EPA's Region 6 Office
Serving: Arkansas, Louisiana, New Mexico, Oklahoma, Texas, and 66 Tribal Nations
The purpose of this Guidance is to give the applicant applying for Federal Assistance under the Clean Water Act a better understanding of the Environmental Protection Agency (EPA), Region 6's expectations regarding the content of work plans.
The purpose of the work plan is to give the recipient of the grant or contract the opportunity to narratively lay out how the applicant proposes to perform the work, as well as the proposed cost. This in turn permits EPA and the applicant to appropriately understand the work to be performed, and to approve the proposed approach and costs for doing the work. The process of obtaining consensus on the work plan can be a simple process, or it can entail numerous meetings and negotiation.
Work plans typically are submitted in response to initial proposals requesting Federal Assistance. They should be amended whenever there is a change in scope, level of effort, or period of performance. The work plan gives EPA staff a complete view of what to expect, when to expect it, and how much it will cost.
Workplans should have the following information:
- A short title directly related to the specific project.
- An introductory sentence(s) addressing the purpose and background and why this project is essential.
- A brief overview of how the project will be carried out, explaining who, when, where, and how it will be done. Include detailed maps, aerial photos and other appropriate materials to show precise location of the project area.
- A list of tasks/subtasks, in chronological sequence, with objectives and scheduled completion dates. Each task should include an estimated cost. Be sure to include a task or subtask for QAPP submittals (required for any rpoject that includes data collection or environmental measurements such a sampling, use of statistical computations, etc.) List and describe the products to be delivered to EPA, for each associated TASK. (i.e., DRAFT QAPP or QAPP, DRAFT FINAL REPORT or FINAL REPORT, PROGRESS REPORT, PROJECT CLOSE-OUT, etc.) In accordance with guidance, report initiatives for pollution prevention. Incorporate pollution prevention accomplishments including successes and barriers.
- The program manager's name, telephone number (office and fax), e-mail, if available, and the agency's name and address.
- Each participating organization and agency, its specific role in the project and specifically what its responsibilities are in the project.
- A public participation element (40CFR Part 25) in the work plan that reflects how you will provide, encourage, and assist in public participation.
- A plan for evaluating the effectiveness and the success of the project. (i.e., number of acresaffected, milestones.) If possible, relate to the overall State Management Plan.
- Any proposed use of contractors, and what part of the overal work plan will be done by contractors. Include how they will be managed and how you will take corrective actions, if necessary.
- A detailed budget for all costs. The budget has to show the Federal amounts, the non-Federal amounts, and Totals. An explanation of how the match will be met is required (to ensure Federal regulations are met). The tasks, objectives, subtasks, schedules, and estimated costs narratives should have enough detail in them to justify the budget as reasonable, thus showing the project of be cost effective. If not, then a detailed justification narrative will be needed.
EPA reviews the workplan to ensure the following:
- Does the work plan clearly relate to the State's overall Management Plan?
- Does the applicant demonstrate a complete understanding of all the project elements?
- Is the proposed approach for accomplishing the work reasonable and likely to achieve the objectives? Are there ways to do it more efficiently or effectively?
- Has the applicant made any substantivechanges to the original proposal? If so, are these changes acceptable and in the scope of the work?
- Are the proposed milestones appropriate, too generous or too ambitious? Will they meet the government's needs and deadlines?
- Is the overall staffing plan appropriate and reasonable? Has the applicant identified any questions or problems which need to be resolved?
- Are the measures of success clearly measurable or definable to determine progress being made?
- Is the project/budget period reasonable for the projected work?