HFI 22-302 MARICOPA COUNTY AGREEMENT.PDF
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Arizona Department of Forestry and Fire Management
Grant Agreement No. HFI 22-302
Healthy Forest Initiative Grant 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”),
Maricopa County Parks and Recreation (UEI #WDTXQ672Y3J5), pursuant to authorities
granted under Arizona Revised Statute 37-1302.
I.
PURPOSE OF AGREEMENT
State Forestry is the recipient of funds provided by the State of Arizona for the purpose of
hazardous vegetation mitigation projects within the State of Arizona.
The objective of this funding is to assist communities, which have been identified as
having wildfire hazard potential, with fire prevention, critical infrastructure protection, and
forest and watershed restoration. This agreement is a sub-award of these State funds.
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.
PROGRAMMATIC 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 December 31, 2024 unless otherwise terminated or modified pursuant to the
terms herein.
V.
COMPENSATION AND MATCHING INVESTMENT
Grant funds may be utilized for up to 80% of the total cost of this program.
A contribution by the Sub-grantee for an additional Cost Share Match of 20% 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 (State Forestry grant portion)
shall not exceed $120,000.00
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
State funds. Reimbursement payments will be made to the Sub-grantee normally within
ninety days after receipt of the reimbursement request and required documentation.
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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 for actual costs incurred on project
work. Support documentation must show dates and amounts of all expenses (See
Attachment D).
Reimbursement for purchase of Capital Equipment (equipment costing more than $5,000
per unit price) is NOT allowed under this agreement. Capital Equipment may only be used
as match with prior approval from State Forestry.
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
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. The Sub-grantee
shall, upon request of the State, participate with State personnel in performing interim
and/or final inspections.
IX.
PROCUREMENT REQUIREMENTS
The Sub-Grantee shall comply with all applicable provisions of State laws and regulations
in regard to procurement of goods and services, and to contracts for repair or restoration of
public facilities.
The Sub-grantee shall not enter into cost-plus-percentage-of-cost contracts for completion
of disaster restoration or repair work. The Sub-grantee will not enter into contracts for
which payment is contingent upon receipt of State funds. Sub-grantees are responsible for
developing, documenting, and adhering to their own established procurement activities
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. Quarterly performance reports
shall follow the format identified in Attachment E or as may be revised by State Forestry.
Reports (quarterly and final reporting) will contain information on the following: (1) A
comparison of actual accomplishments to the goals established for the period and for the
entire program or project, (2) Output of the project that can be readily expressed in
numbers, such as acres of forest treatment, number of citizens served, or other similar
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activities. A computation of cost per unit of output may be required where applicable,
(3) Reason(s) for delay if established goals were not met. (4) Additional pertinent
information including, when appropriate, analysis and explanation of cost overruns or high
unit costs. (5) Before and after pictures (required for final report and optional for quarterly
reporting). (6) Mapping in the form of a pdf/paper map and matching shapefiles (if
required for final reporting; see Section XI below).
Financial/Reimbursement requests may be submitted as often as monthly. Reimbursement
requests shall follow the format as identified in Attachment E or as may be revised by
State Forestry. Reimbursement requests submitted with documentation (grant share or
match) that is older than 6 months will not be accepted without prior approval.
Cumulative match share must accrue proportionally with reimbursable costs. Each
reimbursement request must have the minimum required match share included and
documented (minimum cumulative match must reflect equal proportion to the cumulative
total amount). It is allowed to document match over the required match share in each
reimbursement request and to use this towards the total grant match requirement.
Financial/Reimbursement requests may be held for processing until quarterly
accomplishment/performance reports are current.
A final accomplishment report and all financial/reimbursement requests and required
documentation shall be provided at completion of the grant project, but no later than 30
days after the end of the grant term. Final financial reimbursement may be held until all
accomplishment reporting is complete and submitted to State Forestry.
All accomplishment and financial reports shall be submitted to the State Forestry contact
as identified below in Section XIII (PRINCIPLE CONTACTS).
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.
XI.
MAPPING (CHECK ONE) __X___ Required _____ Not Required
Project Center Coordinates (in Decimal Degrees):
Latitude (y-coordinates) 33.835911 Longitude (x-coordinates) -112.005360
Center coordinates are required for all projects, regardless of mapping requirements. If the
project requires a mapping component, both a 1-page PDF map and matching GIS
(Geographic Information System) polygon data are required prior to project start date and
at the time of final accomplishment report submission. Data files (Shapefiles, File
Geodatabase, or KML polygons) created using GIS applications, must be submitted
showing treatment/project area(s) and their name(s) or parcel number(s). GIS acres must
match projected and actual treatment acres.
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XII.
COMPLIANCE AND PERMITS
Grantee agrees that it is responsible for acquiring all permits required by applicable
federal, state, and local jurisdictions, prior to treatment. Grantee also agrees that is
responsible for adherence to all applicable statutes, regulations, ordinances, and codes
promulgated by applicable federal, state, and local jurisdictions, including but not limited
to environmental regulations concerning the presence, existence, discharge, emission, or
removal of any substances such as by-products, wastes, pollutants, and hazardous and
toxic materials.
XIII. 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 Contact:
Juanita Armstrong-Ullberg
Natural Resource Specialist
41835 N. Castle Hot Springs Road
Morristown, AZ 85342
602-506-5619
juanita.armstrong@maricopa.gov
Principal Arizona State Forestry Contact:
Jessica LaPota
Grants Program Specialist
1110 W Washington, Suite 500
Phoenix, AZ 85007
602-694-1139
jlapota@dffm.az.gov
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XIV. 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, sent by electronic mail, or sent by United States Mail, postage
prepaid, to the parties at their respective addresses as set forth immediately below:
STATE FORESTRY
John Richardson
Assistant State Forester for Forestry
Programs
Arizona Department of Forestry
and Fire Management
1110 West Washington, Suite 500
Phoenix, AZ 85007
602-771-1420
jricharsdon@dffm.az.gov
SUB-GRANTEE
Clint Hickman
Board of Supervisors Chairman
301 W Jefferson St
Phoenix, AZ 85003
602-506-7562
district3@mail.maricopa.gov
XV. 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 reserves the
right to disallow and recover an appropriate amount after fully considering any
recommended disallowances resulting from an audit which may be conducted later.
XVI. 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.
XVII. 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 Reimbursement Forms
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XVIII. 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 500
Phoenix, AZ 85007
ACCEPTED BY SUB-GRANTEE
Maricopa County Parks and Recreation
301 W Jefferson St
Phoenix, AZ 85003
_________________________________
________________________________
Signature
Signature
_________________________________
________________________________
Print or Type Name
Print or Type Name
Arizona State Forester
________________________________
Title
Date: ____________________________
Date: ___________________________
____________________________
Signature
____________________________
Print or Type Name
Assistant State Forester for Forestry Programs
Date: _______________________
________________________________
Signature
________________________________
Print or Type Name
________________________________
Title
Date: ___________________________
ATTACHMENT A
Project Application
(Cover Sheet)
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Invasive Species Management at Cave Creek Regional Park
Profile : juanita.armstrong@maricopa.gov
1. Application/Project Title (100 character max) : Invasive Species Management at Cave Creek Regional Park
2. Organization Name (100 character max) : Maricopa County Parks and Recreation Department
3. Project Lead (100 characters max) : Juanita Armstrong Ullberg
4. Program/Project Congressional District (check all that apply) :
6
5. Program/Project Legislative District (check all that apply) :
1
6. Target Species (100 character max) : Stinknet and top eight Desert Defenders species (SM, BG, FG, MST, RB,
LR)
7. Acres to be Treated (Number) : 100
8. Treatment polygon (Yes/No) : Yes
9. Match Contribution (Number) : 36,916
10. Grant Theme (0 -10 points, 1,000 character max) : Cave Creek Regional Park (CCRP) a 3,000 acre, high
quality natural area located in the Sonoran Desert, with upland desert communities and mountain terrain. CCRP
was selected as it has the densest population of Stinknet of all the MC parks. A wildfire recently burned 555 acres
of habitat in May 2020. This project will complement the adjacent Spur Cross Ranch Conservation Area, which is
currently undergoing invasive species management. This project includes installation of fire fuel breaks and
preventing the spread of invasive species by treating the IS located within high movement areas such as trail edges
and roads. This planned project will protect the parks native biodiversity including keystone species such as
Saguaro cacti, Palo Verde’s and other desert species. Removing these invasive species within these strategic
areas prevents and reduces future wildfires, protects native biodiversity and wildlife habitat, and provides a
defensible space and access to fight future wildfires.
11. Project Overview and Area Description (0-15 points, 1,500 character max) : CCRP is located in Cave
Creek north of Carefree HWY. Maricopa County Parks and Recreation Department is the landowner and
responsible for management. CCRP is located within the Arizona Upland Sonoran Desert scrub of Mixed Palo
Verde-Cacti Vegetation Assoc. Upland Desert habitat is dominated by Saguaro, Palo Verde, mesquite and ironwood
communities, these habitats are not fire adapted. Invasive species transform the desert landscape and upland
desert character, the target invasive species provide a fuel load for wildfires allowing them to spread through the
desert landscape. These invasive species have increased wildfire's frequency and magnitude in the desert
landscape. This project will include invasive species management of Stinknet (and other IS) along the parks 14
miles of trails/roadway edges, treating invasive species within a 60 ft buffer of these areas. A total of 100 acres will
be treated. Stinknet is abundant in the park, with scattered areas of the other target invasive species. This project
will focus on removal and treatment of invasive species to help to protect the parks upland desert character, protect
saguaros from wildfires, and reduce future flooding and erosion problems. For the past 3 years, the parks have
been hosting volunteer removals events near the park’s nature center area, in the burn scar area and native seed
garden. .CCRP is located within the AZ WRAP area listed as an extreme and/or very high wildfire threat making it a
high priority.
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12. Project Goals and Objectives (0-10 points,1,000 character max) : Goal 1: Reduce the wildfire threat, the
invasive species abundance and create defensible spaces. Objective: Reduce invasive species abundance using
chemical and physical treatments within 100 acres of the park. Objective: Enhance and improve the parks native
biodiversity (collecting and planting native seeds). Goal 2 Prevent Invasive Species from spreading to adjacent
areas. Objective-Treat invasive species, reducing the vector of movement and creating 60 ft. buffers or fuel breaks
along trail & roadway areas. This project will prevent wildfires by reducing the fire fuel load via treating target
invasive species within the parks' upland desert habitat. The cost is estimated at $600/acre, for foliar treatment
using pre and post emergence within the 100 acres buffer areas. Cost of $60,000 per year for two years total of
$120,000. Success will be measured using photo & plot monitoring, these plots will show a decreasing relative
abundance of invasive species after treatment and beyond.
13. Scope of Work (0-15 points, 2,000 character max) : These target invasive species are providing fuel that
allows wildfires to spread through the non-fire-adapted desert landscape. Invasive species within the park and
project areas have been mapped and inventoried in 2021 and 2022, and will be monitored post treatment each year
using the Floristic Quality Assessment transects and photo plots. The parks will hire National Park Service-Invasive
Management Team to perform herbicide treatment of 100 acres area, treating invasive species along trails/roadway
edges within a 60 ft. buffer in year one (March-April 23) and pre-emergent treatment in the fall23 (as needed), the
treatment area will expand beyond the 60 ft. buffer footprint in year 2 (2024), as treatment effects reduce the
abundance of invasive species. Year2 spring 24 spot application foliar treatment and fall pre-emergence treatment
(as needed). Monitoring to determine treatment effects will be completed regularly, native seed will be planted in the
post- emergent treated areas only during the rainy season 2024, to prevent future Invasive species from invading
and improve native biodiversity. Desert Defenders training, mapping and volunteer hand pull events will also occur
every year, with at least four treatments/yr. Native seed events and planting will be included in the project during
monsoon season. The work is all part of our natural resource plan-ecological enhancement, and is considered
maintenance, which does not require clearance, also no heavy or disturbing equipment will be used therefore no
environmental clearance is needed. All treated areas will be planted with native species in year 2025.
14. Project Timeline (0-10 points, 1,000 character max) : Aug 2022: Prepare Scope of work & Apply for grant.
Get grant Board approval. OCT-Nov Quote for SOW. Feb-April 2023 Treatment 1 (YR1) Contractor: Plots and
Transect inventory, Post-emergent Treatment, Vol- mapping and physical removal. Apr-May 2023 Monitor treatment
effects and Vol seed harvest events. Monsoon 2023 (or Nov). Plant native seed in treatment areas (Vol events).
Nov-Dec 2023 Treatment 2 (YR1) Contractor: Pre-emergent treatment if needed and additional monitoring. Feb-
April 2024 Treatment 1 (YR2) Contractor: Photo plots and transect inventory, post-emergent treatment, volunteer-
mapping and physical removal. April-May 2024 Monitor treatment effects and volunteer seed harvest events.
Monsoon 2024 (or Winter) Plant native seed (volunteer events). Nov-Dec 2024 Treatment 2 (YR2) Contractor: Pre-
emergent treatment. Plan provides flexibility for contractors, allowing them time adjust their schedule if we have late
winter rains, drought conditions or the plants come up early.
15. Collaborative Elements & Partners (0-10 points, 1,000 character max) : Maricopa County Parks and
Recreation collaborate with many partners promoting Desert Defenders programs, these partners include Central
Arizona Conservation Alliance (CAZCA), Arizona Master Naturalist-Maricopa County Chapter (AZMNA-MCC),
White Tank Mountain Conservancy(WTC), Desert Awareness Committee (DAC), Desert Foothills Land Trust
(DFLT). All of these partners will contribute to the desert defenders’ program: CACZA- provides education,
outreach, support, materials and volunteer recruitment, WTC- Provide leadership, host removal events and provide
outreach and education, DAC and DFLT both provide volunteer support, outreach and volunteer recruitment.
AZMNA-MCC provides stewardship, leadership of events and education and outreach.
16. Evaluation Plan (0-10 points, 1,000 character max) : We have been working with our partners at U of A to
determine best treatment methods for Stinknet management. They will be presenting there experimental plot data
for IS of Stinknet at the SWVMA conference this fall (Oct 2022). The contractor we hire-National Park Service will
be observing their treatments and herbicide effectiveness, and sharing that information. Short Term monitoring:
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Park staff will monitor the treatment areas using photo points and transect/quadrat plots, this will provide
information about any changes in invasive species abundance and also changes in native species abundance and
biodiversity improvements (qualitative and quantitative). For long term success we will also perform transect floristic
quality assessments to measure the floristic quality index value changing in the plant communities over time. The
expectation is that we reduce stinknet in the treated areas by 80% and improve native biodiversity with an
increasing FQI value.
17. Sustainability Plan (0-10 points, 1,000 character max) : The Park will continue to manage invasive species
at the park in perpetuity using a variety of methods, physical mechanical and chemical treatment method, also
providing educational and stewardship opportunities that get the park visitors involved in the natural resource
stewardship, by educating, training and teaching park visitors the importance of wildlands, creating lifelong
stewards of the parks, Additionally the parks will host desert defender volunteer workdays, all of which will continue
to decrease the abundance of invasive species. As time goes by the invasive species will continue to decrease, and
the amount of time spent treating invasive species will also decrease within the first three-five years. Staff will
conduct additional transect monitoring and invasive species mapping, using GIS to measure trends over time.
Upload Budget Form (0- 5 points) : 2022_IPG Application_Project Budget Worksheet (1).docx
Upload Project Overview Map (0- 5 points) : CCRPTreatmentArea_Grant22.pdf
Letters of Support (optional) : LetterofsupportforDFFMGrant.pdf
Upload Project Shape Files (optional) :
Average Score :
# of Reviews : 0
# of Denials : 0
Created by : zengine+34759@srm.ecivis.com
Record ID # : 39308675
Last change : 2022-07-26T21:38:19+0000
Arizona Department of Forestry and Fire Management – Project Budget Worksheet
R11.10
Project: Invasive Species Management at Cave Creek RP
Total Project Budget (by expense type)
Budget Detail
Grant Share
($ Amount
Requested)
Match
TOTAL
Dollars
In-Kind
Administrative Labor:
$0
$0
$5,151
$5,151
Project Labor:
$0
$0
$8,471
$8,471
Fringe Benefits:
$0
$0
$1,394
$1,394
Travel:
$0
$0
$0
$ 0
Equipment:
$0
$0
$0
$ 0
Supplies:
$0
$18,800
$600
$19,400
Contractual:
$120,000
$0
$0
$120,000
Other:
$0
$2,500
$0
$2,500
TOTAL:
$120,000
$21,300
$15,616
$156,916
Budget Narrative
Provide a brief explanation of each budget item. Include an explanation for items
that will be reimbursed by grant funds and those that will be provided as project
match.
Contractual Work $600/acre 100 acres= $60, 000 for 2 years=$120,000
YR1 Grant $60,000
YR2 Grant $60,000=$120,000
Cash Match: $21,300
Supplies: Total=$21,300
Desert Defender Supplies: $18,800 (Spray tanks, Pick axes, gloves, trash bags, mulch, garden supplies etc)
YR1 $9800 YR2 $9000
Other: Heribicde License Applicators: $2,500
YR1 2 persons licences $750 each=$1,800
YR2 1 applicator licence $750 and renewal 4 CEUs at 62.50 each=1000
In Kind Match:$15,616
Administrative Labor: $5,151.00 (Projet Manager $3,587 & Vol Coord $1,564)
Project Labor: $8,471 (Rangers $1,882.83 & Volunteers $6,588)
Fringe Benefits: $1,394
Supplies Total= $600 YR1=$300 YR 2=$300 Native Seed Collected and Distributed in treatment areas
Arizona Department of Forestry and Fire Management – Project Budget Worksheet
R11.10
Budget Narrative - Continued
Use this additional space to provide a brief explanation of each budget item. Include an explanation for
items that will be reimbursed by grant funds and those that will be provided as project
match.
Admins Labor:
Project Manager $35.34*50hr*1yr=1767.00 Yr 2 35.34*10%salary increase*50hr=$1820.01 Total=$3587.01
Volunteer Coordinator 30.83*30hr*1yr=$770.75, 30.83*10%salary increase*25hr=$793.87Total=1564.62
Project Labor:
Ranger $37.10*25hr*1yr=1,882.83, YR2 same withas yr1 with 10%salary increase=$955.33. Total =1882.83
Volunteer Hours: Yr 1; $29.95*
ya Rd
ddle Mou
n
tain Rd
ock Rd
N 28th St
3055 ft
2796 ft
N 50th St
N 32nd St
Cave Creek
Regional Park
av
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C
ree
k
E Cloud Rd
t
h
St
E New
Rive
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50t
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N 38th S
t
E Galvin St
E Galvin St
N 32
n
d
St
E
Glo
ry Rd
N C
ave
Cre
e
k Pkwy
Desert Enclave
Preserve
N 54th St
N School House Rd
N Spur Cross R
d
E Ocotil
lo
R
d
E Yu
cca R
d
E Fle
ming
Sprin
g
s R
d
E
E Grapevi
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d
N 52
n
d St
N 52nd St
N 5
1st
St
E Desert Hills D
r
Rancho Manana
Golf Club
2708 ft
Cave Cr
ee
k
E N
ew R
iver Rd
N S
un
s
e
t T
rl
N
58
t
h St
E
Ra
ncho M
an
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Blv
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E R
e
stin Rd
E S
urrey Dr
N
Sc
hool House Rd
N
C
ave C
r
eek Rd
E
Ca
Black Moun
Summit R
Area
Cave Creek
CAVE CREEK
REGIONAL PARK
City of Phoenix, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, Bureau of Land Management, EPA, NPS, US Census Bureau, USDA, Esri, NASA, NGA, USGS, FEMA
Cave Creek RP-Invasive Treatment
Treatment Area (60 ft trail/rd buf)
Maricopa County Parks
Inv. spp. 2022
Buffelgrass
Common Sow Thistle
Fountain Grass
London Rocket
Malta Star Thistle
Oleander
Sahara Mustard
Stinknet (Globe Cham)
Tamarisk
Other
Inv spp. 2020-2021
Buffelgrass
Common sow thistle
Fountain grass
Globe chamomile/stinknet
London rocket
Malta star-thistle
Oleander
Sahara mustard
Tamarisk
Unknown or other
0
0.5
1
0.25
Miles
Spur Cross Ranch
(Adjacent work 4.5 km)
ATTACHMENT B
(Cover Sheet)
Detailed Project Plan – Subject to State Approval
(Include specific planned accomplishments, detailed project budget, and time line)
Cave Creek Regional Park Fire Fuel Reduction and Invasive Species
Management
Detailed Project Plan (DPP)
Many nonnative invasive plant species are just beginning to get a foothold at the park, posing a
severe threat to the future integrity and ecological function of the park. In the past year, there
were two (2) large wildfires within proximity to the park that were exacerbated by invasive
species. Removing invasive species strategically along the trail edges and riparian areas will help
reduce fine fuels and decrease the wildfire potential to carry across the landscape. Presently
invasive species create an unnatural continuous carpet of fuels in contrast to the natural, more
openly spaced distribution of Sonoran desert plants.
SCOPE OF WORK
Using an integrated weed management approach, which includes mechanical, physical, and
chemical control methods. The National Park Service Invasive Species Management Team (NPS)
will reduce the fire fuel load by applying a foliar treatment using post emergent herbicide
treatment, targeted invasive species that occur within a 60ft buffer of the selected trails and
roadway edges as identified as treatment areas (Attachment 1-Map) totaling 100 acres within
the park to help restore the site to a more natural condition. This work shall begin in 2023 and
will occur throughout the 2024 growing season. Volunteers and staff will additionally remove
invasive species using mechanical methods outside of the 100 acre area.
The areas selected are among the most established populations of invasive species and pose the
greatest threat of wildfire spread; they are primarily found adjacent to trails and roadway
edges.
The contractor shall treat invasive species using methods described within the General
Description and attached Map of this document within the target areas (Map 1). The black
buffer shows 100 acres, this includes a 60ft buffer along the trail and roadway edges; Go john
tail (5.07 miles), Clay mine trail (1.26 miles), Overton Trail (2.38 miles), Quartz trail (1.4 miles),
Slate trail (0.94 miles) and 0.51 miles of the Flat Rock Trail. In addition to 0.15 miles of trail near
the nature center and 2.3 miles of roadway edge including the campground roadways and the
main road. Additional volunteer work will be done at Spur Cross Ranch to prevent the spread of
invasive plants into Cave Creek Regional Park. Spur Cross Ranch is adjacent to Cave Creek
Regional Park and has trails that go from one park to the other. Volunteers will hand pull
invasive plants to keep populations from spreading. Working in both parks will create a more
comprehensive treatment plan because invasive plants know no boundaries and all areas need
to be treated equally. The Target Species include Stinknet, Sahara Mustard, London Rocket,
Tamarisk, Buffelgrass and Fountain grass but may also include red brome and Mediterranean
grass when in the same area as target species, the majority of these species are also found on
the Arizona Noxious weed list.
Within the scope of this project, targeted invasive species will be treated in multiple search
sessions throughout the growing season to ensure plant necrosis beginning winter/spring 2023
and continuing through the 2024 growing seasons. The invasive species treatment areas are
currently set at 100 acres but could change based on bid cost/acre and budget. The parks will be
following integrated pest management guidelines and using best management practices for
invasive species removal as stated within this document originating from the USDA Forest
Service- Southwest Region invasive species field guides for managing weeds in the southwest.
Contractors and Park staff will conduct mapping and monitoring, and photo plots will be used to
document the effectiveness of the treatments throughout the project timeline. Specific
treatment methods will be decided with the contractor when quotes are received. In addition
volunteers will be hand pulling invasive species in locations that are outside the contract
treatment areas including locations adjacent to the native seed garden and flume trail buffer
areas.
Project Tasks/timeline
2023
Jan Prepare Scope of Work for NPS, approved quote (January 2022) - we have an IGA
with the NPS this requires Director signature, does not need to go to the BOS.
Feb Set up treatment 1 and 2 dates with NPS
March Spot treat 60 ft buffer areas within the 100 acres area, about 50 acres.
April- These events include an education and outreach component.
Treat any areas that were not completed in treatment 1, and check areas already
treated for any missed species or new species that have invaded the areas.
Host Desert Defender-invasive removal volunteer events - 3 events
Host Native Seed Harvest Events- 3 events
Inspect and Monitor Treatments/effectiveness
No later than April 30- DFFM Quarterly Report Q1
May Additional Native Seed Harvest events if needed
June-July
Invoice/reimbursement form 1
NPS provide Annual Report and Data
No later than July 31-Quartelry Report to DFFM Q2
Monsoon Season (Sept-Oct) Plant native seed in the treated areas, if not, then during
winter rainy season (Dec-Jan) Oct 31-DFFM Quarterly Report Q3
2nd Reimbursement Form
No later than Jan31- DFFM Quarterly Report Q4
2024
Feb Set up treatment 1 and 2 dates with NPS
March Spot treat 60 ft buffer areas within the 100 acres area, about 50 acres
April- These events include an education and outreach component.
Treat any areas that were not completed in treatment 1, and check areas already
treated for any missed species or new species that have invaded the areas.
Host Desert Defender-invasive removal volunteer events - 3 events
Host Native Seed Harvest Events- 3 events
Inspect and Monitor Treatments/effectiveness
No later than April 30- DFFM Quarterly Report Q1
May Additional Native Seed Harvest events if needed
June-July
Invoice/reimbursement form 3 NPS provide Annual Report and Data
No later than July 31-Quartelry Report to DFFM Q2
Monsoon Season (Sept-Oct) Plant native seed in the treated areas if not then during
winter rainy season (Dec-Jan)
Oct 31-DFFM Quarterly Report Q3
4nd Reimbursement Form
Jan 31-DFFM Quarterly Report Q4
Provide DFFM with a final Report with complete summary.
2025- Prepare staff for the 2025 spring treatments-to sustain the project area,
GOALS & OBJECTIVES
1. Reduce the fire fuel biomass within the park
a. Objectives are to reduce the fuel load by treating target invasive species with
post-emergent spot-application within the treatment areas (100 acres-60 ft buffer
of the trail, wash and roadway edges) focusing on species that increase the fuel
biomass and have been known culprits to Sonoran Desert wildfires in the past
such as Stinknet, buffelgrass, fountaingrass, tamarisk, red brome and some
Mediterranean grass.
2. Create defensible space allowing firefighters safer areas to work in.
a. Objective is met when the 60 ft. buffer areas around trail edges and roadways are
treated with post-emergent spot-application and those areas have been
documented/mapped as such.
3. Volunteer Management: Volunteers will reduce the invasive species near the native seed
garden and along Flume Trail.
a. Volunteers will use physical pull methods to treat invasive species within a 15-20
acre area around the native seed garden and along the 60 ft buffer areas of the
Flume Trail, and collect and plant native seed. Approximately 300 volunteer hours
for the two years.
4. Improve native biodiversity in treatment areas
a. Objective is met when areas that had abundant invasive species coverage are
replanted with native seed mix and native biodiversity is improved, preventing
invasive species return. (The scattered invasive areas will naturally establish native
plants from surrounding native plants seeding the area.
GIS based field map app will be used by staff and contractors in addition to paper documentation.
Mapping will occur in all treated areas that will show the work that has been completed for all
treatment methods. There will be an annual report that will also include all documentation of the
treatment areas, methods and seeding area.
SUSTAINABILITY PLAN
Park Staff will continue to manage invasive species at the park in perpetuity using a variety of
methods: physical, mechanical, and chemical treatments, also providing educational and
stewardship opportunities that get the park visitors involved in the natural resource
stewardship, by educating, training and teaching park visitors the importance of wildlands,
creating lifelong stewards of the parks. Additionally the parks will host desert defender
volunteer workdays, all of which will continue to decrease the abundance of invasive species.
As time goes by the invasive species will continue to decrease, and the amount of time spent
treating invasive species will also decrease within the first three-five years.
Arizona Department of Forestry and Fire Management – Project Budget Worksheet
R11.10
Project: CCRP FFR and Invasive spp. Managment
Total Project Budget (by expense type)
Budget Detail
Grant Share
($ Amount
Requested)
Match
TOTAL
Dollars
In-Kind
Administrative Labor:
$0
$8,304
$0
$8,304
Project Labor:
$0
$0
$8985
$8,985
Travel:
$0
$0
$0
$ 0
Equipment:
$0
$0
$0
$ 0
Supplies:
$0
$10,000
$600
$10,600
Contractual:
$120,000
$0
$0
$120,000
Other1:
$0
$2,500
$0
$2,500
Other2:
$0
$0
$0
$ 0
TOTAL:
$120,000
$20,804
$9,585
$150,389
Budget Narrative
Provide a brief explanation of each budget item. Include an explanation for items
that will be reimbursed by grant funds and those that will be provided as project
match (add additional pages if needed).
Grant Share Contractual Work: $600/acre*100 acres = $60,000 for 2 years = $120,000
YR1 Grant $60,000
YR2 Grant $60,000 = $120,000
To the National Park Service for Invasive Species treament of 100 acres each year
Cash Match Total: $20,804
Cash Match Administrative Labor: $8,304
Project Manager $35.34/hr*50hrs*19.82%benefit rate = $2117*2yr = $4235
Volunteer Coordinator $30.83/hr*25hrs*19.82%benefit rate = $923.50*2yr = $1847
Interpretive Ranger $37.10/hr*25hrs*19.82% benefit rate = $1111.50*2yr = $2223
Project Manager will coordinate and oversee project, contract, monitoring, volunteers, and all project
required tasks.
Volunteer Cordinator will create and promote volunteer events.
Interpretive Rangers will lead desert defender events at Cave Creek Regional Park and Spur Cross Ranch
Conservation Area
Arizona Department of Forestry and Fire Management – Project Budget Worksheet
R11.10
Budget Narrative - Continued
Use this additional space to provide a brief explanation of each budget item. Include an explanation for
items that will be reimbursed by grant funds and those that will be provided as project
match (add additional pages if needed).
Cash Match Desert Defender Supplies: $10,000
Desert Defender supplies including Rubbermaid outdoor tool sheds for volunteers to access tools at 2
parks, Tools for desert defender staff /stewards $2000/park* 2 parks=$4000 (small shovels, large shovels,
small pick axes, weed removers, hand trowels, scales etc),
gloves $200,
trash bags $300,
mulch $1500,
Garden supplies, garden tools, rakes, soil, sand pots, garden repairs $900,
Herbicide $500,
ATV water Tanks $900,
back pack sprayers $800,
Misc herbicide equipment, surfactant, mixing supplies, storage area, locks, and spill kit, nozzles, sprayer
replacement, disposable tanks $900.
YR1 $5000
YR2 $5000
Cash Match Other: Herbicide License Applicators: $2,500
YR1 2 persons licenses $750 each = $1,500
YR2 1 applicator license $750 and renewal 4 CEUs at 62.50 each = $1,000
In Kind Match Total: $9,585
In Kind Supplies Total: $600
YR1 = $300 Native Seed Collected and distribution in treatment areas
YR 2 = $300 Native Seed Collected and Distributed in treatment areas
This is the estimated value of the collected seed, or if a bad year and we are not able to meet that we will
purchase native seed.
In Kind Project Labor: $8,985 (Volunteers $29.95/hr*150 hr/yr=$8,985)
Volunteers will be leading desert defender events, pulling invasive species, collecting native seed and
planting the native seed in treated areas. Federal Volunteer rate is being used.
ya Rd
ddle Mou
n
tain Rd
ock Rd
N 28th St
3055 ft
2796 ft
N 50th St
N 32nd St
Cave Creek
Regional Park
av
e
C
ree
k
E Cloud Rd
t
h
St
E New
Rive
r Rd
50t
h St
N 38th S
t
E Galvin St
E Galvin St
N 32
n
d
St
E
Glo
ry Rd
N C
ave
Cre
e
k Pkwy
Desert Enclave
Preserve
N 54th St
N School House Rd
N Spur Cross R
d
E Ocotil
lo
R
d
E Yu
cca R
d
E Fle
ming
Sprin
g
s R
d
E
E Grapevi
n
e R
d
N 52
n
d St
N 52nd St
N 5
1st
St
E Desert Hills D
r
Rancho Manana
Golf Club
2708 ft
Cave Cr
ee
k
E N
ew R
iver Rd
N S
un
s
e
t T
rl
N
58
t
h St
E
Ra
ncho M
an
ana
Blv
d
E R
e
stin Rd
E S
urrey Dr
N
Sc
hool House Rd
N
C
ave C
r
eek Rd
E
Ca
Black Moun
Summit R
Area
Cave Creek
CAVE CREEK
REGIONAL PARK
City of Phoenix, Esri, HERE, Garmin, SafeGraph, GeoTechnologies, Inc, METI/NASA, USGS, Bureau of Land Management, EPA, NPS, US Census Bureau, USDA, Esri, NASA, NGA, USGS, FEMA
Cave Creek RP-Invasive Treatment
Treatment Area (60 ft trail/rd buf)
Maricopa County Parks
Inv. spp. 2022
Buffelgrass
Common Sow Thistle
Fountain Grass
London Rocket
Malta Star Thistle
Oleander
Sahara Mustard
Stinknet (Globe Cham)
Tamarisk
Other
Inv spp. 2020-2021
Buffelgrass
Common sow thistle
Fountain grass
Globe chamomile/stinknet
London rocket
Malta star-thistle
Oleander
Sahara mustard
Tamarisk
Unknown or other
0
0.5
1
0.25
Miles
Spur Cross Ranch
(Adjacent work 4.5 km)
_____________________________________________________________________________________________
ATTACHMENT C
v.DFFM – 10/2022 Page 1 of 4
ATTACHMENT C
General Provisions
ADMINISTRATIVE AND ACCOUNTING REQUIREMENTS
It is the Sub-grantee’s responsibility to develop, document, administer and manage the appropriate
accounting and administrative procedures for managing the grant in accordance with all applicable State
laws.
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.
HATCH ACT
The Sub-grantee shall comply with provisions of the Hatch Act limiting the political activities of public
employees.
NEPA
The Sub-grantee shall comply with applicable State and Federal laws regarding the environment (NEPA;
National Environmental Protection Act).
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.
_____________________________________________________________________________________________
ATTACHMENT C
v.DFFM – 10/2022 Page 2 of 4
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 the State or 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.
EQUAL OPPORTUNITY/NON-DISCRIMINATION
The Parties agree to comply with Chapter 9, Title 41, Arizona Revised Statutes (Civil Rights), Arizona
Executive Order 2009-09 and any other federal or State laws relating to equal opportunity and non-
discrimination, including the Americans with Disabilities Act.
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.
ARBITRATION
To the extent required by A.R.S. §12-1518 and 12-133, 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.
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
v.DFFM – 10/2022 Page 3 of 4
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.
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.
NON-AVAILABILITY OF FUNDS
This agreement shall be subject to available funding, and nothing in this agreement shall bind the State
to expenditures in excess of funds appropriated and allotted for the purposes outlined in this
agreement.
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.
SUSPENSION OR DEBARMENT
The Sub-grantee shall not enter into any contract or agreement with any party which is debarred or
suspended from participating in State assistance programs.
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.
_____________________________________________________________________________________________
ATTACHMENT C
v.DFFM – 10/2022 Page 4 of 4
GOVERNING LAW
This AGREEMENT is made under, and is to be construed in accordance with, the laws of the State of
Arizona.
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.
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.
UNIQUE ENTITY IDENTIFIER (UEI) AND SYSTEM FOR AWARD MANAGEMENT REGISTRATION
REQUIREMENT (SAM)
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.sam.gov.
PUBLICATION REQUIREMENTS
ACKNOWLEDGEMENT IN PUBLICATIONS. Sub-grantee shall acknowledge Arizona
Department of Forestry and Fire Management in any publications, audiovisuals, and electronic media
developed as a result of this award.
ATTACHMENT D
Grant Reimbursement and Documentation Requirements
__________________________________________________________________________________________________________
ATTACHMENT D
v.DFFM 10/2022 Page 1 of 3
Arizona State Forestry grants are based on reimbursement for actual costs incurred. Actual costs may vary
slightly from the project plan budget, but must be used to calculate final reimbursement amounts. 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 cannot be used as a match for any
other State or federal cost-share programs. 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.
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 on the “Grant Reimbursement Form” (Attachment
E2). 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 that are unnecessary for the completion of the project
are ineligible for reimbursement or as match.
●
NO FOOD or BEVERAGE purchases or donations to others are eligible for reimbursement or as match, unless
included in the project plan as budgeted travel costs, and pre-approved by State.
●
Capital Equipment costing $5,000 or more per unit cannot be included as reimbursable costs, but may be
included as match with prior approval. State Forestry recommends renting equipment as needed.
●
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-grantee’s 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
Grant Reimbursement and Documentation Requirements
__________________________________________________________________________________________________________
ATTACHMENT D
v.DFFM 10/2022 Page 2 of 3
REIMBURSABLE PROJECT EXPENSES – are direct, out-of-pocket expenditures for eligible project
activities that are supported by paid invoices, canceled checks, signed receipts, or official payroll records.
Examples include:
● Labor (Administrative and Personnel)- may include paid staff, 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.
○
Administrative labor includes general project oversight, while personnel labor includes work done on
the ground
○
All staff/labor hours must be accompanied by an employee time sheet detailing the hours worked on
the grant project. We must be able to determine, for each staff member, the hours contributed, the rate
of pay, the work completed, and the total amount being requested.
○
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 should include some combination of: payment receipts, timesheets, payroll
records (paystubs), job sheets, canceled checks, or signed letters detailing paid staff time, dates, and
services or work provided.
● 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 original invoices with sufficient detail of work performed, dates of
work performed, and proof of payment, such as canceled checks or credit card receipts.
● 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 should include proof of purchase via payment receipts, canceled checks, or
official accounting records detailing expenses and goods and service provided. Original quotes or
incomplete invoices are not sufficient.
● Travel - may include mileage reimbursement
○
Documentation should include mileage logs with beginning and ending odometer readings and
reference the grant project number.
● Equipment - may include the cost of renting equipment, fuel, operational costs or repairs at an
accepted rate
○
Documentation should include invoices and proof of payment, receipts, or equipment logs.
○
If using FEMA or negotiated CFRA rates, the non-emergency rate (½ of negotiated rate) must be used.
○
Take into consideration that if the rate provided is a "Wet Rate,” it already includes fuel and
maintenance for the equipment.
● Other
○
Other costs as necessary must include proper support documentation demonstrating that the Sub-
grantee has incurred the costs.
○
Indirect Costs – Agreed upon indirect costs can be included for reimbursement. No more than
10% of the indirect costs may come from the grant share.
■
Indirect costs may cover general operating expenses such as those negotiated at the time of
the grant agreement and other overhead costs; therefore supporting documentation is not
required, but detailed specifics about what is covered under the indirect cost must be included
in the detailed project plan budget narrative.
■
If Sub-grantee has a Negotiated Indirect Cost Rate Agreement (NICRA), State Forestry must
receive this agreement before the rate can be used in the project budget. If the NICRA is
greater than 10%, anything above this is allowable as match only.
■
De Minimis: If no NICRA rate is available, Sub-grantee can include the 10% de minimis cost rate
to cover other general operating expenses.
ATTACHMENT D
Grant Reimbursement and Documentation Requirements
__________________________________________________________________________________________________________
ATTACHMENT D
v.DFFM 10/2022 Page 3 of 3
ELIGIBLE MATCH – Grants may require some level of MATCH investment from the Sub-grantee
organization. Matching investment may only be included if goods or services are provided during the term
of the agreement and are necessary for the completion of the project. The matching investment may be in
the form of dollars expended and/or in-kind contributions used toward the project. The Sub-grantee share
(match) cannot be used as a match for any other 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 approved Cost Principles.
Matching investments will not be directly reimbursed.
Examples of possible match include:
● Hard Dollars - Matching investment can include actual costs incurred as documented above.
o
A hard dollar match includes anything directly purchased for the grant work with costs incurred by the
grantee where money has changed hands, including time spent by employees on grant related activities.
Time spent by employees on eligible project activities must include the same documentation as listed
above for the Labor category for grant share.
o
Required documentation will include payment receipts, canceled checks, or official accounting records
detailing expenses and related goods and service provided. Physical cash transactions are unallowable
with DFFM grants.
● In-kind Contributions - includes the use of the sub-grantees’s or their partners’ on-hand supplies,
use of third party donations of supplies or equipment, or the value of professional services provided
at the professional rate.
o
Use of in-kind contribution of goods or services from another business or organization may be counted
as in-kind match with proper documentation. Property or use thereof shall be assigned a fair market
value per applicable Cost Principles and should include a letter of documentation from the donating
party, if necessary. Use of donated equipment shall consist of signed time logs, detailing day(s) or hours
of use, accepted rate, and project specific function.
● Volunteer - Volunteer labor hours shall conform to documented standard operating procedures for
the Sub-grantee organization with established pay rates.
o
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 sign in sheets must include a
supervisor’s signature. Volunteer timesheets should be filled out and signed on the day work was
completed.
o
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, but will still require accurate timesheets.
Quarterly Performance Report
Arizona Department of Forestry and Fire Management ‐ Quarterly Report (Ver‐4.18)
Attachment E1
Page 1
GRANT INFORMATION:
Grant Number:
Grant Award $:
Project Name:
Award End Date:
Organization:
County:
DFFM District:
REPORT INFORMATION:
Calendar Year:
Calendar Quarter Q1 (Jan‐Mar), Q2, Q3, Q4:
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 quarterly and cumulative
numbers for key criteria, such as acres completed, trees planted, educational programs delivered, etc.)
PLANNED OVERALL
ACTUAL
Project Objectives
Total Project
Goal
Previously
Reported
+
Current
Quarter
=
Cumulative
Total
Program‐Specific Reportables (if applicable)
1
2
3
4
5
Is this Project On Track? (Yes / No)
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.)
Quarterly Performance Report
Arizona Department of Forestry and Fire Management ‐ Quarterly Report (Ver‐4.18)
Attachment E1
Page 2
NARRATIVE REPORT / THIS QUARTER: 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. (MAX: 1400 Characters – attach additional materials if needed)
NARRATIVE REPORT / OVERALL PROJECT: What is the success in meeting the OVERALL
measurement criteria identified in the Project Plan? Describe the overall project status to support the numbers
listed in the tables above. 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 – attach additional materials if needed)