DEC Grantee Application Process
Click on the corresponding step to find example materials and templates from past DEC grant application submissions:
A: Receives RFP
B: Notice of intent to apply/consultation with GMS specific to program
C: Deadline for questions regarding proposal
D: Develops proposal
E: Scope of work describing how deliverables/milestones will be met
F: Complete certificate of insurance
G: Complete risk assessment form
H: Detailed cost breakdown/budget sheet
I: Detailed table of deliverables and payment schedule
J: Submit proposal/application to the GMS
DEC Grantee Compliance Process
Click on the corresponding step to find example materials and templates from past DEC grant compliance submissions:
Request for Proposals
- Click here to see a table of DEC's grants
Notice of intent to apply/consultation with Grant Management Specialist
Some grant applications may require a notice of the grantee’s intent to apply or a consultation prior to submitting an application. See individual RFPs for specific requirements.
Deadline for questions regarding proposal
For each RFP, there is a deadline by which questions must be submitted to the Grant Management Specialist (GMS). This helps to reduce individual email correspondence and promotes efficiency in evaluating applications. If you cannot find an answer to your question on this page, or on the FAQs for DEC Grants page, please submit any questions to the GMS by the specific deadline.
A proposal is a grantee's response to a RFP, also known as a grant application, and is often comprised of a scope of work, cost breakdown or budget sheet, detailed table of deliverables, a certificate of insurance, and a risk assessment form. Refer to a specific RFP for other requirements.
Scope of work
The scope of work is a detailed narrative of your proposal that describes how deliverables and milestones will be met. Essentially, this is a summary of the how, what, who, where, why and describes the tasks that the grantee will undertake, how they will achieve them, and within what time frame. Below are examples of previous scopes of work that were successful:
Certificate of Insurance
A certificate of insurance is required for all grantees receiving an award from DEC. This ensures that the grantee meets the “Standard State Provisions for Contract and Grants,” also known as “Attachment C.” Grantees can request a certificate of insurance from their insurance provider.
- Example: Municipal Certificate of Insurance
- Example: Organization/Business Certificate of Insurance
- Attachment C: Standard State Provisions for Contracts and Grants
Risk Assessment Questionnaire
The purpose of the risk assessment is to determine if a potential grantee is financially stable and if the agency uses accounting systems that meet the State of Vermont administrative requirements. If you have submitted a DEC Risk Assessment Questionnaire in the past 12 months it is not necessary to resubmit the questionnaire when applying for a subsequent grant. The Risk Assessment Questionnaire is linked below:
Detailed cost breakdown/budget sheet
Provide the itemized budget of the project including estimated labor and material costs needed to complete the project. Below are links to a template and examples of cost breakdown/budget sheets:
Detailed table of deliverables and payment schedule
Provide a table of that illustrates what deliverables will be provided to DEC and propose a delivery schedule. Below are links to templates and examples of a table of deliverables and payment schedules:
- Template Table of Deliverables and Payment Schedule
- Template Table of Deliverables and Payment Schedule
- Example Table of Deliverables (from Aquatic Nuisance Control Program)
Submit proposal/application to the Grant Management Specialist
Submit your proposal or application based upon the specific instructions in the RFP.
After the award has been announced, the Grant Management Specialist (GMS) will send you a draft agreement for review. The GMS works to complete an agreement within 45 days. After a grant agreement has been signed by all parties, the grant is considered active until DEC issues the final payment.
Maintenance of records
After a grant agreement has been signed by all parties it is necessary for the grantee to maintain a grant file for three years beyond the issue of final payment unless otherwise specified by the grant agreement. If your grant is funded by federal funds the grant file may need to be maintained beyond three years. Below is a link to the grant file checklist which contains the required materials for a grant file:
Deliverables and invoices due to the Grant Management Specialist
See “Guidance for Electronic Invoice Submittal” below for specific instructions. Once deliverables have been fulfilled, complete Form 430 to receive payment from DEC. If you have match requirements, complete Form 430-M as well.
Final deliverables due
Once your final deliverables have been approved and final payment has been issued your grant is now considered closed.
There are two methods by which DEC issues payments. In order to receive payment from DEC the Grant Management Specialist will provide the “Vendor ACH Authorization Form.” Additionally, grantees can sign up for the ACH vendor portal which allows grantees to access information related to payments online.