Office of Criminal Justice System Improvements 2016 Pretrial Drug and Alcohol Initiative Fiscal Year 2015/2016 Solicitation Please Note: Allow adequate time to submit your Application. You will be unable to submit your Application, if you do not first register in Egrants. Applications will only be accepted through PCCD s Egrants system. Recommended Egrants Agency Registration Date: April 25, 2016 Recommended Egrants User Registration Date: May 2, 2016 Mandatory Egrants Application Deadline: May 16, 2016 Signature Pages Due Date: June 6, 2016 Page 1 of 14
PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY Office of Criminal Justice System Improvements Funding Guidelines: 2016 Pretrial Drug and Alcohol Initiative TABLE OF CONTENTS Funding Guidelines for: 2015/2016... 3 Funding Announcement Title:... 3 Funding Available:.3 Submission Requirements for Applications:... 3 1. Overview:... 4 2. Funding Availability:... 6 3. Non-Supplantation:... 6 4. Project Dates:... 6 5. Eligible Applicants:... 7 6. Program Goals, Objectives and Anticipated Impact:... 7 7. Eligible Program Activities and Expenses:... 8 8. Required Egrants Sections/Documents:... 8 a. Required Egrants Sections:... 8 b. Required Signed Documents:... 8 9. Scoring:... 8 10. Ineligible Program Activities and Expenses:... 10 11. Performance Measures:... 10 12. Keywords:... 11 13. Competitive Bidding/Sole Source Procurement:... 12 14. Other Administrative Requirements:... 12 15. PCCD Contact Information and Resources:... 13 16. Mailing Information:... 14 Page 2 of 14
PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY Office of Criminal Justice System Improvements Funding Guidelines for: 2015/2016 Funding Announcement Title: 2016 Pretrial Drug and Alcohol Initiative Funding Available: $1,652,000 Submission Requirements for Applications: Scoring - All Applications will be competitively reviewed and scored. Applications will be scored on the basis of the applicant s adherence to the Funding Announcement Guidelines, and a timely submission in the PCCD Egrants system. Due Date - All Applications must be submitted, electronically through PCCD s Egrants system no later than Monday, May 16, 2016 by 11:59 p.m., Eastern Time. Please note: The Egrants Help Desk is available to assist with questions until 4:00 p.m. Eastern Time. Contact the PCCD Egrants Help Desk at (717) 787-5887 or by email at: RA-eGrantsSupport@pa.gov. Egrants Submission - Applications entered in Egrants by the deadline are not considered complete unless the required original Signature Page and any other required signed documents are also received at PCCD by the required date. Completeness Applications that do not meet ALL of the listed requirements in this funding announcement may be administratively rejected. If multiple applications are submitted for the same Category, all applications from the applicant in that category will be rejected. Refer to Section 7 Eligible Program Activities and Expenses. Corrections - If an Application is returned by PCCD for corrections, the final Application (including all corrections and required documents) must be returned to and approved by PCCD in order for the Application to be awarded. Page 3 of 14
1. Overview: PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY Office of Criminal Justice System Improvements The Pennsylvania Commission on Crime and Delinquency (PCCD) is accepting applications that support Pennsylvania s initiative to pilot the pretrial diversion of individuals with drug and alcohol and/or co-occurring disorder from incarceration and into treatment. This project seeks to reduce the front-end movement of individuals into the prison population, thereby lessening the recidivism rate, decreasing the cost of corrections, increasing access to drug, alcohol treatment and mental health services while simultaneously promoting public safety. According to the Department of Justice (DOJ), the purpose of the FY 2015 Justice Reinvestment Initiative: Maximizing State Reforms Grant Program is to cement or amplify the goals of states justice reinvestment reform efforts, deepening their investment in and commitment to the use of data-driven decision making and evidencebased practices and programs. The objectives of the program are the following: increase corrections costs saved or avoided by reducing unnecessary confinement; increase reinvestment in evidence-based practices that reduce recidivism; support justice reinvestment reform efforts by promoting and increasing collaboration among agencies and officials who work in criminal justice, including state and local policymakers, law enforcement, prosecution, defense, pretrial, courts, probation, treatment, corrections, reentry, and parole; and enhance the translation of evidence into practice by supporting the use of data analysis results to inform policy decisions. Additionally, the Substance Abuse and Mental Health Services Administration (SAMHSA) supports Medication-assisted treatment (MAT) which combines behavioral therapy and medications to treat substance use disorders. PCCD intends to support projects with federal Justice Reinvestment Initiative: Maximizing State Reforms Grant Program funds that include MAT and Other Evidence-based Programs and Practices (OEBPPs) deemed effective or promising as listed by the OJP Crimesolutions.gov or samhsa.gov websites for the "2016 Pretrial Drug and Alcohol Initiative. Funds will support county-based Pretrial Drug and Alcohol (PT/D&A) project sites that adhere to the pilot PT /D&A Model Stages (found on Page 5) that also include MAT and Other Evidence-based Programs and Practices (OEBPPs) deemed effective or promising as listed by the OJP Crimesolutions.gov or samhsa.gov websites for offender drug and alcohol treatment and mental health services. Federal funds in the amount of $1,652,000 are being announced to support this initiative. Applications will be reviewed on a competitive basis. PCCD expects to select seven successful applications for funding with budgets not to exceed $236,000 over a two-year project period. It is anticipated that awards to successful applicants will be made at the September 14, 2016 Commission Meeting for the projects to begin on October 1, 2016 and end on September 30, 2018. Page 4 of 14
Background: In September 2015, PCCD was informed by the DOJ Bureau of Justice Assistance (BJA) that it had been selected to receive funds to implement the PT/D&A pilot project. Each of the seven counties selected through a competitive solicitation process will be eligible for up to $236,000 for up to a two-year project period. Priority consideration will be given to counties who meet the following criteria: One of the top counties with high rates of admissions to the Pennsylvania Department of Corrections facilities; Willing to participate in data collection for research purposes, have a geographically diverse population, and supportive of the state's Justice Reinvestment Initiative (JRI); and Experienced in the administration of County Intermediate Punishment (CIP) and Drug and Alcohol Restrictive Intermediate Punishment programs (D&A/RIP). Applicants are strongly encouraged to develop projects based on the following PT/D&A Model Stages with special emphasis regarding how the applicant will integrate MAT and Other Evidence-based Programs and Practices (OEBPPs) deemed effective or promising as listed by the OJP Crimesolutions.gov or samhsa.gov websites. PT/D&A Model Stages: Stage 1: Defendant Arrest/Preliminary Arraignment. At the point when a defendant is arrested/preliminarily arraigned, he or she will be screened for possible participation in the PT/D&A pilot project. Applicants should specify how they intend to coordinate the pretrial process (e.g., county probation officer who already provides pretrial services will coordinate process; a new coordinator will be hired to process eligible offenders; etc.). Stage 2: Defendant Receives a Full Pennsylvania Client Placement Criteria version 3 (PCPC3) Clinical Drug and Alcohol Assessment. At the preliminary arraignment, the Magisterial District Judge (MDJ) orders eligible offenders to receive a full clinical drug and alcohol assessment with recommended level and duration of care under Pennsylvania s Department of Drug and Alcohol Programs (DDAP) research-based PCPC3 diagnostic tool. Eligible offenders would be granted unsecured bail conditioned upon participation in recommended treatment and supervision. This approach would allow the District Attorney (DA) and Judge to have an even greater assurance based on how well the defendant performs in treatment prior to sentencing. It would also avoid the risk of exposure to criminogenic thinking that usually occurs during incarceration. Defendants diagnosed with a substance abuse problem may be recommended for participation in PT/D&A with the understanding that if they do well and are eligible, they may be sentenced to CIP and admitted into the D&A RIP program. Individuals sentenced to CIP with participation in D&A RIP will be diverted from incarceration. Stage 3: Preliminary Hearing. Defendants recommended for participation in PT/D&A will receive a clinically matched drug and alcohol treatment plan, using the PCPC3, as a condition of pretrial release at their preliminary hearing. The drug and alcohol treatment plan should include MAT and Other Evidence-based Programs and Practices (OEBPPs) deemed effective or promising as listed by the OJP Crimesolutions.gov or Page 5 of 14
samhsa.gov websites. The case will be scheduled for the Court of Common Pleas, at which time the Common Pleas Judge can release the person into treatment with successful and positive engagement listed as a condition of bail. This diversion would immediately enter the offender into PT/D&A treatment, with ongoing monitoring/case management/supervision to ensure continued treatment engagement during the pretrial period. Stage 4: PT/D&A Admittance. Defendants would be admitted into PT/D&A treatment at the appropriate level of care and at a clinically appropriate facility to undergo clinical drug and alcohol treatment. Stage 5: Sentencing to CIP. At the time of sentencing, the Common Pleas Judge would have the option of sentencing compliant and eligible defendants to CIP with a D&A/RIP component. After sentencing, the defendant would continue their treatment in accordance with the treatment plan developed, which would allow appropriate stepdown in intensity along the continuum of care. Successful treatment and compliance with supervision would divert the defendant away not only from jail during the lengthy pretrial period, but also from serving an incarceration sentence in either a county jail or a state prison. Stage 6: Defendants Complete PT/D&A and CIP/D&A/RIP; Outcomes are Evaluated. As defendants complete PT/D&A and CIP/D&A/RIP, an empirical evaluation will be conducted on the outcomes of PT/D&A participants. Primary outcomes that will be measured include recidivism, jail/prison bed days avoided, and correctional cost avoidance as a result of diversion. In addition, a secondary outcome measured will be a reduction in county jail populations, which is a significant driver of the state prison population, due to diversion to treatment of a substantial number of defendants who otherwise would spend the entire pretrial period in county jail. 2. Funding Availability: A total of $1,652,000 in federal funds is being announced to support this initiative. Successful applicants will receive funds for up to a two-year project period with budgets not to exceed $236,000. Award Letters will be sent, as soon as possible, after the application is approved and will also be available in Egrants. PCCD is not liable for costs incurred prior to the official start date of the award. 3. Non-Supplantation: Funding must not be used to supplant/replace state, federal or local funds that would otherwise be available for program-related services. PCCD funding is to be used in addition to other funds that are made available for services. 4. Project Dates: Contingent upon availability of funds, the Applications approved at the September 14, 2016 Commission meeting will have project duration of two years and have a start date of October 1, 2016 with an end date of no later than September 30, 2018. Page 6 of 14
5. Eligible Applicants: This funding announcement is being issued on a competitive basis and is open to Pennsylvania counties that are able to meet all the necessary requirements described within the Program Goals, Objectives and Outcomes section. Applicants are encouraged to demonstrate relationships with local CJABs within the submission of an application for consideration. 6. Program Goal, Objectives and Outcomes: Program Goal: The program goal is to amplify the state s JRI efforts by providing pretrial diversion and dependency treatment services to non-violent, drug and alcohol-addicted and/or Co-Occurring Disorders (COD) offenders, whom otherwise would serve an incarceration sentence. As part of the quarterly reporting process, the successful applicants shall provide PCCD with performance measure data within the identified section below. Objectives: 1. Provide individuals in pretrial status the opportunity for expedited admission into a substance abuse treatment program. 2. Provide expedited offender entry into programs for COD offenders. 3. Reduce the front-end entry/movement of justice-involved individuals into jail or prison. 4. Avoid having non-violent drug and alcohol-dependent offenders become part of the broader prison population. 5. Implement MAT and Other Evidence-based Programs and Practices (OEBPPs) deemed effective or promising as listed by the OJP Crimesolutions.gov or samhsa.gov websites for offender drug and alcohol treatment. Outcomes: 1. Strengthen offenders opportunities to become substance-free, thereby reducing their future risk of re-arrest, as measured by recidivism. 2. Increase correctional cost avoidance through reducing the unnecessary confinement of a major driver of our state prison population (i.e., 40% of the DOC population is deemed to be non-violent with a history of drug and alcohol dependency), as measured by the cost avoidance associated with the diversion away from the jail/prison offender daily rate and the timeframe of confinement. 3. Communicate cost avoidance, recidivism, and successful findings to criminal justice stakeholders in an effort to scale-up the pilot and discuss the means by which to possibly reinvest realized cost savings. Page 7 of 14
7. Eligible Program Activities and Expenses: Eligible program activities are as follows: a. The implementation of a pretrial diversion process resulting in expedited access to treatment for justice-involved individuals; b. Training and/or technical assistance in the implementation and delivery of evidence-based and/or effective or promising programs; c. The implementation of MAT in conjunction with Other Evidence-based Programs and Practices (OEBPPs) deemed effective or promising as listed by the OJP Crimesolutions.gov or samhsa.gov websites; and d. Other activities designed to achieve the stated program goals, objectives, and outcomes. Any costs appearing in an application must be explained and justified. PCCD will determine whether an added expense is appropriately explained and justified. If any expenditure appearing in the scoring section titled Budget Narrative/Budget Detail is not explained and justified, it will affect the scoring of this section. 8. Required Egrants Sections/Documents: 9. Scoring: a. Required Egrants Sections: All sections identified in Egrants are required. You will not be able to submit your grant application in Egrants until all sections are marked as complete. b. Required Signed Documents: Signature Page (page 2 of the application); and CJAB Letter of Support. The following application sections in Egrants have a point value associated with them and will be scored as described below: a. Executive Summary - Maximum 5 points This section must include applicant entity s name; project title; and the dollar amount requested. Briefly state your project goals, major deliverables, and outcomes. Illustrate and/or describe how your project outcomes are aligned with the desired Outcomes identified for this funding announcement. b. Statement of Problem Maximum 20 points This section establishes that the applicant is able to identify the precise problem to be addressed by the project. Please address the following items in this section: Identify the precise problem to be addressed by the project. Provide supporting data/facts/figures specific to the project and relevant to the problem and the proposed request. Page 8 of 14
Demonstrate an understanding, accurate assessment, and a consistency of the scope of effort and resources proposed and include supporting documentation. c. Project Description Maximum 30 points This section establishes that the applicant has reviewed the program goals, objectives, and anticipated impact and has established a plan. Please ensure to address the following items as you describe the project in this section: Explain the implementation plan and methods to be used to accomplish the stated objectives. This description should include who will perform the work, what actions are proposed to accomplish these activities, timeframes for completing each activity, and any other details necessary to clearly establish how this project will be implemented. Define the method for establishing the key program components and the method for building momentum of their adoption. Describe the methods of disseminating information to the field for each of the appropriate objectives. Describe the work that will be accomplished each year of the project. Identify plans for subcontracting any part of the project, including the role to be performed by each subcontractor. Describe internal quality assurance processes that will be used to monitor the implementation of this project. d. Budget Narrative and Details Maximum 20 points The budget details section should identify what the funds will be used for and how they were calculated. Clearly identify all costs, including salary and benefits. This budget narrative section explains why each of the items requested is necessary to successfully implement the project. Clearly describe how expenditures will contribute to the completion of project objectives. The narrative section should contain more explanation than calculation; calculations should be entered in the Budget Detail section. For example, provide details about the work each staff position will be responsible for accomplishing and how their efforts will advance the project. Describe how costs will be calculated for the provision of technical assistance on a fee-for-service basis by program-specific consultants. Page 9 of 14
e. Project Sustainability Maximum 20 points Applicants must enter into this process with the understanding that planning to sustain the program/project beyond PCCD grant funding is an integral part of the process. Describe a cogent sustainability plan that includes the following items: 1. Once grant funds expire, how will the project continue? Describe how current and ongoing support for the program/project is and will be generated. 2. Identify Sources of financial support and provide commitments from key stakeholders necessary to successfully sustain the program/project; if these are not currently available, how will these be obtained? Letters from organizations or agencies willing to provide financial commitment can be attached to this section. f. Measurement of Program Outcomes Maximum 5 points This section establishes that the applicant has a clear understanding of the intent of the project and has a reasonable method to measure its success and impact. Please address the following items in this section: Discuss how the effects of the project will be assessed and how the overall impact will be gauged. Describe the process measures that will be used to monitor the implementation of the project. Establish intermediate outcomes that will be used to measure the success of the project and how they will be tracked (what data will be collected). Describe the method, tools and documentation that will be used to track process and outcome measures for program participants. Illustrate and/or describe how your project outcomes are aligned with the desired Outcomes identified for this funding announcement. 10. Ineligible Program Activities and Expenses: Applicants should note that all costs must be integral to the project being proposed. Projects should not exceed the maximum budgets specified in this solicitation and should be for up to a two-year project period. This is a one-time funding opportunity. Funding beyond the two-year project period should not be anticipated. 11. Performance Measures: Page 10 of 14
Under this Funding Announcement, successful applicants are required to enter participant data into the County Intermediate Punishment Programs Data Collection and Reporting System*, which will replace the need for counties to input quarterly performance measurement data into Egrants. In order to establish the baseline for performance measurement, counties are still required to submit performance targets as part of their application. Please note: Fiscal and standard program activities are still required to be submitted in Egrants on a quarterly basis. Performance indicator targets should be realistic and attainable. Subgrant recipients may want to develop additional performance measures that are specifically related to the activities outlined in their Application and may track and report all measures on a Quarterly basis through the PCCD Egrants system. Applications must include the following performance indicator targets: Total number of PT/D&A participants in treatment, while in pretrial status, during the reporting period; Type of effective or promising program provided to each offender participating in the PT/D&A program; Number of offenders active in the PT/D&A program during the reporting period; Number of offenders who participated in the PT/D&A program and sentenced to IP during the reporting period; Number of offenders admitted to PT/D&A (DUI) during the reporting period; Number of offenders admitted to PT/D&A (Drugs) during the reporting period; Number of offenders terminated as unsuccessful during the reporting period; Number terminated due to new arrest (DUI) during the reporting period; Number terminated due to new arrest (Drugs) during the reporting period; Number terminated due to new arrest (Other) during the reporting period; Number terminated due to technical violations during the reporting period; and Number terminated due to other reason(s) during the reporting period. *As a condition of Award, counties that are not currently using PCCD s County Intermediate Punishment Programs Data Collection and Reporting System will be required to complete training. 12. Keywords: Page 11 of 14
You are required to select Keywords from the dropdown menu in Egrants. It is located on the Main Summary screen, when entering your Application. Keywords: Evidenced-Based Practices. You may also pick other keywords that apply to your specific Grant Application. 13. Competitive Bidding/Sole Source Procurement: All procurement transactions shall be conducted in a manner that provides maximum open and free competition. Competitive bidding procedures must be used if the projected costs for products or services (items of a similar nature) exceed $10,000. Procurement standards for use by grant recipients are described in PCCD s Applicant s Manual on page 16. Sole Source purchases or contracts are discouraged, but if such a request is made, the prospective applicant must identify the request as a Sole Source and provide a substantial justification for the Sole Source request along with their funding request. (See PCCD s Applicant s Manual, page 18, for Sole Source Procurement Justification Approval Criteria.) 14. Other Administrative Requirements: a. Egrants Registration: Egrants Agency and User Registration: The applicant agency and at least two users from the applicant agency must be registered in Egrants in order to submit a grant application. Be sure to allow enough lead time so your agency has enough time to work on your application in Egrants prior to the submission deadline. Please go to the Registering in Egrants page on PCCD s website for further information. b. Fiscal Accountability: See the Fiscal Accountability page on PCCD s website for further information. c. Time and Effort Reporting: See the Time and Effort Reports page on PCCD s website for further information. d. Grant Payments: i. Payments will not be released until all applicable special conditions on the grant award have been satisfied. All grantees are required, at a minimum, to submit quarterly fiscal reports. PCCD will only make payments to reimburse actual expenditures reported on the fiscal reports. An agency experiencing cash flow problems may submit fiscal reports monthly and PCCD will reimburse reported expenditures. Nonsubmission or late submission of the required reports will result in payment delays. ii. ACH Payments: PCCD will make payments to grant recipients through ACH. When your Application is submitted to PCCD, your agency must submit or must have already submitted its ACH information using the Pennsylvania Electronic Payment Program (PEPP) Enrollment Form to the Commonwealth s Payable Service Center, Vendor Data Management Unit at (717) 214-0140 (fax). Page 12 of 14
e. Reporting Requirements: Programmatic Reports are due Quarterly and must be submitted through the Egrants system. Fiscal Reports are due quarterly for all projects and must be submitted through Egrants. f. UCR Reporting: Every criminal justice entity who is required to submit UCR report data and is participating in this project must submit Uniform Crime Report (UCR) data to the Pennsylvania State Police. If a required entity is not submitting UCR data, they may be ineligible for funding. g. Information Technology Conditions: PCCD is required to include mandated subgrant conditions for Information Technology (IT) Grants. These conditions are required in order to ensure that technology projects funded by PCCD are compatible with state and federal IT standards and requirements. Additional information regarding the federal and state IT conditions can be found on PCCD s website at http://www.pccd.pa.gov/funding/pages/technology- Conditions.aspx 15. PCCD Contact Information and Resources: a. Due to the competitive nature of these awards, PCCD Program Staff will not be able to answer questions about how an applicant should respond to any section of this funding announcement. PCCD may only field questions to clarify the funding announcement. If applicants require assistance, questions should be submitted by email to ra-pccd-ocjsi. PCCD Staff will monitor this account on a regular basis, and all questions and answers will be posted on PCCD's website. All questions regarding this funding announcement must be received by close of business on May 4, 2016. PCCD Staff will post responses to all questions received by close of business on May 9, 2016. b. Egrants Funding Announcement: The Funding Announcement can be found by logging into the Egrants system and searching under the Funding Announcement tab. c. PCCD Guidelines and Documents: All applicants should be familiar with PCCD s Applicants Applicant s Manual, Standard Subgrant Conditions and other documents common to PCCD s grant application process. Those documents can be found on the Grant Information page of PCCD s website. d. Egrants Technical Questions: Questions concerning the Egrants system should be made directly to the Egrants Help Desk by phoning (717) 787-5887. Please note: While Egrants will accept your Application up until midnight of the due date, Help Desk staff will not be available after 4:00 p.m. e. PCCD Webmaster: Please address any technical problems you may have with the website or online forms to the PCCD Web Master. Page 13 of 14
16. Mailing Information: The Application must be entered into Egrants no later than Monday, May 16, 2016 by 11:59 p.m., Eastern Time. The original Signature Page must be received or postmarked by Monday, June 6, 2016 and either mailed or sent via express delivery services to: Via U.S. Mail: PA Commission on Crime and Delinquency Attention: Grants Management P.O. Box 1167 Harrisburg, PA 17108-1167 Via Express Delivery Services: 3101 North Front Street Harrisburg, PA 17110 ** * Please note: PCCD considers the United States Postal Service date stamp as the official postmark. Applicant postage meters, or stamps administered by the applicant will not be considered the official postmark. ** Since staff is not available at this location on Saturday and Sunday, Signature Pages should not be sent by Express Mail or courier service on a Friday. Use U.S. Mail when mailing over a weekend, as long as the document is postmarked by Monday, June 6, 2016. The Pennsylvania Commission on Crime and Delinquency is an equal opportunity employer. Page 14 of 14