Blank Forms

Unless noted otherwise for specific items such as traffic counts, all policies and forms apply to both the “Dirt and Gravel” and “paved Low Volume Road” portions of the Program.

Grant Application Packet

  • Grant Application: One-page application submitted by the road-owning entity to the Conservation District. This, along with the work plan, becomes “Attachment A” to the contract between the Conservation District and the Grant recipient.
  • Work Plan: Project sketch detailing proposed work. Can be on the back of the grant application.
  • Expenditure Sheets: Two optional sheets, one for grant requested funds and one for inkind contributions, that can be attached to the grant application if needed.
  • Grant Application Packet (892 KB): Includes the four forms mentioned above. Note that this form is a fillable pdf and is not meant for completing by hand.

Contract

  • 2-page Contract (105 KB): Legal contract between the conservation district and the grant recipient.
  • Contract Attachments:
    • Attachment A (683 KB): Grant application and work plan (see above)
    • Attachment B (24.5 KB): General Contract Provisions – General legal provisions pertaining to the contract.
    • Attachment C (35.2 KB): Statement of Policy (incorporated into contract by reference) – State Conservation Commission Statement of Policy, incorporated into contract by reference.
    • Attachment D: QAB Standards (Visit a specific Conservation District page for QAB policies.)
    • Attachment E (126 KB): Schedule of Payments (see below)
    • Attachment F (145 KB): Prevailing Wage Notification Letter (see below)
    • Attachment G (20.3 KB): Prevailing Wage Certification of Compliance – (provided by contractors who are subject to prevailing wage)
  • Contract Amendment (184 KB): Simple amendment form that can be used to increase the funding amount or extend the completion date of an existing contract. (funding can be increased by 40% (or more with SCC approval) over original contract).
  • Schedule of Payments (126 KB): Single page form that outlines the procedure in which funding will be distributed to a successful grant applicant. This becomes “Attachment E” to the contract between the Conservation District and the Grant recipient.

Project Completion Report

  • Project Completion Report (1.32 MB): Report used to summarize a completed project. Continues a summary of both financial information and the practices implemented on the project. It is recommended that conservation districts and grant recipients jointly complete this form as part of the final inspection.

Standard Program Forms

Example Forms

The following forms are provided only as an example. While the information is required, these particular forms are to act as a guide that the Conservation Districts can use. Note that most examples are in the Microsoft Word docx format.

  • Approved DGLVR E&S Plan (30.5 KB): The final, approved, erosion and sediment control plan to be used with the DGLVR program. This plan was coordinated with DEP’s E&S Program.
  • Project Expense Tracker (21.0 KB): Spreadsheet template that conservation district staff can use to total project receipts and invoices. Conservation districts are recommended to use a spreadsheet such as this one when reviewing project expenses and to retain a copy of this review, both electronically and printed in the project hard file. Districts are welcome to use their own spreadsheets in addition to or in place of this template.
  • Off ROW Consent Form (17.6 KB): Example consent form to obtain permission from a landowner to perform work and/or outlet water onto their property.
  • Project Ranking Criteria (47 KB): Example criteria for use by Conservation Districts and Quality Assurance Boards in ranking applications that are submitted.
  • QAB Designee letter (21.6 KB): Example letter that can be used by the PA Fish and Boat Commission or Natural Resource Conservation Service to appoint a designee to a county’s Quality Assurance Board.
  • Project Hard File Checklist: A checklist of the items that should be included in a projects contract hard file.
  • Project Narrative: Form to describe problems being addressed along with a project summary for a given contract.
  • Project Timeline: Form to record various payment/date information for a given contract.
  • Project Lifecycle Checklist (2.43 MB): Big-picture checklist to record important events in project planning and implementation. This is a checklist that is generally applicable to any DGLVR project and is not required, but recommended, especially for conservation district staff new to the DGLVR Program. Note that there is a separate lifecycle checklist that is required for stream crossing projects and is available on the stream crossing webpage.
  • Pre Application Checklist: A checklist of the items that should be considered prior to receiving an application.
  • Bid Package Review Checklist (36.8 KB): When DGLVR projects involve bidding, it is important that the bid documents accurately reflect the DGLVR project specifications and Program requirements. This is a checklist of items to check in the bid package before it is finalized and provided to interested bidders.
  • Pre Construction Checklist: A checklist of the items that should be considered prior to beginning construction.
  • Road Fill RFQ (36.8 KB): This optional Request for Quote allows users to specify the type or quality of material for use as road fill in projects. The RFQ is provided in an editable format and can be customized by users.

Flyers for Outreach

  • DGLVR Handout for New Participants (1.07 MB): This 2-page flyer provides a brief overview and introduction to the DGLVR Program. It is geared towards an audience of potential grant applicants to get them interested in the program and provide the first steps to getting involved.
  • Example DGLVR Projects (1.44 MB): This 2-page flyer shows example before and after pictures of completed DGLVR projects and frequent issues addressed by the DGLVR Program. This document is intended for conservation districts to share with potential grant applicants to help illustrate what types of road issues may be a good fit for Program funding.

Site Assessment Forms

These forms pertain to performing a site assessment. Although the site assessment protocol will likely be changed at some point in the future, these forms serve as a useable guide for selecting suitable sites. Note that while these forms are written for unpaved roads, then can be utilized for low volume roads.