Alaska Sustainable Salmon Fund AKSSF

1
Alaska Sustainable Salmon Fund(AKSSF)

• Call for Proposals Workshop
• Sue Aspelund, AKSSF Program Manager
• Cecelia Curtis, AKSSF Project Coordinator
• The Alaska Sustainable Salmon Fund (AKSSF)
  was formerly titled the Southeast Sustainable
  Salmon Fund (SSSF). The change was made to
  recognize that the fund is now available
  statewide.

2

• The Pacific Coastal Salmon Recovery Fund (PCSRF)
  was established in 2000 to provide grants to the
  states and tribes to assist state, tribal, and
  local salmon conservation and recovery efforts.
• AKSSF is Alaskas allocation of the PCSRF
  appropriated by Congress through the National
  Marine Fisheries Service (NMFS).
• The Department of Fish and Game has been
  designated as the lead agency for administration
  of the AKSSF program in Alaska.

3

• ADFG does not have grant authority. This means
  that although we may receive grants, we may not
  award projects via grants.
• Therefore, ADFG must adhere to the state
  procurement code for fund distribution, a
  structure quite different than grant authority.
• This results in project contracts, cooperative
  agreements, and/or reimbursable services
  agreements.

4

• The State of Alaska has received over 177
  million in PCSRF funds since program
  implementation. The program coastwide has
  received 725 million.
• Funding to Alaska has ranged from 14 million to
  27 million a year.
• Initially, all PCSRF funds were utilized only in
  Southeast because of the Pacific Salmon Treaty
  nexus.
• Gradually, earmarks outside of SE were added to
  the appropriations.

5

• Projects have been established in five
  programmatic areas consistent with authorized
  uses and our MOU with NMFS
• Habitat and Restoration
• Watershed Planning and Assessment
• Research, Monitoring, and Evaluation
• Outreach and Education and
• Increasing Economic Opportunities.

6

• The last two grant awards from NMFS required
  utilization of competitive proposal processes for
  awarding program funds and no earmarks were
  included.
• AKSSF has two separate processes one for
  Southeast Alaska where meeting Pacific Salmon
  Treaty obligations is a priority use of AKSSF,
  and another for the regions in the rest of the
  state (west of Cape Suckling).

7

• In Southeast Alaska, a multi-agency Science Panel
  developed a goals and objectives framework in
  2002 for use in a gap analysis process to assist
  with identification of priority information
  needs/actions in support of salmon
  sustainability.
• That framework was adopted in 2007 for use by the
  multi-agency Expert Panel convened to assist with
  identification of priority information
  needs/actions for the Southcentral, Westward, and
  Arctic/Yukon/ Kuskokwim regions of the state.

8

• Both groups undertook regional gap analyses
  during the spring/summer of 2008 in order to best
  prioritize information needs/actions.
• These efforts have resulted in the current AKSSF
  calls for proposals of which there are three
• Statewide Habitat by region (no match)
• West of Cape Suckling by region for Goals 1-3
  (match)
• SE AK for Goals 1-3 (match)

9
Future of AKSSF Funding?

• In FFY 08, PCSRF was allocated 67 million
  coastwide.
• Currently proposed in FFY 09 budgets
• Presidents 32 million
• House Committee Mark 65 million
• Senate Mark 90 million
• Some of the language contained in the marks would
  make it very difficult for Alaska to participate
  at the level it has been.

10
AKSSF Call for Proposals Summary

• The Alaska Department of Fish and Game (ADFG) is
• issuing these Calls for Proposals for projects
  funded with
• the Alaska Sustainable Salmon Fund (AKSSF) in
  regions
• located west of Cape Suckling
• Southcentral (Cook Inlet/Prince William
  Sound/Bristol Bay)
• Arctic/Yukon/Kuskokwim
• Westward (Kodiak/Alaska Peninsula/Aleutians)
• Proposals must address the following AKSSF Goals
• Goal 1 Habitat
• Goal 2 Stock Assessment
• Goal 3 Salmon Management

11

• The list of AKSSF Goals and High Priority
  Information Needs/Actions provided with this
  call was developed by ADFG with the assistance
  of a multi-agency Expert Panel and regional gap
  goal groups that advised the Expert Panel.
• This notice is a call for potential projects to
  fund through the AKSSF, not an offer of a
  contract. Funds are available for expenditure
  beginning no earlier than July 1, 2009 (unless
  justification for a start date no earlier than
  May 1, 2009 is provided in the project proposal),
  and may be expended through March 31, 2013.
  Projects that continue work previously funded by
  AKSSF may not contain a start date prior to when
  the previous project funds will be completely
  expended.

12

• Congress mandated a 33 non-federal match
  requirement for the FFY 08 PCSRF appropriation.
  Non-federal match of 33 must be documented for
  each project proposal submitted for funding under
  this award. Please refer to the match guidance
  document available with this call for important
  information regarding the required match.

13
Directions

• The deadline for proposal submission is 12 noon,
  October 31, 2008. Proposals will not be accepted
  after the deadline or considered in this funding
  cycle.

14

• To submit your proposal
• You are strongly encouraged to submit your
  proposal through the online PCSRF Proposal
  Submission portal by going to http//www.pcsrf.org
  /EXTRANET/FY09Proposal/Login.cfm. Complete
  submittal instructions, copies of all required
  forms, reporting information, and miscellaneous
  AKSSF program guidance are provided at that site.

15

• You must submit the Project Proposal Form and
  Statement of Work Form (SOW). Entities
  utilizing a federally-approved indirect rate are
  encouraged to provide and upload an Indirect Cost
  Statement (the Federally-Approved Rate Letter)
  with their submission as this will facilitate the
  project establishment process for approved
  projects. Others may benefit from the Indirect
  Cost Guidance document provided in the proposal
  submission materials. These forms are available
  online at www.pcsrf.org (click on FFY 08 West of
  Suckling Calls for Proposals). If you do not
  have access to the Internet, you can request hard
  copy forms from ADFG by contacting Cecelia
  Curtis at 907.465.4181.

16

• The completed forms must be prepared and
  submitted in MS Word format.
• The completed Project Proposal Form may not
  exceed 25 total pages in length. It must be
  submitted with 1 margins, single spaced, and in
  New Times Roman 12 point font, complete, and in
  the existing format. Please delete all brackets
  and bracketed language prior to submission.
• All highlighted language is identical to
  sections of the required SOW and can be copied
  and pasted into the SOW, keeping in mind the
  differing total page length requirement for the
  SOW.

17

• The completed Statement of Work (SOW) may not
  exceed 10 total pages in length. It must be
  submitted with 1 margins, single spaced, and in
  New Times Roman 12 point font, complete, and in
  the existing format. Please delete all brackets
  and bracketed language prior to submission and
  follow formatting instructions exactly to enable
  processing efficiency. All language in red must
  be retained in the submitted SOW.

18
If you choose not to submit your proposal online,
you may submit it to ADFG in printed hard-copy.
Five complete hard-copies of the proposal must be
mailed toSue Aspelund, PCSRF Program
ManagerOffice of the CommissionerAlaska
Department of Fish and GamePO Box 115526Juneau,
AK 99811-5526
19

• or hand-delivered to the ADFG
• Commissioners Office at
• 1255 W. 8th Street
• Juneau, AK 99801
• Hard-copies must be received at the ADFG
• Commissioners Office by the deadline of 12
• noon, October 31, 2008.
• Proposals submitted via fax or e-mail will not be
  accepted.

20
Additional Information Regarding Proposal
Submission, Evaluation, and Selection

• There has been no preliminary determination of
  funding levels by region or goal. ADFG reserves
  the right to set the AKSSF funding allocations as
  necessary to ensure appropriate geographic
  coverage, avoid duplication, and achieve maximum
  program benefits.

21

• Responsiveness Criteria To be responsive to
  this Call for Proposals, the proposal must
• Be for a project to be carried out in
  Southcentral, Arctic/Yukon/Kuskokwim, or Westward
  region of Alaska.
• Be relevant to achieving one or more of the high
  priority information needs/actions of the AKSSF
  goals 1 - 3.

22

• Include both the Project Proposal Form and
  Statement of Work Form, be submitted timely in
  the MS Word format, and submitted according to
  the format and length provided in the detailed
  instructions for these forms.
• The Budget Narrative totals must equal the
  figures provided in the Budget Table exactly and
  contain adequate budget detail, both for the
  project and match budgets.

23

• Contain match documentation as described in the
  Project Proposal and Statement of Work forms. If
  match will be provided by other than the
  proposing entity, signed documentation on
  letterhead by the third-party providing match
  must be submitted with the proposal submission.

24

• The purpose of the Project Proposal Form is to
  explain to scorers why the project is necessary
  and should be funded, how it meets the priority
  information needs/actions that it addresses, and
  the technical details of the projects
  methodology for evaluation of project soundness
  and appropriateness. Make certain that in the
  Project Proposal Form you fully address all of
  the Scoring Criteria for Project Proposals, to
  make your case that the project merits funding.
  In contrast, the Statement of Work (SOW) serves a
  very different purpose it becomes the
  instrument from which the projects contractual
  agreements will be written if the project is
  selected for funding.

25

• The SOW requires far less technical detail and
  should not include the information used to
  convince scorers of the projects validity. Do
  not simply cut and paste all information from the
  Project Proposal Form into the SOW (except as
  noted in the proposal form by highlighted text,
  keeping in mind that some pasted sections may
  need to be summarized to comply with the 10-page
  maximum length for the SOW). For questions
  regarding the difference between the purposes of
  the project proposal and the SOW forms, please
  contact AKSSF staff at 907.465.6139 or
  907.465.4181.

26

• Project proposals will be scored and listed in
  ranked order by technical evaluators in
  accordance to the Responsiveness Criteria listed
  above and the Scoring Criteria for Project
  Proposals provided with this Call for Proposals.
  However, ADFG reserves the right to make final
  determinations regarding which projects to fund
  and at what funding levels to provide maximum
  program benefits.

27

• Concurrent to this solicitation process, there
  may be other entities soliciting projects for
  funding with AKSSF funds. These Calls for
  Proposals will not result in duplicative funding
  for these projects. If your project is selected
  for funding in another AKSSF solicitation
  process, it will not receive funding under these
  Calls for Proposals.

28
Alaska Sustainable Salmon Fund FFY 08Project
Proposal Form

• NOTE The Project Proposal Form may not
• exceed 25 total pages in length. It must be
• submitted with 1 margins, single-spaced, and
• in New Times Roman 12 point font, complete,
• and in the existing format. Please delete all
• brackets and bracketed language prior to
• submission.

29

• Project Title 35 characters or less
• Principal Investigator
• Name, TitleAgency/OrganizationaddressCity,
  State abbreviation zipPhone (xxx) xxx-xxxx
  Fax (xxx) xxx-xxxxEmail abc_at_xyz.com
• Project Start/End Dates M/D/YY M/D/YY

30

• Project Description
• Introduction Provide background information
  that explains why the project is needed.
• Project SummarySummarize the project and the
  benefits of the project in language
  understandable to individuals not familiar with
  the specific subject area. The summary should be
  suitable for reports to Congress, the Alaska
  State Legislature, and the public.

31

• AKSSF Goal(s)
• Identify only the primary applicable goal
  developed during the Science Panel/Expert Panel
  process, if applicable. (See appropriate list of
  AKSSF Goal and High Priority Information
  Needs/Actions.)
• Project Justification
• Provide justification that the AKSSF goal(s)
  and information need(s)/action(s) listed will be
  effectively addressed through this project. Ways
  to demonstrate this might include

32

• project is identified as a high priority in an
  adopted plan or study, relevant to achieving the
  goals and objectives of the AKSSF, if such a plan
  or study exists (see Plans, Studies or Other
  Documents Potentially Relevant to AKSSF
  Funding)
• project is a subsequent phase of a
  previously-funded AKSSF project
• project is supported or endorsed by organizations
  with expertise or authority in the area (support
  may include contribution of financial or in-kind
  match) and/or
• other indicator(s) that the project would
  effectively address the goal(s) and information
  need(s)/ action(s).

33

• Objectives
• Project Objectives
• Describe the projects specific objectives by
  task.
• Justification
• Describe why each objective is important.
• Project Outcomes
• Describe anticipated outcomes and evaluation of
  project objectives and the process that will be
  used for project evaluation.

34

• Methods/ModelingDescribe the techniques and
  methods that will be used to achieve the project
  objectives, including (as appropriate)
• the statistical or conceptual model that is the
  basis for the project
• experimental design
• any assumptions made in the development of the
  project and the effect and significance of the
  assumptions
• sample size and
• other relevant information.

35

• The methodology should be described in one to
• three page summary. A more detailed
• Operational Plan may be required annually for
• successful proposals.

36

• Results/Deliverable Products
• DeliverablesProvide estimated dates when
  products (reports, results, findings, etc.) will
  be completed and provided to AKSSF.
• Outreach and CommunicationDescribe if and how
  the project will provide effective outreach and
  communication regarding the project and its
  results.

37

• Benefits to Salmon/Salmon Fisheries/Salmon
  Fishers/ Communities
• Describe the projects anticipated benefits
  relevant to the AKSSF mission of sustaining
  and/or restoring salmon and salmon habitat, as
  well as other benefits to salmon fisheries,
  salmon fishers and communities.

38

• Project Duration/Milestones/
• Timelines
• Describe the schedule of key activities for
  the project and how progress towards
  successful completion will be monitored.

39

• Experience and Qualifications
• Experience/Qualifications of Principal
  Investigator(s) and Key Project Personnel
• For principal investigator(s) and other key
  project personnel
• Describe the nature and extent of their role in
  project implementation and
• Summarize their relevant qualifications,
  including necessary technical and administrative
  expertise and successful performance history in
  project administration, implementation, and
  reporting. (Detailed resumes are not required.)

40

• SustainabilityIndicate extent to which the
  project proponent has the capability to sustain
  or manage the project beyond the duration of
  AKSSF funding, if that is required to achieve
  project objectives.

41

• Partners
• Project PartnersIdentify agencies,
  organizations or other entities cooperating with
  or contributing to (but unfunded by) this
  project.
• Local Partnerships and Capacity
  BuildingDescribe if and how the project will
  develop and use local partnerships and/or provide
  for local capacity building.1
• 1 Local capacity building refers to providing
  training, skills, and
• experience that will build expertise in
  communities, organizations,
• and/or individuals with the desired outcome that
  these entities will
• continue to apply their knowledge and skills to
  further the mission of the
• AKSSF in the future (beyond the timeframe of an
  individual AKSSF-funded
• project).

42

• Project Budget
• Arrange by line item and State fiscal year.
• Line items are Salaries, Travel, Contracts,
  Supplies, and Equipment.
• Equipment is defined as an item with a value of
  5,000 or more, having a life of a year or more.
  Prior to purchasing equipment, please contact
  AKSSF staff.
• Round to the nearest dollar.
• The State of Alaska fiscal year is July 1st to
  June 30th.
• Add a budget line item for non-state agency
  project indirect, if applicable.

43

• All costs in lines 100-500 must represent actual
  cash expenditures all agency indirect costs (if
  allowed) must be included separately in an
  indirect line item as a percent of the total.
• ADFG applies a 3 indirect/admin fee to the
  total budget figure below for all projects.

44
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45

• Budget Narrative
• Describe in detail the expenses summarized
  above, relative to each category.
• Include calculations related to the totals in the
  budget. For example, if you have listed 10,000
  on line 400 for project supplies, provide a
  list with costs for each item or group of items
  on line 100 for personnel, describe the
  position information (position name or employee
  task related to the project, employee name, if
  known), number of projected hours, and rate,
  including benefits on line 200 for travel,
  include each travelers name, dates of travel,
  purpose of travel, destination, and itemized
  costs to include lodging, airfare, per diem,
  ground transportation, etc. Lines 300 and
  500 should be similarly documented and detailed.

46

• If project budget includes contractual expenses,
  describe the service provided and name the
  contractor (if known).
• Include indirect rate for Line 600 if
  applicable.
• Budget Narrative totals must equal exactly the
• figures in the budget table. SOW cannot be
• processed without a Budget Table that
• balances by row and by column and agrees in
• dollar detail with a Budget Narrative containing
• adequate detail.

47

• Leveraging Non-AKSSF Resources
• Describe the source and amounts of any
  additional, non-AKSSF sources of funding or in-
  kind contributions that are being relied upon to
  support this proposal.
• Match BudgetThe same instructions and
  requirements described above for the project
  budget table apply to the match budget table.
  All third-party match (match not provided by the
  contracting entity) must be documented on
  letterhead by the third-party.

48

49

• Budget Narrative
• The same instructions and requirements
• described above for the project budget
• narrative apply to the match budget narrative.
• Date Prepared M/D/YY
• Please submit documents in electronic format (MS
  Word, not pdf).

50
Alaska Sustainable Salmon FundStatement of Work

• NOTE The Statement of Work (SOW) may
• not exceed 10 total pages in length. It must be
• submitted with 1 margins, single-spaced, and in
• New Times Roman 12 point font, complete, and in
• the existing format. Please delete all brackets
  and
• bracketed language prior to submission and follow
• formatting instructions exactly to enable
  processing
• efficiency. All language in red must be retained
  in
• the submitted SOW.

51

• Project Title 35 characters or less
• Project Number and NOAA Category To be entered
  by AKSSF staff
• Principal Investigator Name,
  TitleAgency/OrganizationAddressCity, State
  abbreviation ZipPhone (xxx) xxx-xxxx Fax
  (xxx) xxx-xxxxEmail abc_at_xyz.com

52

• Project Start and End Date M/D/YY
• Project Description
• Introduction
• Background information that explains
• why the project is needed.
• Project Summary
• Summarize the project and the benefits of the
  project in language understandable to individuals
  not familiar with the specific subject area. The
  summary should be suitable for reports to
  Congress, the Alaska State Legislature, and the
  public.

53

• AKSSF Goal
• Identify only the primary applicable goal
  developed during the Science Panel/Expert Panel
  process, if applicable.
• Objectives
• Project Objectives
• Describe the projects specific objectives by
  task.
• Justification
• Describe why each objective is important.

54

• Project Outcomes
• Describe anticipated outcomes and evaluation of
  project objectives and the process that will be
  used for project evaluation.
• Methods/Modeling
• Describe your approach to achieving project
  objectives, including, if appropriate, the
  statistical or conceptual model that is the basis
  for the work experimental design, including
  assumptions required sample size and other
  relevant information. This information should be
  presented as a 1 to 3-page summary. A more
  detailed Operation Plan can be submitted
  annually.

55

• Results/Deliverable Products
• Provide estimated dates when products
• (reports, results, findings, etc.) will be
• completed and provided to AKSSF.
• PI will submit semiannual, PCSRF
• performance metrics, and project completion
• reports according to AKSSF schedule, as
• well as copies of any other report/product/
• deliverable produced with this
• funding.

56

• Benefits to Salmon/Salmon Fisheries/Salmon
  Fishers/CommunitiesDescribe the projects
  anticipated benefits relevant to the PCSRF
  mission of sustaining and/or restoring salmon and
  salmon habitat, as well as other benefits to
  salmon fisheries, salmon fishers and communities.

57

• Project Milestones and TimelinesDescribe the
  schedule of key activities for the project and
  how progress towards successful completion will
  be monitored.
• All approvable invoices must be submitted for
  payment within 30 days of project end date.

58

• Partners
• Identify agencies cooperating with or
  contributing to (but unfunded by) this project.
• Project Budget
• Arrange by line item and State fiscal year.

59

• Line items are Salaries, Travel, Contracts,
  Supplies, and Equipment.
• Equipment is defined as an item with a value of
  5,000 or more, having a life of a year or more.
  Prior to purchasing equipment, please contact
  AKSSF staff.
• Round to the nearest dollar.
• The State of Alaska fiscal year is July 1st to
  June 30th.
• Add a budget line item for non-state agency
  project indirect, if applicable.

60

• All costs in lines 100-500 must represent actual
  cash expenditures all agency indirect costs (if
  allowed) must be included separately in an
  indirect line item as a percent of the total.
  Indirect rates must be federally negotiated or
  otherwise justified and documented. The indirect
  rate accepted at the time of project set-up will
  be used for the life of the project regardless of
  whether the organizations indirect rate changes
  during that time.
• ADFG applies a 3 indirect/admin fee to the
  total budget figure below for all projects.

61
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62

• Budget Narrative
• Describe in detail the expenses summarized
  above,
• relative to each category.
• Include calculations related to the totals in the
  budget. For example, if you have listed 10,000
  on line 400 for project supplies, provide a
  list with costs for each item or group of items
  on line 100 for personnel, describe the
  position information (position name or employee
  task related to the project, employee name, if
  known), number of projected hours, and rate,
  including benefits on line 200 for travel,
  include each travelers name, dates of travel,
  purpose of travel, destination, and itemized
  costs to include lodging, airfare, per diem,
  ground transportation, etc. Lines 300 and
  500 should be similarly documented and detailed.

63

• If project budget includes contractual expenses,
  describe the service provided and name the
  contractor (if known).
• Include indirect rate for Line 600 if
  applicable.
• Budget Narrative totals must equal
• exactly the figures in the budget table. SOW
• cannot be processed without a Budget Table
• that balances by row and by column and
• agrees in dollar detail with a Budget Narrative
• containing adequate detail.

64

• Budget adjustments between line items are
• allowed for amounts equal to or less than 10 of
• the total award without prior AKSSF approval any
  amount
• above 10 requires prior AKSSF approval. All
  costs in
• lines 100-500 must represent actual cash
  expenditures.
• All requests for reimbursement shall be
  adequately
• documented with both documentation of expense and
  proof
• of payment. Examples of expense documentation
  include
• copies of invoices, pay stubs, receipts, etc.
  Documentation
• of proof of payment includes copies of check,
  check
• numbers, credit cards receipts, etc.

65

• All approvable invoices must be submitted
• for payment within 30 days of project end
• date. Invoices submitted after that deadline
• will not be reimbursed. Invoices for
• expenses incurred after the project end date
• will not be reimbursed.

66

• Match Budget
• The same instructions and requirements
  described above for the project budget table
  apply to the match budget table. All third-party
  match (match not provided by the contracting
  entity) must be documented on letterhead by the
  third-party.

67
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68

• Match Budget NarrativeThe same instructions
  and requirements described above for the project
  budget narrative apply to the match budget
  narrative.
• Date Prepared M/D/YY
• Please submit documents in electronic format (MS
  Word, not pdf).

69
Alaska Sustainable Salmon Fund FFY 2008Scoring
Criteria for Project Proposals

• The following scoring criteria will be used to
• evaluate responses to the Calls for
• Proposals for Alaska Sustainable Salmon
• Fund Goals 1-3 (Habitat, Stock Assessment,
• and Salmon Management) for regions west
• of Cape Suckling (Southcentral, AYK, and
• Westward).

70

• Strategic Importance maximum 30 points
• Projects anticipated benefits will contribute to
  the Pacific Coastal Salmon Recovery Fund (PCSRF)
  mission of sustaining and/or restoring salmon and
  salmon habitat.
• Project will effectively address one or more high
  priority information needs/actions identified in
  the Call for Proposal. Ways to demonstrate this
  might include

71

• Project is identified as a high priority in an
  adopted plan or study, relevant to achieving the
  goals and objectives of the AKSSF, if such a plan
  or study exists (see Plans, Studies or Other
  Documents Potentially Relevant to AKSSF
  Funding).
• Project is a subsequent phase of a
  previously-funded AKSSF or PCSRF project.
• Project is supported or endorsed by organizations
  with expertise or authority in the area (support
  may include contribution of financial or in-kind
  match).
• Other indicator(s) that the project would
  effectively address the information need/action.

72

• Technical Merit maximum 30 points
• Methodology is feasible and appropriate to
  achieve the stated objectives (asks the right
  questions, good project design, reasonable
  schedule, uses accepted standards for data
  collection, analysis and reporting).
• Project plan clearly and specifically outlines
  the goals, measurable objectives and work to be
  done, and a process for project evaluation.

73

• Experience and Qualifications Maximum 10 points
• Project applicant and any partners have the
  capacity to successfully complete the project,
  including necessary technical and administrative
  expertise.
• Project proponent has the ability to sustain or
  manage the project beyond the initial funding
  period (if required to achieve project
  objectives).
• Project applicant has successful performance
  history in project administration,
  implementation, and reporting.

74

• Funding Considerations maximum 20 points
• Project budget is reasonable to accomplish
  project objectives.
• Project budget leverages non-AKSSF funding or
  other resources (including in-kind).
• Project expenditure is warranted in view of the
  relative benefits to be gained.

75

• Partnerships and Outreach maximum 10 points
• Project uses local partnerships and/or provides
  for local capacity building, if appropriate to
  achieving the objectives of the project and
  meeting the mission of the AKSSF.
• Project provides effective outreach and
  communication regarding the project and its
  results, if appropriate to achieving the
  objectives of the project and meeting the mission
  of the AKSSF.

76
Alaska Sustainable Salmon FundNON-FEDERAL MATCH
GUIDANCE

• POLICY
• Effective with receipt of the FFY 08 Pacific
  Coastal
• Salmon Recovery Fund grant award, a 33 non-
• federal match is required as per Congressional
• direction for all Alaska Sustainable Salmon Fund
• (AKSSF) projects. The guidance provided below is
• consistent with statutory requirements, the PCSRF
• grant award, and requirements of the Office of
• Management and Budget (OMB) circulars
• governing the PCSRF grant award.

77

• GUIDANCE
• All contributions, including cash and third
• party in-kind, shall be accepted as part of the
• recipient's cost sharing or matching when such
• contributions meet all of the following
  criteria.
• Are verifiable from the recipient's records.
• Are not included as contributions for any
• other federally-assisted project or program.
• Are necessary and reasonable for proper
• and efficient accomplishment of project or
• program objectives.

78

• Are not paid by the federal government under
  another award, except where authorized by federal
  statute to be used for cost sharing or matching.
  
• Are provided for in the approved project budget
  when required by the awarding agency.
• Conform to other provisions of OMB Circular A-87,
  as applicable.
• All third-party match (not provided by the
  contracting entity) must be documented on
  letterhead by the third-party.
• Are applicable at the project level.

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• Values for recipient contributions of services
  shall be established in accordance with the
  applicable cost principles in OMB Circular A-87.
  
• Volunteer services furnished by professional and
  technical personnel, consultants, and other
  skilled and unskilled labor may be counted as
  cost sharing or matching if the service is an
  integral and necessary part of an approved
  project or program. Rates for volunteer services
  shall be consistent with those paid for similar
  work in the recipient's organization.

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• In those instances in which the required skills
  are not found in the recipient organization,
  rates shall be consistent with those paid for
  similar work in the labor market in which the
  recipient competes for the kind of services
  involved. In either case, paid fringe benefits
  that are reasonable, allowable, and allocable may
  be included in the valuation.
• When an employer other than the recipient
  furnishes the services of an employee, these
  services shall be valued at the regular rate of
  pay for the work being performed (plus an amount
  of fringe benefits that are reasonable,
  allowable, and allocable, but exclusive of
  overhead costs).

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• Donated supplies may include such items as
  expendable equipment, office supplies, laboratory
  supplies, or workshop and classroom supplies.
  Value assessed to donated supplies included in
  the cost sharing or matching share shall be
  reasonable and shall not exceed the fair market
  value of the property at the time of the
  donation.
• The value of donated space shall not exceed the
  fair rental value of comparable space as
  established by an independent appraisal of
  comparable space and facilities in a
  privately-owned building in the same locality.

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• The value of loaned equipment shall not exceed
  its fair rental value.
• The following requirements pertain to the
  recipient's supporting records for in-kind
  contributions.
• Volunteer services shall be documented and, to
  the extent feasible, supported by the same
  methods used by the recipient for its own
  employees.
• The basis for determining the valuation for
  personal service, material, equipment, buildings
  and land shall be documented.

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• PROCEDURE
• Match to be provided will be included in the
• project proposal and statement of work in a
• budget table and supporting narrative
• separate from the project costs.
• Match to be provided by entities other than the
• project proposers will be documented by a letter
• from the matching entity containing the amount
• and type of match support at the time of proposal
• submission.

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• Each submission for project reimbursement will
  provide
• documentation, separate from the project invoice,
  for
• the match provided in support of the request for
• reimbursement amount.

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Pacific Coastal Salmon Recovery Fund
2008Indirect Cost Guidance (for use by entities
without a federally-negotiated indirect rate)

• On the Project Proposal Form and Statement of
  Work
• Form, you were asked to complete a Budget
  Summary
• Chart for direct costs for the proposed project,
  and to
• add a budget line item for Non state agency
  project
• indirect costs, if applicable. (See definitions
  below).
• This guidance is an informal synopsis of detailed
• information found in OMB Circular A-87, found at
• http//www.whitehouse.gov/omb/circulars/a087/a87_2
  
• 04.pdf.

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• Definitions
• Direct Costs are those that can be identified
  specifically with a particular final cost
  objective. Typical direct costs chargeable to
  federal awards are
• Compensation of employees for the time devoted
  and identified specifically to the performance of
  those awards.
• Cost of materials acquired, consumed, or expended
  specifically for the purpose of those awards.

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• Equipment and other approved capital expenditures
  (equipment costs more than 5,000 and has a life
  of more than one year)
• Travel expenses incurred specifically to carry
  out the award.

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• Indirect Costs are typically those that are
• incurred for a common or joint purpose
• benefiting more than one cost objective. In
  other
• words, indirect costs are common to two or more
• of a grantees projects or operations not readily
• assignable to a specific cost objective, and
• allocated accordingly.

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• Generally indirect costs include
• Cost of building occupancy
• Equipment usage
• Procurement
• Personnel administration
• Accounting and other overhead activities that are
  charged to grants and contracts proportionately.
• Supplies not directly related to project (such as
  office supplies).

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• Indirect may not be charged on equipment (direct
  cost)
• or subawards greater than 25,000.
• An indirect cost rate is computed by dividing
• the indirect costs by the direct costs.
• The indirect rate accepted at the time of project
• set-up will be used for the life of the project
• regardless of whether the organizations indirect
• rate changes during that time.

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• Thank you for participating!
• Contact info
• Sue Aspelund 465.6139
• Cecelia Curtis 465.4181