TIPS FOR COMPLETING THE CONTRACTS
a. Make sure the name of the entity and the project is consistent with the pertinent press
release or Board agenda item;
b. Use Find and Replace for consistency checks throughout Appendices A through C:
 Replace your entity’s name (except the first time it appeared) with Grantee for grant
agreements or Partner for partnership agreements;
 Replace the name of the project with the Project (note it’s a capitalized P)
c. Check footers on every page and make sure they are consistent and make sure pagination is
continuous, and total page number is correct and consistent on every page. Pay particular
attention on pages inserted, e.g. Appendices A through C.
d. For Appendix G, please be sure to add full names of board members.
e. For Section 4.B. Notices, please provide two different persons as contacts, consistent with
the IRS requirements for filling IRS W-9, which all grantees and partners need to provide,
one should provide a real address where certified mails can be delivered. A P.O. Box
number would not be acceptable.
f. A simplified version of the budget sheet, i.e. Appendix C. A draft is provided separately, with
the intent to make it easier for us to follow and track for processing payment requests
without compromising accountability and due diligence.
 Double check the numbers and make sure they multiply and add up correctly.
 Make sure the match is 25%, i.e. if you are asking $75,000 for District’s contribution, you
need to provide $25,000 matching fund.
g. Provide a signed IRS W-9 form.
h. Provide certificates for insurance per Appendix H along with the draft agreement.
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For refinements, please email syoung@valleywater.org to share additional tips or call (408)630-2468 for
assistance.
Feb. 2016 Version