What is the Virginia Recreational Trails Program? The Virginia Recreational Trails Program is the National Recreational Trail Program in Virginia. The program provides funding for recreational trails and trail related facilities for motorized and non-motorized recreational uses. The Virginia Department of Conservation and Recreation (DCR) and the Federal Highway Administration (FHWA) administer the program in Virginia.
On what can the recreational trail funds be used? The National Recreational Trails Program mandates that not less than 30 percent of the monies received annually be reserved for uses relating to motorized recreation and not less than 30 percent shall be reserved for uses relating to non-motorized recreation. The remaining 40 percent may be used for both motorized and no motorized uses, but preference is given to projects with the greatest number of compatible recreational purposes and/or which provide for innovative recreational use sharing. Eligible activities include the construction of new trails, new trailhead facilities, maintenance and/or rehabilitation of existing trails.
How is funding divided between motorized and non-motorized? Federal rules governing the Recreational Trails Program require that 30 percent of the funds be used for motorized trails, 30 percent be used for non-motorized trials and 40 percent be used for multi-use trails. A diverse motorized project, i.e., a trail that allows ATVs and dirt bikes, or a diverse non-motorized project, i.e., a trail for pedestrians and equestrians, may satisfy two of the categories at once.
What are non-motorized trails? Non-motorized trails are those that allow no type of motorized use.
What are motorized trails? Motorized trails are those on which motorized vehicles are permitted.
What are diversified trails? Diversified trail projects are those projects which provide for the greatest number of compatible recreational purposes on the same trail corridor and/or those which provide for innovative recreational corridor-sharing by motorized and non-motorized use.
Who may apply for assistance from this program? Assistance through this program is available to cities, towns, counties, state agencies, Indian tribal governments and non-profit organizations. Federal agencies, such as the forest service, may also be eligible. When federal funds are pledged as the RTP project match, however, the combined total of RTP grant funds requested and other federal matching share funds may not exceed 95 percent of total project costs. In such cases, att least 5 percent of project costs must come from state, local or private sources.
Is there a limit to how much funding a project sponsor may receive? Yes. The maximum award for non-motorized and diversified projects is $100,000; the minimum award is $30,000. For motorized trail projects, the maximum grant award depends upon the number of motorized requests received, but the amount will not exceed $275,703.
What types of projects are eligible? Eligible activities include:
Would you give examples of ineligible projects? Examples of ineligible activities include:
What are the recommended project guidelines? Projects selected for funding should:
What are the requirements for trail planning? The intent of the Recreational Trail Program is that funds be used for trails and trail-related projects. The planning of trails is not eligible for funding through this program. However, expenses for structure, design or engineering, or for GPS mapping when included with trail development, may be allowed but are limited to five percent of grant (e.g., a $50,000 trail construction project could include up to $2,500 in planning or engineering or GPS mapping costs).
Does this program require a match? What is a matching share? Yes. This is a reimbursement program. As such, the grant recipient must pay 100 percent of the cost of an eligible item before submitting a request for reimbursement for 80 percent of eligible costs, i.e. $5,000 (in eligible expenditures) submitted x 80 percent = $4,000, reimbursed to grant recipient.
Project sponsors must provide at least a 20 percent of the resources needed to complete the project. Availability of these resources, called the “applicant’s matching share,” must be confirmed before formal approval. This share may come from several sources including appropriations, bonds, force accounts and donations (private funds, materials, right-of-way, and services) at fair market value to be counted toward the match. For donations, a letter of commitment from the donor is needed prior to formal project approval. Note that donations of existing state or local government right-of-way, materials or services cannot be credited toward the local match.
When must the matching share be available? The matching share is a critical component of the grant application evaluation. One of the criteria on which applications are scored is the match. Having the match secure at time of grant application shows that the project can quickly move forward and meet all applicable deadlines.
When is the next application (i.e., Preliminary Application) deadline? At 4:30 p.m., March 26, 2008. Applications received after that time cannot be considered.
Are postmarks accepted for meeting the application deadline? No. The Preliminary Application must be received by DCR by that time in order to be considered.
How are award selections made? Funding is made available through a competitive grant round. The Department of Conservation and Recreation announces an open grant round with a project application deadline. Preliminary Applications received by the deadline are reviewed for eligibility and then forwarded to the Virginia Recreational Trail Advisory Committee. The committee is made up of government representatives and active trail users. The committee reviews, comments on and scores applications based on published scoring criteria for that grant round and makes recommendations to the Board of Conservation and Recreation. The board selects those to go on the the next application phase, i.e., the Proposal Description and Environmental Screening Application Phase (PDESA). Previous grant administration performance, geographic distribution, current number of active open grants and need are all considered during the PDESA review. Final selections are sent on to the Federal Highway Administration for review and formal approval, which obligates funding.
How will I know the status of my proposal ? All sponsors submitting an RTP Preliminary Application receive a letter indicating whether or not their project has been chosen to proceed to the Proposal Description and Environmental Screening Application phase. Those selected be given a deadline for next phase's submission. All sponsors submitting a PDESA will be notified whether or not their project has been forwarded to the FHWA for review and formal approval. Once FHWA approves the project, DCR prepares a final RTP Project Agreement. The RTP administrator then contacts successful sponsors to schedule a meeting for signing the agreement and to provide instructions on managing the grant.
Once the project is formally approved, will the sponsor be asked to do anything other than complete the project? Yes. You will be required to manage project agreements, provide quarterly progress reports, abide by the federal assurances agreed to in the application submissions, manage and document reimbursement requests and required supporting documentation that must accompany the request (copies of all invoices and billing records, timesheets, etc.).
What is the Disadvantage Business Enterprise (DBE) requirement? The purpose of the Disadvantaged Business Enterprise (DBE) requirement is to provide disadvantaged business enterprises opportunities to compete for government contracts. In keeping with this requirement, each trail grant recipient is to encourage DBE listed contractors and suppliers to bid for trail work granted in the Recreational Trail Program award. (See the DBE Policy and Procedure in the Virginia Recreational Trail Manual.)
When are quarterly reports due? Project sponsors awarded funds must submit quarterly progress reports. They are due March 31, June 30, Sept. 30 and Dec. 31 each year of the project grant. Reporting requirements are further detailed in the RTP Manual (PDF).
How does a project sponsor get the money that is awarded for their project? This is a reimbursement program. Reimbursements are made only for eligible expenditures for elements listed in the scope of work on the project agreement and subsequent amendments. The project sponsor must expend the funds for the materials, contracts, etc., before requesting reimbursement. Project sponsors must submit copies of all bills and invoices with the reimbursement request. DCR receives the money from FHWA for payment to the project sponsors. There are no state funds for recreational trails.
What expenses are eligible? Eligible expenses are the contract, materials and labor expenses for the authorized scope of work defined in the project agreement. Indirect cost expenses are ineligible for reimbursement.
Can an applicant change the nature of the match once the project agreement has been signed? No. Once a project is formally approved, changes to the match are impermissible. One major criterion on which applications are scored is the nature of the match. The Virginia Recreation Trail Program is highly competitive. Many application scores are separated by a single point. Thus the score on this one criterion may have been a determining factor in one project being chosen over another.
As the trail project evolves, can the project be changed to meet changes in cost, design, etc.? If not, why? Changes in the scope of work cannot occur without formal approval from DCR. The project sponsor should request in writing a change in the scope of work. If approved, an amendment to the project agreement is drafted outlining the new scope of work. The amendment takes effect when signatures of DCR and the project sponsor are obtained.
The Virginia Recreational Trail Program is a highly competitive program. Project applications are evaluated according to published scoring criteria. Awarding funding is based on the resulting total score. Many grant applications are separated by a single point. Changing the scope of work makes the original for which you were awarded funding invalid.
Can the project be extended if it falls behind schedule? Grant agreement extensions result in increased financial tracking, reporting and project management workloads. Therefore, extensions are rare and are considered only when circumstances beyond the control of the grantee occur and if appropriate justification is provided. For details, see Appendix G, Extension Policy, in the Virginia Recreational Trail Manual.
