Guidelines for Formatting a Statement of Work For

Alaska Sustainable Salmon Fund Statement of Work

[NOTE: The SOW must be submitted as an MS Word document with 1” margins, single- spaced, and in Times New Roman 12 point font. All acronyms other than ADF&G must be spelled out the first time they are used. Do not use personal pronouns (e.g., we, us) or proper nouns of participants in the text. The preferred alternative is “this project.”

If your project is a continuation of an existing AKSSF project and you wish to use the existing SOW as a base, please use only the final, approved SOW and not the original (unedited) SOW submitted previously; relevant sections should be copied into the current SOW template. Please contact Cecelia Curtis ([email protected]) if you need a copy.

Please delete all brackets and bracketed language prior to submission and follow formatting instructions exactly to enable processing efficiency.]

I. Project Title: [35 characters or less]

II. Project Number: [AKSSF staff use] PCSRF Objective: [AKSSF staff use]

I. Principal Investigator [Each project has only one Principal Investigator (PI). The PI has primary responsibility for the project including overall execution, reporting, and match. Name, Title Agency/Organization Address City, State abbreviation Zip Phone: (xxx) xxx-xxxx Email: [email protected]]

Co-Principle Investigator(s) [Co-Principal Investigators (Co-PIs) represent subrecipients cooperating on the project. Each entity proposed for funding must be represented by the Principal Investigator or a Co-PI. Name, Title Agency/Organization Address City, State abbreviation Zip Phone: (xxx) xxx-xxxx Email: [email protected]]

[for AKSSF staff use only] Project Title Page 1 of 6 5/30/2018 4xxxx Approved by AKSSF: Date: II. Project Period: [M/D/YY – M/D/YY (Project activities or expenditures, including match, may not occur prior to the start date or after the end date. Funds are available for expenditure beginning no earlier than April 1, 2012, and may be expended through November 30, 2014.)]

III. Project Description 1. Synopsis [Provide a concise project summary and a general overview of planned methods, objectives, and anticipated results. This summary should be suitable for reports to Congress, the Alaska State Legislature, and the public (i.e., use language understandable to the public). The entire synopsis should be focused on describing project activities and expected benefits towards accomplishing one or more of the following objectives:  Conservation of salmon or steelhead habitat  Maintenance of salmon or steelhead populations necessary for subsistence fishing  Conservation of ESA-listed salmon or steelhead stocks] 2. Introduction [Describe the purpose, scope, and activities of the project. If necessary, context should be provided to understand how this project relates to other projects/programs; however, discussion in subsequent sections should be limited to activities of this project.] 3. Location [Provide the primary location of the project in decimal degrees; enter one location only.] Latitude: [Example: 55.763246 N] Longitude: [Example: 133.468424 W] 4. AKSSF Objective [Identify the single AKSSF objective that best represents your project. Include only the goal number/letter combination (e.g., 1A-2) from the AKSSF Goals and Objectives document for your region.]

III. Objectives 1. Project Objectives [Clearly and concisely describe each of the project’s specific objectives (e.g., restore fish passage in stream X, estimate the subsistence harvest of Chinook salmon in river X). Project tasks (i.e., steps or actions needed to achieve the objectives) belong in the methods section (below) and should not be listed as objectives.] 2. Methods [Describe the methods that will be used to achieve project objectives and how success in meeting objectives will be monitored or evaluated. Modeling and analytical approaches should be presented in general terms such that literature citations are rarely needed. Citations deemed unnecessary by AKSSF staff will be removed. This section should typically be one page or less, and not more than 1.5 pages.]

IV. Benefits

[for AKSSF staff use only] Project Title Page 2 of 6 5/30/2018 4xxxx Approved by AKSSF: Date: [In one paragraph, please describe the project benefits, including the direct benefits towards one or more of the following:  Conservation of salmon or steelhead habitat  Maintenance of salmon or steelhead populations necessary for subsistence fishing  Conservation of salmon or steelhead listed as threatened or endangered]

V. Products, Milestones, and Timelines [Describe the schedule of key activities for the project in a similar manner to the sample below; include estimated dates when products (reports, results, findings, etc.) will be completed and provided to AKSSF (not including standard reports required by AKSSF).  May 2012: Obtain required permits; order tags and other supplies for fish sampling  June 15, 2012: Install weirs on X and Y Rivers  June 15 – September 30, 2012: Operate weirs on X and Y Rivers  August 1 – September 30, 2012: Conduct weekly aerial surveys to locate radio tagged sockeye salmon  October 1, 2012 – January 30, 2013: Analyze data and write project report  March 1, 2013: Provide final report to AKSSF]

VI. Partners [Identify agencies, organizations, or other entities cooperating with or contributing to (but unfunded by) this project and provide a brief description of their involvement.]

IV. Budget Budget Narrative: [Do not include budget tables in this form. However, you must fill out and submit the “August 2011 Budget Spreadsheet” available at www.akssf.org and include a detailed budget narrative in this proposal form. The budget spreadsheet provides several blank budget tables (and a summary table that is automatically generated). If the project would directly fund more than one entity, a budget table will need to be completed in the spreadsheet for each entity. For example, if your project would directly fund three entities, you need to complete three of the blank budget tables in the “August 2011 Budget Spreadsheet” and submit this single spreadsheet (i.e., you will not submit three separate spreadsheets). Proposals must request a minimum of $30,000 in AKSSF funds (not including match).

Do not include match expenses in the project budget table(s). Match expenses should be shown separately in the match budget tables in the same spreadsheet and described below.]

Budget Narrative: [A detailed budget narrative must be included for each entity taking part in the project (i.e. project partners). This should include all entities other than small, vendor contractors such as charter airlines (see additional details below) or other contractors hired to perform a specific service but not actively taking part in the overall project.

[for AKSSF staff use only] Project Title Page 3 of 6 5/30/2018 4xxxx Approved by AKSSF: Date: Describe in detail the expenses in each budget table relative to each line item as described below. Expenses should be grouped by line item as described below. All costs in lines 100-500 must represent actual cash expenditures; all indirect cost recovery must be included separately in an indirect line item as a percent of the total (see indirect section below).]

Line 100: Personnel [Include the position title(s), name of individual(s) (if known), tasks, and salary calculations (e.g., “100 hours @ $20/hour = $2,000” or “2 months @ $3,500/month = $7,000”). If appropriate, please include a note that the state salary calculator was used. All personnel costs must be for actual salary/wages and benefits; indirect/overhead costs must be included separately (see indirect section below).]

Line 200: Travel [Include the name(s) of the traveler(s) (if known) or position title(s), dates of travel, purpose of the travel, destination, and a breakdown of travel costs including airfare, ground transportation, meals and incidentals, lodging, etc. Do not combine meals and lodging per diems. Foreign travel (including to Canada) must be approved prior to incurring any expense; contact Debbie Maas ([email protected]) for more information.]

Line 300: Contractual [Include the name of the contractor (if known) and a description of the services provided. Line 300 expenses will be contracted by the organization funded by the budget in which it appears. Subrecipients are responsible for all vendor contracts (vendors provide specific services but are not actively taking part in the project); ADF&G will only contract with cooperators (subrecipients) on the project. Line 300 expenses in an ADF&G budget should not include any subrecipient, but should only include small contractual expenses or vendors (e.g., helicopter charters, licensing costs, analysis, copying).]

Line 400: Supplies [Include a detailed list of supplies and their values; when grouping similar supplies together, identify the type of supplies and provide examples (e.g., “sampling supplies (e.g., clippers, alcohol, plastic bottles): $500”). For bulk items, include calculations justifying the total cost (e.g., 1,000 DNA extraction kits @ $3/kit = $3,000). Avoid using the word “miscellaneous” or including office supplies unless they are specific to the execution of the project (e.g., rite in the rain paper).]

Line 500: Equipment [Equipment is defined as an item with a value of $5,000 or more and having a useful life of more than a year. Include a detailed list of equipment and their values. ADF&G equipment must be approved by NOAA prior to purchase; contact Debbie Maas ([email protected]) for more information.]

Line 600: Indirect [for AKSSF staff use only] Project Title Page 4 of 6 5/30/2018 4xxxx Approved by AKSSF: Date: [AKSSF allows for recovery of indirect costs on modified total direct costs (MTDC) for entities with a current federally negotiated indirect cost rate agreement (NICRA). Documentation (i.e., the federally approved rate letter) must be uploaded to the proposal submission portal (http://www.akssf.org) by the closing date/time of the call for proposals. Federal entities must upload a memo on agency letterhead (or comparable documentation) that provides their indirect rate. FOR ADF&G BUDGETS ONLY: ADF&G budget tables must include an indirect rate of 14%; indirect rate documentation has already been provided by ADF&G (i.e., applicants do not need to submit indirect rate documentation for ADF&G budgets). AKSSF will add 14% indirect to any ADF&G budget tables submitted without indirect.

The indirect rate letter must be provided for this call even if it was previously provided to AKSSF or ADF&G. Failure to provide sufficient indirect rate documentation for any of the funded entities in your proposal by the closing date/time of the CFP will not result in automatic rejection of your proposal. However, indirect cost recovery will not be allowed and proposers will not be allowed to increase direct costs to "compensate" for disallowed indirect.

Non-federal entities without a NICRA will not be allowed to charge indirect. Furthermore, AKSSF does not allow administrative or overhead expenses to be charged as direct expenses. Examples of typical administrative expenses are:

 Rent  Utilities  Building maintenance or cleaning  Insurance  Telephone service  Postage  Office supplies (e.g., folders, ink cartridges)  Office furniture and equipment (e.g., chairs, desks, printers)  Administrative staff  Audit expenses (unless pre-approved in the original statement of work)  Legal expenses  Equipment depreciation  Other services or items shared between multiple projects or not directly related to the execution of the project

If an entity has applied for, but not yet received, a NICRA, the proposed indirect rate may be included in the project proposal. Documentation of the proposed rate must be uploaded to the proposal submission portal (www.akssf.org) by the closing date/time of the call for proposals. If the approved NICRA rate differs from the rate in the proposal, the lower rate will be used. If the project incurs expenses prior to receiving a NICRA, indirect will not be paid until the NICRA is received and AKSSF has been provided a copy of the federal rate letter. If the rate is not approved by the end of the project period,

[for AKSSF staff use only] Project Title Page 5 of 6 5/30/2018 4xxxx Approved by AKSSF: Date: indirect costs will not be reimbursed. Budgeted indirect costs may not be moved to other line items.

Budget narrative totals should equal exactly the figures in the budget table(s) submitted in the “August 2011 Budget Spreadsheet.”]

V. Match Budget [Do not include budget tables in this form. However, you must fill out and submit the match budget table(s) in the “August 2011 Budget Spreadsheet” available at www.akssf.org. If the project is matched by more than one entity, include separate budgets for each entity. However, detailed match budget narratives must be included in this proposal form for each entity providing match.

The total match budget must be at least 35% of the total budget (e.g., a project requesting $100,000 in AKSSF funds requires a $35,000 match for a total project cost of $135,000). Furthermore, match must be accrued concurrently or prior to direct expenses (i.e., match cannot be accrued at the end of a project after the majority of direct expenses have taken place). The auto-generated summary budget table in the “August 2011 Budget Spreadsheet” will indicate whether sufficient match is shown. All expenses, including indirect costs, must be matched. Please see the AKSSF match guidance document available at www.akssf.org for more information.]

Match Budget Narrative: [The same instructions and requirements described above for the project budget narrative apply to the match budget narrative. Match budget narrative totals should equal exactly the figures in the match budget table(s) submitted in the “August 2011 Budget Spreadsheet.”]

Approved by AKSSF: ______Date: ______

[for AKSSF staff use only] Project Title Page 6 of 6 5/30/2018 4xxxx Approved by AKSSF: Date: