Govconnect Grant Program Information June 2004

New Jersey Department of Community Affairs Reissued 6/04 Division of Local Government Services EGG Number: 12 E-GovernmentE-Government forfor GovernmentGovernment James E. McGreevey Susan Bass Levin Susan Jacobucci Governor Commissioner Acting Director

GovConnect Grant Program Information Purpose practicable) in small organizations that employ part-time local officers. Both these GovConnect Grants are to provide funding elements will be considered when grant to those municipalities and counties (local applications are reviewed. Special attention units) whose “local officers” do not have will be paid to unusual situations, access to computer equipment, Internet particularly those that occur in small local access, or training resources to enable governments. them to access the GovConnect website. For the purpose of the grant program, local Further, computers and access provided officers include the Municipal Clerk, through this program shall not be used for Municipal Chief Financial Officer, County personal or non-local unit purposes. Clerk to the Board of Chosen Freeholders and County Chief Financial Officer. Funding

Please read EGG Notices #6 and 7 for Grants of up to $ 1,000 are available to additional information related to help eligible local units purchase computer GovConnect. hardware, software, training, and Internet service. Because the value of the grant is a Eligibility Requirements minimum amount to buy basic resources, local units are encouraged to supplement GovConnect Grants are for any local unit in the grant with local funds. This will enable which the local officer does not have access the local unit to acquire a computer or to an Internet capable PC or access to the services of greater capability than the bare Internet to conduct local unit business over minimum the grant will fund. the Internet and the GovConnect web site. Grant Elements To maximize the funds that are available for the program, local units that employ part- While the maximum grant is capped at $ time local officers are encouraged to work 1,000, it is broken into the following with them to take advantage of access the categories, depending on the local unit’s local officer may have personally or with needs: another employer (and with that employers consent). This alternate approach qualifies A. Hardware and Software: $ 700. as “access” to the system. Also, sharing a single computer between a clerk and CFO is 1. One Internet capable desktop or encouraged (and expected, where it is laptop computer

101 South Broad Street PO Box 803 Trenton, NJ 08625-0803 www.state.nj.us/dca/lgs/egg [email protected] 609.943.4724 GovConnect Grant Program Information June 2004 EGG Number: 12 Page 2

Minimum Specifications:  Pentium III Processor or ISP Selection Criteria – when equivalent (Apple-based considering selecting an ISP, the following products are not approved for elements should be taken into account: GovConnect support) 1. Dial-up access to a local exchange  56k Modem (not area code)  5 Gb Hard Drive 2. Free set-up  64 Mb Memory 3. Toll free technical support – 24  CD-Rom drive hours/7 days  Windows 98 or later operating 4. Supports modem speed of 56k system  Browser: Microsoft Explorer C. Training: Maximum $ 60 4.0 / Netscape Navigator 4.7 or higher For either on-site or classroom instruction.  Surge protector with phone Training is for new computer users to train line protector (short-term them in basic computer use (Windows) and uninterruptible power supply how to access and navigate the Internet. (UPS) recommended) Resources for computer training can (Note: Microsoft Word, Excel and include: PowerPoint viewers are available for free  County College (non-credit) download to view and print documents  Local High School Adult/Continuing posted on the GovConnect site. Users Education programs are encouraged, but not required to  County Vocational/Technical High purchase an office suite program.) Schools  Retail computer/electronics stores 2. One Inkjet or laser printer, with new  Local consultants PC purchase only Procurement B. Internet Access: The grant will provide $360 for purchase of 3 years The purchase of the computer and related dial-up Internet access subscription from services is less than the Local Public an Internet Service Provider (ISP). After Contracts Law quotation threshold of this period, the local unit is to absorb $2,625 (15% of the $17,500 threshold). the cost. This is based on metered Therefore, the purchase of the computer is service @ 20 hours per month (approx 1 not subject to competitive bid or formal hour per business day). quotation guidelines, making the choice of vendor one of “sound business practice” at Examples of ISP Subscription the discretion of the local unit contracting Options agent. Local units are urged to consider  Metered - $9.95/20 hrs. -$1.50 the availability of support and training from per additional hour. the vendor from whom the computer is  Unlimited - $16.95 - $21.95 purchased.  DSL/Cable- $49.95  Free - not recommended as most free service vendors are going out of business GovConnect Grant Program Information June 2004 EGG Number: 12 Page 3

A. Equipment Vendors . State Division of Purchase and (the following are examples, are not Property: Cooperative Purchasing all-inclusive and are not Program. Call 609.984.7047 and endorsements) refer to contract ID #T1572 for detailed information on ISP contract . National/Regional retail chain vendors. locations: CompUSA, Gateway, Best . If the national or State contract Buy, etc. providers do not provide a local . Local Yellow Page phone number, look for local ISP’s in Retailers/Consultants phone books or in other local resources. The local school district or . Mail Order: Compaq, Dell, Gateway, library may also be able to provide IBM, etc. access service. . State Division of Purchase and . If the local unit is planning to buy Property: Cooperative Purchasing less than unlimited service, be aware Program. Call 609.984.7047 and that not all vendors provide the refer to contract ID #T0483 for service. MSN provides metered detailed information on (hourly) service that meets the Microcomputer products. (Note: GovConnect grant minimum of 20 while valuable for purchasing state- hours per month. Others provide of-the-art computers, some different levels of service at different additional local funding may be fees. required for local units buying one computer). . When buying ISP service, be sure to check how the vendor accepts payment. Many will only accept B. ISP Vendors credit cards, which local units are not authorized (at this time) to use for . Unlimited ISP service is often purchases. In that case, the local available from many equipment unit may want to consider vendors and may be bundled as part reimbursing an employee who pays of the purchase price. for the service personally, otherwise, . Some vendors offer discount pricing make sure the vendor will accept a on subscription service when included local unit voucher. Payment in with equipment purchase. advance of receiving the service is permitted, as this can be considered . Some of the largest ISP’s include as a subscription service (like a America Online, AT&T Worldnet, magazine or membership). Microsoft Network (MSN), Earthlink, and Verizon, and local CATV companies (if available in your area). Grant Application Requirements Many often include support of an Internet home page for the users, as To receive a GovConnect Grant for an well as multiple e-mail accounts. eligible local officer, applicants are required to complete the enclosed Grant Package . Most PC’s come with information on and return it to the Division of Local subscribing to several different ISP’s. Government Services by June 30, 2004. GovConnect Grant Program Information June 2004 EGG Number: 12 Page 4

The package includes the following 5. Registration: the local officer must requirements: enroll on the GovConnect website once the computer is received. The local 1. That the governing body of the local officer is required to check the site on a unit adopt a resolution that is regular basis, pursuant to the identical or substantially similar to GovConnect Usage Policies. the sample resolution that is 6. Indemnification: the local unit shall enclosed with the grant application hold the State harmless from damages package. The resolution must be to real or tangible property. passed by a majority of the full membership of the governing body. 7. Equipment: the local unit agrees to The resolution must be signed and maintain the computer in working sealed by the Municipal Clerk or Clerk condition to ensure the local officer has to the Board of Chosen Freeholders. timely access to the system. 2. Three completed GovConnect Grant 8. Usage: Users are subject to Eligibility Statement’s certifying and GovConnect Usage Policies. attesting that both the local unit and local officer meet the eligibility requirements as described under the eligibility requirements section of this Notice. Eligibility is subject to verification by the Division.

Terms and Conditions

1. Method of Payment: DLGS will reimburse expenses for qualified purchases up to the amounts allowed under Grant Elements. Local units are permitted and encouraged to add local funding to acquire equipment and services over the minimum requirement. 2. Purchases: the computer must be purchased and installed within 30 days of receiving the approved grant agreement from the DLGS. 3. Request for Payment: the local unit must submit a Reimbursement Request form and (3) copies of paid vouchers for the purchase of qualified equipment, software or training. 4. Reimbursement: all reimbursement requests must be made within 60 days of purchase of the computer.