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HomeMy WebLinkAboutFY16 LINC appl modification condition letterApril 1 2015 Mr. Frankie Roberts Leading Into New Communities (L1NC), hic Post Office Box 401 222 Division Drive Wilmington, North Carolina 28402 -0401 Dear Mr. Roberts: The Governor's Crime Commission is pleased to inform you that your application entitled 2015 - Leading Into Nerr' Communities, ties, h c. - Reentr.v Da.11 Treatment Program (PROJ(71 1095) 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 prograrn. All applications are subject to the availability and level of funding that the state will receive once the final federal budgets are approved and funding is allocated to our state. 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, 2015. Please upload a signed copy of the attached Modification Conditions into the GEMS system. You do not need to nail a copy of the application or signature pages. Continuation of the funding process is also contingent upon the mandatory attendance to one of three Program Development Training Workshops being held in June. The Project Director and Finance Officer must attend one mandatory workshop; registration information and workshop dates and locations can be found on the GCC website at www.nc corrg in the near future. 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 of 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 -4564. The Governor's Grime Commission looks forward to working with you on this important and promising project. Sincerely, L. David Huffman. Executive Director North Carolina Governor's Crime Commission Attachments L41 I J LI * i 0 4 * al 10111112 W-111 L01 Z WQ 0 #1 a Its] s 0 1Z9 N as I a" wifflaw PROJECT NAME: 2015 - Leading Into New Communities, Inc. - Reentry Day Treatment Program IMPLEMENTING AGENCY: Leading Into New Communities (LING), Inc PROJECT ID: PROJO110918 The Governor's Crime Commission is pleased to inform you that your grant application has been selected to submit a final revised application. All federal grant programs may be subject to federal cuts and revisions for U.S. Department of Justice funding for this fiscal year. As a result, unlike in previous years, a submission of full application does not guarantee that your final application will be funded or funded in the amount requested. All applications are subject to the availability and level of federal funding that the state will receive once federal allocations for states have been finalized. Consequently, please be prepared that there may be a delay in determining the grants selected for funding and the amount of each grant award. In addition, funding of grant projects are subject to receipt of federal funding to the NC Governor's Crime Commission. Therefore, the official start date of projects may change based on when federal funds are received by GCC. Funds expended by your agency prior to the receipt of federal funds by GCC will not be reimbursed. The grant award packet will contain the start date for the project. This is the date for which GCC may reimburse expenditures for allowable costs. Expenditures prior to the date on the grant award packet cannot be reimbursed. It is important to note that any correspondence outside of the grant award packet signed by all parties is not legally binding. In order to be considered for funding, all applications must be completed using the new on-line Grants Enterprise Management System (GEMS) by 11:59 p.m. on April 30, 2015. Subsequently, the application will be reviewed by staff of the Governor's Crime Commission (GCC) to ensure all modification conditions and budget modifications have been completed as required. 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 requested information in the content of your full application. Total Federal Amount Requested - $149,995,50 Total Federal Amount Approved - $ 149,995.50 Total Budget RECOMMENDED $199,994,00 Match Share $49,998,50 Federal Share $149,995,50 Tentative Start Date.- 7/1/2015 End Date: 6/30/2017 :L-1T,1n1kT82KJ= 1. Please provide Memoranda of Agreement (MOA) with NCDPS-AC, NCDHHS, NCDPS-JJ. 2. Prior to procurement transactions, sub-recipients are required to upload to Project Attachments the agency's purchasing/procurement policy OR procurement purchasing protocol and notify the designated Grant Management Specialist, 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 proposal 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. For detailed information regarding application requirements, please refer to the GEMS Grant proposal User Guide for Criminal Justice Improvement and Juvenile Justice Projects found on the GEMS homepage (https://qems.ncdps._qov) under the "training materials" section. Your recommended federal share total does not reflect the required match amount. This is not a guaranteed amount or award. Totals may change after your agency has responded to this letter and the federal budget is approved. Please ensure you have made the necessary changes to the individual line items of the budget to reflect the federal amount approved, as indicated above. DETAILED BUDGET PAGES A Detailed Budget Narrative must be uploaded into GEMS (Application Attachments section) to illustrate the detailed line item budget information. It is vital that this uploaded information be consistent with the information that is included in your budget. Unallowable Costs The NC Office and Management and Budget along with the NC State Auditor's have clearly defined rules regarding unallowable costs including following but not exclusive to: • Indirect Costs o Visa fees / Passport Charges • Travel & Compensation for o Tips Federal/GCC Employees c. Bar Charges / Alcoholic • Lobbying Activities Beverages -, Fund Raising c Laundry charges • Land Acquisition o Travel & lodging in excess of • Bonuses or Commissions state per them • Military-Type Equipment o Membership fees to • State and Local Sales Taxes organizations whose primary • Corporate Formation activity is lobbying • Honorariums o Premium pay • Stipends o Costs incurred outside the • Incentives project period • Fines and Penalties o Trinkets, give-away items, • Entertainment promotional items (t-shirts, • Aircraft & Vehicle Purchases mugs, logo-typed pens, etc.) • Vehicle maintenance and Repairs • Building Insurance • General Liability Insurance • Auto Insurance • Gas cards • Audits ' Audi, costs for audits not required or performed in accordance with OMS Circular A•133 are unallowable. Must quality for OMB Audit (Audit Threshold — expend $750,000 or more in federal funds In organizational fiscal year). C) Construction * Food & Beverage (except per diem) * Common Area Maintenance Fees * Gift Cards * Sporting events MATCH REQUIREMENTS ,JK Your agency is required to provide a match of 25%. PERSONNEL ,J," 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 proposal, 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 7�5Be aware that contracted services cannot exceed $650.00 for an 8-hour day and cannot exceed $81.25 per hour (excluding travel and subsistence costs) without written PRIOR APPROVAL from the Governor's 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.ncgccd.,oLq; 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 7G7711 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 7/1/2015 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 them 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 57 cents/mile. State rates for lodging: $65.90 per night for in-state lodging and $77.90 per night for out-of-state lodging. State rates for meals: $37.30 per day for in-state meals and $39,50 per day for out-of-state meals. Receipts are required, regardless of your agency's travel policy. OPERATING/SUPPLIES � 7' 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 a detailed and exhaustive attachment if all items cannot be listed in the project narrative. Refrain from using "etc.". A sample office supply list may be downloaded and modified for your use at http://www. ncdgs,gov/1 ndex2. of rn ?a=000003,000011,000603,000607,0031 99. 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. Id, Please be aware cell phones must be under the name of the agency and cannot be under the name 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/& 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 them amounts to individuals in a travel status under your organization's travel policy. EQUIPMENT Drafts of lease agreements for equipment must be pre-approved by GCC prior to execution. 6/*Neiv Items for which the single unit cost is under $5,000 are no considered equipment. These items should be entered in the budget detail under supplies. 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 �Z If on your grant proposal 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 REGISTRATION 7 SAM Registration (System for Award Management) - 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 and provide a screenshot from https: / /www.sam.gov as proof of active SAM registration. The screenshot proof must contain the DUNS number entered in GEMS for the agency and the expiration date. PROJECT ATTACHMENTS In addition to the modification conditions document, please ensure all required attachments are uploaded into GEMS *For Law Enforcement, this may be found in your ethics standards policy. * *If the project contains a" general office supply" line item, a list of items to be purchased under that line item must be provided. A draft office supply list may be found on the website of the Govvror's Crime Commision — Grants Management— Forms IN WQ4*1:VQA=4 17-oll 1341113GET PAGES IN THE FULL APPLICATION AND THE BUDGET SUMMARY PAGE. If you have any questions, please contact this office at (919) 733-4564. This form must be signed by both parties and all pages uploaded into GEMS prior to finalizing the application submission. Should this project be selected to receive a grant award, mandatory attendance at the PROGRAM DEVELOPMENT TRAWING WORKSHOP is required in order for your account to be activated. 1 fully understand and hereby agree to adhere to all Special Conditions as listed above by the Governor's Crime Commission. I also fully understand and accept that any failure to meet any part of or all of these Special Conditions can and will constitute grounds for grant funds to be either suspended pending corrective compliance as directed by Crime Commission or terminated for gross or repeated violation of this policy. Au brizing Official, Title kk (L ProjeA Director I-k A( ency/Organi'zation Name Receipt of a new award is contingent upon receipt of all required reports for past awards. This includes the effective and thorough utilization of previous year's awards. A decision to award this grant will not take place until all required reports are submitted and/or documentation providing justification for underutilization or for failure to submit reports is submitted and reviewed.