Edward Byrne Memorial Justice Assistance Grant Countywide Solicitation Applications for Funding in Fiscal Year

Transcription

1 Edward Byrne Memorial Justice Assistance Grant Countywide Solicitation Applications for Funding in Fiscal Year This announcement is to notify eligible applicants that Pinellas County Justice Coordination is now accepting applications for funding through the Edward Byrne Memorial Justice Assistance Grant Countywide (JAG-C). All electronic applications will become available April 10, 2017, at 8:00 am and must be submitted by Monday, May 15, 2017, at 6:00 pm. JAG-C provides financial assistance to projects within Pinellas County that offer a high probability of preventing and controlling crime and improving the criminal justice system. JAG-C is a pass-through grant of federal funds allocated to the Florida Department of Law Enforcement (FDLE) by the Bureau of Justice Assistance. Pinellas County anticipates FDLE to allocate approximately $240, for the fiscal year to be expended between October 1, September 30, To be eligible for JAG-C funding applicants must be a local unit of government, a political or law enforcement agency, or a not-for-profit organization and operate within Pinellas County. JAG-C projects must also fall within one of the federally approved purpose areas listed below: 1. Law enforcement programs 2. Prosecution and court programs 3. Prevention and education programs 4. Corrections and community corrections programs 5. Drug treatment and enforcement programs 6. Planning, evaluation, and technology improvement programs 7. Crime victim and witness programs. Applications will be submitted online and may be accessed through the link provided in the application instructions below. Please read the application instructions on the following page to assure your application includes all required information. Pinellas County Justice Coordination is the point of contact for JAG-C administration and will be responsible for preparing application packages, forwarding all applications to the Substance Abuse Advisory Board (SAAB), and completing the FDLE online submission process. FDLE is responsible for the final review of applications and award approval.

2 JAG-C Online Application Instructions Please read application instructions in their entirety before beginning or submitting an application for funding. Organizations and agencies may only submit one project proposal. Submission of multiple project applications by a single organization will not be accepted. 1. Go to to access the online application. A Sample Application is included at the end of this packet for reference before accessing the online application. 2. Applicants are required to create a username and password to access the JAG-C Application. We encourage organizations to use their entity name when creating a username. a. Examples: Agency Name City Police Department Substance Abuse Counselors, Inc. ABC Homeless Shelter b. Usernames must be between 4 and 24 Characters c. Passwords must be between 6 and 24 characters Usernames CityPD or CityPoliceDepartment SACounselors, SACInc, or SubstanceAbuse ABCShelter or ABCHomelessShelter 3. Once a Username has been created, you may save the application and return at a later date to edit and submit. Once an application is submitted it cannot be edited or resubmitted. Applications must also be submitted by the deadline or the application will not be accepted, regardless of how complete the application is or when the application was started. 4. For longer answer sections of the application hard enters (or a full line) between paragraphs is recommended for readability. 5. Budget Narrative: Be aware that there is no formatting options in the online applications and the application field will not allow you to copy and paste a table or spreadsheet into the application. To accommodate tables and spreadsheets we encourage providing a detailed budget as an attachment at the end of the application. Please also see the explanation of each budget category below. 6. Non-Profit Organizations shall attach a copy of necessary licensure and/or proof of non-profit status to the application to be eligible for funding. Not including this information could preclude your project from consideration. 7. Be sure to complete all fields and be as thorough as possible. Some sections have detailed instructions to help guide your answers. Please tailor your answers to those instructions. Page 2 of 5

3 Application Review Process The SAAB has appointed a review committee to score each application and make funding recommendations to be presented for approval at the next SAAB meeting. Recommendations made by the SAAB will not be finalized until FDLE announces the available JAG-C award amount for Pinellas County. Applicants are advised that the total award amount listed in this announcement is an estimate and is subject to change. Pinellas County expects the award announcements and project recommendations to be available by August All Grant Award Recipients will agree to: Comply with requirements of Pinellas County and FDLE. Make adjustments to proposed budgets as requested and required. Attend the SAAB meetings and present written and oral reports as required. Submit quarterly reports and timely submit invoices to the County for reimbursement. Submit to an on-site monitoring visit by the County and FDLE, as requested. Request any changes to project scope or budget in writing for approval. Complete the funded project and expend all awarded funds during the grant funding period. All applications must be submitted to the Pinellas County online application website by Monday May 15, 2017, at 6 pm. No late applications will be accepted. For questions regarding the application or other JAG-C matters please contact: Sara Gordils, J.D. Justice Programs Analyst Pinellas County Justice Coordination sgordils@pinellascounty.org Direct: Main: Page 3 of 5

4 Budget Narrative and Budget Categories This portion of the application announcement is to inform all applicants of each budget category expendable with JAG-C funding. Most non-profit projects are based on contractual services and should be expressed in cost per unit (see below). The Budget Narrative may reflect costs in any of these five budget categories: (1) Salaries and Benefits, (2) Contractual Services, (3) Expenses, (4) Operating Capital Outlay, and/or (5) Indirect Costs. A subtotal for each category in the budget narrative must be identified, as well as the total project costs. Salaries and Benefits. Funds used to support payment of salaries and benefits to employees dedicated to project activities. 1. Positions created with subaward funds must be in excess of the current number of appropriated positions in the implementing agency. 2. For full and part time positions, list the number and type of positions and the salary for each position. State what percentage of the position s time will be spent on the project and what percentage of the position s salary will be charged to the grant. If the position was grant-funded in a prior year, the percentage of the position s salary funded cannot exceed the percentage paid for the same position in prior years with grant funds. 3. Include the following statement in the budget narrative: a. This position will work % of the time on project and the grant will pay for % of salary/benefits. 4. List all benefits to be paid by type (such as retirement, health insurance, social security) 5. Project Summary should include a brief description, for all grant-funded positions, that clearly identifies the work related to the project. 6. Pay and benefits cannot be increased because of federal monies. Employees are to be paid their actual regular hourly rate not the estimated amount reflected on the approved budget narrative. Benefits claimed can only be what are normally claimed for position(s) in the approved budget. Contractual Services. Funds paid to an individual, organization, or other unit of government for specified services provided under terms of the contract between the subrecipient and the contract provider. Briefly describe how these services will be procured. Describe the services that will be provided with award funds in terms of cost per unit (examples: 1 Hour of Counseling = 1 Unit and Unit Cost = $100 and/or 1 Presentation = 1 Unit and Unit Cost = $200). Include all units that will be funded by award funds and the total number of units expected to be expended. Be sure to include a breakdown of salaries and operating expenses that determine the unit cost, if applicable, and the date the unit costs were updated/established. Project contractual services must comply with the following requirements: 1. If the applicant is a non-profit organization and being reimbursed by Pinellas County, the budget narrative should reflect unit costs for each service provided, not allocated to another budget category (Salary and Benefits, Expenses, Operating Capital Outlay or Indirect Costs). 2. Local units of government must use their respective rules and regulations. In the absence of local rules and regulations, or if state regulations are more restrictive, state regulations must be used as a guide. Page 4 of 5

5 3. If the relationship with the service provider is contractual, describe the procurement process. 4. Arrangements with individuals must ensure that dual compensation is not involved; the contractual arrangements is written formal, proper and otherwise consistent with awardee s usual practices for obtaining such services; time and services for which payment will be made and rates of compensation will be supported by adequate documentation; and transportation and subsistence costs for travel performed are at an identified rate consistent with the awardee s general travel reimbursement practices. 5. Compensation for consultants employed by state and local governments will only be allowed when units of government will not provide their services without cost. In these cases, the rate will of compensation must not exceed the daily rate paid by the unit of government. 6. Compensation for individual consultant services must be reasonable and consistent with that paid for similar services in the market place. Federal regulations provide that the maximum rate for each consultant is $650 (excluding travel and subsistence costs) for an eight-hour day. A request for compensation for over $650 a day requires prior approval and additional justification. For consultants hired through competitive bidding process, not sole source, the $650 threshold does not apply. Expenses. Funds paid towards expenses necessary for project activities. 1. Itemize all expense items for purchase. Any items not specifically listed in the budget will be disallowed. Do not use terms such as etc or misc. 2. All expense items must contrive directly to the project requesting funding and not be used for routine agency operations. 3. Allowable expenses include a. Advertising for personnel recruiting and competitive bidding b. Printing and reproduction. Describe items to be printed and/or reproduced c. Rental of staff offices and conference space d. Publicity e. Office supplies f. Postage and shipping fees g. Registration or tuition fees for conferences or training seminars and related travel expenses. h. Travel and training costs (NOT food or beverages for meetings) i. Utility expenses. Itemize by type of service Operating Capital Outlay (OCO) or Equipment. Funds paid for equipment necessary for project activities. 1. Expenditures should be assigned to Expenses or OCO. OCO includes equipment and other nonconsumable, non-expendable items that have a unit cost of $1,000 or more and/or a useful life of more than one (1) year. Please identify the threshold for OCO items. 2. Itemize all OCO items for purchase and give a cost per item. Indirect Costs. Costs that are not readily assignable to a particular project but are necessary to the operation of the organization and the performance of the project. 1. If indirect costs are included in the budget the agency must also provide their indirect cost rate agreement as an attachments to the application. Page 5 of 5

6 Edward Byrne Memorial Justice Assistance Grant Application for Funding Organization Information Full Legal Name (Required) * Mailing Address (Required) * City (Required) * State (Required) * Zip Code (Required) * Contact Person (Required) * Title (Required) * Telephone (Required) * Fax E mail (Required) * Executive Officer (Required) * Title E mail Telephone Financial Officer (Required) * Title E mail

7 Telephone Project Director (Required) * Title E mail Telephone Physical Address (if different from above) City/State/Zip Code Description of Organization Briefly describe the mission, vision, and purpose of the organization. (1000 character limit) (Required) * Problem Identification Briefly describe the problem that will be addressed by the grant project and be sure to address the following: Clearly identify the need and/or issue in the community that will be addressed, including the scope of the problem, what population is affected by the problem, and the population that would be served by the project. What would be the repercussions if the problem/need is not addressed? If this is a continuation of a project that was previously funded by JAG, provide a brief summary of the accomplishments that have been achieved and/or the needs that have been met to date. (7,000 character limit). (Required) * Project Summary (Scope of Work) Project Title (Required) *

8 Projects will operate from October 1, 2017 September 30, If your project varies from this start and end date, please include a start and end date below. Projects cannot begin before October 1, 2017 or end after September 30, Start Date End Date Identify which of the following federally approved purpose areas your project will address. You may select more than one; but, at least one must be selected to be eligible for funding. (Required) * Law enforcement programs Prosecution and court programs Prevention and education programs Corrections and community corrections programs Drug treatment and enforcement programs Planning, evaluation, and technology improvement programs Crime victim and witness programs Describe the proposed project and how it will address the problem identified above. Be sure to include the following information, if relevant to your project: General description of the project, including who will be served, who will provide services, and what the project will accomplish. What other agencies, if any, will participate in the project. If making purchases, describe the equipment to be purchased and how it will be used. (7,000 character limit). (Required) * Performance Reporting Briefly describe what your project goal(s) are and how your organization will measure the progress of reaching that goal(s). What information or data will be used for monthly or quarterly reporting to track project performance? (2500 character limit) (Required) * How many participants will the program serve? (Required) * Of those served, how many will be new participants? (Required) * Budget Information Total Award Amount (Required) *

9 Total Program Budget (if different from award amount) Budget Narrative The Budget Narrative may reflect costs in any of these five budget categories: (1) Salaries and Benefits, (2) Contractual Services, (3) Expenses, (4) Operating Capital Outlay, and/or (5) Indirect Costs. A subtotal for each category in the budget narrative must be identified, as well as the total project costs. For more information on what category a cost should be placed in, please see the Budget portion of the Application Announcement. For Contractual Services, describe the services that will be provided with award funds in terms of Cost per Unit (examples: 1 Hour of Counseling = 1 Unit and Unit Cost = $100 and/or 1 Presentation = 1 Unit and Unit Cost = $200). Include all Units that will be funded by award funds and the total number of Units expected to be expended. Be sure to include a breakdown of salaries and operating expenses that determine the unit costs, if applicable, and the date unit costs were updated/established.a detailed spreadsheet, or other budget details, may be submitted as an attachment below.(9,000 character limit). (Required) * Attachments Budget Business and Licensing (required for Non Profit Organizations) Miscellaneous / Additional Information Name of Applicant (Required) * Title (Required) * Important InformationBe advised that:1. To receive award funds, your organization must agree to comply with requests from the Substance Abuse Advisory Board, Pinellas County, and the Florida Department of Law Enforcement.2. If your project is awarded funds, you will be required to submit quarterly reports and other grant related information.3. This application form, when completed and filed with Pinellas County, is a public record under Chapter 119, Florida Statutes, and is open to public inspection. All material submitted to Pinellas County government is subject to the public records law of the State of Florida.4. The application must be completed in order to be considered for the award. The applicant is responsible for keeping information on the application current.thank you for your interest in serving the community with Edward Byrne Memorial Justice Assistance Grant funds. Justice Coordination is Pinellas County's point of contact and is only responsible for preparing the County's application package to be submitted to the Florida Department of Law Enforcement for final approval.i understand the responsibilities and commitment of time associated with receiving award funds.by clicking and submitting, you have electronically signed this application and confirmed that you are an authorized representative of the organization applying for the award and that the information provided is true and factual. (Required) * I agree Date (Required) *