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PROJ010213 LINC GCC MODIFICATION CONDITIONS LETTERiG4W�F' �, I L4 —T! ! h CarobIna, Depa-manent of PubUe Safety Pat McCrory, Govemor Frank L. Pen), Secretary April 1, 2014 Franki a Roberts Leading Into New Communities (LINO), Inc Post Office Box 401 222 Division Drive Wilmington, North Carolina 28402 -0401 Dear Mr. Roberts: Christopher E. Swecker_ Chair L. David Huffman. Executive Director The Govemor's Crime Commission is pleased to inform you that your application entitled 2014 - Leading Into New Communities (UNC) Inc. - Reentry Dal, Treatment has been selected to move forth in the grant process by submitting a revised application. Please be aware that because of uncertainty of federal budget allocations, there may be additional budget adjustments or reductions to the federal grant amount recommended for your program. All applications are subject to the availability and Ievel of funding that the state will receive once the final federal budgets are approved and funding is allocated to our state. In order to be considered for funding and complete the necessary revisions to your proposal, please access the on -line Grants Enterprise Management System (GEMS) using the same credentials (NCID) used to complete your initial grant proposal. GEMS may be accessed pia htt :h ems.nee imecontrol.or . When completing this application, please refer to the attached Modification Conditions for a detailed listing of the required revisions. All grant awards are contingent upon your acceptance of these Modification Conditions and upon the availability of federal funding. Subsequently, the application will be reviewed by staff of the Governor's Crime Commission to ensure all special conditions and budget modifications have been completed as required. All revisions must be completed no later than 11:59 p.m. on April 30, 2014. Please upload a signed copy of the attached Modification Conditions into the GEMS system. You do not need to mail a copy of the application or signature pages. Continuation of the funding process is also contingent upon the mandatory attendance to one of 3 Program Development Training Workshops being held in May. The Project Director and Finance Officer must attend one mandatory workshop; registration information and workshop dates and Iocations can be found on the GCC website at www.nc ccd.or MAILING ADDRESS: 4234 Mail Service Center Raleigh, NC 27699 -4234 www.ncgcr,d.org www_ncdps.gov �a•.5�57�o- � An Equal Opportunity Employer OFFICE LOCATION: 1201 Front St. Raleigh, NC 27609 Telephone: (919) 733 -4564 Fax: (919) 733 -4625 Applicants who comply with mandatory Program Development Training Workshop attendance as well as complete the program modifications by the above stated deadline will be approved to continue with the funding process. Please note funding is not available until federal grant awards are received. Programs approved for Governor's Crime Commission funding are required to comply with programmatic and fiscal reporting requirements. Reductions in funding and/or program termination may result if reporting requirements are not met. This provision will be discussed in detail at the Program Development Training Workshops. Upon completion or training requirements and once federal funds have been received by the Governor's Crime Commission, your agency may receive a formal Grant Award to be signed by the authorizing official and project director. The signed award must be returned to the Governor's Crime Commission. If there is a change of authorizing official, financial officer and/or project director prior to receiving the grant award, please notify our office immediately If you have any questions or need further assistance please contact a Criminal Justice Planner at (919) 733 -45$4. The Governor's Crane Commission looks forward to working with you on this important and promising project. Sincerely, r-- i- L. David Huffinan, Executive Director North Carolina Governor's Crime Commission Attachments PROJECT 1 • Into New Communities Reentry -WiPLEMENTING AGENCY: • ' f Into Now Communities `ROJECT ID: t The Governor's Crime Commission is pleased to inform you that your grant proposal has been select m to submit a final revised application. 1i • 1, L f . . -. .;: • a• Your application has been reviewed for compliance with federal and state guidelines in consideration of being awarded a grant. To be considered for funding you must review this document and submit the -equested information in the content of your full application. Total Federal Amount Requested - $74,998.32 Total Fedeml Amount Approved - $74.998-32 Required Budget and Programmatic Changes - 1. Subrecipients of federal funding are required to be registered at www.sarn.gov. Please upload proof of SAM registration and update the subrecipient profile in GEMS to reflect CCR or SAM registration and the expiration date of the registration. 2. In addition to the modifications listed, the application should be reviewed to ensure no unallowable activities or purchases are listed in the application and /or attachments prior to resubmission of the application- Please review this document and the allowable /unallowable chart attached to identify those items. 3. If a role change occurs with the authorizing official, financial officer and/or project director for this project, the GEMS organization administrator must update the project in GEMS as soon as possible. Please refer to section 2.1.2.1 (page 10) of the "GEMS Grant Application User Guide for Criminal Justice Improvement and Juvenile Justice Projects" on the GEMS RECOMMENDED Total Budget $ 99,997.76 Match Share $ 24,999.44 Federal Share $ 74,998.32 Required Budget and Programmatic Changes - 1. Subrecipients of federal funding are required to be registered at www.sarn.gov. Please upload proof of SAM registration and update the subrecipient profile in GEMS to reflect CCR or SAM registration and the expiration date of the registration. 2. In addition to the modifications listed, the application should be reviewed to ensure no unallowable activities or purchases are listed in the application and /or attachments prior to resubmission of the application- Please review this document and the allowable /unallowable chart attached to identify those items. 3. If a role change occurs with the authorizing official, financial officer and/or project director for this project, the GEMS organization administrator must update the project in GEMS as soon as possible. Please refer to section 2.1.2.1 (page 10) of the "GEMS Grant Application User Guide for Criminal Justice Improvement and Juvenile Justice Projects" on the GEMS homepage for instructions. Failure to update project roles in GEMS may delay receipt of the grant award. 4. Please review each of the following sections carefully. Check the box indicating the sections have been read, understood and the project will be compliant to the requirements stated_ E014 [mile] W;Tfig 0 • Indirect Costs o Construction • Travel & Compensation for o Food & Beverage (except per Federal /GCC Employees diem) • Lobbying Activities o Common Area Maintenance • Fund Raising Fees • Land Acquisition o Gift Cards • Bonuses or Commissions o Sporting events • Military-Type Equipment o Visa fees / Passport Charges • State and Local Sales Taxes o Tips • Corporate Formation o Bar Charges / Alcoholic • Honorariums Beverages • Stipends o Laundry charges • Incentives o Travel & lodging in excess of • Fines and Penalties state per diem • Entertainment o Membership fees to • Aircraft & Vehicle Purchases organizations whose primary • Vehicle maintenance and activity is lobbying Repairs o Premium pay • Building Insurance o Costs incurred outside the o General Liability Insurance project period • Auto Insurance o Trinkets, give -away items, • Gas cards promotional items (t- shirts, • Audits ° Audit costa far audits not required or mugs, logo-typed pens, etc.) in aecardance with OM3 Circular A-133 ere unallowable. Must qualify for OM® Audit (Audit Threshold — •spend VAO,000 or nwre In federal funds in oFgani=tfonal fiseal Near). T a REQUIREMENTS V'r Your agency is required to provide a match of 25%. PER$ NEL All federally funded and match personnel listed in the application must include a complete job description for each position listed and must include the job title as listed on the grant application, key responsibilities, and all required day - to-day activities of that position. In addition, the job description should specify whether the position is part -time or full -time, the percentage of time allocated to the grant funded project and the specific duties as they directly relate to the grant. Also, non - profits are required to provide a full staff roster and a list of current board of directors indicating their place of employment (if applicable). These items must be uploaded into GEMS at the time of the full application. CONTRACTUAL Be aware that contracted services cannot exceed $450.00 for an 8 -hour day and cannot exceed $56.25 per hour (excluding travel and subsistence costs) without written PRIOR APPROVAL from the Governors Crime Commission. All contractual services must be approved in advance by GCC. A signed contract for services between your agency and the agency or individual that you plan to contract with should be forwarded to GCC for approval prior to its execution. Funds will not be reimbursed for expenses incurred prior to the approval of the draft contract. You can expedite the approval process by using the standard contract provided on our website. Go to www.ncciccd.og; click on Grants Management at the left side of the page; click on Standard Grant Forms; scroll to the bottom of the page; click on Sample Contract (Microsoft Word Document File). After contract templates are approved by GCC, contracts should be executed and a copy sent to GCC to be placed in the official grant file. If contractual line items in the budget section are to fund a position, please indicate such in the new application question requesting the information. For any contractual full -time or part -time positions, please be aware that more specific job description boxes will appear for you to fill out. These boxes must be completed; along with a complete job description in the large job description box. This box will allow up to 2000 characters. Please be advised that you cannot proceed further in your full application until all of this information has been filled out. TRAVEL All out of state travel must be requested in advance and approved by the Grants Management Director. A current Travel Policy must be submitted within 90 -days of the grant project's implementation and must not exceed the allowable State rate based on fiscal year 7/1/2014 allowances for mileage and per diem. However, you are encouraged to upload the policy at this time to expedite reimbursements after the project is awarded. Prior approval from GCC is required for consideration to utilize the federal per diem rate for subsistence and lodging. You must verify that your travel reimbursement request is consistent with the Travel Policy of your agency. If your agency does not have a Travel Policy you may follow the state of North Carolina's Travel Policy and the IRS rate for ground travel. The IRS rate for ground travel is 56 cents /mile. State rates for lodging: $63.90 per night for in -state lodging and $75.60 per night for out -of -state lodging. State rates for meals: $36.35 per day for in -state meals and $38.75 per day for out -of -state meals. Receipts are required, regardless of your agency's travel policy. OPEPATINGISUPPLIES Office supplies: You may have a general office supply line item for pens, paper, folders, etc. While such costs may be entered under one line item, it is required that the items to be purchased under this one line item be listed in detail in the detailed and exhaustive attachment if all items cannot be listed in the project narrative. Refrain from using "etc.". All costs should be broken down into monthly rates. For example: Quantity Cost per Item Total Cost 12 $125.00 $1,500.00 Agencies are not allowed to request rent reimbursement for property they own /paying a /mortgage. V' Please be aware cell phones must be under the name of the agency and cannot be under the Ame of an individual. Otherwise the expense will not be reimbursed. The procurement policy or purchasing policy must be submitted to the grants management specialist prior to the purchase. The NC Office of State Auditor requires all agencies funded by the Governor's Crime Commission must have an adequate policy prior to making the purchase. FOOD t DRINKS Food & Beverages are unallowable expenses of the Office of Justice Programs as of October, 21, 2011. This restriction does not impact direct payment of per diem amounts to individuals in a travel status under your organization's travel policy. In addition, programs such DV shelters may purchase food for residential meals. EQUIP NT Drafts of lease agreements for equipment must be pre - approved by GCC prior to execution. PROJECT TIMELINE The project timeline should focus more on the delivery of grant funded activities as they relate to this project rather than grant reporting /requirement activities. EQUAL-EMPLOYMENT OPPORTUNITY PROGRAM If on your grant application you certified that an Equal Employment Opportunity Program has been formulated and is on file, federal regulations require that such plans incorporate statistics from the preceding fiscal year. Please ensure that your plan is updated in conformity with this requirement. Your certification in the application ("Certification of Filing an Equal Employment Opportunity Program ") should list a date on or after July 1, 2014, such as the case may be, for the plan that is on file. If your agency is exempt from filing an EEOP, please complete an EEOP exemption form and upload it into GEMS. SAM ORMER CCR REGISTRATION SAM Registration (System for Award Management, Former CCR) - Active sub - recipient registration with SAM must be maintained and active throughout the life of the grant. The GEMS organization administrator must update GEMS to reflect the new expiration date at the time of renewal. If an applicant had a registration record in CCR, that applicant has a record in SAM. Information on the current status of SAM registration can be accessed at hftps;//www,sam.gov/. RMTM For the year 2014, your agency is not required to report DCS traffic stop information to the NC State Bureau of Investigation. N.C.G.S. § 114 -10,01 requires that the North Carolina Department of Justice's Division of Criminal Statistics (hereinafter "DCS ") collect, correlate, and maintain information relative to traffic stops conducted by law enforcement officers. Certain law enforcement agencies are to submit to DCS traffic stop information within 60 days of the close of each month. A list of agencies required to report this information may be found at http:// www. nodoj .gov /AgenciesRequiredL!st.aspx. Any listed agency that does not submit the required information is deemed ineligible to receive any law enforcement grants available by or through the State until that information which is reasonably available is submitted to DCS. To be eligible to receive Governor's Crime Commission funding, your agency must ensure that 1 lo I If you have any questions, please contact this office at (999) 733 -4564. required This form must be signed by both parties and all pages uploaded into GEMS prior to finalizing t application submission. Should this project be selected to receive a grant award, mandatory attendance the PROGRAM DEVELOPMENT TRAINING WORKSHOP is - for . ur account to - I fully understand and hereby agree to adhere to all Special Conditions as listed above by the Governor's Crime Commission. OAS = - V Project Director IM