All proposals must include a match that is at least 25% of the grant request.

For example, if the grant request were $50,000, the 25% match would be at least $12,500.

The 25% match may be cash or an in-kind contribution.

In-kind services must be calculated based on the actual cost for the service provided. Cost estimates for in-kind services must be reasonable. The Water Conservation Grant match cannot also be used as match for any other grant program or proposal.

Examples of eligible match contributions include:

• Labor (e.g., staff time, leak repair crews, outreach presentations)
• Developing and Implementing an increasing block rate structure
• Meter installation, testing, replacement, rehabilitation, and calibration
• Installing or retrofitting water-efficient devices
• Permanent removal of "bleeder" type devices from distribution systems
• Materials (e.g., handouts for schools, pipes and other repair materials)
• Equipment use (e.g., leak correlator, backhoe)
• Meeting space (e.g., workshops, water fairs)
• Incentive programs (rebates, vouchers, etc.)
• Direct budget appropriations
• Other grants (e.g., Massachusetts Environmental Trust, Urban Self-Help)

Work that is serving as a match must occur during the grant period.

Once the Notice to Proceed is issued, the project is officially initiated. Notices to Proceed for funded projects are typically issued six to eight months after the Request for Responses (RFR) is issued.

Match work can be used to meet M/WBE Fair Share Utilization Goals.

Match work can but does not necessarily have to meet the same eligibility guidelines as grant-funded work.

The purchase or use of GIS to better map and focus leak repair surveys may be considered eligible as a match, but GIS-related costs are not eligible as a grant-funded component of the project.

Letters of commitment must be submitted with the proposal by all organizations that are contributing match funds or in-kind services to the project.

Letters must be written on the organization's letterhead, must be signed by an authorized signatory for the organization, and must detail the match contribution to the project and the time period. For example, if Department of Public Works staff and equipment will be used to help repair water mains, the letter of commitment should include the match contribution, the hourly rate for the staff, the estimated hours for installation and maintenance, a reasonable estimate for the use of the equipment, and time of use.

Grant recipients will be required to document the match contribution to the Department.

A match certification form will be provided to the grantee for their use.

For meter testing, replacement, repair, or calibration work conducted as part of a match the Department requires detailed documentation to support this match.

For example, describe the process by which meters are tested, calibrated, and/or replaced. Document the make, model, and number of particular meters addressed. Master meters should be tested at least once a year and "venturi" master meters are expected to be tested twice a year. Documentation that this work is being conducted and how it is being conducted is required.

Extra selection points or preference will be offered for those projects that propose a match in excess of the required 25%.

The Department strongly encourages applicants to consult with watershed project program staff about your project idea prior to issuance of the Request for Responses. Contact Malcolm Harper, Water Conservation Grant Program Coordinator, 508 767-2795, malcolm.harper@state.ma.us.