PENNVEST NONPOINT SOURCE PROGRAM GUIDANCE MANUAL

Transcription

PENNVEST NONPOINT SOURCE PROGRAM
GUIDANCE MANUAL
Updated April 2014
Prepared by
Pennsylvania Association of Conservation Districts
25 North Front Street
Harrisburg, Pa 17101
www.pacd.org
Terry L. Fisher
PENNVEST NPS Program Application Developer
[email protected] 717-238-7223 x11
Table of Contents
Senate Bill 196 (June 2013) amends the
Pennsylvania Infrastructure Investment Authority (PENNVEST) Act expanding
program eligibility to include private-for-profit and not-for-profit entities.
It also eliminates the Act 167 stormwater management plan requirements.
__________________________________________________________
Forward
Contacts and Links
PART A: PROGRAM REQUIREMENTS AND ELIGIBILITY
Chapter 1: NPS Program Information and Requirements
1.1.
1.2.
1.3.
1.4.
1.5.
Eligible Applicants
The Application Cycle, Timeline and Dates
Loan or Grant Program
Loan Considerations (Where a Government
Entity sponsored a non-government entity)
Funding Considerations
1.6.
1.7.
1.8.
Project Eligibility
Project Priority Rating System
Participation in the Nutrient Credit Trading
Program
1.9. DEP Role
1.10. Working with Consultants
PART B: PREPARING AND SUBMITTING AN NPS PROJECT APPLICATION
Chapter 2: Preparing to Submit a PENNVEST Online Funding Request
2.1.
2.2.
2.3.
2.4.
2.5.
Determine Eligibility
Contact the PENNVEST Project Specialist
Understand the water quality issue
Preliminary design and engineering
Permits
2.6.
2.7.
2.8.
2.9.
System Requirements for the online web
application.
Legal Entity Registration
PA PowerPort
Determine Roles and Responsibilities
3.2.
Standard Conventions
Chapter 3: Standard Page Layout and Formatting
3.1.
Page Configuration
Chapter 4: “Starting an Application” - Online Funding Request Step 1
4.1.
4.2.
4.3.
Get Started
Project Type Form:
Description Form:
4.3.1. Description Tab - Project Description,
Related Previous Projects, Problem
Description, Jobs
4.3.2. Funding Request Tab - Project Costs,
List of Funding Sources
4.3.3. System Tab - System Information,
Service Area
4.4. Contact Form
4.4.1. Borrower Tab
4.4.2. Engineer Tab
Last Update August 29, 2012
4.4.3. Legal Tab
4.4.4. Financial Tab
4.4.5. Other Tab:
4.5. Project Site(s) Form
4.5.1. Site Address Tab
4.5.2. System Tab - Primary Project Site,
Primary County and Municipality,
Legislative Districts
4.6. Project Plan Form
4.6.1. Plan Dates Tab - Award Design Dates,
Pre Construction Planning Dates,
Project Plan Major Milestones
 Letter of No-Prejudice
Page | 2
Chapter 5: “Plan a Consultation” - Online Funding Request Step 2
5.1. Plan and Schedule a Consultation - Online
Form
5.1.1. Schedule Tab:
5.1.2. Consultation Tab - Planning
Consultation Outcome
5.1.3. Notes Tab
5.2.
The Planning Consultation Meeting
5.2.1. Preparing for and Scheduling a Planning
Consultation Meeting
5.2.2. Who Should Attend a Planning
5.2.3. What to Bring to the Planning
5.2.4. What Happens at the Planning
Chapter 6: Technical Documentation Package
6.1.
6.2.
6.3.
Deadline For Submittal
Required Components
Additional Components That May Be Included
6.4.
Submitting the Technical Documentation
Package
Chapter 7: “Complete Application” - Online Application Step 3
7.1.
Measures Form
7.1.1. Land Use Tab
7.1.2. Break Down Tab
7.1.3. Measures Tab
7.1.4. Notes Tab
7.2. Narrative Form
7.2.1. Narrative Tab
 NPS Environmental Review
 Narrative
 Comparison
7.2.2. Description Tab
7.3. Benefits Form
7.3.1. Environment Tab
 NPS Environmental Review
 Green Infrastructure Component
 NPS Design and Specifications
 Cost Effectiveness
 NPS Implementation Plan
 NPS Water Quality Impacts
 NPS Compliance
7.3.2. Community Tab
 * NPS Compliance with Act 167 and
MS4
 NPS Compliance with Land Use
Planning Requirements
 NPS Planning
 NPS Safety
 Brownfield Safety Information
7.3.3. Keystone Tab
7.4. Income and Expense Form
7.4.1. Billing Tab
7.4.2. Income Tab
7.4.3. Expense Tab
7.4.4. Net Income Tab
7.4.5. Notes Tab
Revised April 5, 2014
7.5.
Financial Form
7.5.1. Funding Tab
7.5.2. Sources Tab
7.5.3. Loan Security Tab
7.5.4. Notes Tab
7.6. Debt Form
7.6.1. Current Debt Tab
7.6.2. Collateral Tab
7.6.3. Obligation Tab
7.6.4. Notes Tab
7.7. Rates Form
7.7.1. Rates Tab
7.7.2. Revenue Tab
7.7.3. Customer Tab
7.7.4. Impact Tab
7.7.5. Notes Tab
7.8. Budget Form
7.8.1. Engineering Tab
7.8.2. Construction Tab
7.8.3. Total Tab
7.8.4. Notes Tab
7.9. Impact Form
7.9.1. Industry Tab
7.9.2. Company Tab
7.9.3. Notes Tab
7.10. Supporting Documents Form
7.10.1. Environmental Cost Cap and
Remediation Liability Insurance
7.10.2. Concurrence from Agricultural Land
Preservation
7.10.3. Concurrence from Land Use Planning
Entity
7.10.4. Letter of No Prejudice
7.10.5. * Letter of Responsibility
7.10.6. * Resolution to Apply
Page | 3
7.10.7.
7.10.8.
7.10.9.
7.10.10.
Financial Statements
Inter-Municipal Agreements
Additional Documentation
Application Instructions for NPS
Projects
7.10.11. DCED Documentation
7.11. Technical Component Form
7.11.1. Environmental Permits
7.11.2. 537 Plan Approval
7.11.3. DEP Permits
7.11.4. Plans and Specs
7.11.5. Stormwater Ordinance
Chapter 8: “Submit Application” - Online Application Step 4
8.1.
8.2.
Print Application
E-Sign Application
8.3.
Electronically Submit Application
Chapter 9: “Review Status” - Online Application Step 5
9.1.
9.2.
Review Status Form
Check the Status of a Project
Chapter 10: “The Funding Offer” - Online Application Step 6
10.1. Print Funding Offer
10.2. E-Sign Funding Offer
10.3. Submit Funding Offer
PART C: SETTLEMENT (future)
PART D: FUNDS DISBURSEMENT (future)
Appendixes
Appendix 1: Guidelines for the Uniform Environmental Review Process
Appendix 2: Eligible BMP’s
Appendix 3: The NPS Project Priority Rating System
This manual was created by the Pennsylvania Association of Conservation Districts (PACD) to provide guidance
on to PENNVEST Nonpoint Source (NPS) Program. The focus is on the program requirements and the online
application process.
The information in the document is believed to be accurate and up to date; however PACD is not responsible
for omissions, errors, or program changes not included. PENNVEST may implement program changes at any
time without notice; therefore it is recommended applicants contact a PENNVEST Project Specialist early in the
application planning process.
Page | 4
Forward
The Pennsylvania Infrastructure Investment Authority (PENNVEST) has been funding wastewater, drinking
water and traditional stormwater projects since 1988 with the goal of improved water quality in the
Commonwealth. Funding for Nonpoint Source (NPS) projects was limited until 2010 when the NPS Program
was expanded. Agricultural best management practices, urban stormwater (green infrastructure), abandoned
mine drainage and brownfield stormwater projects are eligible under the NPS Program.
The increased focus on nonpoint source pollution was spurred by the need to reduce the nutrient loads to the
Chesapeake Bay and also by an increased focus on “green” or innovative approaches to pollution prevention
and stormwater management. The expectation is that NPS projects can improve water quality at a lower cost
than traditional brick and mortar projects.
PENNVEST uses an online application and electronic submission process that is a convenient way to request
funding. The Pennsylvania Association of Conservation Districts (PACD) developed this manual as a resource to
give guidance on using the online application and for learning about the NPS Program. The manual
supplements the online instructions that are an integral part of the online application.
Advice for new applicants…
 A lot of information is required; focusing on one step at a time makes it manageable.
 Be organized, pay attention to detail and expect to be working through multiple tasks.
 Allow sufficient time to complete the application; don’t rush it.
 Ask questions; use your resources – the PENNVEST Project Special and the DEP Project Manager can
help with the specific requirements for your project.
 Private consultants, conservation districts and PACD can provide administrative help for the PENNVEST
application process as well as for the design and engineering.
Contacts and Links
PENNVEST Project Specialists - guide applicants through the entire program process and procedures.
Dave Henning, Region 1, [email protected], 717- 783-4490
Larry Gasparato, Region 2, [email protected], 717-783-6673
Tesra Schlupp, Region 3, [email protected], 717-738-8618
Rebecca Kennedy, Region 4, [email protected], 717-783-4488
PENNVEST Regional Map is located at:
http://www.portal.state.pa.us/portal/server.pt/community/financial_assistance/9321/get_reg
ional_assistance/541647
PENNVEST Nutrient Credit Trading Specialist – Robert Boos, [email protected], 717-783-4493
PENNVEST Deputy Executive Director of Project Management - Brion Johnson, [email protected],
717-783-6798
DEP Project Manager – Phil Wenrich, [email protected], 717-705-6345, reviews and rates the
technical and environmental aspects of NPS projects.
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PACD PENNVEST NPS Application Developer – Terry L Fisher, [email protected] or 717-238-7223,
provides general program instruction and guidance, meets with individuals or groups to discuss the
NPS Program, and develops NPS program resources.
Links: (all links are subject to change)
PENNVEST Website - Go here to search for program information, to start a funding request and other
PENNVEST Information, http://www.pennvest.state.pa.us
PACD Website – A good source of nps program information and guidance. www.pacd.org
The Pennsylvania Infrastructure Investment Authority Non-Point Source Pollution Control Funding
Program Preliminary Program Design April 2010 (Revised July 2010) - An NPS Program Guidance
Document
http://files.dep.state.pa.us/Water/Drinking%20Water%20and%20Facility%20Regulation/Drink
ingWaterPortalFiles/watersupply/municipalfinance/Program_Design_Summary_Applicant1.pd
f
Non-Point Source – Project Priority Rating System Guidance Manual - DEP guidance document
http://files.dep.state.pa.us/Water/Drinking%20Water%20and%20Facility%20Regulation/Drink
ingWaterPortalFiles/watersupply/municipalfinance/Project_Rating_System.pdf.
Pennsylvania Integrated Water Quality Monitoring and Assessment Report - Search for streams on
the “impaired” list.
http://www.portal.state.pa.us/portal/server.pt/community/water_quality_standards/10556/i
ntegrated_water_quality_report_-_2010/682562
Stream Re-designation Evaluations Status and Draft Reports: To search for streams re-designated HQ
or EV
http://www.portal.state.pa.us/portal/server.pt/community/water_quality_standards
/10556
Chapter 93 Water Quality Standard: For streams that were originally HQ or EV
http://www.pacode.com/secure/data/025/chapter93/chap93toc.html
Page | 6
Chapter 1: NPS Program Information and Requirements
1.1.
Eligible Applicants - Who May Apply? Three categories of applicants may apply directly to the NPS
program. The distinction is important because the financial information that must be submitted and
funding award structure varies for each group. They are:

Private-For-Profit - farmers, developers, industry and others who own or operate a business
enterprise for profit.

Municipal or Public - municipalities, conservation districts, municipal authorities and other
entities that meet PENNVEST guidelines to be classified as a government unit.

Not-For-profit Entities - watershed groups, land trusts and other 503c organizations.
1.2.
The Application Cycle, Timeline and Dates: PENNVEST accepts applications and awards funding offers
four times each year. “Technically complete” projects must be submitted by the published Cutoff Date to
be reviewed and ranked by PENNVEST and DEP. Approximately two months after the cutoff date, projects
are considered for approval by the PENNVEST Board of Directors in an open meeting. Applicants with
Board approved projects will be sent an email advising them of the Funding Offer. Cutoff dates can be
found on the PENNVEST website.
Applicants receiving a funding offer have 45 days from the Board Meeting date to accept it and 270 days
from the Board Meeting date to complete Settlement. Applications for funding offers that were declined
will remain in the PENNVEST system and may be updated and resubmitted in the future.
Applicants that do not receive funding offers will be notified by email. The projects may be changed and
improved and the applications updated before being resubmitted in a future funding cycle.
1.3.
Funding Program: PENNVEST is a self sustaining, low interest loan program with most funds coming from
the Clean Water State Revolving Fund. As loans are paid back, that money becomes available for
additional projects. Interest rates on loans are based on the County Cap Rates, which can be seen at
[https://www.pvportal.state.pa.us/CountyCapRates/default.aspx]
There is a limited amount of grant funding available. Whether a loan or grant offer is awarded is
determined in part by the applicants ability to cover debt service on a loan. After it is determined that a
project qualifies for funding, the financial information of the applicant is analyzed to determine their
ability to pay the associated debt service on a loan.
1.4.
Loan Considerations:
 Disbursement will be made to the Applicant who is responsible for construction and maintenance
of the funded project as approved.
 Loan Origination and Collateral determinations will be made between PENNVEST and the
Applicant. PENNVEST will determine the collateral required on a project by project basis
 The Applicant is responsible for loan repayment, and will make payments directly to PENNVEST.
Page | 7
1.5.
Funding Considerations:
 No matching funds are required
 The following are eligible for NPS Program funding
o All construction costs
o Engineering and legal fees
o Administrative costs (up to 4% of construction costs)
o Contingency costs.
 Engineering and design, legal and administrative costs incurred in preparing the application will be
reimbursed if the project is approved. Upfront costs will NOT be reimbursed if the project is not
approved or if the funding offer is declined.
 “Force Account Work” (work done by the Applicant) must be approved before work begins.
 A “Letter of No-Prejudice” must be obtained from PENNVEST to begin construction before
settlement.
 The NPS Program will not fund
o Land acquisition costs
o In-steam work
o Paving of roads (except for trench surfacing up to 1’ on either side of the trench)
o Refinancing of long term debt
o CAFO’s (though not eligible for the NPS program, they may be eligible for funding with
other PENNVEST programs.)
1.6.
Project Eligibility: To be eligible for PENNVEST NPS Program funding, a project must:
 Have a significant water quality benefit. It must be able to show improvement to impaired waters
or protection of high quality or exceptional value streams. See Chapter 7.3.1.
 Be “Shovel Ready” meaning design and engineering is complete, required DEP permits are
approved and the project is ready to go to bid. (Bid Documents do not need to be completed).
 Address a water quality issue in one of the four approved categories:
Urban Stormwater
Agricultural BMP’s
Abandoned Mine Drainage
Brownfield Stormwater
 Be an approved Best Management Practice (BMP) or be able to prove water quality benefits. A
single applications may include multiple BMPs, provided all BMP’s are for a single applicant and
are in one location (such as on the same farm or a single municipality).
o Listed BMP’s - Many BMP’s are pre-approved for PENNVEST NPS projects.
o Non-Listed BMP’s – If not pre-approved, the applicant must prove the effectiveness of the
procedure by providing calculations or in some way demonstrating the effectiveness of the
procedure. The role of DEP and PENNVEST is to verify that any supporting documentation is
accurate and that the procedure meets program requirements.
o See Appendix 2 for a list of approved BMP’s.
 Comply with local and county land use policies. Applicants are required to obtain “concurrence”
letters from local planning boards and agricultural land preservation boards to insure compliance
with land use policies. Sample documents are provided. See Chapter 7.10 for an explanation of
the concurrence letters required and links to samples.
 Notify the local Conservation District. Applicants are required to notify the local county
conservation district and provide them a brief narrative description, location and what water
quality benefits the project will provide before the application is submitted.
Page | 8

Satisfy Local Stormwater Management Requirements –The Applicant must show that the project
is in compliance with all stormwater ordinances, regulations and plans adopted by the local
municipality. (As of June 2013 the Act 167 requirement has been eliminated).
1.7.
Project Priority Rating System: The Rating System is a way for DEP and PENNVEST to objectively
compare and prioritize - or “Rank” – projects. Projects with a higher ranking are first in line to receive
available funding. Understanding the components that make a good project will help in designing and
submitting successful projects. See Appendix 3 for information on the Priority Rating System
1.8.
Participation with the Nutrient Credit Trading Program - Chesapeake Bay Watershed: The Nutrient
Credit Trading Program provides a cost effective means for wastewater treatment facilities and others
to meet their nitrogen, phosphorus and sediment limits by purchasing nutrient credits from other
sources that are able to reduce these pollutants beyond baseline and threshold levels. PENNVEST acts as
a “Clearinghouse” for the sale and purchase of Nutrient Credits. NPS applicants are encouraged to look
into the Nutrient Credit Trading Program as a possible source of revenue. More information can be
found on the PENNVEST and DEP websites.
1.9.
DEP Role: DEP evaluates each project and records results in the online application to allow the process
to proceed. The DEP Project Manager performs the following:
 Application Review: A review of the technical components to determine all requirements are met
(See Chapter 6: Technical Documentation Package)
 Ranking and Recommendation: scoring the project to determine the “priority ranking”. (See
Appendix 3, The Priority Rating System )
 Determines and indicates on the application if the project is:
o “EPA Green”
o Which “type” of green project (water efficiency, energy efficiency, green infrastructure)
o If it is Environmentally innovative
o The estimated total green dollars
1.10. Working with Consultants and Engineers: All applications are required to have a “technical expert” or
engineer who is responsible for the design and engineering of the project and who is available to discuss
the performance, design and engineering components. The type of project will dictate what
qualifications the “technical expert” is required to have.
Consultants also sometimes complete the technical sections of the application, handle the bidding
process, manage project construction or take on other delegated tasks. It is important for the applicant
and consultant to identify and agree on responsibilities, to structure a legal agreement that defines their
respective roles and settle on fees for the consultant, etc.
Chapter 2: Preparing to submit a PENNVEST Online Funding Request
2.1.
Determine Eligibility: Applicant and project eligibility requirements are discussed in Chapter 1. Read
and understand the requirement to confirm eligibility before proceeding. The PENNVEST Project
Specialist or PACD Application Developer should be contacted if clarification is needed.
Page | 9
2.2.
Contact the PENNVEST Project Specialist assigned to the county where the project is located. They will
be the primary contact throughout the entire PENNVEST process and can provide expert guidance
specific to each project. Go to “Regional Assistance” on the PENNVEST website homepage to find the
Project Specialist for each region.
[http://www.portal.state.pa.us/portal/server.pt/community/financial_assistance/9321/get_regional_as
sistance/541647]
2.3. Understand the Water Quality Issue: Have a clear understanding of the water quality issue that is being
addressed and how the proposed project will impact it.
2.4. Preliminary Design and Engineering: At a minimum, preliminary design and engineering must be done
to start an application. (design & engineering must be completed to submit an application )
2.5. Permits: Contact the DEP Regional Office to determine what permits, if any, will be required. Apply for
permits as soon as possible to avoid delays. Required DEP permits must be approved before an
application can be submitted.
2.6. System Requirements for the Online Web Application: Confirm you meet “System Requirements” to
access and use the online web application. On the PENNVEST website go to “System Requirements” or
[http://www.portal.state.pa.us/portal/server.pt/gateway/PTARGS_0_2_79143_9321_541667_43/http%
3B/pubcontent.state.pa.us/publishedcontent/publish/cop_environment/pennvest/apply_on_line/PDF/
Apply_OnLine_System_Requirements.pdf] to read more about the requirements.
2.7.
Legal Entity Registration: To apply for funding as a Municipal or Public Entity, an organization must be
registered and verified by PENNVEST. To register go to
[https://www.pvportal.state.pa.us/PVForms/LegalEntityForm/LegalEntityRegistration.aspx].
Registration is only required once; so if you have previously done business with PENNVEST do not
register again. Allow 2-3 business days for your account to be established. Instructions will be emailed
from PENNVEST when registration has been completed.
2.8.
PA PowerPort: Individuals using the PENNVEST Application website must Login using a valid PA
PowerPort “Username” and “Password”. If you do not have a PA PowerPoint Account, click on "Register
Now" on the PENNVEST Login Portal web page to create one.
To Register:
1) Go to: www.penvest.state.pa.us
2) Click on “My Account Login”. This will take you to the PENNVEST Login Portal
3) Click on “Register with PA Login”. (If you have previously registered with Pa PowerPort, you
already have a User Name and Password. Skip to Step 7)
4) Complete the registration form. Select your individual “Login User Name” and “Password”.
5) At the end of the form, click on “Register”.
6) You are now back at the PENNVEST Login Portal page.
7) You can now Login using your “User Name” and “Password”.
8) Click on “Funding Request – Application”.
9) You are now on the page to select a Role. Use the right slider bar to move to the bottom of the
page and click on the drop-down arrow.
10) Highlight “Borrower”, “Borrower’s Engineer” or “Borrower Legal”, etc. as appropriate. Then
click the “Select” button at the bottom of the page. (see Section 2.9 for a discussion of Roles)
Page | 10
11) At this point you will be starting a new application. (see Chapter 4 to continue with the
application)
12) NOTE: To be added to a new application, let the person who is doing the application know
that you are both registered and have selected your Role.
To be added to an existing application, email PENNVEST to link you to the project.
Include the Name of the Project, your name and email address.
2.9.
Determine Roles and Responsibilities: The Applicant, a Technical Expert or Engineer, and Legal Counsel
are mandatory on each project application – they must be registered, linked to the application and
assigned when starting a new funding request. Determine who will fill these roles before starting the
application and assign them in the “Share” portion of the application to receive emails about the
application.
Other roles are optional and may be assigned by the borrower as desired. DEP and PENNVEST personnel
will be assigned roles automatically. Roles and responsibilities are:










Borrower or Applicant; Signatory ‐ (Required) Person responsible for signing all documents as well as
giving the final electronic signature for the project application.
Borrower Support – (optional) Person able to fulfill all duties, including uploading of documents,
accessing all items, etc. Except Signing Documents.
Owner/Operator ‐ (optional) This role may view all portions of a Borrower's Funding Request, Review
and Settlement but does NOT have rights to edit any part of the Application or attached documents.
An individual with this role must be assigned as a contact by the borrower.
Borrower’s Engineer ‐ (Required) This role may assist the Borrower by completing elected portions of
a Funding Request and Settlement, and view all documents and forms. This person must be assigned
by the borrower.
Borrower’s Financial ‐ (optional) This role may assist the Borrower with selected portions of a Funding
Request and Settlement, and view all documents and forms. An individual with this role must be
assigned by the borrower.
Borrower’s Legal ‐ (Required) This role may assist the Borrower with portions of a Settlement, and
view all documents and forms. An individual with this role must be assigned by the borrower.
PENNVEST Project Specialist ‐ (Assigned) This role may assist the Borrower with starting a Funding
Request and assist with portions of a Funding Request. The Project Specialist must review and approve
sections of the Funding Request and complete portions of the Project Priority Rating. An individual
with this role is automatically assigned.
DEP Project Manager/ DEP Headquarters ‐ (Assigned) These roles may assist the Borrower with
portions of a Funding Request. This role must provide the Planning Consultation Report, review and
approve sections of the Funding Request, complete portions of the Project Priority Rating, and approve
sections of the Settlement. An individual with this role may optionally be assigned by the Borrower or
is automatically assigned as a contact by region to have access to the forms and documents.
DCED Project Manager ‐ (Assigned) This role must review and approve the Economic Development
Impact, complete the portions of the PENNVEST Review Project Ranking. An individual with this role is
automatically assigned.
PENNVEST Legal, Financial and Project Manager ‐ (Assigned) These roles are internal PENNVEST roles
that participate in the evaluation and processing of the Borrower's Funding Requests and Settlements.
An individual with this role is automatically assigned
Page | 11
Chapter 3: Standard Page Layout and Formatting
Review of the following section to become familiar with the standard application page layout before beginning
an application.
3.1.
Page Configuration: The same basic page design is used throughout the on-line application.
1. Form List
2. Section Tabs
3. Timer
6. Export Application
4. Activity Log
5. Task Explanation
8. RED Notes
7. “Save and Continue”
and “Skip” Buttons
Typical Page Format
1. Form List: The left column lists the different “Forms” that need to be completed. Click on the
Form that you want to edit or input. Bold letters indicate that print topic is currently open.
2. Tabs: Each Form will have one or more Tabs. Click on a tab to open it and type in the required
information or take required actions.
3. Timer: A 30 minute timer automatically starts when you open a page. After 30 minutes of
inactivity the page automatically closes and all information that has not been saved is lost. Click
on the timer to reset it. A pop up window will warn you when 5 minutes are left.
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4. Activity Log: Open to see a list of all transactions that have been done on the application. The
name of who made the transaction and the date it happened are also listed.
5. Task Explanation: Forms and Tabs typically have explanations and “helps” written into it.
6. Export Application: Allows export of a copy of the application to another location in various
formats (i.e. such as a pdf file).
7. “Save and Continue” and “Skip” Buttons: Hit “Save and Continue” to avoid losing data entered.
The skip button advances you to the next window but does not save data that had been entered.
8. Pay particular attention to any notes in RED. They will point out areas of particular concern,
missed information, required fields, etc.
3.2.
Standard Application Conventions: Throughout the online application there are standard ways
information is presented or is expected to be entered. Some of them are
3.2.1. Dollar amounts are entered without commas and are rounded to the nearest dollar.
3.2.2. Check List System: Each online section will automatically check and verify completeness to let
you know how much you have left to do.
3.2.3. Audit (Activity) Log: All transactions are automatically logged to the system for tracking and
audit purposes.
3.2.4. Notes Tab – are provided in most forms. Use these to provide any information necessary to
explain or describe the information you are entering elsewhere in the form.
3.2.5. Narratives and descriptions should include all information necessary to fully explain the
situation; but be as concise as possible and avoid superfluous or wordy explanations.
Chapter 4: Online Application Step 1 - “Starting an Application”
In the “Starting an Application” section, enter basic applicant and contact information in a new funding
request. Also enter project information to allow the Project Specialist and Project Manager to make a
preliminary assessment of the project. This step is in preparation for the Planning Consultation Meeting.
Before starting this section; the organization must have been verified, contacts registered with PA Portal and
preliminary design and engineering completed.
4.1.
Get Started – Creating a new Funding Request: Go to the PENNVEST Homepage and in the “Online
Services” box, click on “MyAccount Login” to access the “PENNVEST Login Portal”. From the
“PENNVEST Login Portal” page; click on “Funding Request – Application” to open a list of online funding
request applications that have already been started. Click “edit” to open an existing application or click
“Apply Now” to start a new funding request. The first Online Funding Request page, shown below, will
open. Review the information then click “Continue” to move to the next form.
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Note: Only the “Start Application” Forms are open
(indicated by bold) at this time. Access to other
forms are opened by the PENNVEST Project
Specialist after the Planning Consultation Meeting
4.2.
Project Type Form: Select the project "type" that best describes the project. The online application will
populate with the appropriate forms and tabs. The following outline is for “Nonpoint Source” projects.
4.3.
Description Form:
4.3.1. Description Tab:
 Project Description: Briefly, describe the practices or structures to be implemented to address
the water quality problem. If available, include the NRCS practice code for proposed BMP’s or
description codes for other types of work.
 Related Previous Projects: List any other projects that are related to the one you are requesting
funding for now.
 Problem Description: In a few sentences describe the water quality problem this project will
address. For example, an agricultural BMP might be solving the following problem: “Cow manure
is presently being spread on farmland at times of the year when rainfall causes some of it to run off
into streams, and a cow pasture has full access to the creek.
 Jobs: Give an estimate of the number of jobs this project will generate
4.3.2. Funding Request Tab:
 Project Costs: An estimate of costs that should include engineering, legal, construction and
admin costs. PENNVEST will fund admin costs up to 4 % of the construction plus contingency cost.
 List of Other Funding Sources: List funds coming from other sources such as other state and
federal programs, private capital, etc. You can add multiple funding sources.
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4.3.3. System Tab:
 System Information
 Service Area
4.4.
Contact Form: At least one contact from the Applicant, Engineer and Legal representative are
REQUIRED at this time. Other contacts may be added now or later if desired. The screen shot below
shows the “Contacts” tab. To add contacts, type in the email address and click on “Search for Contact”.
If the contact is already in the PENNVEST system, the other fields will automatically populate. Assign a
Role to each contact.
Enter the contacts email address
and click on search to find
contacts already in the system.
Each contact must have a “Role”.
Only one role per contact is
allowed. Check the appropriate
box to designate the role.
4.4.1.
4.4.2.
4.4.3.
4.4.4.
4.4.5.
Borrower Tab: Information for the applicant’s primary and secondary contacts - the individuals
that can answer any questions PENNVEST may have in regards to the application or project.
Engineer Tab: Indicate a primary and secondary contact for the engineering firm for which
PENNVEST would contact in regards to questions on the application or project.
Legal Tab: Indicate a primary and secondary contact for the legal firm for which PENNVEST
would contact in regards to questions on the application or project.
Financial Tab: Indicate a primary and secondary contact for the financial consultant which
PENNVEST would contact in regards to questions on the application or project.
Other Tab: Indicate any other contacts for which PENNVEST would contact in regards to
questions on the application or project. This may include a township secretary or any sub-level
person(s) who are primarily involved in this project.
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4.5.
Project Site(s) Form
4.5.1. Site Address Tab: Identify the physical location(s) of all project site(s) by filling in the required
information and selecting the Insert button.
 Project Site: A street address is required for each site. For a site covering more than one street
address, choose the mid-point of the site and use that address. Include latitude and longitude if
available.
 Add a New Project Site: Some applications may have multiple sites. Add additional site
addresses here.
4.5.2. System Tab: Identify the county, municipalities and legislative districts associated with this
project.
 Select the Primary Project Site: A primary project site must be defined. If there are multiple
sites, pick one as primary from the drop down list of sites added on the previous tab. Choose
the primary site based on type or quantity of work being done, cost, central location or
whatever attributes of the site are considered most important. Select the Save button.
 Select the Primary County and Municipality: A primary County & Municipality must be defined.
Set a primary project County and Municipality from the drop down list. Select 'Yes' to the
primary site question and then select the Add button to add the record to the project.
 List of Counties and Municipalities – display only: Existing Counties and Municipalities for this
Application.
 List of Legislative Districts – display only: Existing Legislators for this Application
4.6.
Project Plan Form – Describe the estimated timeline and actions necessary to get the project under
construction and when they will be done.
4.6.1. Plan Dates Tab: Indicate the important dates for Pre-Construction, Construction and the other
Major Milestones listed. Estimate the dates based on information available at this time. As
the project progresses these dates can be updated.
 Award Design Dates
 Pre Constrution Planning Dates
 Letter of No-Prejudice: A Letter of No-Predudice (LONP) is required to start construction of a
project before settlement. Do not start construction before settlement without an approved
LONP. If a LONP is approved the date is entered by the PENNVEST Project Management Office
in this section upon request and issue of letter.
o Upload a copy of the approved LONP to the Supporting Documents section.
 Project Plan Major Milestones: Enter any other significant milestones that relate to this
project.
Chapter 5: Online Application Step 2 - “Plan a Consultation”
The Planning Consultation Meeting is held when the project is developed to the point where DEP and
PENNVEST can understand what is proposed and can therefore provide meaningful guidance. It is conducted
before a lot of time is invested on the application, saving time for both the applicant and staff. Its purpose it to
provide course corrections early in the process; to insure the applicant understands the application process
and requirements; and, provide specific guidance on how best to proceed with the application.
5.1.
Plan a Consultation Online Form:
5.1.1. Schedule Tab: The Planning Consultation is confirmed and arranged through the assigned
PENNVEST Project Specialist and DEP regional staff member.
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
5.1.2.
5.1.3.
Project Contact Information: Shows the PENNVEST and DEP contact persons for this
application.
 Schedule a Consultation: Enter a range of dates, email addresses and other information to
schedule a meeting. The Project Specialist is notified of your request via email and will
schedule the consultation with you and others. It also a good idea to contact your Project
Specialist directly to confirm that the Planning Consultation request was received.
Consultation Tab:
 Planning Consultation Outcome: To be completed by the Project Specialist
Notes Tab: Enter any additional information or comments :
NOTE: The Data Collection section of the application cannot be opened until this form is completed and the
Planning Consultation is completed. Be sure you have supplied all the information requested. The Project
Specialist will open the Data Collection section after a successful Planning Consultation Meeting.
5.2.
Planning Consultation Meeting
5.2.1. Preparing for and Scheduling a Planning Consultation Meeting:
 Preliminary Design and Engineering should be completed so the DEP and PENNVEST can
understand and evaluate the quality of the project. Note: Though not required, final Design
and Engineering is often completed by this time. See Chapter 6: The Technical Documentation
Package for technical requirement information.
 Permits: Contact the DEP Region Office to determine what permits will be required. Submit
the permit application as soon as possible. Approved permits are not required at the Planning
Consultation but will be required at the time the complete application is submitted.
5.2.2. Who Should Attend a Planning Consultation Meeting?
 The following people should attend:
o The key person representing the applicant
o The applicant’s technical expert or engineer
o Regional PENNVEST Project Specialist
o DEP Project Manager
o Not required, but often attending are the PACD PENNVEST NPS Application Developer
and anyone else associated with the project that can help describe the water quality
issue being addressed, the work to be done and the projects benefits, costs, etc.
5.2.3. What to Bring to the Planning Consultation Meeting
 Project Location: Owners name and address with Township and County names. (maps or gps
coordinates are sometimes helpful). Discuss anyone else who will be served or will benefit
from this project.
 Definitive Problem Statement: A concise statement that describes the existing conditions and
identifies the specific problems. Photographs of impacted areas, unusual conditions and the
building site area are helpful. Include information like number of animals, acreage, etc.
 Watershed and Receiving Stream Information: Names and classification of receiving stream.
See Chapter 7.3.1 for more information.
 Project Description: Include a list of BMP’s and/or remediation work that will be done and
anticipated outcome of those improvements.
 Design and Engineering Documents: Preliminary (or complete) design and engineering
package with sufficient detail to show the scope and type of work to be done. Provide a plot
plan that shows proposed work in relation to existing conditions.
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
5.2.4.






Estimated Project Costs: Include a best estimate of all costs for the project including
construction, engineering, admin and legal fees.
Operations and Maintenance: Be prepared to discuss anticipated O/M procedures and costs
on either an annual basis or by month.
Green Infrastructure Components: Note any green components i.e. produces energy
DEP Planning and Environmental Efforts: Discuss any permits that are required for the
proposed project and the status of those permits.
What Happens at the Planning Consultation Meeting
The Project Specialist will review the PENNVEST NPS Program Requirements and the
Application Process
The Applicant or Technical Expert will describe the project details and answer any questions.
The DEP Project Manager will comment and offer suggestions on how to improve the project.
The Project Specialist will explain the next step.
Questions and Answers.
Upon successful completion, the Project Specialist will “unlock” the Data Collection Section of
the application.
Chapter 6: The Technical Documentation Package – Submit to DEP for Review
The Technical Documentation Package is submitted directly to DEP as part of the final Application submittal.
A well prepared and complete package is worth the effort since a project’s “Ranking” is largely determined by
what is presented here. This is an opportunity to show how “good” a project is and how well it will be
managed. To gain an understanding of how projects are ranked, go to Appendix 3, The NPS Project Priority
Rating System.
DEP reviews, rates and approves the technical components of NPS projects:
o to ensure that project meets NPS project technical requirements and will perform as described
o to determine the quality of a project relative to others being submitted
o to confirm that the project is “Shovel Ready”
6.1.
Deadline for submittal of Technical Documents to DEP is the same as the “cutoff date” for the funding
request being submitted to PENNVEST. However, submitting even a few days early allows time for the
Project Manager to review the documents and suggest changes before the project is closed for review.
6.2.
Required Components: The project must be fully designed with all planning, engineering and technical
data in sufficient detail to allow the Project Manager to rank the project. Much of the same information
needed for the Planning Consultation is required here – but with more detail and completeness.
Specifics vary from project to project, but the following items typically are included as part of the
technical package:
 Project Location: Show the owners name and address, Township and County, watershed and
streams impacted along with the 8-digit Hydrologic Unit Code (HUC) that identifies the watershed.
See http://water.usgs.gov/wsc/reg/02.html for this code. Additionally maps and GPS coordinates
should be included if available.
 Problem Statement: Demonstrate that the problem to be solved is fully understood by explaining
the water quality issues and how the project will address those issues.
 Project Description: Provide a brief description of each of the various project components with a
list of BMP’s to be completed. Mention if there is any work that will be done by others as part of
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









this project i.e. CREP riparian buffer installation. Include the NRCS practice code for any proposed
BMP’s or similar descriptions for other types of work.
Plan view and profile view drawings: Include detailed construction drawings, type of
construction materials and methods of installation.
Cost Estimates: Provide a breakdown of estimated quantities and costs.
Alternate Options: List alternatives that were considered and justify why the plan being presented
is the best way to remedy for the stated problem. Discuss the relative costs, expected results,
disruption of the site, and other considerations of alternatives that may have been considered
Surveying: All needed site surveys must be complete.
Green Infrastructure Components: Describe any benefits of the project that would be described
as “green” i.e. saves or produces energy.
Technical Expert Endorsement: Some projects will require a PA licensed Professional Engineer;
while an arborist, erosion and sedimentation technician, or other experts may be appropriate for
other projects. Check with the DEP Project Manager if you have a question about who qualifies as
an “Technical Expert” for your project.
Stream Classification: Some rating points are awarded based on the receiving stream condition
and classification. Provide documentation that shows the existing streams condition by following
The NPS Project Priority Rating System guide.
Stormwater Management Plan Compliance: Show that the projects is in compliance with any
local stormwater management plans or ordinance. An County Act 167 management plan is NOT
required as of June 2013
Approved Permits: Any required DEP Permits must be approved before a project application can
be submitted.
Other: Depending on the type and scope of the proposed project other information may be
required by DEP.
6.3.
Additional Components That May be Included (but are not required): Provide any additional
information that will help the Project Manager better understand the project benefits, such as:
 Description of the Existing Conditions: Describe the existing operation and physical conditions;
such as the number of animals, acreage, etc. with information the benefits to be realized from the
proposed project.
 Nutrient Reduction Calculations: Show the reduction of nitrogen, phosphorus and other
pollutants realized from the proposed project with calculations and explanation of how you arrived
at those numbers.
 Pictures: Include photos that show the existing problems, project location, proximity of receiving
stream and anything to show the value of the project.
6.4.
Submitting the Technical Documentation Package: A complete set of the Technical Documents must be
received by DEP by the Cutoff Date. Submit to Phil Wenrich, [email protected], via email or in hard
copy. Contact Phil with questions about required documents, submitting procedures, etc.
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Chapter 7: Online Application Step 3 - “Complete Application”
The “Complete Application” section contains web forms, downloadable documents and a document upload
tool. The Project Specialist will review the submitted application package to determine if it has been
successfully completed - contact them with any questions,
7.1.
Measures Form:
7.1.1. Land Use Tab: This section addresses information provided by the planning process, the final
construction plans and specification, and other supporting documents as developed to secure
the necessary DEP permits. It is the information which provides the basis for evaluation and
eventual priority of the projects.
7.1.2. Breakdown Tab: Indicate the estimated amount of funds needed to construct the indicated
component. If the item is not a component of this project, enter a "0" for that amount.
7.1.3. Measures Tab: Identify any compliance or enhancement impacts the project will have on
public safety.
7.1.4. Notes Tab:
7.2.
Narrative Form:
7.2.1. Narrative Tab:
 NPS Environmental Review: Describe any risk of environmental harm that could result from
the project.
 Narrative: Describe the proposed activities to be implemented and how the project relates to
the evaluation criteria in the PENNVEST regulations and explained at the Planning
Consultation. Address public health, compliance, economic development, water quality,
planning, benefit-to-cost and safety issues.
 Comparison: List alternatives considered and justify the proposed plan. Include all issues
discussed in Planning Consultation and cost effectiveness.
7.2.2. Description Tab:
7.3.
Benefits Form:
7.3.1. Environment Tab: Identify environmental health and safety issues relevant to this project.
 NPS Environmental Review - Most NPS projects will qualify as Categorical Exclusions (CE) and
will therefore not be required to prepare an Environmental Report. CE’s are allowed when the
nature of the project is such that it is obvious that there will be no adverse environmental
impact from the project. Projects that do not qualify for a CE will require an Environmental
Report, as detailed in the “Guidelines for the Uniform Environmental Review Process (UER)”.
The UER Process must be followed for all projects that anticipate funding from PENNVEST’s
federally-funded programs.
See Appendix 1 of this manual and the Guidelines for the Uniform Environmental Review
Process (UER) DEP ID: 381-5511-111 at http://www.elibrary.dep.state.pa.us/dsweb/Get/Document47475/381-5511-111.pdf for more information.
 Green Infrastructure Component: Describe how the project, or a project component, may be
recognized as “green”. Generally, these are projects that result in water or energy
conservation, efficient use of energy, stormwater control through non-structural measures, or
other innovative practices to control nonpoint source pollution. Examples are wetlands for
stormwater control, rain barrels and rain gardens, riparian buffers, etc.
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 NPS Design and Specifications: Confirm that all listed items are completed - If any item in this
list is not completed, the application is not ready to be submitted. Upload an electronic copy of
the plans and specifications into “Supporting Documents”.
 Cost Effectiveness: Describe the alternatives that were considered to solve the problem in the
Project Description and the cost of those alternatives. Demonstrate that all reasonable
methods of solving the problem were considered.
 NPS Implementation Plan: Describe the actions necessary to get the project under
construction and when they will be done including permits and their approval dates; processes
to get to construction (such as advertisement, bid opening, contract award and a notice to
proceed); a construction schedule; construction inspections; and long-term operation and
maintenance to maintain the facility through its design life.
 NPS Water Quality Impacts: PENNVEST is interested in projects that have the most water
quality benefits – either by improvement to impaired waters or by protecting HQ and EV
steams. Enter information about the existing stream or groundwater quality with explanations
of how the project will impact the existing conditions.
Highest Priority are projects that will result in improvement to impaired receiving streams listed
on the PA Integrated Water Quality and Assessment Report, at:
http://www.portal.state.pa.us/portal/server.pt/community/water_quality_standards/10558/in
tegrated_water_quality_report_-_2008/554008
Groundwater that fails to meet drinking water standards is also high priority. Provide data that
shows the existing problem and the benefit provided by the proposed project.
The next priority are projects whose receiving waters are identified as high quality (HQ) or
exceptional value (EV) by DEP, and where the pollutant(s) to be controlled by the project is a
threat to the DEP-recognized existing use. HQ/EV status is available at:
http://www.portal.state.pa.us/portal/server.pt/community/stream_redesignations/10558
Projects not in the above categories but have a direct and substantial benefit to PA waters may
also qualify. Document and describe water quality issues that are addressed by the project,
including any assessment and water quality data available. This category includes projects
with “extended” pollutant-reducing benefits that improve downstream segments. For
example, this includes projects that reduce nitrogen discharges anywhere in the Chesapeake
Bay drainage basin regardless of whether or not the discharge is to a segment with nitrogenrelated issues.
 NPS Compliance: Of priority interest are projects that represent a voluntary effort to resolve
violations, thus encouraging proactive efforts and timely environmental improvement.
Compliance is also demonstrated if the project will insure compliance with a formal
enforcement action, or if there is an approved Total Maximum Daily Load (TMDL’s) for the
watershed. To view approved Pennsylvania TMDL plans go to:
http://www.dep.state.pa.us/watermanagement_apps/tmdl/.
7.3.1 Community Tab:
 Stormwater Compliance: Projects must comply with and local stormwater ordinance. Upload
a copy of the ordinance in the “Supporting Documents” section of the application and also
submit a copy to the DEP Project Manager for review.
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 Compliance with Land Use Planning Requirements: All nps projects must show concurrence
with Local and County planning agencies. Answer questions here regarding concurrence and
upload letters in the “Supporting Documents” section of the application. See Chapter 7.10.3
for a discussion of the Concurrence from Land Use Planning Entity requirement.
 Planning – Experiences with similar projects and with government funding requirements
indicate the ability to successfully complete the project. Share any experience the applicant
and consultants have with similar projects and note if the project is recognized as part of any
accepted water quality plan - Local, County, State, Watershed, TMDL Implementation, etc.
 Safety – Explain how this project will correct any “critical or on-going safety or health hazard”
or correct a “frequent safety or health hazard” on the site. Examples are elimination of steep
waste rock or mill tailing piles; a serious street flooding problem that only occurs during hard
rains; and, improved use of animal manures so that groundwater approaching the nitrate
Maximum Contaminant Level concentration is protected against further contamination
 Brownfields System Information
7.3.2 Keystone Tab: This section addresses impacts on existing population centers and sound land
use planning.
7.4 Income and Expense Form: Complete all information requested that applies to this project and
applicant. This section will not apply to many nonpoint source projects.
7.4.1 Billing Tab:
7.4.2 Income Tab:
7.4.3 Expenses Tab:
7.4.4 Net Income Tab:
7.4.5 Net Cash Flow:
7.4.6 Notes Tab:
7.5 Financial Form: Complete all applicable information requested. This section will not apply to many
nonpoint source projects.
7.5.1 Funding Tab: Indicate the amount of money that will be deducted from the total project costs,
the amount of money being requested from PENNVEST and the amount of money you
anticipate being generated
7.5.2 Sources Tab: Indicate other sources of funding that have been explored
7.5.3 Loan Security Tab: Complete the ownership information if you are closely held For-Profit
entity.
7.5.4 Notes Tab:
7.6 Debt Form: Complete all information requested that applies to this project and applicant. This
section will not apply to many nonpoint source projects.
7.6.1 Current Debt Tab:
7.6.2 Collateral Tab: Identify existing or pending leases, management agreements, lease/purchase
agreements, payments due to pension funds and other obligations.
7.6.3 Obligation Tab: Identify any debt that is structured in a non-traditional manner.
7.6.4 Notes Tab:
7.7 Rates Form: Complete all information requested that applies to this project and applicant. This
section will not apply to many nonpoint source projects.
7.7.1 Rates Tab: Select from the drop down list that is provided.
7.7.2 Revenue Tab
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7.7.3
7.7.4
7.7.5
Customer Tab:
Impact Tab:
Notes Tab:
7.8 Budget Form: Provide a breakdown of budget costs; include pre-design, design and construction
categories. Further divide “soft” costs to include administrative costs, legal fees, accounting charges,
interest during construction, engineering fees, permit, construction and contingency funds.
Construction costs are broken down to describe the major items for construction.
7.8.1 Engineering Tab: Provide a breakdown of engineering costs related to planning. A list of
typical “tasks” is provided. Add additional “tasks” lines as needed.
7.8.2 Construction Tab: Provide a breakdown of costs related to construction. Leave blank any line
items that do not relate to NPS projects and add more line items as needed.
7.8.3 Total Tab - Provide a breakdown of all related costs that relate to pre-design, design and
construction components of the project. These figures are typically estimates, based upon
consulting services and engineering design specifications
7.8.4 Notes Tab
7.9 Impact Form 7.9.1 Industry Tab - Indicate the economic benefits of the project relative to job creation/retention
and private investment.
7.9.2 Company Tab - Indicate the company contact information, the NAICS code, the impact this
project will have on area employment and private investment and describe the product(s) in
the space provided. Use the "add another" button in order to add more than one company
7.9.3 Notes Tab
7.10 Supporting Documents Form – Find “Sample Documents” and upload supporting documents to the
application in this section.
7.10.1 Environmental Cost Cap and Remediation Liability Insurance - Provide evidence that
environmental cost cap and remediation liability insurance has been obtained.
7.10.2 Concurrence from Agricultural Land Preservation: Obtain a signed letter of support from the
County Agricultural Preserve Board. Include if the project is on a farm that is already preserved
and/or if the project will keep the farm from becoming preserved in the future.
7.10.3 Concurrence from Land Use Planning Entity - NPS projects must demonstrate compliance with
the “Growing Smarter” initiatives in Act 67 and 68. To satisfy this requirement, applicants must
obtain and attach a letter from the Township/Municipality and the County planning agency, or
multi-municipal planning agency if one had been designated, which confirms that the project is
in conformance with local land use planning requirements.
If the planning agency does not provide comments within 30 days of the request, applicants
may provide a copy of their letter requesting the review as part of the application, and indicate
that no response has been received.
7.10.4 Letter of No Prejudice (LONP) – PENNVEST will not fund projects that have started construction
before settlement unless permission has been granted in the form of a Letter of No Prejudice. If
a LOP is approved, the date of approval will be entered by PENNVEST in the Project Plan Form,
Project Date Tab (Chapter 4.6.1 of this manual).
7.10.5 Letter of Responsibility: Include signatures from the Board Chairman, the Applicant’s
Signatory and others as required.
7.10.6 Resolution to Apply:
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7.10.7 Financial Statements: Financial Statements, Tax Returns and other financial information must
be provided for the application to be “complete”. Documents, forms and information required
will vary depending on the business structure and type of entity applying.
7.10.8 Inter-Municipal Agreements - Provide copies of all inter-municipal agreements which affect the
project, system or project collateral.
7.10.9 Additional Documentation - Upload additional documents that do not fall into the other
categories. This may include:
7.10.9.1
Conservation District Notification – Copy of the narrative and other information
provided to the local conservation district for review.
7.10.9.2
Land Use Agreement or Landowner-District Agreement establishes a legal
relationship that specifies access to the property and other stipulations to allow
completion, maintenance and operation of the proposed project.
7.10.9.3
Maps – Upload any maps that show the project location; reference the receiving
stream and any other important geographic considerations
7.10.9.4
Pictures – upload pictures, satellite images, etc.
7.10.9.5
Plans, Specifications, etc. – upload project drawings and engineering calculations
7.10.9.6
Stormwater Management Plan(s) – Upload local or county stormwater plans.
7.10.10 Application Instructions for NPS Projects
7.10.11 DCED Documentation - DCED may upload additional documents related to the project.
7.11 Technical Component Form – Enter the dates that technical items were submitted to the appropriate
agency. PENNVEST does not gather all the technical documents but does require submittal dates as
evidence of completion. Technical components are discussed in Chapter 6 of this manual.
7.11.1 Environmental Permits – These are DEP permits that are not considered Part I or Part II
permits.
7.11.2 537 Plan Approval – Usually NOT applicable to NPS Projects, DEP will need to receive and
review a current 537 Plan, if required for the project identified
7.11.3 DEP Permits – Any required DEP permits must be approved before the application is submitted.
Enter the date the permits were approved. Part I and Part II permits are both applicable to NPS
projects, though it is rare that an NPS project will need a Part II permit.
7.11.4 Plans and Specs – Projects be fully designed with all the necessary planning and engineering
completed. Also, a qualified technical expert endorsement is required.
7.11.5 Stormwater Ordinance - DEP must confirm the project is in compliance with any local
stormwater management plans; a copy of any plans can be provided here for DEP to review.
Chapter 8: Online Application Step 4 - “Submit Application”
“Submit Application” is a three (3) step process which allows the applicant to print and review the application,
electronically sign the application and submit the application to PENNVEST.
8.1.
Step 1: Print Application - Click the export application link located on the top right-hand section of the
page. Choose a format to export the document and print. Once printed, review and certify that the
application is complete and accurate to the best of your knowledge. After the application is deemed
complete begin the signing process.
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Payment Requests, Funding Applications and Funding Offers will allow you to select an authorized
individual of your choosing to electronically sign your documents.
8.2.
Step 2: E-Sign Application - After reviewing the application (Step 1), it can be electronically signed.
Selecting the E-sign application will LOCK the application from further editing. Do not select the E-Sign
Application button unless you have thoroughly reviewed and completed the application.
The electronic signature process is a separate application and will open another browser window. You
will need to come back to the Submit Application page to complete step 3. Pop-up blockers must be
turned off for the electronic signature application to display. If supported by your software, a shortcut
to temporarily disable blocking on an individual web site is to hold down the Ctrl key on your keyboard
when selecting the E-Sign Application button.
Engineers, providing services to the funding recipient for the project, are now able to electronically sign
and submit a Funding Application on the behalf of the funding recipient
NOTE: Upon successfully e-signing the application, a “Congratulations” message will pop up.
However, the application process is NOT complete at this time - It must still be submitted.
8.3.
Step 3: Submit Application - After successfully completing Step 2, select the “Submit Application”
button to electronically submit the application to the Project Specialist. If your application is reopened
for any reason; re-signing and resubmitting is required after editing a reopened application.
To electronically submit the application to PENNVEST:
 Select the Refresh button (F5) on your browser to update your application status.
 Verify that your signed application is in the E-Sign Application tab.
 Verify that your status has changed from “Data Collection/Open for Update” to “E-Sign”.
 Select the Submit Application button.
To confirm that the Application has been successfully submitted, open the “Activity Log” and look for
the “Status Changed to Submitted” note.
Chapter 9: The PENNVEST Review Process
Once an application is submitted, the review and approval process begins and will take several weeks to
complete. PENNVEST’s review and approval requires evaluation by the Department of Economic Development
(DCED), the Department of Environmental Protection (DEP), PENNVEST and a final approval by the PENNVEST
Board. To verify where an application is in the process, periodically check its status. If a Funding Request
displays any other status then those listed below, it has moved beyond the Review and Approval process.
9.1.
Review Status Form
9.1.1. Check the Status of the Project - View the blue project description bar at the top of the page
and look at the Status value. If the project status is:
 Under Review ‐ The Funding Request is being reviewed and evaluated. When the status
changes to either "Pending" or "Approved", the applicant will be notified by email to
return to the site for further action.
Page | 25

Approved ‐ The Funding Request is approved and requires an applicant agreement to
initiate the Loan Closing process.
 Open for Update – The application is not being recommended for the Board Meeting. The
Application has been opened back up for the Applicant’s update and resubmittal.
9.1.2. Check progress of the project review process  Application Submitted for Review – Indicates the application has been forwarded to the Project
Specialist. If discrepancies are found during this process, the application may be reopened.
 Signed Funding Offer Submitted to PENNVEST – Indicates the application was received and
accepted by PENNVEST for review.
 Application Review - The Project Specialist reviews the application package to determine if the
requirements have been successfully completed and the planning and supporting documents are in
order. Any deficiencies must be remedied before the application can be considered for funding.
The application will typically be opened for editing and updates. Upon completion of the updates,
the application will need to be re-signed and re-submitted.
 Technical Review - The DEP Project Manager determines if the technical requirements have been
successfully met and permits are in order. Projects may not be considered for funding approval
until all technical components have been approved. Deficiencies must be remedied before an
application can be considered for funding. The DEP Project Manager will notify applicants of any
deficiencies found.
 Financial Review - PENNVEST will review the application for financial completeness, financial
capability, collateral, and the terms of a funding offer. PENNVEST Finance Department may contact
you for additional information or supporting documentation prior to consideration for funding.
Chapter 10: The Funding Offer
Upon Board Approval, a Funding Offer is made to the Borrower based upon the information submitted for
consideration. This is a three (3) step process which allows the applicant to print and review, electronically
sign and submit the Funding Offer to PENNVEST. All three steps MUST be completed in the proper sequence.
10.1. Step 1: Print Funding Offer - To Print a funding offer, select the link to the right of the document name.
Once printed, certify that the funding offer is complete and accurate to the best of your knowledge.
When complete, begin the e-signing process to accept the offer.
10.2. Step 2: E-Sign Funding Offer - The electronic signature process is a separate application and will open
another browser window. You will need to come back to the Submit Funding Offer page to complete
Step 3.
To electronically sign this PENNVEST document you must:
 Agree to sign this document electronically
 Adopt an electronic signature
 Complete and review the document on-line through the print application.
 Be assigned the borrower Role with signature authority for the Funding Application.
(Role assigned through Share function)
 Turn off pop-off blockers on your web browser.
Page | 26
Pop-up blockers must be turned off for the electronic signature application to display. If supported by
your software, a shortcut to temporarily disable blocking on an individual web site is to hold down the
Ctrl key on your keyboard when selecting the E-Sign Application button.
10.3. Step 3: Submit Funding Offer - After Step 2 is completed, electronically submit the funding.
 Select the Refresh button (F5) on your browser.
 Verify that your signed funding offer is viewable in Step 1 above.
 Select the Submit Application button.
Select the “Submit” button to submit the funding offer to PENNVEST.
Page | 27
Appendix 1
Guidelines for the Uniform Environmental Review Process
Pennsylvania’s environmental review process uses the Guidelines for the Uniform Environmental
Review Process (UER), DEP ID: 381-5511-111. [http://www.elibrary.dep.state.pa.us/dsweb/Get/Document47475/381-5511-111.pdf] The UER Process must be followed for all projects that anticipate funding from
PENNVEST’s federally-funded programs. Most NPS projects will not require a detailed environmental review
because they will qualify for what is called a “Categorical Exclusion” (CE). CE’s are allowed when the nature of
the project is such that it is obvious that there will be no adverse environmental impact from the project.
Projects that do not qualify for a CE will require an Environmental Report, as detailed in the UER.
1. Categorical Exclusions
a. NPS projects do not qualify for a CE if they involve an action which raises issues in a federal crosscutter or state environmental concern. A list of the federal environmental cross-cutters is
below. Indicators of concern are significant earthwork or substantial structural construction,
particularly in areas that were previously undisturbed. Indicators also include the creation of
facilities which may cause noise or odor, and those which involve work in or near water
bodies. To the extent that any such concerns are resolved through Department permit
processes they need not stimulate the need for an Environmental Report.
b. Applicants who believe their project may qualify for a CE should request instructions from their
Project Manager.
c. If the project may qualify for a CE, the Project Manager sends a letter to the Applicant with advice to
publish a notice in a newspaper of general circulation in the project area. The notice must
include the name and type of project, location, the location where supporting documents are
available for review, and where the public can submit any written comments during the 30-day
comment period.
d. After the comment period is over, the Applicant submits the Public Notice with the written public
comments and responses for review to the Department project manager. If no significant
adverse comments were received, and the review of the proposal confirms that the project
will not individually, cumulatively over time, or in conjunction with other federal, state, local or
private actions have a significant effect on the environment, the Project Manager notifies the
Applicant that the project has been categorically excluded from the environmental review
process. The Project Manager must publish a notice of approval of the CE in the Pennsylvania
Bulletin.
e. If significant adverse comments are received, the Project Manager then asks the sponsor to address
these concerns. If any concerns cannot be properly mitigated, the Project Manager advises the
sponsor to prepare an Environmental Report (ER).
2. Environmental Assessments
a. Environmental Reports (ERs) are required for projects which are not granted a Categorical Exclusion
(CE).
b. The applicant prepares the ER as prescribed in the Guidelines for the Uniform Environmental Review
Process (UER), DEP ID: 381-5511-111.
c. The Project Manager reviews the ER and completes the Department Environmental Assessment
Template which documents his or her conclusions on the material in the ER.
d. If the ER is acceptable, the Project Manager then sends a letter to the Applicant with advice to
publish a notice in a newspaper of general circulation in the project area. The notice must
include the name and type of project, location, the location where supporting documents are
available for review, and where the public can submit any written comments during the 30-day
comment period.
Page | 28
e. After the comment period is over, the Applicant submits the Public Notice with the written public
comments and responses for review to the Department Project Manager. If no significant adverse
comments were received, and the review of the proposal confirms that the project will not
individually, cumulatively over time, or in conjunction with other federal, state, local or private actions
have a significant effect on the environment, the Department Project Manager notifies the Applicant
that the ER is approved. The Department Project Manager publishes a notice of approval of the ER in
the Pennsylvania Bulletin.
Page | 29
Appendix 2
Eligible BMP’s
Eligible Urban Stormwater Runoff and Brownfield BMP’s
Refer to “DEP’s Stormwater Best Practices Manual” at
http://www.elibrary.dep.state.pa.us/dsweb/View/Collection-8305 and the “NPS Pollution Program Preliminary
Design Manual, Appendix 2 -- List of Eligible Brownfields Practices” at
http://files.dep.state.pa.us/water/Drinking%20Water%20and%20Facility%20Regulation/DrinkingWaterPortalFi
les/watersupply/municipalfinance/Program_Design_Summary_Applicant1.pdf for details on these and other
eligible stormwater BMP’s
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Pervious Pavements
Infiltration Basin
Subsurface Infiltration Bed
Infiltrating Trench
Rain Garden/Bioretention
Dry Well/Seepage Pit
Constructed Filter
Vegetated Swale
Vegetated Filter Strip
Infiltration Berm and Retentive Grading
Vegetated Roof
Runoff Capture and Reuse
Constructed Wetlands
Wet Pond/Retention Basin
Dry Extended Detention Basin
Water Quality Filters and Hydrodynamic
Devices
Riparian Buffer Restoration
Landscape Restoration
Soil Amendment and Restoration
Floodplain Restoration
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Level Spreader
Special Detention Areas
Protect Sensitive and Special Value
Features
Protect/Conserve/Enhance Riparian Areas
Protect/Utilize Natural Glow Pathways in
Overall Stormwater Planning and Design
Cluster Uses at Each Site; Build on the
Smallest Area Possible
Concentrate Uses Area wide through Smart
Growth Practices
Minimize Total Disturbed Area – Grading
Minimize Soil Compaction in Disturbed
Areas
Re-Vegetate and Re-Forest Disturbed
Areas, Using Native Species
Reduce Street Imperviousness
Reduce Parking Imperviousness
Rooftop Disconnection
Street sweeping
Eligible Agricultural BMP’s
Refer to NRCS’s ‘PA Tech Manual” at http://efotg.sc.egov.usda.gov/toc.aspx?CatID=12487 for details on these
and other eligible Ag BMP’s.
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Access Control
Access Road
Agri-Chemical Handling Facility
Amendments for Treatment of Agricultural
Waste
Anaerobic Digester
Animal Mortality Facility
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Animal Trails and Walkways
Backyard Buffer
Brush Management
Channel Bank Vegetation
Channel Stabilization
Channel Vegetation
Clearing and Snagging
Page | 30
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Closure of Waste Impoundments
Composting Facility
Conservation Cover
Conservation Crop Rotation
Constructed Wetland
Contour Buffer Strips
Contour Farming
Contour Orchard and Other Fruit Areas
Cover Crops
Critical Area Planting
Cam
Deep Tillage
Dike
Diversion
Dry Hydrant
Early Successional Habitat
Feed Management
Fence
Field Border
Filter Strip
Firebreak
Fish Passage
Forage Harvest Management
Forest Stand Improvement
Forest Trails and Landings
Grade Stabilization Structure
Grassed Waterway
Grazing Land Mechanical Treatment
Heavy Use Area Protection
Hedgerow Planting
Irrigation Pit or Regulating Reservoir
Irrigation Regulating Reservoir
Irrigation Storage Reservoir
Irrigation System, Sprinkler
Irrigation System, Microirrigation
Irrigation Water Conveyance
Irrigation Water Management
Land Reclamation, Landslide Treatment
Land Reclamation, Toxic Discharge Control
Land Reconstruction, Abandoned Mined
Land
Land Reconstruction, Currently Mined Land
Lined Waterway or Outlet
Manure Transfer
Mulching
Multi-Story Cropping
Nutrient Management
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Obstruction Removal
Open Channel
Pasture and Hayland Planting
Pest Management
Pipeline
Pond
Pond Sealing or Lining
Prescribed Burning
Pumping Plant for Water Control
Record Keeping
Recreation Area Improvement
Recreation Trail and Walkway
Regulation Water in Drainage Systems
Residue Tillage Management Mulch Till
Residue Tillage Management No-Till/Strip
Till/Direct Seed
Residue Tillage Management Ridge Till
Residue Management, Seasonal
Restoration and Management of Rare and
Declining Habitats
Riparian Forest Buffer
Riparian Herbaceous Cover
Road/Trail/Landing Closure and Treatment
Roof Runoff Structure
Seasonal High Tunnel System for Crops,
Interim
Sediment Basin
Shallow Water Development and
Management
Sinkhole and Sinkhole Area Treatment
Solid/Liquid Waste Separation Facility
Spring Development
Stream Crossing
Stream Habitat Improvement &
Management
Streambank and Shoreline Protection
Strip-cropping – Contour
Structure for Water Control
Subsurface Drain
Surface Drainage, Field Ditch
Surface Drainage, Main or Lateral
Terrace
Tree/Shrub Establishment
Tree/Shrub Pruning
Tree/Shrub Site Preparation
Underground Outlet
Upland Wildlife Habitat Management
VegSpec
Page | 31

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Waste Storage Facility (Pond)
Waste Facility Cover
Waste Storage Facility (Structure)
Waste Treatment
Waste Treatment Lagoon
Waste Utilization
Wastewater Treatment Strip
Water and Sediment Control Basis
Water Well

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Watering Facility
Well Decommissioning
Well Water Testing
Wetland Enhancement
Wetland Creation
Wetland Restoration
Wetland Wildlife Habitat Management
Windbreak/Shelterbelt Establishment
Eligible Abandoned Mine Drainage BMP’s
Refer to “NPS Pollution Program Preliminary Design Manual, Appendix 1 -- List of Eligible AMD Practices
Appendix 2” at
http://files.dep.state.pa.us/water/Drinking%20Water%20and%20Facility%20Regulation/DrinkingWaterPortalFi
les/watersupply/municipalfinance/Program_Design_Summary_Applicant1.pdf for details on these and other
eligible AMD BMP’s.

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Oxidation/Precipitation of Basins or Ponds
Settling Ponds
Anoxic Limestone Drains
Oxic Limestone Drains
Oxic Limestone Channels
Vertical Flow Ponds
Successive Alkalinity Producing Systems
Anaerobic Wetlands
Manganese Oxidizing Beds
Porous Barriers
Bioreactors, Sulfate Reducing Systems
Bioreactors, Bacterially Catalyzed Low pH Iron Oxide
Lime and Sand Dosing
Aquafix Wheels
Swedish Bucket Dosers
Diversion Wells
Hydrated Lime Treatment Plant
Quicklime Treatment Plant
Sodium Hydroxide Treatment Plant
Soda Ash Treatment Plant
Treatment Facility using Ammonia
Treatment Facility using Liquid to Liquid Extraction
Aerators and Oxidizers
Activated Iron Solids Process
Re-Mining
Sulfate Reduction Processes
Bulk Void Filling
Alkaline Addition
Page | 32

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

Refuse Pile Reprocessing
Removal and Special Handling of Acid Forming Materials
Alkaline Addition (to Backfills)
Consolidation, Relocation, or Mixing Mine Pools and Discharges
Capping or Covering
Page | 33
Appendix 3
The NPS Project Priority Rating System
This document is to help clarify and broaden understanding of the rating system guidance manual – it
does not replace the manual. Download the “Non-Point Source – Project Priority Rating System Guidance
Manual” and reference these notes as you read and study it. The manual is available at:
http://files.dep.state.pa.us/Water/Drinking%20Water%20and%20Facility%20Regulation/DrinkingWaterPortalF
iles/watersupply/municipalfinance/Project_Rating_System.pdf.
Rating System Introduction and Guidance
A variety of NPS projects are considered, but some undoubtedly satisfy the requirements of the NPS program
better than others. The Rating System is a way to prioritize and to “Rank” projects by how well they meet
those requirements. A projects ranking has a direct correlation with the type and amount of funding that is
awarded or if the project is even funded at all. In making the final funding determinations, some other factors
are considered (i.e. is there a public health issue), but typically projects with a higher ranking will be first in line
to receive limited funds. Therefore, understanding the components that make a “good” project will help in
designing and submitting successful projects.
Projects in a given funding cycle are competing against others in that particular cycle only. The quantity and
quality of projects submitted determines how competitive the cycle will be (i.e. a round with many good
projects means it’s harder for a mediocre project to make the cut). This is the incentive for not only having a
good project, but also taking the time to complete the application in a way that clearly communicates a
projects value.
Because each funding cycle is unique, it is not possible to establish an exact number of points needed for
approval. But since most NPS projects receive between 40-60, you can be fairly certain that projects with
above 55 points will be approved; projects with between 45 and 55 points will most likely to be approved;
while projects with less than 40 points are questionable. Where the cutoff line falls is totally contingent on the
quantity and quality of projects in the specific funding cycle. Using the information provided here an applicant
should be able to make a reasonable estimate of the number of point their project will be awarded.
PENNVEST Priority Rating Factors
PENNVEST, along with The Department of Community and Economic Development and others, add points
based on the factors below. Points awarded in this section are primarily determined by the status and
economic conditions of the geographic location of the proposed project. Typically, NPS projects do not receive
many points in this section.
1. Economic Development (20, 15, 5 or 0 Points) Will any jobs be created as a result of this project?
Document and explain any job creation that might happen either because an existing business will
expand or a new business will move in as a result of the project.
2. Distressed or Disadvantaged Community (10 points) Points are added for communities on the Act
147 list that are considered distressed.
Page | 34
3. Infill (10 Points) Points may be awarded for redevelopment of existing population centers in cities,
boroughs or townships of the 1st class.
4. Brownfield (15 Points) Projects located on DEP designated Brownfield sites.
5. Community Action team (CAT) Projects (10 Points) Only specific communities identified by the CAT
will qualify.
6. Comprehensive Planning (5 Points) Projects receive points when they are within an area served by a
community comprehensive plan that is consistent with an adopted county comprehensive plan.
DEP Priority Rating Factors
DEP rates the project’s technical aspects by evaluating five rating factors for a total of 100 points. When
writing narratives provide any and all the information needed by the Rater to understand the problem and
how the project addresses that problem. Narratives should be comprehensive, yet concise and clearly written.
There are some project benefits, such as Green Components, Water Conservation and Energy Conservation,
that are not rated but should be included on the application. Non-rated benefits are often a factor when
deciding between projects that are tied in their ranking.
1. Water Quality Rating (40, 30, 20, 10 or 0 points) Water Quality points are assigned by objective
rating guidelines that specify the number of points awarded for each condition.
a. To receive 40 points the receiving stream must be on the 303(d) list of impaired waters at
http://www.portal.state.pa.us/portal/server.pt/community/water_quality_standards/10556/i
ntegrated_water_quality_report_-_2010/682562 . Search categories by stream name.
i. When the receiving stream is a small tributary to a listed impaired stream, include the
name of that stream and the impairment.
ii. To qualify for 40 points the proposed project must address the impairment listed (i.e. a
stream impaired for AMD cannot get 40 points for an Ag BMP project)
iii. Make a “screen shot” of the page where the receiving stream is listed and include it in
your application.
b. To receive 30 points the receiving water body must be a designated High Quality or
Exceptional Value.
http://www.portal.state.ps.us/portal/server.pt/community/stream_redesignations/10556/int
egrated_water_quality_report_-_2008/554008
i. Make a “screen shot” of the page where the receiving stream is listed and include it in
your application.
c. To receive 20 points the receiving water body must be impaired, though not listed on the
303(d) list. It is the applicant’s responsibility to clearly show and document the water quality
impairment.
i. Provide as much water quality data as possible; if available include lab reports and
explanations on how results were calculated.
ii. Include pictures that show the impairment and proximity to the proposed project site.
iii. Provide a narrative that describes the impairment, it severity and how the impairment
is connected to your proposed project
d. To receive 10 points the project must be “reasonably expected to have direct and substantial
benefits to waters”. The applicant must clearly show and document the benefits.
Page | 35
2. Compliance Rating (10, 5 or 0 Points) Only projects that have or will be receiving a Notice of Violation
can be awarded Compliance points. Proactively addressing a compliance issue (i.e. a NOV is expected
to be issued) has priority over a project designed to achieve compliance with a NOV already issued.
a. It is common for AMD projects to receive Compliance Points; rare for Ag and Stormwater
projects.
3. Planning Rating (Total 25 Points) The two separate sections of this rating awards points based on the
applicants ability to manage a project and on how well their project coordinates with a larger plan.
a. “Capability to Manage” ( Scale 0 -10 Points) is demonstrated by how well the applicant can
show, through experience and the application process itself, their skill and ability to navigate
sometimes difficult process.
i. Hint: This is the incentive to do a good job on the application. Clear, concise
descriptions and explanations, well planned projects, etc. speak to your ability to
manage.
b. “Planning Coordination” (15, 10, 5 or 0 points) is an indicator of how a project coordinates
with a larger plan.
i. Only projects that are “specifically” recognized in a larger plan will receive the
maximum 15 points.
ii. Most projects can receive 10 points by documenting that other groups endorse the
goals of their project.
iii. 5 points can be awarded if DEP Nutrient Trading Credits are expected to be generated
and actually applied for.
4. Benefit To Cost Comparison (Scale of 0-20 Points) More subjective then the other categories, this
section relies on the experience and judgment of the Rater. By looking at the amount of NPS pollution
actually eliminated relative to the cost, it is an effective way to separate good from bad projects.
a. Note: Points are now assigned utilizing a scale from 0-20 points in lieu of the 20, 12 or 5 point
system in the manual. The tables in the manual are no longer applicable.
b. The narrative should explain - clearly and in detail - the impairment and what the water quality
benefit is.
c. “Benefit” in this context is referring to the “amount” of improvement to water quality.
Quantify, as much as possible, how much nonpoint source pollution will be reduced and
include calculations, data sources and an explanation of the process used.
d. Information you may want to include are current stream conditions, the size of the existing
operation (i.e. how many cattle), proximity of the receiving stream to the proposed project,
how quickly and by what route does runoff get to the receiving stream, etc.
5. Safety Rating (5, 3, 1 or 0 Points) There are no environmental benefits associated with the safety
rating. While most NPS projects get 0 points in this section, documenting any safety or health problem
that will be eliminated may result in points awarded.
Page | 36

PENNVEST NONPOINT SOURCE PROGRAM GUIDANCE MANUAL

Transcription

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