CAPACITY DEVELOPMENT GRANTS

2011 CAPACITY DEVELOPMENT GRANT

FALL 2011

Applications must be postmarked by September 30, 2011

Community and non-profit, non-community public water systems are eligible for Capacity Development Grant awards. For-profit non-community water systems and Federally owned systems are not eligible.  Eligible public water systems can receive grant monies for the preparation of documents that will assist them in the maintenance or enhancement of water quality by identifying possible improvements in systems’
technical, financial and managerial operations (capacity development). Grants are awarded on a matching basis after the document is submitted to the Drinking Water Program (DWP) for approval and acceptance.

Individual matching grant amounts are for 50% of the document cost up to a maximum grant amount of $10,000. A few grants are available up to $15,000 for documents that clearly demonstrate a need for the higher grant amount. Grants are awarded on a reimbursement basis.  At the present time, each eligible water system may only receive one grant award per year.

Copies of all reports and studies shall be provided to the Drinking Water Program in an electronic (.pdf) format.  Contact Sara Flanagan at (207) 287-5678 or e-mail sara.m.flanagan@maine.gov with questions or comments.

What types of projects are eligible?

Each eligible public water system must demonstrate a need for the document for which it is applying. This may be satisfied with a copy of the minutes of a meeting where the
water system officials have discussed the need for a document and a grant award. No water system may receive a grant award for a document it has produced within the previous five years if it is the same or similar to any one listed below. Examples of eligible professionally prepared documents may include, but are not limited to:

  • Comprehensive System Facilities Plans
  • Capital Improvement Plans
  • System Hydraulic Modeling Studies/Reports
  • Hydrogeologic Investigation Reports for New or Supplemental Source Water
  • Comprehensive Operations and Maintenance Manuals
  • System Vulnerability Assessments
  • Emergency Response Plans
  • Management Review Studies/Reports
  • System Consolidation Studies
  • Asset Management Plans
  • GIS Infrastructure Mapping
  • Energy Audit Reports
  • Other professionally prepared documents that enhance system capacity, as determined by the DWP.
  • Comprehensive Community Planning Studies which include a public water infrastructure component.

Consideration will be given for funding the “drinking water” portion of such studies.

Who can prepare the document?

Recipients of System Capacity Grant projects may, but will not be required to, select professional engineering services through a Request for Qualification or Request for Proposals process. A recipient may negotiate with a professional of their choice for a proposal to produce the document. The scope of the study must be approved up front by the DWP through the application process. Work performed by the water system’s
personnel in support of a grant activity is not a reimbursable expense under the grant program.

Which water systems are eligible?

All community and non-profit non-community public water systems are
eligible for grant awards. Examples include water utilities, mobile home parks, apartment buildings, nursing homes, and schools.

How much money will be awarded?

The DWP has set aside $55,000 for the Fall 2011 grant program.  Individual matching grant amounts are for 50% of the document cost up to a maximum grant amount of $10,000. A few grants are available up to $15,000 for documents that clearly demonstrate a need for the higher grant amount. Grants are awarded on a reimbursement basis. Please Note: Grant awards are dependent on DWSRF federal appropriations and Maine state match.

What types of projects are not eligible?

For-profit non-community water systems and Federally owned systems are not eligible. Construction projects will not be funded.

What is the deadline for applications?

Applications must be postmarked no later than September 30, 2011.

How will the DWP determine which proposals will be awarded grants?

Three reviewers will score eligible projects on nine categories. Projects are ranked by total points and grants are awarded beginning with the highest scoring project until all funds are assigned. Eligible projects that cannot be funded may be resubmitted in future years.


What are the scoring criteria? 

0 - 5 points  Demonstrated need for the document.

How will the document help your system increase technical, managerial and/or financial capacity?

0 or 1 point Address an identified health risk.

Will the project reduce a public health risk?

0 or 1 point Address deficiencies.

Will the document address deficiencies identified in a sanitary survey?

0 or 1 point Asset management.

Do you keep track of your infrastructure age, location, condition, estimated replacement date, and estimated replacement cost?

0 or 1 point  Promote efficiency.

Will the document help promote energy efficiency or water conservation?

0 - 4 points System sustainability.

Do you have comprehensive planning processes to deliver projects that are cost effective over their life cycle, resource efficient, conserve natural resources, and consider alternative approaches such as natural or “green” systems and potential climate change impacts?

0 - 3 points Commitment to increasing capacity.

Has your system demonstrated a commitment to increasing capacity by dedicating time or financial resources to improving the system?

0 - 3 points Previous capacity development work.

What other projects have you completed that have increased your technical, managerial and/or financial capacity?

0 or 1 point  Previous grant awards.

Systems which have never received a Capacity Development Grant will receive 1 point.

Total possible points: 20


When will the grant awards be announced?

Grant recipients will be announced by November 1, 2011.

If I am awarded a grant, how do I get reimbursed?

First, complete your project. Then, by no later than November 1, 2012, submit a reimbursement request containing:

  1. A copy of minutes of a meeting where the water system officials have discussed the need for a document and a grant award.
  2. Recipients of Capacity Development Grant projects may, but will not be required to, select professional engineering services through a Request for Qualification or Request for Proposals process. A recipient may negotiate with a professional of their choice for a proposal to produce the document. The scope of the study must be approved up front by the DWP through the application process. Work performed by the water system’s personnel in support of a grant activity is not a reimbursable expense under the grant program.
  3. Copies of consultant proposals and documentation of the final selection process.
  4. Copies of paid invoices for reimbursable costs; and
  5. The finished document for DWP review and approval. Copies of all reports and studies shall be provided to the Drinking Water Program in an electronic (.pdf) format.

Can I get a project extension?

A water system may apply for one project extension for up to one year using the Capacity Development Grant Extension Form, available on the Drinking Water Program website or by calling 287-5678. If a project is not completed by the date approved in the grant or extension, the water system forfeits the grant award and must re-apply for project funding. Additionally, a water system may request an extension up front, if the project will take longer than one year to complete. Please indicate this on your application.

How can I get more information?

Contact Sara Flanagan at (207) 287-5678 or e-mail sara.m.flanagan@maine.gov .

Maine CDC TTY (800) 606-0215.

Click here for a fillable Capacity Development Grant Application (pdf file)