principal Sub -grantee Programmatic Contact:
Bob Stinson
Town of Marana Parks and Recreation
13251 N. Lon Adams
Marana, AZ 85653
520-382-1958
bstinson@maranaaz.gov
Principal Arizona State Forestry Contact:
Jon Orona
Arizona Department of Forestry & Fire Management
1110 West Washington, Suite 100
Phoenix, AZ 85007
602-771-1407
jorona@dffm.az.gov
XII. NOTICES
Any and all reports, notices, requests or demands given or made upon the parties hereto,
pursuant to or in connection with this Agreement, unless otherwise noted, shall be
delivered in person or sent by United States Mail, postage prepaid, to the parties at their
respective addresses as set forth immediately below:
STATE FORESTRY
John Richardson
Program Manager
Arizona Department of Forestry
and Fire Management
1110 West Washington, Suite 100
Phoenix, AZ 85007
jrichardson@dffm.az.gov
SUB -GRANTEE
Kristin Taft
Grants Manager
Town of Marana
11555W. Civic Center Dr.
Marana, AZ 85653
ktaft@maranaaz.gov
09.2017 Page 4 of 6
XIII. AWARD CLOSEOUT
Sub -grantee shall close out the grant within 30 days after expiration or notice of
termination. If this award is closed out without audit, Arizona State Forestry and the U.S.
Forest Service reserve the right to disallow and recover an appropriate amount after fully
considering any recommended disallowances resulting from an audit which may be
conducted later.
XIV. AUTHORITY
Sub -grantee shall have the legal authority to enter into this agreement, and shall have the
institutional, managerial, and financial capability to ensure proper planning, management,
accounting and completion of the project, which includes funds sufficient to pay the
nonfederal share of project costs, when applicable.
XV. ATTACHMENTS
The following Attachments are part of this Agreement:
A. Project Application
B. Detailed Project Plan
C. General Provisions
D. Documentation of Expenses
E. Quarterly Report and Invoice Format
Additional Certifications (require separate signatures):
AD1048 - USDA Form AD -1048 Debarment Certification
Lobbying - USDA Lobbying Certification
09.2017 Page 5 of 6
XVI. IN WITNESS WHEREOF, the parties agree to execute this agreement as of the last date
written below.
STATE FORESTRY
Arizona Department of Forestry
and Fire Management.
1110 West Washington, Suite 100
Phoenix, AZ 85007
Signature
Arizona State Forester
Date:
Date:
ACCEPTED BY SUB -GRANTEE
Town of Marana
11555W. Civic Center Dr.
Marana, AZ 85653
Signature
Print or Type Name
Date:
09,2017 Page 6 of 6
ATTACHMENT A
Project Application
(Cover Sheet)
GRANT APPLICATION FORM
T.R.E.E. Grant Program
Project Number:
For U&CF Use Only
Project Title: El Rio Interpretive Signage _._..
Location (City): Marana, AZ
Tree City USA: Number of Years Recognized. _Ayear
Tree Campus USA: Cj Number of Years Recognized:
Name of Applicant: Town of Marana
Address of Applicant;. 11555 W Civic Center Dr.
City Marana State AZ Zip 85716
Contact Person: Bob Stinson , .. Daytime Phone #: 520-382-1958
E -Mail: bstinson a maranaaz.goy Organization's Federal DUN# 098034143
Brief Project Description: Provide illustrative, i�retive silage to build public awareness and
communis enagement re�ardin riparian habitats and invasive species unique to the Sonoran Desert.
Is this project currently Was this project previously
funded? []Yes ®No funded? (JYes ®No
Will this project be possible Can this project occur with -
without grant funding? [,Yes ®No out full requested amount? ❑Yes ®No
(a) UCF Funds Requested
$
2985
(b) Local $ Match Provided
$
1130
(c) Value of In -Kind Match
$
1858
Total Project Amount (a+b+c) $ 5973
Timetable:
Nam
Signature of
Upon authorize
maximum dopa
workplan.
(Starting Date) January 1, 2019
Representative
(Ending Date) Jul ry 31, 2020
Date
approval for financial assistance, grantees will be assigned a grant number and a
nt to expend. Prior to expending funds, applicants must submit an updated project
BUDGET PROPOSAL FORM
T.R.E.E. Grant Program
Applicant Name: Town of Marana
Project Number:
.............................
For U&CF Use Only
Project Title: nage
r
El Rio Interpretive Signage - 111. 1.11-1 1 1 11 "1 I'll 11 ............. 9, " I-- -
MATCH
Applicant
Applicant
In-kind
I In-kind
Grant Share
lApplicant
Personnel
I Donated:
Item
Direct
E Direct
Services:
Services,
1 Total
Expenses or
Expenses or
i Volunteer
Supplies, or
I Cash
I Cash
1 and Staff
Equipment
1
1 Purchases
I Purchases
Hours
use
Administration
(Project -allocable
general overhead
costs)I
....... ...
Personnel (Project-
....
Staff Hours,
$1688
related Labor, both
i $1688
staff and volunteer
time, fringe benefits)
Contractual Services
Graphic
c
Graphic
$2600
(consultants,
Design
Design
landscape architects,
Services:
Services:
arborists, engineers,
$1870
$730
etc.)
Supplies (itemize as
Sign
Sign
$1115
necessary - plant
Materials:
I
I
Installation:
materials, printing
$1115
$170
costs, postage, etc.)
Grantee
Showcase
travel
expenses:
$400
TOTAL:
$2985
;$1130
i$1688
$1170
$5973
Proposal Narrative
Ala rlicxtTat Infcfrrrratiotl
Incorporated in 1977, the Town of Marana has become one of the fastest growing
communities in Southern Arizona. "The "Town is comprised of 127 square miles that is bisected
by 19 miles of Interstate 10 and is contiguous with the City of Tucson. The strategic position of
the Town will continue to foster residential and economic development. With this tremendous
growth, the Town remains committed to the preservation of natural resources as well as
providing accessible green spaces for public enjoyment. The Town of Marana's vision statement
is: "We are committed to providing exceptional public service, a climate for economic
sustainability and a welcoming environment that makes Marana our Town for life." As the
population increases, the Town of Marana continues to incorporate strong environmental
planning. Along with the planning and preservation of open spaces, it is critical to provide the
community with educational opportunities to understand the ecosystem's importance and create
connections with those environments.
The El Rio Preserve illustrates the Town of Marana's commitment to the restoration and
development of open spaces. The 104 -acre El Rio site, recognized by the Town as a preserve in
2015, is positioned on the Lower Santa Cruz River. The Town's Phase 1 A capital project will
improve the health and resiliency of the riparian area (or forested aquatic systems), while
providing educational and recreational opportunities. Plans and projects tinder the umbrella of
the El Rio Phase IA capital project captures both the Parks and Recreation vision for the area
and the Town -wide Strategic Plan initiatives. Within the recreation portion of this strategic plan
are action items for providing multigenerational programming and activities in addition to using
recreation facilities and programming as opportunities to highlight the unique Sonoran Desert.
Interpretive signage furthers this initiative.
Project Need
In the western United States, riparian areas comprise less than I percent of the land area,
but they are among the most productive and valuable natural resources (United States
Department of Agriculture). Along the Santa Cruz River within the EI Rio Preserve is an existing
riparian habitat and is home to hundreds of diverse species: air, land, and aquatic. Currently, the
Parks and Recreational Department is in the process of developing interpretive signage panels
for the area to build public awareness about this unique region within the community. The
signage is being developed through collaborative efforts with the University of Arizona, Friends
of El Rio, Tucson Audubon Society, Department of Forestry and Fire Management, Arizona -
Sonoran Desert, and local photographers. These signs include information about commonly
viewed birds, dragonfly, and damselflies species found in this riparian habitat and their role in
vector control. The signs also detail the Preserve as a natural desert "splash pad" and wildlife
corridor with brief summaries about key issues faced by riparian habitats. There are also
engagement features being incorporated on the panel to get visitors more involved with their
surrounding area. Within this interpretive panel series, Marana's Park and Recreation
Department would like to include one additional informational panel about key invasive species
found in El Rio Preserve. Additional funding will allow this proposed interpretive panel series to
be incorporated.
Project Goals
1. Provide public information and context for the El Rio's riparian habitat, specifically
regarding invasive animal and plant species
2. Provide public awareness about the Forest Stewardship Plan created for Marana by the
Department of Forestry and Fire Management and highlight the sections about invasive
species and challenges to eradication
3. Enhance the outside learning environments for all ages to stimulate positive experiences
and get students outside the classroom
4. Demonstrate pride and build public awareness about Marana's status as a tree city
Anticipated Project Benefits'
• Successful public outreach through educational awareness
• Visitor engagement through complete panel series
• Provide outdoor classrooms for local students and residence
• Building community value in our natural amenities
The project benefits outweigh any inputted work. This sign would be sustainable with little
maintenance and a life span ranging from 2-25 years.
PLoj�ct Methods
The scope of work would include involving participants into this process, management of
the project, and a final end result being an installed product. Participants for this project include
two staff members: project manager and maintenance associate. The project manager will be
responsible for the execution of the project and the maintenance associate with the installation. A
graphic designer will be contracted for research, content, illustrations, stock photos, and final
design. There will be coordination with Pannier Graphics for the procurement of a double
pedestal base, and printing with gel coating. The gel coating will increase the sign's life
expectancy. Administration will continue to be involved and informed during key points within
the project. Minimal equipment will be involved (primarily only that required for sign
installation). The direct outcome of this funding would be one interpretive sign installed with
content, design, graphics, infrastructure, and installment at the El Rio Preserve.
Budget Narrative
The direct outcome of this funding would be one interpretive sign installed with content,
design, graphics, infrastructure, and installment at the El Rio Preserve.
Grant Request:
There would be a minimum of two vendors that the Town of Marana would work with in order
to complete this project. The first vendor utilized will be a graphic designer. We are requesting a
total of $1870 for graphic design services; approximately 72% of the overall anticipated graphic
design costs. A breakdown of costs associated with the graphic design include $800 :for content
research, $300 for stock photos, $1,200 for creation of illustrations, and $300 for complete
design work. The second vendor will be used for infrastructural materials including a double
pedestal stand, printing of the content, and protective gel coating. The 'Town of Marana has
previously utilized this gel coating on other projects because of the inereased,longevity it
provides. We are requesting $1,115 to fully purchase these infrastructural materials.
Town Match Proposal:
The total match that the Town of Marana is proposing through direct cash match and in-kind
costs is $2988. Proposed matching costs including:
• $730 is proposed as direct cash match to complete the total estimated costs for graphic
design services ($2600 total with $1870 requested from grant funding).
• $400 is proposed as direct cash match for anticipated travel expenses to send a project
manager to the Annual. Grantee Showcase. These travel costs estimates include
mileage, per diem, and accommodations. Mileage cost is based upon 432 miles
roundtrip at the IRS issued standard mileage rate of $0.58 per mile, totaling $251. One
night of hotel accommodation is estimated at $149.
• $1688'is proposed as in-kind services for Town of Marana personnel costs. Totals
calculated are based on salaries, benefits, and number of hours being contributed to this
project. Proposed in-kind staff hours include approximately 40 direct project hours for
the Project Manager and approximately 5 direct project hours for a Maintenance
Associate. The Project Manager will be responsible for the complete execution of the
project and 40 hours of dedicated project hours total $1,532 in personnel costs. The
maintenance associate will be assigned with task of installation and it is anticipated to
take 5 hours to complete which will total $156 in personnel costs.
• $170 is proposed as donated in-kind services. The Town of Marana is currently paying
an independent contractor the rate of $500 for the installation of 3 signs for a separate
project. Using this quote, we calculated $170 as the expected expense for installation of
1 sign. The `Town of Marana will be installing the sign independently as a match for the
grant through in-kind donation.
EL R10
�r�LSEr:�e
July 24, 2019
John Richardson, Grants Program Manager
Arizona Department of Forestry and Fire Management
1110 W. Washington St., Ste. 100
Phoenix, AZ 85007
Re: Town of Marana EI Rio Riparian Preserve TREE Grant
Dear Mr. Richardson,
The Friends of EI Rio Preserve group works to enhance habitat at the EI Rio Preserve and to educate about
the site's unique natural and cultural resources. We are writing to you in support of a TREE Grant for the
Preserve, to create and install an interpretive panel related to invasive species. The site is approximately
104 acres of riparian forest, with many invasive species, including tamarisk, bufflegrass, giant Arundo,
Johnson grass and cocklebur. The Town of Marana coordinated with the Department of Forestry and Fire
Management to create a Forest Stewardship Management Plan in 2018. The area is located within Marana
town limits and fire danger is high due to dense tamarisk in an urban area. The Forest Stewardship Plan has
helped the Town prioritize species, GPS locations of the Arundo patches, and has provided a treatment plan
for the invasive species.
The area is rich in biodiversity; 240 species of birds have been documented at EI Rio Preserve to date. Other
activities to enhance the Preserve include work enabled by a grant in 2017 from the Water Infrastructure
Finance Authority to create a comprehensive landscape design to make the area more inviting to residents
and to encourage school groups to use the area as an outdoor classroom. The Town is currently building an
observation deck and entrance area with interpretive signs, bicycle parking and benches. The Friends Group
has been providing input for the signs; however, project funding is limited, and additional money to
develop a sign relating to the problems and treatment of invasive species will be important in describing
the challenging work of identifying and removing invasive plants.
The Town of Marana is also a designated Tree City, and this grant will enable Marana to highlight their Tree
City status on an interpretive panel. We highly recommend the Town of Marana EI Rio Preserve's
application for a TREE Grant.
Sincerely,
Janine Spencer -Glasson,
For the Friends of El Rio Preserve
ti
4
4
Douglas A. Ducey
Govemor
August 2412018
Office of the State Forester
Arizona Department of Forestry
and Fire Management
Arizona Water Protection Fund Commission
Arizona Department of Water Resources
1110 NAI. Washington, Suite 310
Phoenix, AZ 85007
Re: Support for the Town of Marana Arizona Water Protection Fund Application
Dear Arizona Water Protection Fund Commission;
The Arizona Department of Forestry and Fire Management (DFFM) has worked closely with the
Town of Marana on H Rio Preserve, a 104 -acre riparian / wetland property located in the
floodplain of the Santa Cruz River. A Forest Stewardship PIan for the property was completed
in January 2018 and invasive plant species are among the primary resource concerns. Multiple
invasive plant species were identified that cause adverse economic and environmental impacts.
Among the species of Highest concern are Giant reed; Red brome, Buffelgrass and Salteedar.
DFFM supports cooperative management of ilivasive plants that threaten and are capable of
transforming plant communities in forests, woodlands and rangelands throughout Arizona.
Projects that focus ori prevention, control and eradication of invasive plants using an integrated
approach are of the upmost importance. With the assistance of state giant funding, the Town of
Marana can effectively control invasive plants and make needed changes to enhance this unique
Property.
The Town. of Marana has great plans for i✓1 Rio Preserve, with all emphasis on wildlife habitat,
native plants and educational opportunities for the public. DFFM is proud to be supportive of
this Arizona Water Protection Fund application to protect and restore riparian resources along
the Santa. Cruz River.
Sincerely,
,/
�eftei�y C. Wiiitity
Arizona State Forester
Duty *Respect • Integrity
1110 West Washington Street, Suite log i Phoenix, Arizona 95001 e Main: (602) 771-1400 4 Fax: (602) 771.1421
ATTACHMENT B
(Cover Sheet)
Detailed Project Plan — Subject to State Approval
(Include specific planned accomplishments, detailed project budget, and time line)
Grant Number: TREE17105
T.R.E.E. Grant Program
Applicant Name: Town of Marana
Project Title: EI Rio Interpretive Signage
ino IUIIII 10 IVB uiC ziununary ur yourbuaget information. A budget narrative (1 -page maximum)
that includes a detailed list of expenditures should be provided on an additional page if
necessary.
MATCH
JDirect
Applicant
Applicant
Grant Share
Applicant
In-kind '
Personnel
In-kind
Donated:
Item
Direct
Services:
Services,
Total
Expenses or
Expenses or
Volunteer
Supplies, or
Cash
Cash
and Staff
Equipment
Purchases
Purchases
Hours
use
Administration
(Project -allocable
general overhead
costs)
Personnel (Project-
Staff Hours:
$1688
related Labor, both
$1688
staff and volunteer
time, fringe benefits)
Contractual Services
Graphic
Graphic
$2600
(consultants,
Design
Design
landscape architects,
Services:
Services:
arborists, engineers,
$1870
$730
etc.)
Supplies (itemize as
Sign
Sign
$1115
necessary - plant
Materials:
Installation:
materials, printing
$1115
$170
costs, postage, etc.)
Other:
Grantee
Showcase:
$400
TOTAL:
$2985
$1130
$1688
$170
$5973
ino IUIIII 10 IVB uiC ziununary ur yourbuaget information. A budget narrative (1 -page maximum)
that includes a detailed list of expenditures should be provided on an additional page if
necessary.
Revised Timeline and Measurable Objectives for FY20-21 Urban & Community Forestry
Grants (CCG, TREE, WCG)
Project Title: EI Rio Interpretive Signage
Name of Applicant: Town of Marana Grant Number: TREE17105
❑ Anticipated project outcomes/deliverables:
o Plan A: Select Vendor or Plan B: Start PO process (dependent on contracted purchase
amount)
■ Plan A: Contact vendors (2-3 calls, 6 emails)
■ Plan B: collect 3 quotes for PO (2-3 calls, 6 emails)
o Prepare topics/direction/docs for researcher & graphic designer (1-2 phone calls, 2-3 emails)
o Finalize/purchase services (2 calls)
o Create a finalized timeline with graphic designer
o Have 3-4 phone conversations with graphic designer
o Receive Proof 1 back
o Stakeholder review: proof read, verify information, review pictures, and recommend edits
o Internal Parks Management Review: 1-2 meetings (pre stakeholder meeting and post
stakeholder meeting)
o External stakeholder meeting(s): contact 3-5 organizations for feedback
o Submit for final designs
o Order Infrastructure (approx. 4 weeks)
o Install panel at El Rio Preserve
o Attend Forestry Grant Showcase (public presentation)
o Grant Reimbursement Form
o Contact John about grant finalization documents and closeout
tiv , 4
Quarter
Task$ CC1infeted
Quarter 1
(Vendor Coordination)
July 18t- September 301h
Plan A:Select Vendor or Plan B: Start PO process (dependent on
(FY20)
contracted purchase amount) ,
-Plan A: Contact vendors (2-3 calls, 6 emails)
-Plan B: collect 3 quotes for PO (2-3 calls, 6 emails)
Prepare topics/direction/docs'for researcher & graphic designer (1-2 phone
ells, 2-3 emails)
Finalize/purchase services (2 calls)
Quarter 2
(Preliminary Production)
October 1St- December 31st
Create a finalized timeline with graphic designer
(FY20)
Have 3-4 phone conversations with graphic designer
Receive Proof 1 back
Quarter 3
Stakeholder review: proof read, verify information, review pictures, and
January 1 St- March 31 St
recommend edits
(FY20)
Internal Parks Management Review: 1-2 meetings (pre stakeholder
meeting and post stakeholder meeting)
External stakeholder meeting(s): contact 3-5 organizations for feedback
Submit for final designs
Quarter 4
Order Infrastructure (approx. 4 weeks)
April 1St- June 301h
Install panel at EI Rio Preserve
(FY20)
Quarter 5
-Attend Forestry Grant Showcase (public presentation)
July 1St- September 301h
Grant Reimbursement' Form
(FY21)
Contact John about grant finalization documents and closeout
❑ Anticipated project outcomes/deliverables:
o Plan A: Select Vendor or Plan B: Start PO process (dependent on contracted purchase
amount)
■ Plan A: Contact vendors (2-3 calls, 6 emails)
■ Plan B: collect 3 quotes for PO (2-3 calls, 6 emails)
o Prepare topics/direction/docs for researcher & graphic designer (1-2 phone calls, 2-3 emails)
o Finalize/purchase services (2 calls)
o Create a finalized timeline with graphic designer
o Have 3-4 phone conversations with graphic designer
o Receive Proof 1 back
o Stakeholder review: proof read, verify information, review pictures, and recommend edits
o Internal Parks Management Review: 1-2 meetings (pre stakeholder meeting and post
stakeholder meeting)
o External stakeholder meeting(s): contact 3-5 organizations for feedback
o Submit for final designs
o Order Infrastructure (approx. 4 weeks)
o Install panel at El Rio Preserve
o Attend Forestry Grant Showcase (public presentation)
o Grant Reimbursement Form
o Contact John about grant finalization documents and closeout
ATTACHMENT C
General Provisions
COVENANT AGAINST CONTINGENT FEES
The Sub -grantee warrants that it has not employed or retained any company or person, other than a bona
fide employee working for the Sub -grantee, to solicit or secure this agreement, and that it has not paid or
agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage,
brokerage fee, gift, or any other consideration, contingent upon or resulting from the award or making of
this agreement. For breach or violation of this warranty, the State shall have the right to annul this
agreement without liability, or, in its discretion to deduct from the agreement price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift, or contingent
fee.
MODIFICATIONS
Modifications within the scope of this award shall only be made by mutual consent of both parties, by
issuance of a written amendment signed and dated by all properly authorized signatory officials prior to
any changes being performed. Requests for modification shall be made, in writing, at least thirty (30)
days prior to the implementation of the requested change. Any change to the original grant application
scope of work or approved detailed project plan must have prior written State approval. Incurring costs
without prior written approval may result in loss of funds reimbursed.
EXTENSIONS
Timely completion of this project is required. If this agreement is extended by mutual written consent of
the parties, all terms, conditions and provisions of the original agreement shall remain in full force and
effect and apply during any extension period. Any extension of time granted shall not constitute or
operate as a waiver by the State of any of its rights herein. Extensions will only be considered and/or
made if the Sub -grantee has demonstrated reasonable efforts to complete the grant project as defined in
the original detailed project plan and has a clear and specific plan for completion of the project within the
extended time period.
RESPONSIBILITY FOR CLAIMS AND LIABILITIES
The Sub -grantee agrees to assume all risk of loss to indemnify and hold the State, its officers, agents and
employees, harmless from and against any and all liabilities, demands, claims, suites, losses, damages
causes or action, fines or judgments, including costs, attorney's and witnesses' fees and expenses incident
thereto, for injuries or death to persons and for loss of, damage to, theft of or destruction of any property
including loss of use thereof arising out of or in connection with the performance of duties required by
agreement, all whether or not authorized or agreed to by Sub -grantee.
RETENTION OF RECORDS
The Sub -grantee and any subcontractor shall maintain and store all documents, papers, accounting
records; other evidence pertaining to costs incurred for this work, and shall make all such materials
available at any reasonable time during the term of work and for five (5) years from the date of final
payment to the Sub -grantee. The Sub -grantee may be required to provide such records as necessary to any
auditing agent. Inability to provide such records may result in unallowable costs to the grant and any
funds disbursed to the Sub -grantee may have to be paid back to the State and/or Federal government.
COMPLIANCE WITH ARIZONA EXECUTIVE ORDERS 75-5 and 2009-09
The Sub -grantee shall comply with Arizona Executive Order 75-5 and as amended by Arizona Executive
Order 2009-09 relating to non-discrimination in employment by government contractors and
subcontractors. These regulations are herein incorporated by reference and made a part of this agreement.
os.zo�s ATTACHMENT C Page 1 of 7
ADMINISTRATIVE AND ACCOUNTING REQUIREMENTS
It is the Sub -grantee's responsibility to develop, document, administer and manage the grant in
accordance with all applicable Federal and State laws. Sub -grantee is subject to the OMB requirements
and guidance in subparts A through F of 2 CFR 200 as adopted and supplemented by USDA in 2 CFR
part 400.
CFR (Code of Federal Regulations) — http://www.ecftZ�Lv. ov. If grantee needs assistance in obtaining any of
these documents in electronic or printed form, please contact your Arizona State Forestry representative.
If any program income is generated as a result of this grant/agreement, the income earned during the term
of this agreement shall be applied using the deductive method as described in 2 CFR 200.307 ; the
deductive alternative is the preferred method, unless specifically authorized by the Signatory Official.
Costs incident to the generation of program income may be deducted from gross income to determine
program income provided these costs have not been charged to the award/agreement and they comply
with the applicable Cost Principles.
FREEDOM OF INFORMATION ACT
Public access to grant or agreement records shall not be limited, except when such records must be kept
confidential and would have been exempted from disclosure pursuant to "Freedom of Information"
regulations (5 U.S.C. 552).
MEMBERS OF U.S. CONGRESS
Pursuant to 41 U.S.C. 22, no United States member of, or United States delegate to, Congress shall be
admitted to any share or part of this award, or benefit that may arise there from, either directly or
indirectly.
TERMINATION FOR CONVENIENCE
The Office of the State Forester, by written notice, may terminate this contract, in whole or in part, when
it is deemed in the best interest of the State. If this agreement is so terminated, Sub -grantee will be
compensated for work performed up to the time of the termination notification. In no event shall payment
for such costs exceed the current grant amount.
TERMINATION BY MUTUAL AGREEMENT
This award may be terminated, in whole or part, as follows:
• When the State and Sub -grantee agree upon the termination conditions, including the effective date
and, in the case of partial termination, the portion to be terminated.
• By thirty (30) days written notification by the Sub -grantee to the State setting forth the reasons of
termination, effective date, and in the case of partial termination, the portion to be terminated.
If, in the case of a partial termination, the State determines that the remaining portion of the award
will not accomplish the purpose for which the award was made, the State may terminate the award in
its entirety.
Upon termination of an award, the Sub -grantee shall not incur any new obligations for the terminated
portion of the award after the effective date, and shall cancel as many outstanding obligations as possible.
The State shall allow full credit to the Sub -grantee for the United States Federal share of the non-
cancelable obligations properly incurred by the Sub -grantee up to the effective date of termination.
Excess funds shall be refunded within sixty (60) days after the effective date of termination.
ATTACHMENT C Page 2 of 7
08.2015
CANCELLATION FOR CONFLICT OF INTEREST
Pursuant to A.R.S. §38-511, the state, its political subdivisions or any department or agency of either
may, within three years after its execution, cancel any contract, without penalty or further obligation,
made by the state, its political subdivisions, or any of the departments or agencies of either if any person
significantly involved in initiating, negotiating, securing, drafting or creating the contract on behalf of the
state, its political subdivisions or any of the departments or agencies of either is, at any time while the
contract or any extension of the contract is in effect, an employee or agent of any other party to the
contract in any capacity or a consultant to any other party of the contract with respect to the subject matter
of the contract.
FEDERAL IMMIGRATION AND NATIONALITY ACT
By entering into the Agreement, the Sub -grantee warrants compliance with the Federal Immigration and
Nationality Act (FINA) and all other Federal immigration laws and regulations related to the immigration
status of its employees. The Sub -grantee shall obtain statements from its contractors certifying
compliance and shall furnish the statements to the Procurement Officer upon request. These warranties
shall remain in effect through the term of the Contract. The Contractor and its subcontractors shall also
maintain Employment Eligibility Verification forms (I-9) as required by the U.S. Department of Labor's
Immigration and Control Act, for all employees performing work under the Grant. I-9 forms are available
for download at USCIS.GOV.
The State may request verification of compliance for any Sub -grantee, contractor or subcontractor
performing work under the Grant. Should the State suspect or find that the Sub -grantee or any of its
contractors are not in compliance, the State may pursue any and all remedies allowed by law, including,
but not limited to: suspension of work, termination of the Agreement for default, and suspension and/or
debarment of the Sub -grantee or Contractor. All costs necessary to verify compliance are the
responsibility of the Sub -grantee. The parties agree to comply with A.R.S. §41-4401, the provisions of
which are hereby incorporated.
ARBITRATION
To the extent required by A.R.S. § 12-1518, the parties agree to use arbitration, after exhausting applicable
administrative review, to resolve disputes arising out of this agreement.
ANTITRUST VIOLATIONS
The Sub -grantee and the State recognize that in actual economic practice overcharges resulting from
antitrust violations are in fact borne by the purchaser or ultimate user. Therefore, Sub -grantee acting as a
vendor, hereby assigns to State any and all claims for such overcharges.
SUSPENSION OR DEBARMENT
Submittal of an offer or execution of a contract shall attest that the sub -grantee or contractor is not
currently suspended or debarred. If the Sub -grantee or any of its contractors become suspended or
debarred, the Sub -grantee shall immediately notify the State. The State may, by written notice to the Sub-
grantee, immediately terminate this Agreement if the State determines that the Sub -grantee or their
contractors have been debarred, suspended or otherwise lawfully prohibited from participating in any
public procurement activity, including but not limited to, being disapproved as a subcontractor of any
public procurement unit or other governmental body.
CONTRACTS AND SUBAWARDS TO DEBARRED AND SUSPENDED PARTIES
Pursuant to Code of Federal Regulations 2 CFR part 180, grantees and sub grantees must not make an
award or permit any award (subgrant or contract) at any tier to any party which is debarred or suspended
or is otherwise excluded from or ineligible for participation in Federal assistance programs under
Executive Order 12549, "Debarment and Suspension". By entering into this agreement sub -grantee agrees
to comply with all relevant codes including 2 CFR part 180, subpart C, "Responsibilities of Participants
08.2015
ATTACHMENT C Page 3 of 7
Regarding Transactions". When entering into a covered transaction with another person at the next lower
tier, sub -grantee must verify that the person with whom you intend to do business is not excluded or
disqualified. You do this by:
(a) Checking the SAM Exclusions: System for Award Management (SAM) — www.sam.gov
(b) Collecting a certification from that person
(c) Adding a clause or condition to the covered transaction with that person.
TITLE VI of CIVIL RIGHTS ACT of 1964
Sub -grantee agrees to comply with Title VI of the Civil Rights Act of 1964 (P.L. 88-352, 42 U.S.C.
200d). In accordance with Title VI of that Act, no person in the United States shall, on the grounds of
race, color or national origin, be excluded from participation in, be denied the benefits of, or be otherwise
subjected to discrimination under any program or activity for which the applicant receives Federal
financial assistance and Sub -grantee will immediately take any measures necessary to effectuate this
agreement.
UNIVERSAL IDENTIFIER AND SYSTEM FOR AWARD MANAGEMENT REGISTRATION
REQUIREMENT (SAM)
Sub -grantee agrees to provide a DUNS number to State Forestry prior to award, and to maintain all
related information through the full term of this agreement. A Data Universal Numbering System
(DUNS) Number is a nine -digit number established and assigned by Dun and Bradstreet, Inc. (D&B) to
uniquely identify business entities. A DUNS number may be obtained from D&B by telephone (currently
866-705-5711) or the Internet (currently at http://�dgov.dnh.com/webform ).
Sub -grantee shall maintain current information in the System for Award Management (SAM) until receipt
of final payment. This requires review and update to the information at least annually after the initial
registration, and more frequently if required by changes in information or award term(s). For purposes of
this award, System for Award Management (SAM) means the Federal repository into which an entity
must provide information required for the conduct of business as a Cooperative. Additional information
about registration procedures may be found at the SAM Internet site at www.sain.gov.
PUBLICATION REQUIREMENTS
A. ACKNOWLEDGEMENT IN PUBLICATIONS. Sub -grantee shall acknowledge Arizona
Department of Forestry and Fire Management and U.S. Forest Service support in any publications,
audiovisuals, and electronic media developed as a result of this award, per 2 CFR 415.2.
B. NONDISCRIMINATION STATEMENT IN PUBLICATIONS. Sub -grantee shall include the
following statement, in full, in any printed, audiovisual material, or electronic media for public
distribution developed or printed with any Federal funding.
"In accordance with Federal law and U.S. Department of Agriculture policy, this institution is
prohibited from discriminating on the basis of race, color, national origin, sex, age, or disability.
(Not all prohibited basis apply to all programs.)
To file a complaint of discrimination, write USDA, director, Office of Civil Rights, Room 326-W,
Whitten Building, 1400 Independence Avenue, SW, Washington, DC 20250-9410 or call (202) 720-
5964 (voice and TDD). USDA is an equal opportunity provider and employer. "
If the material is too small to permit the full statement to be included, the material must,
at minimum, include the following statement, in print size no smaller than the text: "This institution
is an equal opportunity provider. "
ATTACHMENT C Page 4 of 7
08.2015
C. COPYRIGHTS. No original text or graphics produced and submitted by the U.S. Forest Service
shall be copyrighted. The U.S. Forest Service reserves a royalty -free, nonexclusive, and irrevocable
right to reproduce, publish, or otherwise use, and to authorize others to use the work for federal
government purposes. This right shall be transferred to any sub agreements or subcontracts. This
provision includes the copyright in any work developed by Sub -grantee under this agreement. And
any right of copyright to which Sub -grantee purchases ownership with any federal contributions.
REPORTING OF SUBRECIPIENT EXECUTIVES
Unless exempt from this requirement of 2CFR 170, Sub -grantee agrees to report the names and total
compensation of each of the sub -grantee's five most highly compensated executives for the sub -grantee's
preceding completed fiscal year if:
1. in the sub -grantee's preceding fiscal year, the sub -grantee received—
(A) 80 percent or more of its annual gross revenues from Federal procurement contracts
(and subcontracts) and Federal financial assistance subject to the Transparency Act, as
defined at 2CFR 170.320 (and subawards); and
(B) $25,000,000 or more in annual gross revenues from Federal procurement contracts
(and subcontracts), and Federal financial assistance subject to the Transparency Act (and
subawards); and
2. The public does not have access to information about the compensation of the executives
through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934
(15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986.
TRAFFICKING IN PERSONS
Section 106 of the Trafficking Victims Protection Act of 2000 (TVPA), as amended (22 U.S.C. 7104(g)),
include provisions applicable to federal support recipients. By entering into this agreement, you agree to
terms set forth in the primary award from the US Forest Service as documented below. This Agreement
may be unilaterally terminated, without penalty, if a subrecipient is determined to have violated an
applicable prohibition in this award term. (See 22 U.S.C. 7104 and 2CFR 175 for more details)
A. Provisions applicable to a Recipient that is a private entity
1. You as the Recipient, your employees, subrecipients under this award, and
subrecipients' employees may not -
(i) Engage in severe forms of trafficking in persons during the period of time that
the award is in effect;
(ii) Procure a commercial sex act during the period of time that the award is in
effect; or
(iii) Use forced labor in the performance of the award or subawards under the
award.
2. This award may be unilaterally terminated, without penalty, if you or a subrecipient
that is a private entity -
(i) Is determined to have violated a prohibition in paragraph A.1 of this award
term; or
(ii) Has an employee who is determined by the agency official authorized to
terminate the award to have violated a prohibition in paragraph A.1 of this award
term through conduct that is either -
08.2015
ATTACHMENT C Page 5 of 7
a. Associated with performance under this award; or
b. Imputed to you or the subrecipient using the standards and due process
for imputing the conduct of an individual to an organization that are
provided in 2 CFR part 180, "OMB Guidelines to Agencies on
Government wide Debarment and Suspension (Nonprocurement)".
B. Provision applicable to a recipient other than a private entity. This award may be unilaterally
terminated, without penalty, if a subrecipient:
1. Is determined to have violated an applicable prohibition in paragraph A.1 of this award
term; or
2. Has an employee who is determined by the agency official authorized to terminate the
award to have violated an applicable prohibition in paragraph A.1 of this award term
through conduct that is either -
(i) Associated with performance under this award; or
(ii) Imputed to the subrecipient using the standards and due process for imputing
the conduct of an individual to an organization that are provided in 2 CFR part
180, "OMB Guidelines to Agencies on Government wide Debarment and
Suspension (Nonprocurement)."
C. Provisions applicable to any recipient.
1. You must inform us immediately of any information you receive from any source
alleging a violation of a prohibition in paragraph A.1 of this award term.
2. Our right to terminate unilaterally that is described in paragraph A.2 or B of this
section:
(1) Implements section 106(g) of the Trafficking Victims Protection Act of
2000 (TVPA), as amended (22 U.S.C. 7104(g)), and
(2) Is in addition to all other remedies for noncompliance that are available to us
under this award.
3. You must include the requirements of paragraph A 1 of this award term in any
subaward you make to a private entity.
D. Definitions. For purposes of this award term:
1. "Employee" means either:
(1) An individual employed by you or a subrecipient who is engaged in the
performance of the project or program under this award; or
(2) Another person engaged in the performance of the project or program under
this award and not compensated by you including, but not limited to, a volunteer
or individual whose services are contributed by a third party as an in-kind
contribution toward cost sharing or matching requirements.
2. "Forced labor" means labor obtained by any of the following methods: the recruitment,
harboring, transportation, provision, or obtaining of a person for labor or services,
through the use of force, fraud, or coercion for the purpose of subjection to involuntary
servitude, peonage, debt bondage, or slavery.
"Private entity":
(1) Means any entity other than a State, local government, Indian tribe, or foreign
public entity, as those terms are defined in 2.CFR 175.25.
(2) Includes:
ATTACHMENT C Page 6 of 7
08.2015
i. A nonprofit organization, including any nonprofit institution of higher
education, hospital, or tribal organization other than one included in the
definition of Indian tribe at 2 CFR 175.25(b).
ii. A for-profit organization.
4. "Severe forms of trafficking in persons," "commercial sex act," and "coercion" have
the meanings given at section 103 of the TVPA, as amended (22 U.S.C. 7102).
DRUG-FREE WORKPLACE
Compliance with the Drug -Free Workplace Act of 1988 (Public Law 100-690, Title V, Subtitle D, as
amended) requires that all organizations receiving grants from any federal agency agree to maintain a
drug-free workplace.
INVALIDITY OF PART OF THIS AGREEMENT
The parties agree that should any part of this AGREEMENT be held to be invalid or void, the remainder
of the AGREEMENT shall remain in full force and effect and shall be binding upon the parties.
COUNTERPARTS
This AGREEMENT may be executed in any number of duplicate originals, photocopies or facsimiles, all
of which (once each party has executed at least one such duplicate original, photocopy, or facsimile) will
constitute one and the same document.
INTERPRETATION
This AGREEMENT is not to be construed or interpreted for or against either of the parties on the grounds
of sole or primary authorship or draftsmanship.
PARAGRAPH HEADINGS
The paragraph headings in this AGREEMENT are for convenience of reference only and do not define,
limit, enlarge, or otherwise affect the scope, construction, or interpretation of this AGREEMENT or any
of its provisions.
GOVERNING LAW
This AGREEMENT is made under, and is to be construed in accordance with, the laws of the State of
Arizona.
ENTIRE AGREEMENT
This AGREEMENT contains the entire agreement and understanding of the parties hereto. There are no
representations or provisions other than those contained herein, and this AGREEMENT supersedes all
prior agreements between the parties, whether written or oral, pertaining to the same subject matter of this
AGREEMENT.
08.2015
ATTACHMENT C Page 7 of 7
ATTACHMENT D
Grant Reimbursement and Documentation Requirements
Arizona Department of Forestry and Fire Management grants are federally funded and are based on
reimbursement for actual costs incurred. Sub -grantees are typically required to provide a portion of the total
project cost as MATCH contribution to show local investment in the project or program. Match investment
must not originate from a federal source and cannot be used as a match for any other federal cost -share
program. Specific match amount is identified in each grant agreement. All costs and match should conform
to the approved project plan and budget contained in the grant agreement — and all reimbursements are
subject to Arizona State Forestry approval. All project expenses must meet the applicable Cost Principles
(2CFR200, subpart E)
Only project expenses incurred during the term of the signed grant agreement are eligible. (See Term of
Agreement)
All documentation submitted for reimbursement must have the correct project name and/or State Forestry
grant number, date work was completed, and proof of payment from the Sub -grantee.
All reimbursements to Sub -grantees shall be calculated from the "Grant Reimbursement Form". By signing
the form, the Sub -grantee assumes full and implied responsibility for all grant costs incurred and submitted
on the form. By signature, the Sub -grantee accepts full liability that the work and costs incurred were in
accordance with the agreed scope of work and/or approved detailed project plan and in accordance with all
applicable Federal and State laws. By signing the "Grant Reimbursement Form", the Sub -grantee is
claiming that costs were incurred following the established procurement process for its own organization
and that their process is documented, administered and managed with the correct accounting and
administrative procedures and is in accordance with all applicable Federal and State laws.
INELIGIBLE COSTS — Any expenses submitted for reimbursement that are not properly documented
shall not qualify for reimbursement. It shall be the Sub -grantee's sole responsibility to submit the required
and accurate support documentation for all project costs. In the event an audit determines that ineligible
costs were charged to the project, the Sub -grantee accepts full liability for such costs.
- Expenses not included in an approved project plan or are unnecessary for the completion of the
project are ineligible for reimbursement or as match.
- NO FOOD or BEVERAGE purchases or donations are eligible for reimbursement or as match,
unless included in the project plan as budgeted travel costs, and pre -approved by State.
- NO purchase of equipment or supplies for individuals are eligible for reimbursement or as match.
(though purchase of supplies and small equipment by the Sub -grantee organizations for ongoing
community use may be eligible)
- Poorly documented match or volunteer hours with insufficient support documentation will not
count towards the required match. It is the Sub -grantees responsibility to keep all project/grant
records pertaining to matching requirements. In the event an audit determines that ineligible match
was credited to the project, the Sub -grantee accepts full liability for such costs
ATTACHMENT D Page 1 of 3
DFFM 01.2019
ATTACHMENT D
Grant Reimbursement and Documentation Requirements
REIMBURSABLE PROJECT EXPENSES — are direct, out-of-pocket expenditures for eligible
project activities that are supported by paid invoices, cancelled checks, signed receipts, or official payroll
records. Examples include:
Labor- may include paid staff, contracted labor, or documented reimbursement from Sub -grantee to
others for services. Related expenses such as employee benefits or required travel costs are also eligible
if properly documented.
- All staff/labor hours must be accompanied by an employee time sheet detailing the hours worked on the
grant project. The time sheet must clearly have the State grant ID number, an employee signature, and the
dates work hours were contributed towards the grant. A supervisor's approval signature should also be
included. Note, for auditing purposes, an auditor will most likely want to see all hours worked in addition to
those charged to the grant.
- Required documentation can include payment receipts, timesheets, payroll records, job sheets, cancelled
checks, or signed letters detailing paid staff time, dates, and services or work provided.
Supplies - may include operating supplies, office supplies, and small equipment purchased by the
Sub -grantee and necessary for the completion of the project.
- Required documentation can include payment receipts, cancelled checks, or official accounting records
detailing expenses and goods and service provided.
Equipment Purchases (small) — small equipment necessary for the completion of the project may be
purchased by the Sub -grantee organization if included in the approved project plan and budget.
Purchases of equipment or supplies for individuals is not eligible. Purchase of necessary equipment
totaling less than $5,000 will be considered as supplies (above).
- Required documentation will include purchase receipts detailing costs and equipment details.
Equipment Purchases (large) - Any single piece of capital equipment costing more than $5,000 must
be included in the original project plan and preapproved. Because funding originates from the federal
government, they may retain an ongoing vested ownership in the equipment. Additional details will be
provided for approved purchases. If an audit determines that excessive equipment was purchased, the
Sub -grantee accepts full liability for cost reimbursement back to the State/Federal government. Please
limit your liability by purchasing only items listed in the original grant application and detailed project
plan. Please only purchase what is necessary to complete the specific grant/project approved.
- Required documentation will include purchase receipts detailing costs and equipment details.
Equipment Rental — Rental of equipment necessary for completion of the project may be reimbursed if
included in the approved project plan and budget.
- Required documentation will include rental receipts detailing costs, dates of use, and equipment details.
Contracted Services — Contracting for services from outside organizations or businesses is permitted if
included in the approved project plan and budget. Such services could include contracted fuels crews,
arborists, trucking, waste disposal, and other costs.
- Required documentation will include receipts detailing costs, dates and details of services provided.
Equipment Operating Costs - Operating costs for owned, rented, or donated equipment may be
permitted if included in the project plan and properly documented. Methods for cost determination must
be specifically documented and approved. Use of Sub -grantee owned equipment may be charged to the
grant if prior approval is granted. A Sub -grantee may submit a rate agreement that is typical of rate
charges established for all agencies utilizing the equipment including their own. Under no
circumstances shall the grant be charged for use of equipment purchased with Federal funds, beyond
operating costs.
- Required documentation can include receipts detailing costs, dates and details of equipment usage, payment
receipts, mileage logs, shift tickets, etc. Any operating costs that are not paid for directly and do not have
corresponding payment receipts, must be specifically documented as to method of cost determination.
DFFM 01.2019 ATTACHMENT D Page 2 of 3
ATTACHMENT D
Grant Reimbursement and Documentation Requirements
ELIGIBLE MATCH — All grants require some level of MATC14 investment from the Sub -grantee
organization. Matching investment may only be included if goods or services are provided or paid for
during the term of the agreement and are necessary for the completion of the project. The matching
investment may be in the form of cash and/or in-kind contributions. The Sub -grantee share (match) cannot
originate from a federal source and must not be used as a match for any other federal cost -share program.
As with reimbursable costs, eligible match expenses only include those that are reasonable and necessary
for the completion of the grant -funded program or project and must meet the applicable Cost Principles
(2CFR200, subpart E)
Matching investments will not be directly reimbursed.
Examples of possible match include:
Cash - Matching investment can include actual costs as documented above.
- Required documentation will include payment receipts, cancelled checks, or official accounting records
detailing expenses and related goods and service provided.
In-kind Contributions - include on -hand supplies, third party donations of supplies or equipment, the
value of professional services provided at the professional rate, or time spent by employees on eligible
project activities.
- An in-kind contribution of goods or services from another business or organization may be counted as
community match with proper documentation. This typically consists of a letter on the donating
organization's letterhead, signed by the proper person and showing the amount and type of donation.
Property or use thereof shall be assigned a fair market value per applicable federal Cost Principles and should
include a letter of documentation from the donating party.
Volunteer - Volunteer labor hours shall conform to standard documented operating procedures for
the Sub -grantee organization with established pay rates.
- Required documentation for volunteers will include signed time logs/sign-in sheets with volunteer name,
date, time, place, and type of volunteer service provided. Volunteer time may be valued at the local market
rate for equivalent work (children at minimum wage). Hourly rates exceeding $20 per hour will require
specific support documentation for justification and approval. If you use consultants, forestry professionals,
planners, etc., who donate their professional services, appropriate hourly rates may be documented in a letter
from the individual or their organization.
ATTACHMENT D Page 3 of 3
DFP M 01.2019
0 Quarterly Performance Report
GRANT INFORMATION:
Grant Number: Grant Award $•
Project Name: Award End Dater
Organization:
County: f DFEM District: i
KCrUK t INIFUKIVIA I IUN:
Calendar Year: Calendar Quarter Q1 (Jan -Mar), Q2, Q3, Q4• j
Name of person completing report:
Submittal Date:
PROJECT OBJECTIVES ACCOMPLISHED: (During this quarterly reporting period, what progress has
been made toward meeting the project objectives stated in the Project Plan? Provide guarteriv and cumulative
numbers for key criteria, such as acres completed, trees planted, educational programs delivered, etc.)
PLANNED OVERALL
Project Objectives Total Project
Goal
Program -Specific Reportables (if applicable)
1
2
4
5
Is this Pro,iect On Track? (Yes / No)
Previously
Reported
ACTUAL
Current
Quarter
Cumulative
Total
Use the following sections to describe activities for this quarter and for the overall project status.
Additional items may be enclosed or attached, such as added narrative, detailed tables, pictures, maps, or other items.
(Please list any additional items in the narrative to assure they are recorded.)
...................
Arizona Department of Forestry and Fire Management - Quarterly Report (ver -9.17) Page 1
Arizona Department of Forestry - Attachment E.1
Quarterly Performance Report
NARRATIVEREPORT THIS DARTER: What progress has been made THIS QUARTER in
accomplishing the project objectives? Describe activities for the quarter to support the status reported in the tables
above. Include comments regarding accomplishments for employees, contractors, and volunteers; and describe the status
of planning or purchasing activity if applicable. (&IAXr 1400 Character c -- attach additional materials if neede f)
!NARRATIVE REPORT f OVERALL PROJECT: What is the success in meeting the OVERALL
measurement criteria identified in the Project Pian? Describe the overall project status to support the numbers
listed in the tablesabove. What major milestones have been achieved and what are the next major activities' planned? If
the project is not on track or goals are not being met, please provide an explanation. If there are any factors that have, or
will have,a significant impact on the successful project completion, provide details and explain the actions being taken or
assistance that may be needed. (MAX., 1400 Characters — attack additional materials if needed)
Arizona Department of Forestry and Fire Management - Quarterly Report (Ver 9.17) Page 2
Arizona Department of Forestry - Attachment E.1
(a Arizona Department of Forestry and Fire Management
Grant Reimbursement Form
NOTE: It is the Sub -grantees' responsibility to develop, document, administer and manage the correct accounting and administrative
procedures for administering the grant in accordance with all applicable Federal and State laws. It is the Sub -grantees' sole responsibility to
maintain all grant records and provide them as necessary to any auditing agent. Inability to provide such records may result in unallowable
costs to the grant and any funds disbursed to the Sub -grantee may have to be paid back to the State and/or Federal government.
Grant Number:
Organization Name:
Total Grant Amount:
Grant Expiration/End Date:
Total Match Required:
(Grant $ + Match $ = Total Project Cost)
IPrevious Project Totals (Sum of all previous reimbursement requests):
bursement Period:
F
771 Txttat
Personnel
Contracted Services
Supplies
Other
Other
Other
Volunteer time
i•'iiWA;
In -Kind Contributions
Total
..,..,y v " a r n ter, niee[s me required amount, this Reimbursement Period's REIMBURSABLE amount should qualify for payment
(provided all items are properly documented and all other grant requirements are met.)
Authorized Signature Title Date
SIGNATURE LINE STATEMENT(Required for Processing)
By signing the "Grant Reimbursement Form", the signing agent is verifying that:
All work performed on this grant/project was completed in conformance with all applicable laws and established procedures. Charges and time
sheets submitted are in fact for work completed on this project. All charges have been reviewed and verified by a supervisor and all employee
and volunteer hours are being tracked, with support documentation on file and available to any auditing agent.
MOTE: Reimbursements may take 60-90 days
Arizona Dept. of Forestry and Fire Mgt Reimbursement Request- Printable / Rev. 09.2017
Arizona Department of Forestry - Attachment E.2
This form is available electronically.
Form Approved — OMB No. 0505-0027
Expiration Date: 12/31/2018
Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion
Lower Tier Covered Transactions
The following statement is made in accordance with the Privacy Act of 1974 (5 U.S. C. § 552(a), as amended). This certification is required by the
regulations implementing Executive Order 12549, Debarment and Suspension, and 2 C. FR. §§ 180.300, 180.355, Participants'responsibilities. The
regulations were amended and published on August 31, 2005, in 70 Fed. Reg. 51865-51880. Copies of the regulations may be obtained by contacting
the Department of Agriculture agency offering the proposed covered transaction.
According to the Paperwork Reduction Act of 1995 an agency may not conduct or sponsor, and a person is not required to respond to a collection of
information unless it displays a valid OMB control number. The valid OMB control number for this information collection is 0505-0027. The time required
to complete this information collection is estimated to average 15 minutes per response, including the time for reviewing instructions, searching existing
data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. The provisions of appropriate
criminal and civil fraud privacy, and other statutes may be applicable to the information provided.
(Read Instructions On Page Two Before Completing Certification)
A. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation
in this transaction by any Federal department or agency;
B. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such
prospective participant shall attach an explanation to this proposal.
ORGANIZATION NAME PR/AWARD NUMBER OR PROJECT NAME-:
NAME(S) AND TITL EI(S) OF AUTHORIZED REPRESENTATIVE(S)
SIGNA"IURE(S)
The U.S. Department ofAgriculture (USDA) prohibits discrimination in all of its programs and activities on the basis of race, color, national origin, age, disability, and where applicable,
sex, marital status, familial status, parental status, religion, sexual orientation, political beliefs, genetic information, reprisal, or because all or part of an individual's income is derived
from any public assistance program. (Not all prohibited bases apply to all programs). Persons with disabilities who require alternative means for communication of program
information (Braille, large print, audiotape, etc.) should contact USDA's TARGET Center at (202) 720-2600 (voice and TDD). To file a complaint of discrimination, write to USDA,
Assistant Secretary for Civil Rights, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, S. W, Stop 9410, Washington, DC 20250-9410, or call toll-free at
(866) 632-9992 (English) or (800) 877-8339 (TDD) or (866) 377-8642 (English Federal -relay) or (800) 845-6136 (Spanish Federal -relay). USDA is an equal opportunity provider and
employer.
Instructions for Certification
(1) fly signing and submitting this form, the prospective lower tier participant is providing the certification set out on page I in
accordance with these instructions.
(2) The certification in this clause is a material representation of tact upon which reliance was placed when this transaction was entered
into. if it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to
other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue
available remedies, including suspension or debarment.
(3) The prospective lower tier participant shall provide immediate written notice to the person(s) to which this proposal is submitted ifat
any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by
reason of changed circumstances.
(4) The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "
"pr'Inlaty covered transaction," "principal," " " �� "participant," person,"
1. p proposal, and "voluntarily excluded," as used in this clause, have the meanings set out
in the Definitions and Coverage sections of the rules implementing Executive Order 12.549, at 2 C.F.R. Parts 180 and 417. You may
contact the department or agency to which this proposal is being submitted for assistance in obtaining a copy of those regulations.
(5) The prospective lower tier participant agrees by submitting this form that, should the proposed covered transaction be entered into, it
shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or
voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this
transaction originated.
(6) The prospective lower tier participant further agrees by submitting this form that it will include this clause titled "Certification
Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions," without modification,
in all lower tier covered transactions and in all solicitations for lower tier covered transactions.
(7) A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction
that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the
certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its
principals. Each participant may, but is not required to, check the System for Award Management (SAM) database.
(8) Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith
the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is
normally possessed by a prudent person in the ordinary course of business dealings.
(9) Except for transactions authorized under paragraph (5) of these instructions, if a participant in a covered transaction knowingly
enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from
participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with
which this transaction originated may pursue available remedies, including suspension and/or debarment.
Form AD -1048 (RFV 12115)
Page 2 of 2
217
USDA. Forest Service OMB 0596-0
FS 1.500-35-35
CERTIFICATION REGARDING LOBBYING
Applicants should also review the instructions for certification included in the regulations before completing this form. Signature on
this form provides for compliance with certification requirements under 4 CFR Part 418 Appendix A, Certification Regarding
Lobbying. The certifications shall be treated as a material representation of fact upon which reliance will be placed when the U.S.
Forest Service determines to award the covered transaction, grant, or cooperative agreement.
Lobbying
The undersigned certifies, to the best of his or her
knowledge and belief, that:
(1) No Federal appropriated funds have been paid or
will be paid, by or on behalf of the undersigned, to
any person for influencing or attempting to
influence an officer or employee of any agency, a
Member of Congress in connection with the
awarding of any Federal contract, the making of any
Federal grant, the making of any Federal loan, the
entering into of any cooperative agreement, and the
extension, continuation, renewal, amendment, or
modification of any Federal contract, grant, loan, or
cooperative agreement.
(2) If any funds other than Federal appropriated
funds have been paid or will be paid to any person
for influencing or attempting to influence an officer
or employee of any agency, a Member of Congress,
an officer or employee of Congress, or an employee
of a member of Congress in connection with this
Federal contract, grant, loan, or cooperative
agreement, the undersigned shall complete and
submit Standard Form -I., IJ, 'Disclosure Form to
Report Lobbying.' in accordance with its
instructions.
(3) The undersigned shall require that the language
of this certification be included in the award
documents for all subawards at all tiers (including
subcontracts, subgrants, and contracts under grants,
loans, and cooperative agreements) and that all
subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact
upon which reliance was placed when this
transaction was made or entered into. Submission of
this certification is a prerequisite for making or
entering into this transaction imposed by section
1352, title 31, U.S. Code. Any person who fails to
file the required certification shall be subject to a
civil penalty of not less than $10,000 and not more
than $100,000 for each such failure.
As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above applicable
certification.
Revised 11-25-2013
USDA. Forest Scrvice
Burden Statement
OMB 0596-0217
FS 1500-35
According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not required to respond to a collection of
information unless it displays a valid OMB control number. The valid OMB control number for this information collection is 0596-0217. The time
required to complete this information collection is estimated to average 9 minutes per response, including the time for reviewing instructions,
searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.
The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities on the basis of race, color, national origin, age,
disability, and where applicable, sex, marital status, familial status, parental status, religion, sexual orientation, genetic information, political beliefs,
reprisal, or because all or part of an individual's income is derived from any public assistance. (Not all prohibited bases apply to all programs.)
Persons with disabilities who require alternative means for communication of program information (Braille, large print, audiotape, etc.) should contact
USDA's TARGET Center at 202-720-2600 (voice and TDD).
To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, 1400 Independence Avenue, SW, Washington, DC 20250-9410 or
call toll free (866) 632-9992 (voice). TDD users can contact USDA through local relay or the Federal relay at (800) 877-8339 (TDD) or (866) 377-
8642 (relay voice). USDA is an equal opportunity provider and emolover.
Revised I1-25-2013