Cuyahoga County Public Safety & Justice Services, Public Safety Grants FY 2012 Title II Formula Grant Solicitation for Applications Programs and Services to Reduce Juvenile Arrests Cuyahoga County Public Safety & Justice Services, Public Safety Grants 310 West Lakeside Ave., #300 Cleveland, Ohio 44113 Telephone: (216) 698-2844 Fax: (216) 443-5773
Application Due Date The application must be received in person January 22, 2014 by 3:00 PM. Please submit one (1) original and three (3) copies of the application to: Martha Newman, Program Officer Department of Public Safety and Justice Services, Public Safety Grants 310 West Lakeside Avenue, Suite 300 Cleveland, Ohio 44113 (216) 698-2844 Late, faxed, or emailed applications will not be considered for funding. Contact Information Cuyahoga, Franklin, and Lucas counties operate Regional Planning Units (RPU) to administer federal funding in their respective counties. If you are an applicant in one of these counties, please contact the person listed below. Cuyahoga County Franklin County Lucas County Martha Newman, Program Officer Department of Public Safety and Justice Services, Public Safety Grants 301 West Lakeside Avenue, Suite 300 Cleveland, OH 44113 (216) 698-2844 Melissa Pierson, Grants Administrator Franklin County Justice Programs Unit 373 South High Street, 25 th Floor Columbus, OH 43215 (614) 525-5563 Holly Mathews, Program Officer Criminal Justice Coordinating Council One Government Center, Suite 1720 Toledo, OH 43604 (419) 213-3800 Applicants in counties other than Cuyahoga, Franklin, and Lucas Counties should contact Linda K. Welch, Grants Management Representative, at (614) 644-6418 or Kristi Oden at (614) 644-7738. 2
Introduction and Purpose The Cuyahoga County Department of Public Safety and Justice Services, Public Safety Grants (PSG) is the agency responsible for administering the Title II Formula Grant funding awarded to Cuyahoga County by the federal Office of Juvenile Justice and Delinquency Prevention (OJJDP) through the Ohio Department of Youth Services (DYS). States and counties receiving Title II funding are required to address Disproportionate Minority Contact (DMC), which is the overrepresentation of minority youth in the juvenile justice system. As part of the requirement, the State of Ohio tasked DYS to determine where the disparity exists in the Ohio system and take action to address it. Since August 2007, DYS facilitated a DMC initiative with 14 counties that have the largest minority youth populations. The primary purposes were to meet the federal requirement and to promote fairness and equity in the juvenile justice system. As part of the initiative, DYS has collected data from law enforcement and juvenile courts to determine the decision points in the juvenile justice system where there is the greatest disparity. Across all 14 counties, the rate of arrest of African-American youth has consistently been the highest. On average, African-American youth, between the ages of 10 and 17, are three times more likely to be arrested than white youth. The following chart lists the 14 counties addressing DMC and the 2011 arrest rates for the county (based on the police agencies reporting): Allen 2.11 Franklin 3.38 Mahoning 3.61 Summit 2.96 Butler 3.35 Hamilton 5.81 Montgomery 2.20 Trumbull 4.06 Clark 4.30 Lorain 4.04 Richland 3.80 Cuyahoga 2.35 Lucas 3.19 Stark 2.77 To address disparity at the point of arrest, PSG is soliciting applications for programs, services, and systems improvement activities that are likely to reduce racial disparity in the juvenile justice system by reducing arrests of minority youth. Applicant Eligibility To be eligible to apply for funding, the applicant agency must be a public or private youth serving agency and possess the expertise and capabilities required to produce positive programmatic outcomes. The applicant agency must also have a proven record of fiscal responsibility and integrity in managing federal and other funding. Private Agencies Private youth serving agencies include those not owned or operated by state or local government. Applicants from private agencies may include for profit or non-profit agencies, including faithbased organizations that serve youth. Public Agencies Public youth serving agencies include those owned or operated by state, county, or city governments. These agencies include juvenile courts, detention facilities, police departments, etc. These agencies may apply for funding as the Implementing Agency with the appropriate 3
unit of government acting as the fiduciary agent which is the Subgrantee for the award. The award and subsequent funding will be issued to the Subgrantee. Priority Applicants Priority will be given to law enforcement and community agencies in Cuyahoga County working on Ohio s DMC Initiative. Additionally, collaborative relationships between police, juvenile courts, and communities are strongly encouraged to help increase the effectiveness of a program. Program Purpose Disproportionate minority contact (DMC) is the only program area fundable under this solicitation and only to reduce arrests. This includes programs, services, training, and systems improvement activities that positively impact reduce the number of minority youth arrests. Data has consistently shown that the large number of minority arrests does not correlate with the number of cases referred to juvenile court and/or charges filed in juvenile court. There are many cases where minority youth are three times more likely to be arrested, but are charged with an offense at a rate nearly equal to white youth. This may imply that more minorities are arrested than should be given the gap between the two rates. It is also important to note that reducing disparity at the point of arrest does not mean minority youth should not be arrested when an offense has been committed. It means that all youth should be treated fairly and equitably and given the same opportunities for alternatives to arrests. Examples of Fundable Programs Police Programs Police mentoring of high risk youth Police and youth positive interaction Police athletic leagues targeting high risk youth Training on effective communication with youth Training on adolescent brain development Training on Bridges Out of Poverty Training to implement the T.A.P.S program (www.houstontx.gov/police/nr/2012/may/nr050812-1.htm) School resource officers that work to reduce school arrest and build positive relationships Police diversion or referral in lieu of arrest Community Programs Law education Gang prevention/intervention Community outreach in high risk communities Violence prevention/intervention Mentoring of high risk youth Reentry assistance Jobs programs and job readiness Skill building 4
Systems Improvement Community justice centers (http://www.courtinnovation.org/project/brownsville-communityjustice-center) Youth courts Domestic violence courts Service, support, resource, and referral centers for high risk youth Policy changes that lead to reductions in arrests. This list is not exhaustive and applicants are encouraged to conduct research to find programs, projects, and activities that have been effective in reducing arrests. Innovative programs will also be considered. Target Population The target population is minority youth, age 10 to 17, who are at high risk of being arrested or who are involved in activities that lead to arrest. In both cases, the criteria that will be used to determine risk of arrest and criminal activity must be clearly defined in the application, as well as how those youth will be identified and outreached for the purposes of the program. Minority youth who are NOT likely to engage in criminal behavior must not be included in the target population. Application Criteria and Review All applications submitted by the due date will be reviewed for compliance to application guidelines and scored by the Cuyahoga County local JJDP Allocation Committee. Applicant scores will be ranked according to the points, but scoring will not be the sole determinant of whether or not a program is funded. Community needs, the merits of the program, and team recommendations will be factored into the selection process. Funding recommendations will then be presented to the County Executive and then submitted to the Director of DYS and to the Governor s Council on Juvenile Justice for final approval. Applicants will be notified in writing regarding program funding. Application Criteria Applicants must address each section of the application on the form pages provided. The narrative responses must be typed in 12-point font and single spaced. The following lists the sections of the application and the point value that has been assigned out of 200 total points: 1. Problem Statement (25) Clearly define the problem that will be addressed in the target community or jurisdiction. The narrative should detail the magnitude of the problem and demonstrate the need for services or programming. The problem statement should be clear, concise, and contain qualitative and quantitative local facts and data to substantiate the problem. The problem statement forms the basis of the application. 2. Program Description (25) The program description must provide detail about the programmatic and/or systems improvement activities that will be undertaken to help alleviate the problem. The activities 5
should have a clear and logical connection to the problem. The narrative should include information on how the program will be implemented including, when and where the program will take place, how often, and who will do what. It is strongly encouraged that applicants conduct research and consider what is effective in addressing the specific problem. Please note the program model used when writing the description. 3. Targeted Geographic Area (15) Provide a detailed description of the targeted community and the demographics relative to the targeted area. Describe whether the program will target the county, a city, a zip code area, a neighborhood, or a specific school or school district. Explain why this area was selected and how it will be impacted by the program. 4. Targeted Youth (15) Describe youth in the targeted geographic area who will receive programming or services, or who will be impacted by system improvement efforts. The youth must be between the ages of 10 and 17 and be at high risk of arrest due to specific individual risk factors AND behaviors. Community risk factors alone would not qualify a youth as high risk. Therefore, it is required that you include not only community risk factor, but also the behaviors or methods used to determine that a youth is at risk of being arrested. 5. Referrals and/or Outreach (15) Explain how youth will be identified and recruited for program participation. Describe any outreach activities, referral sources, assessments, or other resources that will be used to reach youth and/or to ensure the most appropriate youth receive services or benefit from system improvements. 6. Collaboration (10) Provide a list of those agencies that will work with the program to reduce juvenile arrests and increase the likelihood of better outcomes for youth. Describe the agency s contribution or role in the program. Explain to what degree collaboration is important to the success of the program and why. 7. Program Logic (25) Describe the logical connection between the problem and description, and explain how and the program will positively impact the targeted youth in the specified geographic area. The value of any referral sources and collaboration should also be explained. Explain how the components of the program will work to produce outcomes. 8. Organizational Capacity (15) Describe the capabilities of the organization and human resources that will implement the program or systems improvements. Include areas of expertise and explain why the agency is highly suited for the activities listed in the application. 9. Community Barriers (10) Describe any barriers or factors in the community that may influence the success of the proposed program. Describe the impact the factors may have and how those factors will be addressed and overcome. 6
10. Work Plan and Timeline (10) Outline the activities in the application and organize the information chronologically. Assign estimated dates when the activity will begin and end. If the activity is ongoing, show ongoing in the Date Ending column. 11. Outcomes Measures (15) OJJDP has a predetermined set of outcomes for programs supported with federal funding. Recipients must explain how the required data will be collected for each outcome listed in the application. 12. Detailed Budget (20) Provide a detailed budget breakdown that includes complete calculations and narrative explanation of the purpose. Costs must be reasonable, allowable, and supported by narrative justification. Selection Criteria Applications will be scored based on the criteria listed in the previous section per the point value assigned. However, points may not be the only consideration when making the final selection. Local need, number of youth to be served, cost, and multiple applications from the same geographic area may have an impact on funding decisions. An example would be several high scoring applications in one city that would limit funding of programs in other geographic areas. Funding Period Programs selected for funding should expect to begin on February 1, 2014 with this first award period ending on June 30, 2014. This funding cycle is subject to extension. Step Down Funding There is no step-down requirement, but funding will be based on the availability of federal funds. Program funding will be reduced when or if the federal government reduces the amount of Title II funding allocated to Ohio. Budget and Fiscal Guidance Application Budgets There is no funding limit for this funding cycle; however applicants are encouraged to apply for reasonable costs associated with their application. PSG is hoping to fund as many viable programs as possible. PSG and DYS reserve the right to disallow budget line items, reduce and/or increase the requested budget amounts during review or prior to award. This typically is done when the reviewers feel the budget line item amounts are too high or low, the cost is not necessary, the cost is not reasonable, and/or the amount request exceeds what is needed to do the work of the program. Other considerations include the amount available and program equity. The following guidance is provided to assist in completing the Detail Budget sections of the application. Please review prior to completion, and give careful consideration to the amount you 7
are requesting for each budget item. Although requested budget amounts are a best estimate, all costs must be reasonable, allowable, and necessary to the success of the program. Match Title II funding does not require a match when funding is used for programs and services. Allowable Costs Allowable costs are those cost specified in circulars and in the authorizing legislation, however, DYS and PSG may be more restrictive. Allowable costs under this solicitation include: Salaries for personnel who work on the program Fringe benefits for personnel who work on the program Consultants who provide a necessary services Contracts with providers Purchased services of vendors or suppliers Travel of personnel on related business Transportation for youth Program equipment with demonstrated need Equipment for program youth General supplies Supplies related to youth activities A portion of rent for existing facilities Telephone costs related to the program (cell phones considered on a case-by-case basis) The prorated cost of utilities Printing and copying of program documents Unallowable Costs The following costs are not allowable under this solicitation: Administrative costs Salary costs of personnel not working directly on the program Conference travel Parking fees State and local taxes Bonuses and awards Lobbying costs Automobile purchases Licensure costs Costs related to fund raising Costs of corporate formation Fines and penalties Entertainment with no programmatic value as it relates to youth Food Salaries for Personnel Salary and fringe benefit costs may be charged for personnel who work directly on the program. Charges must be only for those hours worked and timesheets signed by employee and supervisor 8
must be maintained for all staff working on the program. Compensation amounts must be reasonable and consistent with what would be paid for similar work in state or local government. Overtime pay must be prorated and cannot be charged exclusively to federal funds. Employer s Share of Fringe Benefits Fringe benefits can be charged based on a percentage of salary costs when the applicant can justify the cost and has documentation available for review. Standard fringe benefit costs include: Benefit Explanation FICA 7.65% PERS between 12% and 16% Unemployment Compensation between 2% and 6% for the first $9,000 of an employee s annual wages Insurance Premiums prorated at the same percentage of time as the employee works on the program Consultants/Contracts/Purchased Services Compensation for consultant services can be charged to federal funds when the service is reasonable and necessary to achieve the goals of the program. The federal maximum rate is $450 per day for an eight hour work day, which excludes travel and expenses. Consultant rates exceeding $450 per day may be requested, but approval of the rate can only be approved at the federal level. Costs not included in the consultant rate include preparation time, travel cost, and follow-up. Federal regulations require that procurement of contractual type services be conducted in a manner that promotes free and open competition. Therefore, contractual services should be competitively bid unless the project director documents that there is only one contractor qualified or available to perform the function. Travel Travel costs are allowable for employees who must travel for program related business. Costs can include hotel, airfare, ground transportation, and mileage not to exceed the State rate of 52 cents per mile. Provide a detailed narrative that justifies the need for the travel. General conference travel will not be approved. Equipment Equipment purchases are allowable for items necessary to operate and to achieve program goals. Office equipment can be purchased for program personnel as needed, or for youth who participate in the program. All equipment must be purchased within the first six months of the approved project start date. Receipts for all purchases are required. Supplies General office supplies and supplies for program youth are allowable. Supplies can include items such as paper, pens, pencils, ink cartridges, postage, and other small items that will be used up during the program. When supplies are shared between two or more programs, the cost must be 9
allocated proportionately. For example, if 50 percent of the supplies are used for the program, then 50 percent of the supplies cost can be charged to the subgrant. Receipts for all purchases are required. Other Costs Charged to Subgrants Rather than charge indirect costs, certain line items can be charged to the Other Cost category including rent, utilities, telephone, bookkeeping, maintenance, equipment lease, photocopying, and printing. Pre-Award Requirements Audit PSG and DYS are required to ensure that all recipients of federal funding, awarded by the agency, adhere to OBM Circular A-133 and the OJP Financial Guide audit requirements which states that agencies expending $500,000 or more in federal funds annually have an audit. Therefore, PSG and DYS is requiring that applicants submit a copy of the Subgrantee agency s most current audit report, or provide a certification stating that it does not meet the $500,000 threshold so no audit is required. D-U-N-S Number All recipients of federal funding are required to have a Data Universal Numbering System (D- U-N-S) number to be eligible for federal funding. This number is a unique, nine-digit number that identifies each physical location, division and/or branch of your company and is used by the federal government to verify and monitor millions of businesses across the nation. For more information on obtaining a D-U-N-S number go to http://www.dandb.com/fedgov/ Post Award Conditions On-Site Monitoring Project directors will be required to facilitate on-site monitoring visits to be conducted by PSG, program and fiscal staff. Typically, PSG will conduct one visit per year but more visits may be required as PSG deems necessary. PSG will contact the project director at least two weeks in advance to set up an appointment. PSG will work with the project director to determine a date that is convenient for both parties. While on-site, PSG will discuss the program activities, interview youth participants, interview program staff, and review supporting documentation. The project director is responsible for facilitating the site visit and ensuring that everything is set and ready for PSG when they arrive. Quarterly Performance Reporting Project directors are required to collect and report data for performance measures set forth by OJJDP. Reporting zero or N/A because no data was collected is not acceptable. Data collection and data sources will be verified by PSG as part of their monitoring visit. Programs that fail to 10
collect and report the required performance data will be sanctioned and may be terminated. Monthly Financial Reporting Project directors are required to submit monthly financial reports forms (FRF) to report expenditure and request payments. The FRF is due on a monthly basis no later than ten (10) days after the end of the month even if no funds have been expended. OJJDP requires that DYS and PSG collect documentation for all expenditures so receipts are required with all payment requests. Acceptable documentation will include: Personnel and fringes payroll records, timesheets signed by employee and supervisor, and copies of checks showing the check has been cashed or cleared Consultant and contracts copies of contracts, payments, vouchers, and invoices Travel mileage logs, hotel and parking receipts Supplies detailed receipts for purchases Equipment inventory forms and receipts for purchases (equipment must be tagged) Other costs payment vouchers, receipts, and copies of checks showing the check has been cashed or cleared Terms and Conditions This document is intended to provide the basic information needed to apply for federal funding under this solicitation. If funding is approved, the project director will receive additional terms and conditions that include state and federal requirements. Project directors will be expected to review the documents and acknowledge in writing that the terms are accepted. Terms and conditions will be provided with awards. 11