The Northwest Power and Conservation Council (Council) recommends, and BPA ultimately decides, project budgets based on the Federal fiscal year (October 1-September 30). BPA may contract with a single entity to perform project work, or may divide a project budget among several contracts and contractors. Some funding may be allocated from the project budget to pay for "non-contract" costs such as a land audit or the purchase of PIT tags. Budgets may be adjusted throughout the year if necessary, usually via the Within-Year Modification
Start-of-year budgets for each project are posted on http://www.cbfish.org/. Information about within-year budget adjustments, actual spending and payment history is also available on http://www.cbfish.org/.
Contract budgets and non-contract costs
The Council recommends budgets at the project level. BPA and its contractors may then allocate the project budget among multiple contracts if for example, more than one contractor has been selected to perform different components of the project.
- NOTE: Many projects in the Fish and Wildlife Program have only one contract, thus their project contract budget equals their contract project budget (less project level expenses, where applicable, such as PIT tags, land purchases, and BPA internal costs for NEPA / ESA / cultural compliance, or land acquisition related activities).
Project budgets must factor in costs associated with environmental compliance (e.g., NEPA, cultural resources) review if performed by an entity other than BPA. Other costs that may be included in a project budget are:
- PIT tags (Passive Integrated Transponder tags, usually used in hatchery, research, monitoring and evaluation projects). BPA purchases PIT tags for the Integrated Fish & Wildlife Program as a whole, in order to pass on quantity discount savings to individual projects. While the cost of the PIT tags is not included in an entity's contract, the cost is subtracted from the Council recommended Project budget. This cost is strictly for the tags and not the work related to implanting them or monitoring implanted fish (See the PIT Tags work element page)
- Costs associated with a land purchase.
- Land audits, such as hazardous material survey
- Real estate appraisals, surveys, etc. (See TBL work element page)
- Transaction fees. (See Land Purchase and/or Conservation Easement work element page)
- NEPA / ESA /cultural resource compliance. As a federal agency providing funds for fish & wildlife projects, BPA is required to ensure compliance with NEPA, ESA, and cultural resource laws. BPA's environmental compliance group provides this service to the program, and is funded by individual projects that require environmental compliance documentation.
Submitting a contract budget
Whenever a new contract is executed or amended to add or modify funding, the contractor must attach a detailed line item budget to their contract, and provide estimated work element budgets in Pisces. Line item budgets must be attached 90 calendar days in advance of the expected contract start date or modification date.
The contract budget consists of two documents:
- Line Item Budget
[NOTE: Contractors may use the Sample Line Item Budget (XLS) as a template for preparing their contract line item budgets. This template contains formulas and suggested line items that may be modified to meet individual needs, and includes a separate tab showing the level of detail required for subcontractor estimates. Contact your COTR if you are unsure which line items are required for your contract. Click here for BPA guidance on detail required for subcontract budgets.]
- A total (non-itemized) cost estimate for each work element, entered into Pisces when the Statement of Work (SOW) is created. Please see the Work Element Budgets page for help.