Alaska Division of Parks and Outdoor Recreation
Snowmobile Trails Grant Program

                                                           

Application Instructions

Revised March 2014
The Department of Natural Resources, Division of Parks and Outdoor Recreation (DPOR) administers the Snowmobile Trails Program. DPOR offers this competitive, reimbursable and matching trail grant for developing and maintaining public recreational snowmobile trails and related facilities, and for safety and educational projects. Eligible grants applications are reviewed and recommended for funding by the Snowmobile Trails Advisory Council (SnowTRAC). These instructions are intended to provide information and application assistance to applicants. They describe the requirements for participation in this program, as well as the application process, and explain information regarding administration of the grant through project completion.
Please read this document carefully. Questions concerning this program and these application instructions should be directed to the Grants Administrator or the State Trails Program Coordinator within the DPOR.  

We look forward to working with you to develop your trail grant application.

Department of Natural Resources, Division of Parks and Outdoor Recreation
550 W 7th Ave, Suite 1380
Anchorage AK, 99501-3561

Information can also be found on our website:
www.alaskastatetrails.org

Table of Contents
Section 1: Program Introduction
Snowmobile Trails Advisory Council (SnowTRAC)
Snowmobile Trails Grant Program schedule:
Keys to a Successful Project
Section 2: Eligibility
Application for Trail Development, Maintenance, Acquisition and Assessment
Application for Trail Safety, Signing, and Education Projects
Grooming Pool
Permissible Uses of Funds
OMB Circular A87 and A102 information:
Administrative Costs:
Forced Labor and Little Davis Bacon:
Davis-Bacon:
Procurement:
Equipment Purchase:
Non-permissible Uses of Funds
Section 3: Application Process
Program Guidelines
Grant Funding Amounts
Matching Requirement
Grant Period of Performance
Public Access
Application Assistance
Section 4: Application Requirements
Identify the Program
Qualifying Criteria
Threshold Questions:
Application Evaluation Criteria
Section 5 General Information
Application Information:
Trail Information:
Public Access Documentation:
Land and / or Easement Acquisition:
Amount of Funding Requested:
Project Summary:
Certifying Signature:
Section 6 Scoring Criteria/Evaluation
Detailed Project Narrative:
Timeline of Purposed Activities:
Proposed Budget:
Project Funding and Sponsor Match:
Public Benefits:
Community Support:
Sponsor Commitment:
Past Grant Performance:
Public Notice and Map
Permits and Authorizations
Section 7 Grant Administration
Grant Agreement
Standard Provisions
Project Description
Grant Reporting Requirements (Different for Grooming Pool)
Grooming Pool Reporting Requirements
Budget
Financial Accounting and Financial Reports
Extensions
Terminating a Grant
Appendix A: Division of Parks and Outdoor Recreation Contacts

Section 1: Program Introduction
These instructions will guide applicants through the grant application process for the Snowmobile Trails Grant Program.  
The Alaska State Legislature approves money collected from snowmobile registration fees to be redistributed in the form of the Snowmobile Trails Program. Competitive grants are available for Safety and Education, and Development, Maintenance and Acquisition projects for snowmobile use only.  Development, Maintenance and Acquisition projects require a 75/25 match. Match is not required for safety and education projects.
A special category of the program – the Grooming Pool – was created by the Snowmobile Trails Advisory Council (SnowTRAC) to provide safe and enjoyable winter recreation for the snowmobiling community.  The goal of the Grooming Pool is to provide trail-grooming services by distributing grant funds for grooming, marking and signing snowmobile trail systems. Only legal snowmobile trails are eligible to be groomed through the Grooming Pool.  
Snowmobile trail grooming activities are only provided through the program’s Grooming Pool.
If you are interested in participating in the Grooming Pool, find an application at http://dnr.alaska.gov/parks/grants/fundingform.pdf or contact the DPOR office.  You can find more information about the Grooming Pool at http://dnr.alaska.gov/parks/grants/groompl.htm.
The Snowmobile Trails Grant Program is funded through the State of Alaska’s snowmobile registration fee program which currently costs each registrant $5 per year.  
Snowmobile Trails Advisory Council (SnowTRAC) 
The purpose of the SnowTRAC is to review, evaluate and recommend eligible projects for Snowmobile Trails Program funding.
Each qualified application is scored and ranked by SnowTRAC in the project category or categories in which it belongs. The Director of DPOR then has the opportunity to approve projects recommended by SnowTRAC. The amount of available funding determines how many projects are funded.  SnowTRAC and DPOR staff retain the discretion to further rank projects after scoring to ensure geographic diversity over time.  
Snowmobile Trails Grant Program schedule: 
•	Updated applications available- (please always use latest application) – April 1
•	Public notice posting – June 10
•	Grant application due date – July 1 (applications will not be accepted after this date)
•	SnowTRAC meeting - August
•	Award announcements – September 
•	Agency review – September 
•	Grant agreements – October 
Keys to a Successful Project
•	Before applying for a grant, it is important to spend some time discussing project needs, goals, and expectations with the trail community. A little pre-planning will pay dividends down the road. Start small and do not overestimate what you can do. Many larger projects fail because they are too ambitious and do not have clear goals or agreements among important groups.
•	Consider potential problems such as environmental, historical, and archaeological impacts (these must be documented and minimized), permits (you may need to obtain various permits prior to obtaining approval), and possible opposition (some people may oppose your project for various reasons, including concerns about property rights, liability, safety, or historic and environmental impacts). An applicant should review the work plan and staff resources to assess the entity’s ability to take on the proposed project.
DPOR staff is available for assistance with grant application inquiries and technical assistance until the application deadline.  Contact information is located in Appendix A.
Section 2: Eligibility
All organizations, clubs, public agencies, or businesses are eligible to apply. 
Application for Trail Development, Maintenance, Acquisition and Assessment
•	Maintenance and restoration of existing trails
•	Development and rehabilitation of trailside and trailhead facilities and trail linkages
•	Purchase and lease of trail construction and maintenance equipment
•	Construction of new trails
•	Acquisition of easements or property for trails 
•	Snowmobile trail grooming (conducted through the Grooming Pool)
Application for Trail Safety, Signing, and Education Projects
•	Operation of educational program to promote safety and environmental protection related to trails
•	Assessment of trail conditions for accessibility and maintenance
•	Clarification that education funds may be used for publications, monitoring and patrol programs and for trail-related training
•	Trail signing/ marking
Grooming Pool
The Snowmobile Trail Grant Program's Grooming Pool was developed by the SnowTRAC to provide safe and enjoyable winter recreation for the snowmobile community. Snowmobile trail grooming activities are only provided through the program’s Grooming Pool. The goal of this Pool is to provide trail-grooming services for snowmobile trails in areas that receive snow. The Grooming Pool funds will only be used to groom legal snowmobile trails. Other requirements include signing and marking trails for safety, as well as search and rescue efforts.
Permissible Uses of Funds
DPOR will execute a grant agreement with a successful applicant, and the grant agreement will set forth terms and conditions of the funding award and will include a budget. Grant agreements are reimbursable.  That is, DPOR will reimburse a grantee for expenditures provided that expenditures meet applicable laws and regulations and are detailed in the approved budget prior to expenditure. DPOR will not reimburse project expenses incurred prior to execution of a grant agreement; reimbursements will only be made within the grant’s period of performance. Therefore, expenditures cannot be accrued with the expectation of reimbursement until a grant agreement is in place, which requires the signatures of both the applicant and DPOR.  
By signing the grant agreement, the grantee promises to abide by the grant’s terms and conditions.  A grantee must comply with all applicable ordinances, laws and regulations. Applicants are strongly encouraged to review the applicable circulars from the State Office of Management and Budget (OMB) for additional information on cost principles associated with grant programs.  
Misappropriation of grant funds may result in criminal prosecution and loss of eligibility to apply for future DPOR grants.  
OMB Circular A87 and A102 information: 
•	State, Local and Indian Tribal governments must follow the cost principles outlined in OMB circular A87.  The following web site is a link to the circular: http://www.whitehouse.gov/omb/circulars/a087/a87_2004.html
•	Non-profit organization must follow the cost principles outlined in OMB circular A122.  The following web site is a link to the circular: http://www.whitehouse.gov/omb/circulars/a122/a122_2004.html
•	Educational institutions must follow the cost principles outlined in OMB circular A21.  The following web site is a link to the circular:  http://www.whitehouse.gov/omb/circulars_a021_2004/
Administrative Costs:  
Administrative costs are costs necessary for the operation of the organization and those directly and only associated with the specific approved project.  Administrative costs are allowed up to 7% of the grant funds requested. Administrative costs used as match may not exceed the percentage of required match (25%).  Acceptable administrative costs can be found in OMB circulars A87, A122 and A21, which are noted above.  If it is unclear what costs will be considered administrative, contact the Grants Administrator.“Project Management” costs are considered “Administrative” costs. 
Forced Labor and Little Davis Bacon: 
Grantees performing project work with their own employees or volunteers, otherwise known as forced labor, are not subject to the Little Davis Bacon Act (LDBA) requirements. However, if the grantee enters into a subcontract to perform a public construction project, the project will be subject to LDBA requirements. A public construction project is defined in AS 36.95.010(3). Without the existence of a contractual relationship between the grantee and a third party performing the work, Alaska Title 36 does not apply.  For more information and to request a determination, please contact the State Department of Labor and Workforce Development, Labor Standards and Safety Division, Wage and Hour Section (contact information can be found in the State Agency Review section of these instructions). 
Davis-Bacon:  
Any project within the right-of-way (ROW) of a Federal-aid highway must pay prevailing wages to all non-volunteer labor. If a proposed project includes work within an existing highway ROW, contact the Alaska Department of Transportation to determine if the highway is a Federal-aid highway. If it is, the applicant must contact the Alaska Department of Labor for prevailing wages for the project location (Dept. of Labor, Wage and Hour office contact information can be found in the State Agency Review section of these instructions). These wages are the minimum to be paid on the project. A contract for the labor must be made prior to the beginning of construction. The applicant should be aware that these wages are subject to change and the correct wages must be verified by contacting the appropriate regional office of the Alaska Department of Labor, Wage and Hour office.  
Procurement:  
Grantees are required to procure supplies, materials, equipment, and services in a manner that is fair and reasonable. The grantee shall attempt to solicit at least three quotes when the purchase price for equipment or individual supply or material order is between $1,000 and $10,000. For an equipment purchase other than approved in the grant, purchases of equipment over $5,000 and having a useful life greater than one year, must have federal and state approval prior to purchase. Applicants should remember to include shipping and freight costs, if applicable. Please refer to the General DNR Requirements in the table below. If you have any questions please contact the Trails Office BEFORE you buy.

General DNR Procurement Requirements 
Order Value	Minimum Quote
Requirements	Purchase Document Requirements	Payment Document
Requirements	
Less than 
$1000	•	Solicit Alaskan first
•	Common Sense
•	Pretend you are spending your own money and you are on a tight budget.	•	Verbal orders OK
•	Delivery Order (DO) required for "class A" property — see your Property Custodian
•	Copy of DO to DNR/SSD/Admin	•	Coded and approved invoice listing items and costs

From $1000 up to and including $5,000
	•	Solicit Alaskan first
•	Reasonable and adequate competition
•	Solicit 3 verbal or written quotes whenever possible 
•	Complex purchases should be in writing, i.e. construction, maintenance or more complex equipment / services	•	Written Order Document (DO, Stock Request, PO, etc.) recommended.  
•	Delivery Order (DO) required for all property items – see Property Custodian
•	Copy of order to DNR/SSD/Admin	•	Coded & approved invoice referencing order number if one was issued
•	Written order document if one was issued
	
Greater than $5,000	•	Submit purchase requisition (PR) to DNR/SSD for processing	•	Written Order Document will be prepared by DNR/SSD	•	Coded and approved invoice referencing order/contract number to DNR/SSD.	
***Reminder: If you are caught violating the rules, you will be judged in accordance with DNR policies and procedures and AS 36.30, the State Procurement Code, AS 36.30.930.
Equipment Purchase: 
Equipment purchased with grant funds is the property of the State of Alaska and must continue to be used for the purposes specified in the Grant Agreement. When equipment is purchased with grant funds, DPOR staff will issue an inventory tag for placement on the equipment and the equipment will be listed in DPOR’s equipment inventory. The grantee is responsible for all maintenance and care of the equipment for the useful life of the equipment or five (5) years whichever is shorter. If a grantee is no longer using the equipment for the purposes of the grant, the state, at its option, may request the grantee refund to the state the current market value of the equipment, return the equipment, or transfer the equipment to another organization that will use it for the purposes originally intended in the grant.  
Non-permissible Uses of Funds
Grants are for public purposes and benefits. Grants are not intended to provide financial gain to any individual, business or organization.
Applicants must comply with all ordinances, laws, and regulations. Misappropriation of grant funds may result in criminal prosecution and loss of eligibility to apply for future DPOR grants. 
Grant funds may not be used to pay for food, drink, gratuity, tax, or court costs involving litigation. However, these costs (except for alcohol) may be documented and used as part of the matching requirement if they are directly related to the accomplishment of the proposed project and if they are incurred within the grant term. Only approved budget items will be permissible use of grant funds.
Section 3: Application Process 
Program Guidelines
Each applicant is required to submit a bound (with binder clip only) doubled-sided application for each project; it must include original signatures. Please do not staple or put pages in protective sleeves or binders. Please also send an electronic copy of your entire application, excluding large reference documents, which you can simply reference and send a link to in an email. There are separate applications for the Safety and Education Projects and the Development, Maintenance, Acquisition, and Assessment Projects.
Each application must include all pages, and all necessary supporting documentation, in the same order as outlined in the application.  This will allow DPOR staff to work through the review and evaluation process more effectively and efficiently. Additionally, this will allow for the application and approval notification timetables to be met as quickly as possible. Each applicant should keep one complete copy for his/her own files. Because the application works for both the Snowmobile Trails Program and the Recreational Trails Program share an application you are only required to submit those pages appropriate to your application.
Because there potentially many applications the SnowTRAC is required to review, digest, and score please limit your pages to 50 (not including long reference documents, which you should not include). 
Grant Funding Amounts
Safety and Education grants are for a minimum of $1,000 and a maximum of $15,000. 
Development and maintenance grants are for a minimum of $2,500; and a maximum of $15,000.
Matching Requirement
This program is state funded; therefore the state’s grant share is limited to 75% grant funds.  The remaining 25% is the applicant’s responsibility. Consider donations of cash, materials, equipment and volunteer labor as sources of match. The grantee’s match must be at least 25% of the total project cost. 
Safety and Educational grants do not require matching funds.  
Grant Period of Performance
The Snowmobile Trails Program grants have a two (2) year term, except education and safety, which has a one (1) year term, unless otherwise specified.  
Public Access
The public must be assured legal access to trails and trail related facilities developed or maintained with grant funds. If any portion of a trail project is on private land, the applicant must obtain documented permission from the landowner for public access for a minimum of 5 years. Projects on public land must have documented approval from the land manager and access assured for at least 10 years. The grant applicant must obtain these assurances prior to submitting an application.  If the project is for winter access or trail grooming only, public access need only be assured for the life of the grant. Applications missing landowner permission to access will be considered incomplete and ineligible. 
Application Assistance
Technical assistance is available to all grant applicants through DPOR. DPOR staff will be able to answer questions regarding application procedures, proper completion of grant applications, and criteria used for project selection and grants awards. The key to receiving technical assistance is lead-time. Requesting technical assistance a few days before the announced project application deadline does not allow adequate time to review applications. For assistance, please contact the Grant Administrator. See Appendix A for DPOR contact information.
Section 4: Application Requirements
Identify the Program
Applicants must indicate which Trail Grant Program they are applying for within the application. At the moment there is one application that is used for BOTH the Recreational Trails and Snowmobile Trails Grant Programs. 
Qualifying Criteria 
Threshold Questions:
Threshold questions have been developed to determine project eligibility for each trail grant program.  Each program requires a different set of eligibility requirements. Answer the threshold questions for the trail grant program that you are applying for to determine if the project will qualify for funding.  Additionally, applicants are encouraged to fill out the threshold questions for both trail grant programs.  This will allow DPOR the flexibility to move the proposed project between the two programs to ensure all possible funding avenues are open if eligible. If you answer yes to any of the threshold questions, you must provide supporting documentation within the application. 
Application Evaluation Criteria:
Applications are evaluated by the following criteria: 
If you have questions please contact us before submitting your application.

•	Detailed project description 
•	Realistic timeline of proposed activities 
•	Detailed proposed budget 
•	Public benefit
•	Community support 
•	Application completeness
Section 5 General Information
Application Information: 
This section requests the project title, applicant contact information, type of organization, tax identification or EIN number, project location, and types of use the project will provide for. 
Trail Information: 
In this section, applicants are asked to provide specific trail information if it is applicable to the proposed project.
Public Access Documentation: 
This section requests documented legal public access authorizations from all landowners in which the project area is located. Indicate within this section the landowner(s) for the entire length of the trail or project area.  If the trail has legal access in the form of an easement it will have an Alaska Division of Lands number (ADL#).  If this is the case, please list the ADL number(s). 
To ensure the public has access to the trail(s), there must be landowner assurance that the public has access for a designated period of time. Either an easement or written agreement from the landowner allowing public use is required. The following are the requirements regarding land owners:
•	If any part of the project crosses private property, an easement or written agreement from the landowner allowing public use for at least five (5) years must be included in the application. 
•	If any part of your project crosses public land, an easement or written agreement from the land manager allowing public use for at least ten (10) years must be included in the application.  
•	If the project is for winter trail grooming only, the application must include documentation from property owners that public access has been assured during winter months until the grant expiration date. Once a new trail is accepted into the Grooming Pool the shorter application for established trails may be used.
Land and / or Easement Acquisition: 
If the application is to purchase property, your application must include legal descriptions of the property to be acquired, names of property owners whose property is to be acquired, and a letter from property owners indicating their willingness to sell. If the grant is approved for acquisition, additional coordination will be required. 
Amount of Funding Requested: 
This section requires the amount of grant funds requested to perform the proposed project. This includes the total project cost and the amount of grant funds being applied for. Note the funding limits for each program referenced above.
Project Summary: 
Provide two or three brief sentences that describe the proposed project’s overview that could possibly be used in a media message.
Certifying Signature: 
The certifying signature indicates approval of this project and authorizes this request for funding from the applying organization.
Section 6 Scoring Criteria/Evaluation
Detailed Project Narrative: 
Provide as much visual and narrative detail as necessary to help evaluators understand your project.  Provide a detailed location map, site plan, drawings, photos to show clearly the location and details of your proposed project, what the finished product will look like, and its relationship to other existing trails, roads, landmarks, access points, and the nearest community. Develop a workable project. Be sure the narrative answers these questions: What are the trail needs? What can you do realistically?   
Educational Materials: 
If educational materials are proposed, provide a mock up or example of the content and explain how it will be posted or distributed. 
Applicants applying for safety and/or educational grants are required to use developed materials, if available to teach, present, or distribute educational and/or safety information with grants funds.  If educational or safety materials and information are not currently available for the proposed project, the applicant will need to develop them.  In this case, it is encouraged that applicants research other agencies and/or states that have developed the materials needed and model them to reflect local issues and safety hazards. 
Educational materials developed with grant funds become the property of the State of Alaska.  Any materials developed with grant funds must also recognize the funding program. Electronic versions of agency logos will be supplied to successful applicants for placement on developed materials. Therefore, materials and curriculum developed with grant funds must be supplied to the division for public and future applicant use.  Products developed will also be posted on the DPOR web site.     
Maps:
Two maps are required of the project area: a vicinity map and a site-specific map.  Land ownership must be indicated on the map for the entire project.  Use U.S. Geological Survey (USGS) topographic map at a scale of 1:63,360 and no larger than 11” x 17”.  Show the location of your project on the map, and provide the name of the map (e.g., Seldovia C-4).  If the project includes many sites, such as a purchase of trail equipment to be used in a regional area or funding for a trails position, provide a map of the target trails the project will influence.

Equipment: 
Attach photos, drawings, or specifications of equipment proposed for purchase.  Note: equipment purchased with grant funds is the property of the State of Alaska and inventory tags will be issued to the applicant for placement on the acquired equipment.  

Trail Details: 
Attach details of trails to be built or maintained including clearing width, grades, curve radii, surface material, and specifics of any excavation or fill proposed, and how you will dispose of cut vegetation or other waste material.  Include drawings showing trail modifications and describing impact on habitat, users, and neighboring property owners and adjacent land uses.
Bridges or Culverts:  
If bridges or culverts are proposed, provide locations, dimensions, and design details.

Environmental restoration:  
If proposing environmental restoration, give details of how damaged areas will be restored.
Trail Reroute:
If rerouting or altering the appearance or location of a trail, include drawings showing changes or modifications, and describe impacts this might have on habitat, users, or neighboring property owners. Depending on the impact and ground disturbance, permits may be required and are the applicant’s responsibility. 

Winter Trail Grooming: 
If winter trail grooming is proposed, give details about width and frequency of grooming. Snowmobile trail grooming under the Snowmobile Trails Program is only conducted through the Grooming Pool. Once your trail has been added to the Grooming Pool the shorter application for established trails may be used.

Signage and marking: 
If signing or marking is proposed, include sign dimensions, colors, content, method of installation, and spacing between signs or markers. Please do this even if it is tripods or lath and flagging.
Snowmobile Trails Program recipients:  please comply with the following:  
Winter motorized trail signs must meet the DPOR Guidelines for Snowmobile Trail Signing and Placement that is based on the International Association of Snowmobile Administrators (IASA) Guidelines for Snowmobile Trail Signing and Placement. A link to this document may be found on our website at http://dnr.alaska.gov/parks/grants/snowmo/snowmachinesign.pdf .
Timeline of Proposed Activities: 
Provide a schedule of planned tasks and associated timelines that includes a brief description of the individual project to be completed. Include a list of the names of the project coordinator/leader, associated target dates for start and completion, acquisition of needed materials and project assistance. 
See Grant Applications for the time line. 
When will the project be started and completed?
Estimated Project Start Date:	/	/	
Estimated Project End Date:	/	/	
Proposed Budget: 
Project cost information is by far the most complex part of the project application for many sponsors.  Take extra care in preparing and checking the Proposed Budget section.  
The total matching share plus the total grant share MUST equal the total project cost. The most common problem with the Proposed Budget is that the numbers often do not add up and the sources are not clearly identified.  Please check these numbers very carefully. If they do not add up or are not clearly identified, the application cannot be processed. Administrative costs, also sometimes called Project Management costs, are limited to 7% of the requested funds for each trail project. Budget amounts should be rounded up to the nearest dollar.
See Permissible Uses of Funds within these instructions for additional information on allowable uses of grant funds. See Grant Applications for the budget form; this format is required.
Project Funding and Sponsor Match: 
This is a reimbursement program; therefore, the grant recipient must pay 100% of the cost of any item before submitting a request for reimbursement for eligible costs. Trail grant funds cannot exceed the program requirements (Snowmobile Trails Program 75/25) of the total project cost. The remaining costs must come from the sponsor (applicant organization). Donations and in-kind services may be used as part of the sponsor’s match, including skilled and unskilled labor. Land, construction, materials, and other tangible materials may be considered acceptable donations. Some matching funds from other federal sources and agencies are allowed under certain conditions. Please contact the Trails Program Coordinator if you are considering matching with other state or federal funds.
Public Benefits: 
The following information is requested in the application:
•	Explain why your project is important and why it is needed.
•	How will the public benefit?
•	Estimate how many and what types of users you expect as a result of your project.
•	How does this project provide new recreational opportunities?
•	What problem does your project solve?
•	Does your project provide an important missing recreational trail link?
•	Will your project provide for people experiencing disabilities? 
•	Will your project utilize youth development groups to provide labor or assistance? 

Community Support:
The following information is requested in the application:
•	Include letters of support from potential beneficiaries of your project.
•	Provide documentation that your project is included in or is consistent with local land plans and priorities. 
•	What priority has the local governing body given this project? Provide a resolution of support.
•	If there are opponents to your project, what are their concerns and how have you addressed them? Applicants should recognize that some trail projects may be regarded as intrusive by affected local property owners and other recreationists.  It is the applicant’s responsibility to work with local property owners or interest groups to mitigate objections.
•	Describe the effort you made to determine the extent of any opposition. Include the list of individuals, organizations and communities you contacted. Provide Courtesy Notice, posting locations and the dates notices were posted.  This information must be supported in the application.
•	Resolutions from local governments and letters of support from land managers, community councils, and trail user groups are required and must accompany the application.  Letters of support and documentation must be current and signed.  
Sponsor Commitment: 
The following are suggestions to include in the application:
•	What experience does your organization or agency have accomplishing similar projects?
•	Who will be responsible for organizing and overseeing the work to ensure successful completion? Name, Title/Position.
•	You are required to document project expenditures and matching contributions, and to submit progress reports documenting work accomplished. What is your plan for documenting the work?
•	What is the plan for long term maintenance or implementation of safety or educational project(s) after the life of the grant?
Past Grant Performance:
List Recreational Trails or Snowmobile Trails grants you have received for other projects. Include project title, grant ID number and grant award year. Provide information about other past grant management experience.  Include a signed resolution from the organization/public agency showing support for the project and commitment to grant management if awarded funds. 
Public Notice and Map:
Before submitting an application, public notice must be given within the vicinity of the project location.  This notice can be in the form of the public notice in the grant application. Notice should be posted in local areas that are likely to reach interested individuals. Possible posting areas include the local post office, trailheads, the project site, or a community meeting area, etc.  If this type of public notification is used, it must be posted at least three weeks before the application deadline.  Other acceptable means of public notice may be public meetings, management plans, etc.  If using the format found in the grant application, a filled out notice and posting locations must be include in the application. Examples of unacceptable public notice: Facebook only, emailing to a select crowd, or club membership. If this information is not submitted with the application the application will be considered incomplete and not eligible for funding. Address any public responses in the grant application under the Community Support section.   
Permits and Authorizations:
Applicants are required to contact the following offices to determine if relevant permits or authorizations are required. Applicants are responsible for obtaining all required federal, state and local permits and approvals for any work that requires such. Indicate the permits and/or the National Environmental Policy Act (NEPA) documents required for ground disturbing projects, if applicable. Permits may not be applicable to safety, educational or non-ground disturbing projects.  
Successful applicants will be responsible for obtaining all required federal, state, and local permits and approvals prior to the commencement of any work that requires a permit.
Section 7 Grant Administration
Grant Agreement:
Upon award, a grant agreement is prepared by DPOR with input from the applicant. The grant agreement contains a number of appendices for standard provisions, project description, reporting requirements, budget and financial accounting, and financial reports. The grant agreement is signed by DPOR’s certifying officer and the grantee.  The grant period of performance is two years. 
Standard Provisions:
The general terms and conditions of the grant are included in Appendix A of the grant agreement. 
Project Description:
A brief description of the authorized project with deliverables to be accomplished during the period of performance is included in Appendix B of the grant agreement. 
Grant Reporting Requirements (Different for Grooming Pool):
Appendix C of the grant agreement provides details about reporting progress of the project. A narrative description of work accomplished is due on a quarterly process following the project start date. Quarters end on December 31, March 31, June 30 and September 30.  Progress reports are due no later than the end of the next month—January 31, April 30, July 31, and October 31. A final project completion report is due within sixty (30) days of the project’s completion.  A suggested format for the progress report can be found in the grant agreement and on the respective trails program web site. 
Grooming Pool Reporting Requirements:
Monthly reporting for grooming activities will now be required whether grooming has taken place or not. Please see webpage for reporting form.
Budget:
The approved project budget is found in Appendix D of the grant agreement. Unless otherwise specified, budgets are for a two year period of performance. Article 14 in Appendix A of the grant agreement provides more information regarding budget flexibility. 
Financial Accounting and Financial Reports:
Appendix E of the grant agreement includes requirements for financial accounting and instructions for requesting reimbursement.  A request for reimbursement may be submitted on a quarterly basis or as needed during the grant’s period of performance. This appendix also stipulates the match requirements and provides information on how to calculate the match. Appendix E-1 in the grant agreement is a request for reimbursement form.  
Note: Instructions and forms for progress reports, budgets and financial are on the web site.
Extensions: 
Grantees will only be given extensions for circumstances beyond their control. Only with approval from DPOR will a grant be extended past its original term.  
If circumstances arise and extensions are requested, they must be fully justified in writing, illustrating unavoidable delays.  When determining the timeline to complete the project an applicant should take delays into consideration caused by winter weather and the fire season. Grantees requesting an extension must satisfy the criteria listed below. The criteria include but are not limited to: 
•	Requests for extensions must be received by the Grants Administrator before the expiration date of the grant.  Requests for extensions after the expiration date of the grant will be denied.
•	Grantees must have submitted timely quarterly progress reports. Grantees must maintain communication with the Grant Administrator during project implementation. 
Multiple time extensions will only be considered if: 
•	Significant progress was made since the first extension was granted. 
•	The grantee encounters problems caused by external factors (legal problems, new regulatory requirements, inclement weather, etc.). 
•	Unforeseen circumstances arise during construction (physical, historical and/or archaeological site specific problems). 
•	The Division of Parks and Outdoor Recreation does not guarantee requests for extensions will be approved.  Extensions will not exceed a total of four years beyond the grant start date as specified in the original Grant Agreement.
Terminating a Grant:
Grant agreements will be terminated for reasons that include but are not limited to: 
•	Grantee requested or agreed to terminate the grant agreement. 
•	Grantee intentionally submitted fraudulent documents or engaged in other fraudulent activities involving the approved project. See webpage for information on grant fraud.
•	Grantee failed to acquire permits required to implement the approved scope of work. 
•	Grantee performance on the submission of quarterly progress reports throughout the life of the grant has been out of compliance with the grant agreement. 
•	Grantee made little or no progress toward completing the approved scope of work prior to the completion date noted in the original grant agreement. 
•	Loss of funding from the Federal Highway Administration. 
•	Grantee has not complied with a requirement outlined in the grant agreement.

Appendix A: Division of Parks and Outdoor Recreation Contacts

For general grant questions regarding the program contact:
Grant Administrator 
(907) 269-8709

For project development questions contact:
State Trails Program Coordinator		
 (907) 269-8699	

For grant reimbursement status contact:
Grant Accountant					
(907) 269-8759

Please send all reimbursement requests for grants and the Grooming Pool to the following address:
550 W. 7th Avenue Suite 1380 Anchorage, AK 
99501-3561
Fax:(907)269-8907