2026 BAY MINI-GRANT SCOPE OF WORK2026 BAY MINI -GRANT SCOPE OF WORK
Project Title: City of Clearwater Adopt -A -Drain Program
Awardee/Grantee: City of Clearwater
Project Manager (point of contact): Cassie Cordova
OVERVIEW
The City of Clearwater's Adopt -a -Drain Program will empower residents to help protect local
waterways by adopting a storm drain in their neighborhood and keeping it clear of trash, leaves
and debris. Because stormwater in Clearwater flows directly to Tampa Bay without treatment,
even small amounts of pollution can harm water quality and contribute to localized flooding. This
program gives residents a simple, hands-on action they can take to improve watershed health
while building awareness of how stormwater and pollution affect their community. Volunteers will
receive a welcome kit with educational materials, signage and safety tips, and will report their
cleanings throughout the year.
The City will partner with Adopt-a-Drain.org to provide a digital platform for drain mapping,
volunteer sign-ups and reporting. The program will be implemented by Clearwater's Sustainability
& Environmental Division with support from Parks & Recreation, Public Communications, Libraries
and the Neighborhoods & Community Engagement Division. Materials will be available in English
and Spanish, and at least one library location in the North Greenwood neighborhood will serve as
a pick-up site to support equitable participation. With help from the Bay Mini -Grant, Clearwater
will launch community outreach, distribute volunteer kits and engage residents across diverse
neighborhoods to promote stewardship of our shared waterways.
DELIVERABLES
Below are the specific items that will be provided to TBEP by the City of Clearwater during the
project.
• Facilitate "adoption" of 40 stormwater drains by Clearwater residents in the Tampa Bay
watershed
o Description: Recruit residents that commit to checking on and cleaning up their
local stormwater drains at regular intervals throughout the year, especially during
rainy season. Promote urban stormwater best practices through engaging events,
activities, and marketing.
o Documentation: map of adopted storm drains, volunteer Togs, digital copies of
outreach materials
• Photo and video documentation throughout the project
o Documentation: links to or digital copies of photos and videos
• Project highlight video
o Description: This video or slideshow should be a short, fun, and exciting highlight
of the project shared with your followers or constituents via whatever channel you
see fit (social media, YouTube, etc.). TBEP recommends this be one minute or less
in length.
o Documentation: link or digital file
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• Two (2) "Tarpon Tag" specialty license plate and/or Bay Mini -Grant advertisements
o Documentation: links, photos, or screenshots of social media posts, newsletter, sign
installation, logo on website, etc.
• Three (3) Progress Reports submitted on time
o Documentation: report submitted via the report portal (template provided)
TIMELINE
The estimated Bay Mini -Grant costs and anticipated activities per time period are approximate.
If the responsible parties) listed below change, City of Clearwater will notify TBEP immediately.
Month
Estimated Bay
Mini -Grant
Expenditures
Activities and Responsible Parties
Unless stated otherwise, Cassie Cordova is the responsible party for
any given activity or deliverable.
November_
2025
• TBEP notifies City of Clearwater about the award
0 Responsible party: Jessica Lewis, TBEP
December
—
• Review the updated scope of work, share the scope with all
project partners for input and agreement, edit as needed
• Internal team planning meeting to finalize project details in
the scope of work
• Turn in the updated/finalized and signed scope of work to
TBEP
• Notice to Proceed (Purchase Order) issued
0 Responsible party: Jessica Lewis, TBEP
• Add all dates to City of Clearwater's calendar
January
2026
$2,000
• Order and prepare materials and equipment
• Update website
• Draft a community engagement / resident recruitment plan
• Send an email newsletter announcing the award
• Share TBEP's awardee announcement post on social media
(provided by TBEP)
• Notify TBEP of all event dates
February
$2,000
• Continue logistical planning and implementation
March
$750
• Continue logistical planning and implementation
• Submit the first Progress Report on March 15 (report on
activities from the start of the project through March 15)
April
$0
• Implement engagement plan
• Implement Adopt -A -Drain program
May
$0
• Continue implementation of the engagement plan
• Continue implementation of the Adopt -A -Drain program
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June
$0
• Continue implementation of the engagement plan
• Continue implementation of the Adopt -A -Drain program
• Post on social media about the project: promote the 2027
BMG informational webinar (the targets are potential BMG
applicants)
• Continue implementation of the engagement plan
July
$250
• Continue implementation of the Adopt -A -Drain program
• Evaluate efficacy of the program, including outreach
components, and update tactics as needed
• Continue implementation of the engagement plan
• Continue implementation of the Adopt -A -Drain program
• Post on social media about the project: promote sales of the
August
$0
Tarpon Tag (the target is vehicle owners)
• Submit the second Progress Report on August 31 (report on
activities from March 16 through August 31)
• Submit reimbursement request/invoice by August 31
• Continue implementation of the engagement plan
September
$0*
• Continue implementation of the Adopt -A -Drain program
October
$0
• Plan for long term implementation of the program beyond
the grant period
• Continue implementation of the engagement plan
November
$0
• Continue implementation of the Adopt -A -Drain program
• Complete project by December 31
• Check in with volunteers and partners to see how they think
the project went, document lessons learned
December
$0
• Draft the Final Report
• Hold a project wrap up celebration for volunteers and staff
(optional)
• Submit the Final Report by January 31, 2027 (for all
January
activities during the project)
2027
—
• Submit the final reimbursement request/invoice by January
31, 2027 (for any and all expenses made between October
1 and December 31, 2026)
*Recommendation: Avoid spending grants funds during the month of September. TBEP's fiscal
year closes on September 30, so expenses during that month must be turned in immediately for
reimbursement.
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BUDGET
The estimated Bay Mini -Grant costs and anticipated expenses are approximate.
" ' Category
Types or Examples of Items or Services
Estimated Bay
Mini -Grant Cost
Adopt -A -Drain
Program
implementation
Materials, equipment, graphic design, data
collection and analysis, signage, safety
equipment, etc.
$4,000
Administration
Salary, insurance, overhead, etc.
$1,000
Total
$5,000
BAY MINI -GRANT TERMS AND CONDITIONS
The Tampa Bay Estuary Program (TBEP) desires to fund "City of Clearwater Adopt -A -Drain
Program" ("project") in accordance with the terms and conditions as follows.
1. City of Clearwater is responsible for appropriate expenditure of Bay Mini -Grant funds
and hereby agrees to carry out the project in accordance with the Scope of Work, and
shall not utilize these funds for any other purpose. __CC__ (Project Manager's initials)
2. The project may begin upon the issue date of a Purchase Order from TBEP, and must be
completed by the Deadline listed on the Purchase Order. __CC__
3. The following costs are not eligible for Bay Mini -Grant funding: costs outside the grant's
scope of work; non-native flora or fauna; single -use giveaway items (unless approved in
advance by TBEP project manager); purchase of commercial software and hardware;
contingency funds; depreciation; purchase or printing of clothing; fines and penalties;
debts; interest and financial costs of borrowing; lobbying expenses. __CC__
4. City of Clearwater agrees to submit educational materials, scientific data collected,
publications, videos, presentations, or signage developed with Bay Mini -Grant funding to
the TBEP Project Manager for technical review and final approval before commencing
production. Such materials must recognize the Bay Mini -Grant program in name or with
an official logo provided by TBEP. All materials produced with Bay Mini -Grant funding
may be reproduced at TBEP's discretion. __CC__
5. The following Project Managers are appointed to communicate and coordinate regarding
this project. __CC__
a. TBEP appoints Jessica Lewis, Community Projects Manager (jlewis@tbep.org,
727-893-2765), as the TBEP Project Manager.
b. City of Clearwater appoints Cassie Cordova, Sustainability and Environmental
Division Manager(cassie.cordova@myclearwater.com, 727-444-8004), as the
Project Manager.
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By signing below, I certify that:
a. I am authorized to enter into this agreement,
b. I understand and agree to perform the Scope of Work,
c. I understand and agree to the Terms and Conditions, and
d. I understand and agree to the Administrative Guidance for Awardees.
Bay Mini -Grant Project Title: City of Clearwater Adopt -A -Drain Program
Project Award Total: $5,000.00
Grantee/Organization Name: City of Clearwater
Organization's Mailing Address: 100 S Myrtle Ave, Clearwater, FL 33756
Organization's Physical Address (if different): NA
Organization's Tax Identification Number: 59-6000289
Director, President, Chair, or other Mayor Bruce Rector
Authorized Signer's Full Name and Title:
Signer's Email Address: Bruce.Rector@myclearwater.com
Signer's Phone Number:
Signature:
Date:
727-444-7001
(end of document)
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