Small Projects Grant Program 2022

Contents:

  1. Background 
  2. Requirements
  3. Qualifications
  4. Types of Projects
  5. Scope of Work
  6. Application Requirements
  7. Submittal of Applications
  8. Selection and Grant Agreement
  1. Background 

General Background
The purpose of the Deschutes Trails Coalition (DTC) is to ensure a future of sustainable trails in Central Oregon. The DTC includes representatives from the conservation, business, tourism, and trail-user communities who work together to make recommendations to envision and create a sustainable trail system on the Deschutes National Forest. Our values reflect “4 pillars” of sustainability: environmental, social, economic, and physical. 

Our organizational goals include:

  • Strengthen relationships with land managers to advance sustainable trails in Central Oregon.
  • Provide resources that support an increase in on-the-ground trail maintenance and development projects with our partners that align with the four pillars of sustainability. 
  • Foster a broader sense of stewardship for Central Oregon trails through consistent and inclusive education and outreach from DTC’s collective voice. 
  • Build the capacity of our coalition to ensure that underrepresented communities have equitable access to positive trail experiences.
  • Establish DTC as a resource for diversifying, stabilizing and increasing trail funding sources that more closely align with the economic value they provide.

The DTC’s Mission and Vision statements from the Strategic Plan appear below.

Mission
The Deschutes Trails Coalition works collaboratively to foster an exceptional regional trail system that is sustainably managed, and balances the needs of people and nature.

Vision
A deliberately-designed and sustainably-maintained regional trail system that is stewarded by land managers and the community, and upholds the four Pillars of Sustainability: Environmental, Social, Economic, and Physical.

The DTC is currently soliciting proposals for trails-focused small projects occurring on, or affecting publicly accessible trails in the Deschutes National Forest (DNF) or areas outside DNF within Deschutes County. Proposals that bolster or maintain existing trails projects are encouraged to apply. 

  1. Requirements

General Requirements 
All applicants are bound by the deadline and location requirements of this RFP. Late proposals will not be considered. 

The DTC reserves the right to cancel or modify this RFP. 

The DTC will appoint an evaluation committee to review proposals. 

Schedule

The DTC anticipates the following schedule:

  • RFP available: May 6, 2022
  • Deadline to submit proposals: June 17, 2022
  • Evaluations Reviewed and Selection Made: June 24, 2022
  • Notice of Selection: July 1, 2022
  • Project Initiation: Upon receipt of signed agreement
  • Project Completion: October 30, 2023
  • Final Project Report: November 30, 2023
  1. Qualifications

All eligible proposals will meet the following general qualifications:

  • Total cost of the project must be equal to or less than $15,000.
  • The standard term of the award is one-year. The intent is to allow for one field season to complete the work. 
  • If design work is required, the design work must be either: a) fully completed before contract award, or b) completed within one (1) full field season.

NEPA (National Environmental Policy Act) Requirements

  • All eligible proposals must have either: 
    • NEPA approval prior to contract award, or 
    • no NEPA requirements for project planning and implementation. 

Eligible Applicants

Project proposals will be accepted from the following applicants:

  • United States Forest Service employees, agencies, or departments, 501I3 non-profit organizations with a trails-related mission, role, or service(s).  

Geographic Scope 

The geographic scope of this RFP is restricted to publicly accessible lands within the Deschutes National Forest and surrounding areas within Deschutes County.

  1. Types of Projects 

Proposals will be considered for the following types of eligible projects:

On-The-Ground Projects will represent an estimated 25% of total funding. They shall address trail infrastructure and maintenance projects, for example sign installation, bridges, culverts, tread work, log-out, brushing, etc. 

Capacity Enhancement Projects will represent an estimated 25% of total funding. They shall address capacity building needs of local organizations for example, the purchase of tools, training and education projects, and internships.

Public Education and Outreach Projects will represent an estimated 25% of total funding. They shall address public trail education and outreach and may include:

  • Public Outreach: Public service announcements, video creation, brochure or other printed materials for public distribution
  • Education: Programs, workshops or other publicly-accessible events to enhance trails education among the general public and trail users specifically

Discretionary funding: The final 25% of total funding will be allocated by the selection committee to projects that fall within the above categories, allowing the committee to fund additional projects. 

  1. Scope of Work 

Work Plan: The successful applicant agrees to adhere to the scope of work outlined in their proposal. The project work plan shall include two (2) project check-in meetings with the DTC or up to three (3) project briefing memoranda. Changes or adjustments to the proposed work plan must be approved by the DTC. 

Project Timeline: The successful applicant agrees to adhere to the timeline outlined in their proposal.  Changes or adjustments to the proposed timeline must be approved by the DTC.

Final Project Summary: The successful applicant will submit a final project report detailing the outcomes of their work no later than 30 days after project completion. 

  1. Application Requirements 

To facilitate comparison and evaluation of grant proposals, all applicants are requested to complete all sections of the grant application including:

  • Summary Page
    • Name of applicant organization and associated identification and contact information
    • Name and contact information of person authorized to commit the applicant to contractual arrangements 
  • Detailed Work Plan and Timeline
    • Detailed description of the proposed project
    • Under each major project element, explain how each task will be accomplished and provide a detailed project work schedule including time frames for completion 
    • Budget: One-page table that presents itemized expenses, match and in-kind amounts and sources
  • Project Narrative
    • Project summary
    • How this project enhances and/or considers:
      •    The Mission and Vision of the DTC
      •    Strategic Plan 2022 – 2025 Goals
      • Ecological sustainability (wildlife, habitat, water quality)
      • Social sustainability (user access and quality of experience)
      • Physical sustainability (trail durability and longevity)
      • Economic sustainability (economic benefits to the local economy)
    • Funding consideration
      • Partners and estimated match 
      • Volunteer populations and number of volunteers engaged
  • Appendices (optional)
    • Maps and photos strongly encouraged
    • Letters of Support 
  1. Submittal of Applications

Proposals must be received by DTC by June 17, 2022. Proposals received after that time will not be accepted. Proposals submitted by email shall be sent to: deschutestrailscoalition@gmail.com

  1. Selection and Grant Agreement

Selection

Once the DTC has reviewed all proposals, selection of successful applicants will be made. A written notice from the DTC will be sent to successful applicants notifying them that they have been selected for grant agreement. Unsuccessful applicants will also be notified in writing.

Grant Agreement

Successful applicants will receive a grant agreement from Discover Your Forest, the DTC’s fiscal sponsor.  The applicant must sign and return the agreement prior to beginning work funded by the DTC.