OAKLAND COUNTY BOARD OF COMMISSIONERS PUBLIC HEALTH AND SAFETY COMMITTEE Tuesday, May 18, 2021 @ 11:00 a.m. - Board of Commissioners Via Videoconference Penny Luebs, Chairperson [email protected] Vice Chairperson, Angela Powell Minority Vice Chairperson, Bob Hoffman
Call Meeting to Order Agenda Summary Roll Call Pledge of Allegiance Approval of the Minutes* - April 27, 2021 and May 4, 2021 Approval of Agenda Public Comment
ACTION COMMUNICATIONS* REQUIRED
a. Health and Human Services/Neighborhood and Receive and File Housing Development Division – FY 2020/2021 Housing Education Program – Grant Application
b. Health and Human Services/Health Division – FY2022 Receive and File Transforming Youth Suicide Prevention – Grant Application
ACTION REGULAR AGENDA* REQUIRED PRESENTER(S)
1. Sheriff’s Office – FY 2022 Automobile Theft Prevention Recommend to Mike McCabe 858-0146 Authority (ATPA) – Grant Application Board Gaia Piir 858-5512
2. Sheriff’s Office – 2021 Marine Safety Program – Grant Recommend to Mike McCabe 858-0146 Acceptance Board Gaia Piir 858-5512
3. Sheriff’s Office – FY 2021 Bulletproof Vest Partnership Recommend to Mike McCabe 858-0146 (BVP) Program – Grant Application Board Gaia Piir 858-5512
4. Sheriff’s Office – Fiscal Year 2021 Law Enforcement Recommend to Mike McCabe 858-0146 Mental Health and Wellness Act (LEMHWA) – Grant Board Gaia Piir 858-5512 Application
5. Prosecuting Attorney – Fiscal Year 2021 Victim Rights Recommend to Betsey Hage 858-0656 Grant Amendment #1 Changes to Staffing Level Board
6. Health and Human Services/Health Division – Nurse, Recommend to Leigh-Anne Stafford Education, Practice, Quality and Retention – Board 858-1293 Registered Nurses in Primary Care Grant Amendment #1 Over #15%
7. Oakland Community Health Network Presentation – Informational/ Dana Lasenby 858- COVID-19: A Year in Review Receive and File 1210
OTHER BUSINESS/ADJOURNMENT
PUBLIC ACCESS INFORMATION
View Meeting: https://www.oakgov.com/boc/about/Pages/watch.aspx
Public Comment Phone Participation* United States: +1 (872) 240-3311 Access Code: 271-151-061
*Public access lines may be muted if necessary when facilitating
*Previous minutes, all agenda items/communications and in some instances additional backup materials are available for viewing online at https://www.oakgov.com/boc/Committees/Pages/resources.aspx
If you require special accommodations because of a disability, please contact the Board of Commissioners at (248) 858-0100 or TDD Hearing-Impaired (248) 858-5511 at least three (3) business days in advance of the meeting. Return to Agenda
Oakland County Board of Commissioners PUBLIC HEALTH AND SAFETY COMMITTEE Agenda Summary for Tuesday, May 18th, 2021 at 11:00 a.m. The agenda is summarized below. Committee Members can contact Barbara Winter, Senior Analyst at 248.821.3065 or [email protected] the department contact persons listed for additional information.
1. SHERIFF’S OFFICE – FY 2022 AUTOMOBILE THEFT PREVENTION AUTHORITY (ATPA) – GRANT APPLICATION Committee Action: RECOMMENDATION to the Board of Commissioners on the Public Health and Safety Committee resolution.
This is a request to approve the submission of the grant application to the State of Michigan, Auto Theft Prevention Authority (ATPA) in the amount of $1,058,070 with a grant match of $1,058,070 totaling $2,116,140 for the period of October 1, 2021 through September 30, 2022. The ATPA encourages multijurisdictional agreements, therefore, Oakland County’s grant application includes one Detroit position and Detroit’s grant application includes one Oakland County Sheriff’s Office position. Each participating municipality is responsible for their own match requirement as stated in the resolution.
The grant application requests continuation funding for the following positions in the Sheriff’s Office: • 1 full time Sergeant position • 5 full time Deputy II positions • 1 part time 1,000 hours per year Court Park Deputy position
The application also requests continuation funding for 1 full time Deputy II position contracted with the City of Pontiac, and 1 full time Deputy II position in the Sheriff’s Office (who is assigned to the Detroit ATPA program), 1 unmarked vehicle with radio, overtime costs, and cell phones are requested under the City of Detroit ATPA grant application.
Finally, the application requests funding for overtime, vehicles and mileage, investigative supplies, cell phones, landline phones, copier, membership dues, training, office supplies, GPS tracker yearly subscription, communication devices monthly service, and Vigilant software.
A budget amendment is not required at this time.
Contact: Mike McCabe [email protected] 248.858.0146 Gaia Piir [email protected] 248.858.5512
2. SHERIFF’S OFFICE – 2021 MARINE SAFETY PROGRAM – GRANT ACCEPTANCE Committee Action: RECOMMENDATION to the Board of Commissioners on the Public Health and Safety Committee resolution.
Grantor: Michigan Department of Natural Resources Grantee: Oakland County Sheriff’s Office Period: January 1, 2021 to December 31, 2021. Amount: $175,050 Match: 25% match of $26,000 (The county match is included in the FY 2021 Sheriff’s Office Patrol Services Division General Fund budget)
This is a request to accept the 2021 Marine Safety Grant Award from the Michigan Department of Natural Resources. The grant funding will cover partial reimbursement of salaries and other operating expenses.
A FY 2021-2023 budget amendment is required, as stated in the resolution.
Contact: Contact: Mike McCabe [email protected] 248.858.0146 Gaia Piir [email protected] 248.858.5512
3. SHERIFF’S OFFICE – FY 2021 BULLETPROOF VEST PARTNERSHIP (BVP) PROGRAM – GRANT APPLICATION Committee Action: RECOMMENDATION to the Board of Commissioners on the Public Health and Safety Committee resolution. PUBLIC HEALTH AND SAFETY COMMITTEE AGENDA SUMMARY - May 18, 2021
This is a request to approve the submission of the FY2021 Bulletproof Vest Partnership (BVP) Program Grant application to the U.S. Department of Justice, Bureau of Justice Assistance Programs (BJA) in the amount of $112,110. The grant will allow reimbursement of up to 50% of costs incurred by the Sheriff’s Office for the purchase of approved bulletproof vests for deputies.
A budget amendment is not required at this time.
Contact: Mike McCabe [email protected] 248.858.0146 Gaia Piir [email protected] 248.858.5512
4. SHERIFF’S OFFICE – FISCAL YEAR 2021 LAW ENFORCEMENT MENTAL HEALTH AND WELLNESS ACT (LEMHWA) – GRANT APPLICATION Committee Action: RECOMMENDATION to the Board of Commissioners on the Public Health and Safety Committee resolution.
This is a request to approve the submission of the grant application to the U.S. Department of Justice, Office of Community Oriented Policing Services in the amount of $125,000 for the period of October 1, 2021 through September 30, 2023. Program funds will used to improve the delivery of and access to mental health and wellness services for law enforcement officers through the implementation of peer support, training, family resources, suicide prevention, and other promising practices for wellness programs.
A budget amendment is not required at this time.
Contact: Mike McCabe [email protected] 248.858.0146 Gaia Piir [email protected] 248.858.5512
5. PROSECUTING ATTORNEY – FISCAL YEAR 2021 VICTIM RIGHTS GRANT AMENDMENT #1 CHANGES TO STAFFING LEVEL Committee Action: RECOMMENDATION to the Board of Commissioners on the Public Health and Safety Committee resolution.
The Board of Commissioners adopted Miscellaneous Resolution #20564 FY 2021 Crime Victim Rights Acceptance in the amount of $761,449 from the State of Michigan, Department of Health and Human Services for the period of October 1, 2020 through September 30, 2021. The grant provides full funding or reimbursement of salaries and fringe benefits for 9 positions in the Victim Rights Unit, including the Victim Services Supervisor position. The Prosecuting Attorney’s Office has reevaluated the duties assigned to the vacant Victim Services Supervisor position and it has been determined to have the position focus more on client needs and services provided by the unit rather than on supervising the Victim Advocates.
This is a request to approve Grant Amendment #1 to delete the vacant Victim Services Supervisor position and create a new classification, the Victim Advocate Leader, to handle the needs of the unit efficiently. The newly created position will focus more on client needs and services provided by the unit rather than on supervising the Victim Advocates.
A budget amendment is not required at this time.
Contact: Betsey Hage [email protected] 248.858.0656
6. HEALTH AND HUMAN SERVICES/HEALTH DIVISION – NURSE, EDUCATION, PRACTICE, QUALITY AND RETENTION – REGISTERED NURSES IN PRIMARY CARE GRANT AMENDMENT #1 OVER #15% Committee Action: RECOMMENDATION to the Board of Commissioners on the Public Health and Safety Committee resolution.
This is a request to accept Amendment #1 to the Nurse, Education, Practice, Quality and Retention – Registered Nurses in Primary Care grant sub-award through Wayne State University in the amount of 2
PUBLIC HEALTH AND SAFETY COMMITTEE AGENDA SUMMARY - May 18, 2021 $25,420 for the period of July 1, 2020 through June 30, 2021. The existing agreement was adopted by the Board of Commissioners on September 23, 2020 via Miscellaneous Resolution #20400 for the Health Division to serve as a preceptor agency for training nursing students and supporting current Registered Nurses (RNs) to practice at the full scope of their license in the County’s medically underserved population.
A FY 2021 budget amendment is required, as stated in the resolution.
Contact: Leigh-Anne Stafford [email protected] 248.858.1293
7. OAKLAND COMMUNITY HEALTH NETWORK – “COVID-19 YEAR IN REVIEW” - PRESENTATION Committee Action: INFORMATIONAL to the Public Health and Safety Committee.
This is a presentation by the Oakland Community Health Network
Contact: Dana Lasenby [email protected] 248.858.1210
3
Return to Agenda
OAKLAND COUNTY BOARD OF COMMISSIONERS 1200 NORTH TELEGRAPH ROAD, PONTIAC, MICHIGAN 48341-0470 Telephone: (248) 858-0100 FAX: (248) 858-1572
PUBLIC HEALTH AND SAFETY COMMITTEE Gary McGillivray Angela Powell Janet Jackson Vice Chairperson Penny Luebs, Chairperson Kristen Nelson Bob Hoffman Charlie Cavell Minority Vice Chairperson April 27, 2021 Michael Gingell Thomas Kuhn
Chairperson Luebs called the meeting of the Public Health and Safety Committee to order at 11:01 a.m. via Videoconference.
MEMBERS PRESENT:
Penny Luebs, Clawson, MI; Angela Powell, Pontiac, MI; Bob Hoffman, Rose Township, MI; Gary McGillivray, Madison Heights, MI; Janet Jackson, Southfield, MI; Kristen Nelson, Rochester Hills, MI; Charlie Cavell, Ferndale, MI; Michael Gingell, Orion Township, MI; Thomas Kuhn, Detroit, MI
MEMBERS ABSENT WITH NOTICE:
None
PLEDGE OF ALLEGIANCE
Chairperson Luebs led the Committee in the recitation of the Pledge of Allegiance.
APPROVAL OF THE MINUTES
McGillivray moved approval of the minutes of March 16, 2021, as presented. Seconded by Gingell.
Motion carried.
APPROVAL OF AGENDA
Gingell moved approval of the agenda, as presented. Seconded by Nelson.
Motion carried.
PUBLIC COMMENT
None.
COMMUNICATIONS
a. Public Services/Animal Shelter and Pet Adoption Center – Intake/Disposition Report, February 2021 b. Public Services/Animal Shelter and Pet Adoption Center – Bissell 2021 Empty the Shelters Event – Grant Application c. Neighborhood and Housing Development – Homeless Blueprint 2021 Letter d. Sheriff’s Office – 2021 AAA Traffic Safety Grant – Grant Application
Gingell moved to receive and file the Communications. Seconded by Jackson.
Motion carried. Public Health and Safety Committee Page 2 April 27, 2021
REGULAR AGENDA
1. SHERIFF’S OFFICE/INFORMATION TECHNOLOGY – JAIL CLOSED CIRCUIT TELEVISION (CCTV) VIDEO STORAGE IMPROVEMENTS PROJECT
Gingell moved to recommend approval of the attached suggested resolution. Seconded by Hoffman.
Motion carried unanimously on a roll call vote.
2. SHERIFF’S OFFICE – ACCEPTANCE OF A DONATION FOR THE PURCHASE OF A K-9 DOG
Gingell moved to recommend approval of the attached suggested resolution. Seconded by Hoffman.
Motion carried unanimously on a roll call vote.
3. SHERIFF’S OFFICE – TRANSFER OF OWNERSHIP AND RELEASE OF CLAIMS AGREEMENT FOR K-9 DOG (DRAKO)
McGillivray moved to recommend approval of the attached suggested resolution. Seconded by Gingell.
Motion carried unanimously on a roll call vote.
4. SHERIFF’S OFFICE – 2021 PAUL COVERDELL FORENSIC SCIENCES IMPROVEMENT GRANT – GRANT ACCEPTANCE
Nelson moved to recommend approval of the attached suggested resolution. Seconded by Gingell.
Motion carried unanimously on a roll call vote.
5. HEALTH AND HUMAN SERVICES/HEALTH DIVISION – FISCAL YEAR 2021 MICHIGAN DEPARTMENT OF ENVIRONMENT, GREAT LAKES, AND ENERGY (EGLE) MEDICAL WASTE REGULATORY PROGRAM REIMBURSEMENT AGREEMENT – GRANT ACCEPTANCE
Hoffman moved to recommend approval of the attached suggested resolution. Seconded by McGillivray.
Motion carried unanimously on a roll call vote.
6. HEALTH AND HUMAN SERVICES/HEALTH DIVISION – qPCR METHODS FOR OAKLAND COUNTY BEACHES GRANT CONTRACT WITH THE DEPARTMENT OF ENVIRONMENTAL QUALITY (DEQ) – DEQ PROJECT NUMBER 2018-7216 AMENDMENT #4 OVER 15%
Gingell moved to recommend approval of the attached suggested resolution. Seconded by Nelson.
Motion carried unanimously on a roll call vote.
Public Health and Safety Committee Page 3 April 27, 2021
7. HEALTH AND HUMAN SERVICES/HEALTH DIVISION – APPROVAL OF MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES SARS-COV-2 EPIDEMIOLOGY – WASTEWATER EVALUATION AND REPORTING (SEWER) NETWORK PROJECT – GRANT APPLICATION
Gingell moved to recommend approval of the attached suggested resolution. Seconded by McGillivray.
Motion carried unanimously on a roll call vote.
8. 52-4 DISTRICT COURT (TROY) – INTERLOCAL AGREEMENT BETWEEN OAKLAND COUNTY AND THE OAKLAND COMMUNITY HEALTH NETWORK FOR DRUG TREATMENT COURT
Nelson moved to recommend approval of the attached suggested resolution. Seconded by Jackson.
Motion carried unanimously on a roll call vote.
9. 52-4 DISTRICT COURT (TROY) – APPROVAL OF 52ND DISTRICT COURT MAGISTRATE – KAREN LIDDLE
Gingell moved to recommend approval of the attached suggested resolution. Seconded by McGillivray.
Motion carried on a roll call vote with Gingell absent.
10. PUBLIC SERVICES/COMMUNITY CORRECTIONS – MICHIGAN DEPARTMENT OF CORRECTIONS, OFFICE OF COMMUNITY CORRECTIONS, COMMUNITY CORRECTIONS COMPREHENSIVE PLAN AND GRANT APPLICATION FOR FY 2022
Hoffman moved to recommend approval of the attached suggested resolution. Seconded by Cavell.
Motion carried on a roll call vote with Gingell absent.
OTHER BUSINESS/ADJOURNMENT
There being no further business to come before the Committee, the meeting adjourned at 12:04 p.m.
______Pamela Worthington, Committee Coordinator Megan C. Sellers, Operations Supervisor
NOTE: The foregoing minutes are subject to Committee approval. Return to Agenda OAKLAND COUNTY BOARD OF COMMISSIONERS 1200 NORTH TELEGRAPH ROAD, PONTIAC, MICHIGAN 48341-0470 Telephone: (248) 858-0100 FAX: (248) 858-1572 PUBLIC HEALTH AND SAFETY COMMITTEE Penny Luebs, Chairperson Gary McGillivray Angela Powell Janet Jackson Vice Chairperson Kristen Nelson Bob Hoffman Charlie Cavell Minority Vice Chairperson Michael Gingell May 4, 2021 Thomas Kuhn
Chairperson Luebs called the meeting of the Public Health and Safety Committee to order at 11:02 a.m. via Videoconference.
MEMBERS PRESENT:
Penny Luebs, Clawson, MI; Angela Powell, Pontiac, MI; Bob Hoffman, West Branch, MI; Gary McGillivray, Warren, MI; Janet Jackson, Southfield, MI; Kristen Nelson, Waterford, MI; Charlie Cavell, Ferndale, MI; Thomas Kuhn, Detroit, MI
MEMBERS ABSENT WITH NOTICE:
Michael Gingell
PLEDGE OF ALLEGIANCE
Chairperson Luebs led the Committee in the recitation of the Pledge of Allegiance.
APPROVAL OF AGENDA
Nelson moved approval of the agenda, as presented. Seconded by Hoffman.
Motion carried.
PUBLIC COMMENT
Kathryn Kennedy, Lake Orion resident, and Evelyn Archer, Oxford resident, spoke during Public Comment.
COMMUNICATIONS
a. Health and Human Services/Health Division – FY 2022 Michigan Fitness Foundation (MFF) Supplemental Nutrition Assistance Program Education (SNAP-Ed) Program Grant Application b. Health and Human Services/Health Division – 2021 Inland Lake Beach Monitoring Program Grant Application with the Department of Environment, Great Lakes, and Energy (EGLE), Water Division c. HAVEN Quarterly Report, October 1, 2020 thru September 30, 2021 d. Public Services/Animal Shelter and Pet Adoption Center – Intake/Disposition Report, March 2021 e. Medical Marihuana Operation and Oversight Grants Quarter 1 Performance and Financial Status Reports, January 1, 2021 – March 31, 2021
Powell moved to receive and file the Communications. Seconded by Cavell.
Motion carried. Public Health and Safety Committee Page 2 May 4, 2021
REGULAR AGENDA
1. ALLIANCE FOR HOUSING, OAKLAND COUNTY CONTINUUM OF CARE – OVERVIEW AND PARTNERS – PRESENTATION
Leah McCall, Executive Director, Alliance for Housing, gave a PowerPoint presentation and an update regarding housing and services available for homeless families and individuals.
Cavell moved to receive and file the PowerPoint presentation, “Alliance for Housing. Oakland County’s Continuum of Care.” Seconded by Nelson.
Motion carried on a roll call vote with Gingell absent.
2. HEALTH AND HUMAN SERVICES/NEIGHBORHOOD AND HOUSING DEVELOPMENT DIVISION – 2021 PROGRAM YEAR ANNUAL ACTION PLAN AND CONSOLIDATED GRANT APPLICATION TO THE UNITED STATES DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT (HUD) FOR THE COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG), HOME INVESTMENTS PARTNERSHIP (HOME) GRANT AND EMERGENCY SOLUTIONS GRANT (ESG)
McGillivray moved to recommend approval of the attached suggested resolution. Seconded by Powell.
Motion carried on a roll call vote with Gingell and Hoffman absent.
3. HEALTH AND HUMAN SERVICES/NEIGHBORHOOD AND HOUSING DEVELOPMENT DIVISION – AMENDMENT OVER 15% TO PY 2019 ANNUAL ACTION PLAN AND SPECIAL GRANT ALLOCATION ACCEPTANCE FOR CORONAVIRUS AID, RELIEF, AND ECONOMIC SECURITY (CARES) ACT (P.L. 116-136) COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG-CV ROUND 3)
Jackson moved to recommend approval of the attached suggested resolution. Seconded by Nelson.
Motion carried on a roll call vote with Gingell, Hoffman and McGillivray absent.
4. SHERIFF’S OFFICE – 2021 HIGH INTENSITY DRUG TRAFFICKING AREAS (HIDTA) REIMBURSEMENT FUNDING FOR FORENSIC LAB TECHNICIAN FIREARMS POSITIONS – GRANT ACCEPTANCE
Cavell moved to recommend approval of the attached suggested resolution. Seconded by Powell.
Motion carried on a roll call vote with Gingell, Hoffman and McGillivray absent.
OTHER BUSINESS/ADJOURNMENT
There being no further business to come before the Committee, the meeting adjourned at 12:31 p.m.
______Tracy Stolzenfeld, Committee Coordinator Megan C. Sellers, Operations Supervisor
NOTE: The foregoing minutes are subject to Committee approval. REPORT TO THE CHAIRPERSON, OAKLAND COUNTY BOARD OF COMMISSIONERS BY: Fiscal Services Division IN RE: HEALTH AND HUMAN SERVICES/NEIGHBORHOOD AND HOUSING DEVELOPMENT DIVISION – FY 2020/2021 HOUSING EDUCATION PROGRAM – GRANT APPLICATION The Fiscal Services Division has reviewed the above referenced application and finds: 1. The Health and Human Service’s Neighborhood and Housing Development Division is submitting an application in the amount of $45,000 to the Michigan State Housing Development Authority (MSHDA) for educating and counseling services for persons seeking to rent, purchase, or retain a home. 2. The funding period is July 1, 2021 through June 30, 2022. 3. Total program cost of $305,902 includes the application amount of $45,000, voluntary in-kind costs estimated at $50,000, $210,232 supplemented from the PY 2020 Community Development Block Grant (CDBG) and $45,770 from the Housing Counseling grant. 4. Also, the Division is requesting use of the this grant funding, in addition to the CDBG and Housing Counseling grants to continue two (2) Special Revenue (SR) Full-Time Eligible (FTE) Neighborhood & Housing Development Specialist -Senior (1060702-10806 and 1060702- 00730), and one (1) SR FTE Housing Counseling & Homeless Services Supervisor (1060702-03354) 5. The purpose of the program is to provide individuals with access to housing education and counseling to help them make informed choices about homeownership. In addition, services will be provided to aid in foreclosure counseling, rental counseling, disaster preparedness, and other related housing counseling. 6. The funding will be used for one-on-one counseling and/or financial literacy workshops, including home affordability, budgeting and understanding the use of credit. 7. This is no County match required. 8. Application and acceptance of this grant does not obligate the County to any future commitment.
Informational Copy: Public Health and Safety Committee
Return to Agenda
GRANT REVIEW SIGN-OFF – Health & Human Services / Neighborhood Housing &
Development GRANT NAME: Fiscal Year 2021/2022 Housing Education Program Grant FUNDING AGENCY: Michigan State Housing Development Authority (MSHDA) DEPARTMENT CONTACT PERSON: Kathy Williams /(248) 858-1189 STATUS: Application (Greater than $50,000) DATE: 05/03/21
Please be advised the captioned grant materials have completed internal grant review. Below are the returned comments.
You may now obtain the Board Chair’s signature for submittal of the application. The grant application package (which should include this sign-off and the grant application with related documentation) as well as the Report from Fiscal Services to the Board Chairperson may be submitted to the Board of Commissioners for placement on the agenda(s) of the appropriate Board of Commissioners’ committee(s).
DEPARTMENT REVIEW
Management and Budget: Approved by M & B. – Lynn Sonkiss (05/02/21)
Human Resources: Approved by HR, continues positions so no HR action needed.
Please note that the classifications were retitled in 2020 from C&HI to NH&D, so should be updated in the grant application. – Heather Mason (04/29/21)
Risk Management: Application approved with Modification.
Specifically, before entering in to a written agreement an amendment or change to the actual agreement must be made that address the following application requirements: • Section 8 on pages 9 & 10 require the County to purchase insurance and name MSHDA as an additional insured. This provision in the final agreement must be changed to allow for self-insurance as the County does not have all of the required insurance coverages. In addition, as a self-insured entity the County cannot name another entity as an additional insured so this provision will have to be removed or amended from the final agreement. • Section G. on page 27 is an acknowledgement of the insurance requirements which should be changed in the final version to allow for self-insurance
- Robert Erlenbeck (04/29/21)
Department Response While the Notice of Funding Availability does have this requirement, The signature page of Oakland County's application (page 32 on top but 15th page of application) has verbiage written by Corp Counsel that we have used for several years that does clarify the self-insurance and self indemnification clauses. The contracts we receive will have this language in it before acceptance. – Kathy Williams (05/03/21)
Corporation Counsel: APPROVED by Corporation Counsel. – David Asmar (04/30/21)
33
Exhibit D
LEVERAGED FUNDING CHART Instructions: Only include the amount of funds that are available during the grant period. A B C D E Use of Funds -- Only Include Funds that are Names of Applicant, Exclusively Sub- Organization Providing Leveraged Allocated for grantees/Branch Funds/In-kind Contributions and Point Housing Amount of Offices Proposed to of Contact (with phone number and/or Type of Counseling Funds from be Funded email) Contribution Program this Resource Marketing, planning, accounting, purchasing, auditing, risk management, legal 1 services, human resources, training, common office spaces and meeting rooms, Oakland County maintenance, and Housing Counseling County of Oakland In-Kind custodial services $50,000
2
3 Federal Funds Approved Housing Counseling 4 Services, client Oakland County HUD Comprehensive Housing management Housing Counseling Counseling Funds Cash system $45,770 Salaries, fringes, training/travel, printing, supplies, 5 rent, phone, Oakland County information Housing Counseling Oakland County CDBG Cash technology, mail $210,232 TOTAL $305,902
Notice of Funding Availability for the Authority’s FY 2021-2022 Housing Education Program Grant for Housing Counseling Services Rev 4/2021
REPORT TO THE CHAIRPERSON, OAKLAND COUNTY BOARD OF COMMISSIONERS BY: Fiscal Services Division IN RE: HEALTH AND HUMAN SERVICES/HEALTH DIVISION – FY2022 TRANSFORMING YOUTH SUICIDE PREVENTION – GRANT APPLICATION The Fiscal Services Division has reviewed the above referenced application and finds: 1. The Health and Human Services, Health Division is submitting an application in the amount of $60,000 from the Michigan Department of Health and Human Services to address youth suicide prevention in Oakland County through training of youth-serving professionals. 2. The funding period is October 1, 2021 through September 30, 2022. 3. The purpose of the program is to decrease the rates of suicide in young adults aged 18-24 years old, not in a traditional college/university setting, by carrying out identification and/or early intervention projects. 4. The funding will allow the creation of one (1) Special Revenue (SR) 1,000 hour Part-Time Non- Eligible (PTNE) Public Health Educator III (1060241-xxxxx). 5. There is no County match required. 6. Application and acceptance of this grant does not obligate the County to any future commitment and continuation of the Special Revenue position in the grant is contingent upon continued future levels of grant funding.
Informational Copy: Public Health and Safety Committee
Return to Agenda
1200 N. Telegraph Road Pontiac, MI 48341-0475 Phone: (248) 858-0100 Fax: (248) 858-1572
May 13, 2021
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Ladies and Gentlemen:
Please accept this letter as notification that I have exercised the authority granted to the Chairperson of the Board to approve grant applications in excess of $50,000 for the purposes of meeting a submission deadline.
Due to the grantor deadlines and the Board’s grant submission process and calendar, it was not possible to submit the application for full Board consideration in accordance with our normal procedures. The application was reviewed by all appropriate county departments.
I have authorized the submission of the following grant application:
Name: Transforming Youth Suicide Prevention – 2022 Amount: $60,000 Grant Application Deadline: May 12, 2021
Sincerely,
David T. Woodward Chairman Oakland County Board of Commissioners
1200 North Telegraph Road | Pontiac, MI 48341 | Telephone (248) 858-0100 | Fax (248) 858-1572 | OakGov.com/BOC Please Note: An exception to the Board Rules request was submitted for this application. Pursuant to section IX(H)(1) of the Board Rules, the Chairperson of the Board of Commissioners is authorized to approve this grant application in excess of $50,000 without full Board approval for purposes of meeting the application deadline. Accordingly, a miscellaneous resolution is not required.
GRANT REVIEW SIGN-OFF – Health and Human Services / Health Division
GRANT NAME: FY2021 Transforming Youth Suicide Prevention Grant FUNDING AGENCY: Michigan Department of Health and Human Services DEPARTMENT CONTACT: Stacey Smith / 248-452-2151 STATUS: Grant - Application (Greater than $50,000) DATE: 05/10/21
Please be advised the captioned grant materials have completed internal grant review. Below are the returned comments.
The Board of Commissioners’ liaison committee resolution and grant application package (which should include this sign- off and the grant application with related documentation) may be requested to be placed on the agenda(s) of the appropriate Board of Commissioners’ committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Management and Budget: Approved by M & B - 5/8/2021. See comments below. - Lynn Sonkiss (0508/21)
• The organization charge within the application needs to be updated as it still lists Kathy Forzley as the Director and should be Leigh-Anne now. The Health Officer position is vacant. • The application and HR write up for the PTNE Health Educator position to be created have different amounts. Adjust accordingly. • If this is awarded down the road, the Fiscal Questionnaire is to be reviewed by both Fiscal Services Grant Compliance/Accounting and Health Admin prior to submission.
Department Response: I can adjust the budget this morning to a Year 1 and also look at the organizational chart based on Lynn’s comments below. Hanna Cassise (05/11/21)
Human Resources: Approved by HR. Creates one PTNE position, therefore this requires HR action.– Heather Mason (05/10/21)
Risk Management: Application approved by Risk Management. Robert Erlenbeck (05/06/21)
Corporation Counsel: There are no legal issues with this grant application. – Sharon Kessler (05/10/21)
Transforming Youth Suicide Prevention Grant FY 22 Application Oakland County Health Division Submission Deadline: May 12, 2021
Table of Contents Narrative……………………………………………………………………………………….. 3-21 Workplan………………………………………………………………………………………. 22-26 Budget Summary…………………………………………………………………………… 27 Budget Justification……………………………………………………………………….. 28 Organizational Charts……………………………………………………………………. 29-31 Position Description: Public Health Educator III…………………………….. 32-35 Section III REVIEW CRITERIA
The total maximum number of points that an application can receive equals 100 points. Only those applications receiving a score of 70 points or more will be considered for award. The maximum number of points for each of the categories is as follows:
Category Total Points Possible Narrative Background/Need 20 Experience and Past Performance 10 Education, Credentials & Qualifications 5 Staffing and Training 5 Program Implementation 15 Community Collaboration 10 Evaluation Plan 5 Budget Narrative 5 Work Plan 20
Budget 5
Total 100
Evaluators will score applications using the following review questions:
Narrative
Background/Need (Maximum 20 points)
1. (2 points) Describe recent demographics (within the past three years) of the program area. Include statistical data including but not limited to population, age, income levels, racial and ethnic backgrounds, and cultural diversity.
Oakland County is the second most populous Michigan county with more than 1.25 million residents and 907 square miles. Oakland County consists of 62 cities, townships, and villages. The northern part of the county is largely rural and farming communities, while the southern area is more suburban and urban. The median age of residents is 40.9 years; 48.9% are male and 51.1% female. Approximately 72% of residents are Caucasian, 13.5% are Black/African American (the 2nd largest African American population in Michigan), 7.4% are Asian (largest Asian population in the state), and 4.1% are Hispanic/ Latino. (American Community Survey, 5-year estimate 2015-2019). According to the U.S. Census (2015-2019), Oakland County ranks 17 out of the 50 wealthiest communities and cities in Michigan. The wealthiest community in Oakland County is Lake Angelus, with the median household income of $214,375. The least affluent community, Royal Oak Charter Township, has a median household income of $28,311. The estimated median household income is $79,698, with approximately 7.7% of residents living in poverty
1
(U.S. Census, 2019). In the adult population over the age of 25, 94.9% have a high school diploma or GED or higher and 48.9% have at least Bachelor’s degree (U.S. Census, 2019).
2. (7 points) Describe, to the extent possible, the pattern of young adult suicide mortality and morbidity within the geographic area/Tribe to be served. Describe the geographic area/Tribe to be served and justify the selection. Note if your county rates of suicide, for the young adult population from 2015–2019, exceed the national rates found on CDC WISQARS at https://wisqars-viz.cdc.gov:8006/explore-data/home.
Young adults comprise 7.2% of Oakland County’s population, or about 90,000 people (U.S. Census, 2019). However, young adults consistently represent over 10% of Oakland County’s annual suicide deaths based on a 5-year average. There were 913 suicide deaths in the 18 – 24 age range in Oakland County from 2015 – 2020 with a yearly average of 151 suicide deaths in that age range. Of those deaths, 98.7% were White/Caucasian and 1.3% were Black/African American. 1.8% were female; 98.2% were male. When looking at chosen method of suicide, 51% involved firearms, 32% were hanging/asphyxiation, 9% were overdose/intoxication, and 8% were some other or unknown cause (Oakland County Medical Examiners Office).
The national rate for suicide from 2015 – 2019 was 15.66. The rate for suicide in young adults in Oakland County was 6.2. This is the less than the national average. However, from 2019 to 2020, there was a 9% increase in suicide deaths in this age group in Oakland County, including a 150% increase in suicides in the Black/African American community for this age group since 2015, particularly among young Black men. Since 2015, overall, suicide deaths increased 200%.
3. (3 points) Describe the needs of the target population to be served. Describe whether the target population is at high risk of suicide.
Young adulthood is a period marked by life transitions that can often contribute to poor mental health. These transitions, including moving out of their childhood home, facing increased pressure in a college or university, entering the work force, and limited financial resources, can be stressors to young adults who are still developing. Young adults in Oakland County face several barriers to better mental health. These include limited access to care, stigma associated with mental health, a lack of continuity of care, poor mental health literacy, and a preference for self-reliance. Though young people in general are much more open to talking about mental health than older and middle-aged adults, they may not know how to recognize symptoms in themselves or others, when to seek help, or how to access resources. Those that do seek help may fall through the cracks due to discontinuity of care and lack of follow- through. Young adults living in the least affluent cities in Oakland County such as Royal Oak Charter Township, Pontiac, Oak Park, and Hazel Park face other challenges that lead to poor mental health outcomes including lack of jobs and financial resources, lack of transportation, experiences of violence and racism, and limited services in their area. These are also areas of Oakland County that tend to have the most suicide deaths. Upstream prevention, that is addressing those factors that lead to poor mental health outcomes, is a necessary part of any comprehensive suicide prevention program and one of the focus areas of the Oakland County Suicide Prevention Task Force.
2
Young adults need more guidance on accessing and navigating our complicated health system. Awareness of resources is the first step, combined with removing barriers to accessing those resources is important. Young adults also need more education on when to seek help as they have significantly lower rates of health care system utilization compared with other groups (Institute of Medicine, 2015). Communication about resources will also include information on how to recognize signs of suicide and symptoms of mental health conditions. Messaging targeted at this population must be clear and concise as well as in the language used by that group. Young adults need to be met where they are at which includes social media and places like bars, restaurants, festivals, and events. A key to successfully reaching young adults is partnering with organizations that may already interact with young adults in some way, like law enforcement, first responders, and community colleges and trade schools.
Suicide is the second leading cause of death for 18–24-year-olds in Oakland County which aligns with state and national statistics. The increase in suicides in this population is congruent with the increase in suicidal ideation and mental health crises as reported by our partner organizations. One of our partners, Havenwyck Hospital. observed a 16% increase in mental health referrals from quarter 1 of 2020 to quarter 1 of 2021. This increase was across all program areas and included adults and children. However, anecdotally, they are attributing this increase largely to youth and young adults. Our partners at Easterseals and Oakland Family Services report similar findings. The long-term mental health effects of the pandemic remain to be seen but proactive prevention and intervention can lead to a reduction in suicide-related behaviors, attempts, and deaths.
4. (8 points) Describe exactly why the program is needed. Describe the anticipated impact on the community and/or target population.
Young adults have experienced several mental health consequences related to the COVID-19 pandemic. Currently, on a national level, a larger than average share of young adults ages 18-24 are reporting symptoms of anxiety and/or depressive disorder (56%). Compared to all adults, young adults are more likely to report substance use (25% vs. 13%) and suicidal thoughts (26% vs. 11%) (Census Bureau, Household Pulse Survey, 2020-2021). Prior to the pandemic, young adults were already at high risk of poor mental health and substance use disorder, though many did not receive treatment. Since Oakland County tends to match state and national mental health and suicide statistics, we can assume these numbers are in line with what our young adult population is experiencing. In Oakland County, we have seen an increase in suicide deaths in this group over the last year and in the prior years since 2015. We are anticipating mental health needs in this group to continue to increase as we begin to see the long- term effects of the pandemic.
Our previous youth suicide prevention efforts focused largely on the 10-17 population due to accessibility to that group through the public school system and preexisting youth programs. The 18–24- year-old population is more difficult to reach, especially those who are not in a traditional college or university setting. More targeted programming and community education is needed so we can link this population to wraparound services during the difficult transition into adulthood.
The groundwork has been laid for partnerships to ensure continuity of care. Needs assessments were performed from 2014 – 2019 in Oakland County schools, healthcare organizations, law enforcement, and first responders’ organizations. Results showed that, on average, less than 30% of respondents had
3 received any formal training in suicide prevention and less than half of respondents thought there were clear policies and procedures in place at their organization. By focusing some grant efforts on these organizations, we can create a safety net of preparedness in handling young adult mental health and/or suicide-related situations.
Other anticipated impacts include engaging more young adults in suicide prevention efforts such as our proposed focus groups, increasing community education on postvention as a means of prevention, presence at community events such as Pride Month/Week events and festivals, and forming partnerships with local healthcare organizations on suicide attempt and suicidal ideation data for a more comprehensive picture of suicide in Oakland County.
Experience and Past Performance (Maximum 10 points)
1. (6 points) Describe experience in providing youth or young adult suicide prevention/intervention programming similar to those described in this RFP. Include current or previously held grants, if applicable. Identify the performance outcomes measured to ensure the programming was successful. Include data to support this description.
Oakland County Health Division played a lead role in developing and facilitating the Youth Suicide Prevention Task Force from its inception in 2012. In 2019, the Task Force broadened their focus to include all ages and is now named the Oakland County Suicide Prevention Task Force (OCSPTF). Collaboration, communication, and execution have been key factors in the development of a suicide prevention initiatives led by Oakland County Health Division (OCHD) that promote awareness about mental health and stigma, while also providing valuable prevention and postvention resources to County residents and various public service agencies.
In 2014, largely due to the impact of the OCSPTF, the State of Michigan awarded Oakland County a five- year federal grant for youth suicide prevention because of its strong commitment to addressing this issue. Oakland County was chosen as one of two model communities to receive funds with Oakland Community Health Network being the grant recipient and Oakland County Health Division as a subcontractor. The grant, called Transforming Youth Suicide Prevention (TYSP), targeted efforts to three sectors: education, law enforcement, and healthcare. In fiscal year 2018, first responders were added as a fourth target sector to accurately reflect all professions that regularly encounter suicide-related situations in Oakland County. The Health Division took the lead role in program implementation.
Over the grant span, the Health Division was successful in providing community-based training using research-informed and evidence-based programs. 1510 youth were trained in Signs of Suicide (SOS), 920 people were trained in safeTALK, 153 people were trained in Applied Suicide Intervention Skills Training (ASIST), and 350 people were trained in Question Persuade Refer (QPR). As a result of those trainings 672 youth were identified as at risk for suicide and/or referred for mental health services. This was determined by routine surveys to trainers to gather referral data and Health Division staff following up directly with school personnel immediately following school-based programming.
In addition to providing community-based trainings, the Health Division’s efforts resulted in building a network of suicide prevention trainers strategically embedded in youth-serving agencies throughout Oakland County with 15 people trained in ASIST T4T and 9 people trained in safeTALK Training for
4
Trainers (T4T). Based on the healthcare assessment that was conducted, specific training efforts were provided to the clinical community that resulted in 114 clinical staff trained in Counseling on Access to Lethal Means (CALM), 50 clinical staff trained in Collaborative Assessment and Management of Suicidality (CAMS), 43 clinical staff trained in Introduction to Dialectical Behavior Therapy, 29 clinical staff trained in Comprehensive Dialectical Behavior Therapy, and 88 nurses trained in Question Persuade Refer (QPR) for Nurses.
These trainings were offered to bolster the efforts of clinical staff to utilize best practices with youth at risk for suicide and their families. In addition to trainings, healthcare and specific youth-serving agencies applied and participated in a Zero Suicide Technical Assistance training. This training focused on providing an overview of the Zero Suicide framework and allowed time for agencies to ask questions of experts who played a role in developing the training in addition to begin formalizing how the framework could be applied in their agency. Participating agencies included Beaumont Health System, Catholic Charities of Southeast Michigan, Common Ground, Detroit VA Medical Center, Hegira Programs, Inc., Jewish Family Service of Metro Detroit, Oakland Schools, Oakland Community Health Network, Oakland County Health Division, Oakland Family Services, St. Joseph Mercy Oakland Hospital, and Training & Treatment Innovations, Inc. Each agency is responsible for carrying out the framework respectively. The Health Division has maintained contact in the form of a quarterly newsletter to share resources and provide an opportunity to virtually network.
Environmental improvements to encourage protective measures against suicide were carried out as 500 gun lock boxes were distributed and 600 medication locking bags. Community Discussions, suicide prevention film screenings such as ‘The S Word’, and Youth Dialogue Days were held to increase awareness, decrease stigma, and highlight community resources. Over the 5 years, a total of 4,547 people attended and participated in these events.
2. (4 points) Describe the principal characteristics for the target population(s) for whom services were provided.
Services were provided to youth, ages 10-24 from across the county and agencies who had consistent touchpoints with youth in Oakland County. Principal characteristics of the youth that directly received the SOS Signs of Suicide program in the Waterford School District in 2019 were as follows based on self- reported evaluations.
At Mason Middle School youth were 44% female and 55% male with 1 individual indicating they are gender fluid. The student population was 67% White, 12% Black, 3% American Indian or Alaska Native, 1% Asian, while 73% reported Hispanic, Latino or Spanish origin. Of students reached, 27% indicated they had lived experience with suicide.
At Pierce Middle School youth were 53% female and 43% male with 1 individual indicating they are gender fluid. The student population was 68% White, 12% Black, 8% American Indian or Alaska Native, 2% Asian, while 78% reported Hispanic, Latino or Spanish origin. Of students reached, 39% indicated they had lived experience with suicide.
Main sectors that were targeted were schools (28 school districts), law enforcement (41 police departments), healthcare, including mental and behavioral healthcare, and first responders (50+ first
5 responder agencies). Within those sectors, staff targeted included administration, those providing direct services, and support staff. For example, in the school sector, teachers, counselors, building administration, paraprofessionals, clerical staff, lunch support staff, bus drivers, and more took part in our various trainings, events, forums, and collaborative meetings. In addition to these main sectors, Youth-serving agencies, and professionals as well as community members such as parents completed training and participated in engagement opportunities like our Suicide Prevention Community Discussion and parent nights in one of the school districts.
Education, Credentials & Qualifications (Maximum 5 points)
1. (5 points) Provide a position description for each position that will be funded by the grant. The position description should contain educational credentials, knowledge, skills, abilities, and other characteristics that demonstrate qualifications to provide the proposed programming. Position titles must match those listed in the organization chart and budget. Do not provide resumes.
See attached position description
Staffing and Training (Maximum 5 points)
1. (1 point) Provide an agency-wide organization chart. Position titles in the narrative and budget must match those in the organization chart. The organization chart must include all organizational units supervised by positions included in this narrative.
See attached organizational charts
2. (2 points) Describe applicant’s plan to continue to provide programming if staff turnover occurs.
If staff turnover occurs, Oakland County Health Division will repost the position to hire another grant- funded staff. In the meantime, the county-funded Health Educator III position who will work to support grant-funded activities and the Health Education Supervisor will continue in their roles to sustain efforts. The Health Educator III and Health Education Supervisor currently have active roles in the OCSPTF and will maintain those roles to work with partners to accomplish grant programming. In addition, both individuals have direct experience working on the Garrett Lee Smith grant previously mentioned and are certified trainers of safeTALK, ASIST, and SOS Signs of Suicide.
3. (2 points) Indicate the types of quality control mechanisms that will be put in place to ensure smooth oversight, management, and day-to-day operations of this project.
Oakland County Health Education Supervisor, Hanna Cassise, will manage the project budget, reporting, and the Health Educator responsible for program implementation. Ms. Cassise manages two grant programs, as well as communications, substance use disorder, suicide prevention, and injury prevention
6 programs. The designated, county-funded Health Educator III, Katherine Polmear, is dedicated to work on a variety of injury and violence prevention topics and has a Master’s in Mental Health Counseling. She has nearly 5 years’ experience working on suicide prevention.
Program Implementation (Maximum 15 points)
1. (5 points) Describe the evidence-based programs and/or best practices, that will be provided to the target population, that focus on increasing and/or improving help-seeking, access to care, screening, assessment, referral processes/networks, follow-up care post-suicide or post- suicide attempt, and/or providing wraparound and recovery support services.
Training for LivingWorks programs will be provided to the community. From prior grant efforts, a well- established trainer network in Oakland County was organized for safeTALK and ASIST trainings as these trainings show the best evidence of increasing awareness, knowledge, and improving help-seeking. In addition to safeTALK and ASIST, we will utilize a new LivingWorks program ‘LivingWorks Faith’ that offers suicide prevention, intervention, and postvention skills for ministry leaders in faith-based communities. safeTALK is a four-hour face-to-face workshop featuring presentations, audiovisuals, and skills practice. At a LivingWorks safeTALK workshop, participants learn how to prevent suicide by recognizing signs, engaging someone, and connecting them to an intervention resource for further support. ASIST is a two-day face-to-face workshop featuring audiovisuals, discussions, and simulations. At a LivingWorks ASIST workshop, participants learn how to prevent suicide by recognizing signs, providing a skilled intervention, and developing a safety plan to keep someone alive.
The Health Division will also implement the Zero Suicide framework which is a nationally recognized quality improvement model that transforms system-wide practices to prevent suicide and improve care for those at risk of suicide.
2. (2 points) Provide empirical, theoretical, and/or anecdotal evidence that the chosen program components can be effective within the given population.
LivingWorks safeTALK is evidence-based with over 15 peer-reviewed reports and government studies that found the training improves trainee skills and readiness, is safe for trainees with no adverse effects from training, is effective for participants as young as 15 years old, helps break down suicide stigma in the community, and has better skill retention compared to other connector programs.
LivingWorks ASIST is evidence-based with over 30 peer-reviewed studies and government reports that found it improves trainee skills and readiness, is safe for trainees with no adverse effects from training, has interventions shown to increase hope and reduce suicidality, is shown to increase general counseling and listening skills and saves lives and costs, yielding return on investment of up to 50:1.
LivingWorks Faith uses the best practices that are incorporated in other LivingWorks trainings to help Christian ministry leaders learn to prevent, intervene, and minister around the issue of suicide in their congregations.
7
The Zero Suicide framework is nationally recognized and based on the best research to date for suicide prevention in health care. Behind each of the seven elements of Zero Suicide are evidence-based practices for safer suicide care.
3. (3 points) Describe how your organization will deliver the proposed services to the target population in a diverse, equitable and inclusive manner without having a negative impact on race, sex, religion, age, national origin, color, height, weight, marital status, gender identification or expression, sexual orientation, partisan considerations, disability, or genetic information.
Health Division staff always seek to be equitable when assessing, implementing, and evaluating services. From the beginning steps of the hiring process, personal information of candidates is de-identified to allow their credentials and experience to be the sole indicator of potential employment. This encourages the Health Division to hire a diverse staff to attempt to reflect Oakland County’s demographic makeup. We understand and believe that this can improve the connection to specific communities, particularly those that may be harder to reach. Once hired, staff take mandatory health equity training. The Health Educator funded by this grant will utilize relationships with our diverse network of community partners to connect us with a variety of individuals, and we will use best practices to deliver suicide prevention programming to the target population. There will be no fees to services and all materials created with be reviewed by Health Division supervision and administration through a health equity lens taking into consideration things such as readability, cultural competency, and language used. Oakland County Government is committed to improving our focus on equity. Last year, an Equity & Diversity Officer was hired in a newly created position and an equity assessment of county services was recently completed. Grant activities will benefit from these improvements and efforts.
4. (5 points) Provide a description of how the programming will be provided. Include each step of the process or activity that the applicant will perform to initiate and maintain the programming identified in this RFP.
Health Division staff will conduct outreach and engage stakeholders to provide an overview of grant goals and offer programming. Since Oakland County has done significant work in this area prior to this grant opportunity, outreach will center on utilizing established resources such as the cadre of trainers already embedded within local communities and trusted partners who interface with the target population, particularly partners who are members of the OCSPTF and Zero Suicide Network. Program details will be given to an organization/contact once identified and a key contact(s) within the organization will be identified and work with Health Division staff to organize details and accomplish objectives. Advertising and marketing will take place once details are determined as needed. Program implementation – depending on the strategy/activity - will be carried out by Health Division Staff or selected trainer/contact. Evaluation will be facilitated, assessed, and shared with stakeholders, the community and grant funders. Program maintenance will occur by grant-funded staff during funding period and the OCSPTF will continue initiatives once funding ends.
8
Community Collaboration (Maximum 10 points)
1. (6 points) Describe how collaboration will be developed and maintained with relevant organizations and resources within the local community that will assist with successful implementation of this program including: • Identifying specific resources within the identified geographic area(s)/Tribe(s) that are available to assist young adults and/or their families. • The process for connecting young adults/families to identified resources. • Advocating for needed services or resources for the population. • Creating and maintaining formal and informal working relationships with relevant community agencies and staff.
For applicants without a current presence in the community, applicant’s response should thoroughly describe the plan to collaborate and develop relationships with relevant organizations and resources within the local community.
Oakland County Health Division led the organization of the Oakland County Youth Suicide Prevention Task Force, established in 2012 in response to a perceived cluster of suicides in the Lake Orion community, located in the County’s northern region and in other communities such as Waterford and Rochester in following years. In 2019, the Task Force broadened their focus to include all ages and is now named the Oakland County Suicide Prevention Task Force (OCSPTF). Collaboration, communication, and execution are key factors in developing a suicide prevention initiative led by Oakland County Health Division (OCHD) that promotes awareness about mental health and stigma, while also providing valuable prevention and postvention resources to County residents and various public service agencies.
Sectors represented in the active Task Force include public mental health, public health, human services, community-based organizations, education, hospitals, substance use, and treatment services. The distinct areas of expertise offered by each participating entity are responsible for the quick development and execution of a proactive suicide prevention plan that inspires system changes across the varying sectors.
The Task Force includes 21 partner organizations that provide services to diverse communities within Oakland County including but not limited to the LGBTQ+ population, veterans, and at-risk youth. Partners include Affirmations, The Alliance, Beaumont Health, Children’s Village, Common Ground, Community Network Services, Easterseals Michigan, Friendship Circle, Havenwyck Hospital, Jewish Family Service of Metro Detroit, National Alliance of Mental Illness – Metro Detroit, New Oakland Family Centers, Oakland Community Health Network, Oakland County Health Division, Oakland County Youth Assistance, Oakland Family Services, Oakland Schools, Oakland University, St. Joseph Mercy Oakland, Training & Treatment Innovations, and Woodside Bible. The Task Force also includes representatives from State and Federal representatives (State Sen. Runestad and U.S. Representative Elissa Slotkin) and two community members with lived experience with suicide
Since its inception in 2012, the Task Force has developed a Youth Suicide Prevention School Toolkit, using SAMHSA’s toolkit for high schools as a model, that was distributed to Oakland County middle and high schools; produced and distributed 10,000 parent toolkits within six months; held two forums, one for educators and one for the general public, to share and obtain input about mental health and suicide
9 prevention needs; engaged youth involvement; launched a countywide awareness campaign that included posters distributed to all 219 Oakland County middle and high schools, billboards and bus ads publicizing the local crisis/suicide prevention helpline; actively promoted Mental Health First Aid Training; and hosted seven community events where expert speakers shared their experiences and knowledge about mental health and suicide prevention.
Unique to Oakland County is the state-of-the-art Resource and Crisis Center. The 48,000 square foot building is conveniently located on the County campus near the county jail, the courthouse, the juvenile justice system, and the health department. The building houses the County’s assessment and crisis intervention services; the 24-hour resource and crisis/suicide prevention helpline, which is also part of the National Suicide Prevention Lifeline network, and substance use screening, treatment, and authorization services. Having these important community resources under one roof and the building’s proximity to the agencies listed above enhances the opportunity for individuals who are displaying mental illnesses symptoms to be assessed and receive necessary treatment with minimal waiting.
The Task Force plays and will continue to play a key role in promoting suicide prevention trainings to the community as well as planning and advertising community-wide events and initiatives. These efforts serve to connect young adults/families to resources and bring attention and advocate for increased and improved services and coordination. The Task Force continues to convene regularly to collaborate and maximize local resources.
2. (4 points) Describe any plans to collaborate with other agencies to replicate this program.
The OCSPTF will sustain key objectives after grant funding ends such as training and increasing awareness through the development of media campaigns and educational resources. OCSPTF has the capability to collaborate with organizations to help them replicate grant objectives in their respective communities as needed. This includes plans to collaborate with key Task Force partners serving the young-adult community including but not limited to The Alliance, Training and Treatment Innovations, Oakland Community Health Network, Common Ground, Affirmations, Oakland Schools, Oakland County Youth Assistance, Havenwyck Hospital, and Easterseals to identify objectives that can be replicated for their respective patient/client populations.
Evidenced-based suicide prevention trainings will be continued to be offered in partnership with the Oakland County Suicide Prevention Trainer’s Network which includes certified trainers from American Indian Health and Family Services, Centro Multicultural La Familia, Common Ground Resource and Crisis Center, Community Network Services, Easterseals, Havenwyck Hospital, Oakland Community Health Network, Oakland Schools, and Oakland University. Continuing to offer training will serve to replicate efforts of increasing help-seeking behaviors into the future.
Graphic assets and educational materials can be made available to share with other agencies looking to carry out similar campaigns. OCHD has a precedence for this practice as we have shared the designs for means restriction educational materials with other local health departments so they can brand and distribute in their community. The Health Division is specifically seeking Memorandum of Understanding agreements with Community Network Services, Oakland Community Health Network, and Common Ground Resource and Crisis Center to establish and sustain guidelines/process for improved continuity of care for youth at risk of suicide and their families.
10
We will use mapping capabilities to identify areas in Oakland County that have concentrated communities of young adults to better target, sustain and replicate these efforts.
Evaluation Plan (Maximum 5 points)
1. (5 points) Describe how it will be determined whether the program is successful in that it meets the expected performance outcomes. Then describe the steps that will be taken if the program is not initially successful.
Throughout grant implementation, OCHD will continuously engage stakeholders to build capacity to address needs and seek input and commitment to supporting implementing and sustaining grant goals. Health Division staff will monitor the timelines as stated in the grant objectives and adjust as need if impacted by other factors including the health of the community related to COVID-19, community attitudes and beliefs about mental health, and cultural events that may impact priorities. Post-training evaluation tools associated with the evidence based LivingWorks trainings selected will be utilized, which include measures of awareness, knowledge, and skill building. In addition, general satisfaction and process feedback will be gathered at every opportunity and utilized to improve future program offerings. Such improvement will be documented. Expected outcomes outlined in the workplan will indicate if the program is successful with initial outcomes showing improved skills when interfacing with the target population across sectors and increased awareness and knowledge of the problem, services, and resources in the community.
Grant staff will assess expected outcomes versus actual outcomes on a quarterly basis and as needed. If expected outcomes are not being met and any aspect of the program is not initially successful, the ongoing relationships and engagement with stakeholders will play a large role in determining barriers in place that have limited success and how to deliver services in an improved way to better reach the target population.
Budget Narrative (Maximum 5 points)
1. (5 points) Provide a budget narrative that describes the uses, need and purpose for the resources and costs included in the project budget. Please explain why each of the requested items is necessary to accomplish the supported project activity(s). Ensure that the resources and costs are allowable, reasonable, and necessary to accomplish the work plan and terms of the agreement. (1427/5000)
The budget will compensate the part-time Public Health Educator III at $31,196 This position will be responsible for coordinating tasks and support implementation of the proposed work plan. This position will be dedicated to the project 100%. The fringe benefit rate is 5.26% and totals $1,641, while the indirect cost rate is 9.91% on salary and wages of the salary totaling $2,974. Travel ($2,340 total) include the personal mileage rate for 2,483 miles at .56/ mile ($1,390) for staff to and from meetings, events, and for programmatic service delivery. Potential conference fees for State of Michigan Suicide Prevention Technical Assistance Conference and Kevin’s Song suicide prevention conference ($950) are also included. Supplies and Materials ($11,003 total) includes printing ($5,003) for educational materials
11 and suicide prevention materials; materials & supplies ($4,000) for outreach materials including coasters; educational supplies ($1,500) including 5 safeTalk trainings @ $10/person, 150 people ($1,500); office supplies ($500) for events and office work. Other Expenditures ($10,728 total) includes liability insurance ($250); interpretation fees for translation ($750); advertising ($4,016); training ($1,000) for licenses for LivingWorks Faith; costs associated with workshops/trainings ($1,000); Info Tech Operations ($3,172) for computer charges and communications ($540) for a county-issued cell phone.
Work Plan (Maximum 20 points)
Provide a work plan that includes objectives and activities that describe in detail how the proposed strategy will decrease the rates of suicide in young adults, aged 18–24 years old not in a traditional college/university setting, by carrying out identification and/or early intervention projects within the one-year funding timeline. The objectives and activities should strive to utilize evidence-based programs, best practices, and/or promising practices, when possible. Provided outcomes should be specific, measurable, appropriate, realistic, and time-based. Identify the position(s) responsible for completing each activity.
OCHD Workplan
Goal 1: Increase skills in the treatment and/or referrals of youth at risk for suicide to law enforcement, first responder and non-traditional universities/colleges, with an emphasis on continuity of care.
• Objective 1.1: Coordinate and host research-based training for law enforcement in Oakland County and build on existing training infrastructure. Expected outcome: 30 law enforcement officers will complete training, using training log/evaluations to measure.
o Provide suicide prevention training at Crisis Intervention Training (CIT) to approximately 30 law enforcement officers
▪ Timeline: Q2, Q3, Q4
▪ Point Person: Oakland County Health Division (OCHD)/Oakland Community Health Network (OCHN)
o Set meeting with Oakland County Sheriff's office to discuss enhancement of suicide prevention training during academy training.
▪ Timeline: Q1
▪ Point Person: OCHD
• Objective 1.2 Provide technical assistance on suicide prevention with first responder organizations, based on existing needs assessment results. Expected outcome three collaborative meetings with different EMS organizations documented by meeting minutes.
12
o Set meeting with 3 EMS agencies (Southfield Fire Department, Star EMS, and Waterford, Pontiac, & Lake Angelus Fire Department) to discuss suicide prevention training opportunities.
▪ Timeline: Q2, Q3
▪ Point Person: OCHD
• Objective 1.3 Provide suicide prevention training to Oakland Community College (OCC). Expected outcome: 30 staff members trained in ASIST, 50 students trained in safeTALK measured by using training logs/evaluations to measure.
o Host 1 ASIST training for OCC staff members in collaboration with Oakland Community Health Network
▪ Timeline: Q2
▪ Point Person: OCHD
o Host 2 safeTALK trainings for OCC students.
▪ Timeline: Q2
▪ Point Person: OCHD
Goal 2: Implement Zero Suicide framework
• Objective 2.1: Oakland County will convene and facilitate a semi-annual Southeast Michigan Zero Suicide Network activity to enhance and expand Zero Suicide policies and procedures. Expected outcome: 2 annual webinars completed with 30 participants each. Measured by documentation of activities and attendance log.
o Host two Southeast Michigan Zero Suicide Network webinars.
▪ Timeline: Q2, Q4
▪ Point Person: OCHD
o Draft and promote PowerPoints, policies, procedures and provide assistance to agencies creating their own
▪ Timeline: Q1, Q2, Q3, Q4
▪ Point Person: OCHD
• Objective 2.2: Implement Zero Suicide toolkit/activities at OCHD. Expected outcome: quarterly meetings with implementation team with special focus on the ‘Identify’ and ‘Transition’ goals of Zero Suicide. Measured by quarterly documentation of activities and meeting minutes.
o Meet quarterly with OCHD Zero Suicide Implementation Team and add representative from Honor Community Health (now housed in OCHD’s building).
13
▪ Timeline: Q1, Q2, Q3, Q4
▪ Point Person: OCHD/Honor Community Health (Honor)
o Continue implementing Zero Suicide Workplan through FY22.
▪ Timeline: Q1, Q2, Q3, Q4
▪ Point Person: OCHD
• Objective 2.3: Recruit health care organizations to implement Zero Suicide. Expected outcome: two healthcare organizations begin implementing Zero Suicide. Measured by completed organizational self-studies from each organization.
o Present on Zero Suicide to Oakland Physician’s Network Services (OPNS).
▪ Timeline: Q2
▪ Point Person: OCHD
o Provide technical assistance for Zero Suicide to two healthcare organizations.
▪ Timeline: Q3, Q4
▪ Point Person: OCHD
Goal 3: Increase community education/awareness regarding mental health and suicide prevention
• Objective 3.1: Implement 5 safeTALK trainings in the community. Expected outcome, 150 community members will complete safeTALK training, using training log/evaluations to measure.
o Partner with community agencies to host 5 safeTALK trainings throughout the county.
▪ Timeline: Q1, Q2, Q3, Q4
▪ Point Person: OCHD
• Objective 3.2: Implement 2 ASIST trainings in the community. Expected outcome, 50 community members will complete ASIST, using training logs and evaluations to measure.
o Partner with community agencies to host two ASIST throughout the county.
▪ Timeline: Q2, Q4
▪ Point Person: OCHD
• Objective 3.3: Offer LivingWorks Faith training to the staff of at least 1 local church, focusing on historically Black churches. Expected outcome: 5 staff members trained in LivingWorks Faith, using training logs/evaluations to measure.
o Hold collaborative meetings between TYSP grant staff and church staff.
14
▪ Timeline: Q1
▪ Point Person: OCHD
o Offer LivingWorks Faith online training to 5 church ministry leaders.
▪ Timeline: Q2, Q3, Q4
▪ Point Person: OCHD
Goal 4: Address stigma through education and promotion of resources through community events and implementation of a multi-component community wide campaign encouraging residents to seek help and talk to someone they trust.
• Objective 4.1: Educate community through various print and media channels. Expected outcome: reach 20,000 people, measured using distribution plan tracking document, social media analytics, list serv reports, and reach/engagement numbers provided by advertising companies as available.
o Print suicide prevention materials, disseminate through various events, community organizations, trainings etc.
▪ Timeline: Q1, Q2, Q3, Q4
▪ Point Person: OCHD
o Create targeted social media advertisements on Instagram and Facebook.
▪ Timeline: Q1, Q2, Q3, Q4
▪ Point Person: OCHD
o Place suicide prevention and mental health promotion advertisements in LGBTQ+ publications.
▪ Timeline: Q3, Q4
▪ Point Person: OCHD
• Objective 4.2: Create bar coaster campaign to be distributed at local bars, pubs and restaurants. Expected outcome: distribute 5,000 coasters measured by number of coasters distributed.
o Host focus group of young adults to test messaging for bar coaster campaign.
▪ Timeline: Q2
▪ Point Person: OCHD
o Connect with 10 local bars and restaurants to distribute the coasters.
▪ Timeline: Q3
▪ Point Person: OCHD
15
o Utilize media to promote campaign including a press release on the project from OCHD and a Facebook Live from Oakland County Executive Dave Coulter.
▪ Timeline: Q4
▪ Point Person: OCHD
o Evaluate efficacy of coaster campaign using special link or QR code on coasters and number of visits to that link/QR code.
▪ Timeline: Q3, Q4
▪ Point Person: OCHD
• Objective 4.3: Host a Community Discussion in the spring of 2022. Focusing on mental health effects of COVID-19 pandemic and suicide postvention in partnership with the Suicide Prevention Task Force in Oakland County. Expected outcome, attendance of 80 community members. Measured by attendance log/evaluation.
o Gather information from discussion participants through group discussion and verbal, written and/or online feedback on suicide prevention in Oakland County.
▪ Timeline: Q3
▪ Point Person: OCHD
o Review/discuss information received at discussion with the Task Force and use it to inform suicide prevention work in Oakland County.
▪ Timeline: Q4
▪ Point Person: OCHD/Task Force
• Objective 4.4: Host table/tent at events, festivals, or concerts with large young adult participation. Expected outcome: host table at two events in 2022, measured by event participation, number of materials distributed, and number of people who visit the table/tent.
o Attend 2 events and distribute suicide prevention materials in collaboration with Suicide Prevention Task Force.
▪ Timeline: Q3, Q4
▪ Point Person: OCHD
Goal 5: To collaborate with other systems and grants within the community on complimentary projects and work towards improved continuity of care.
• Objective 5.1: Continue to build/strengthen relationships with community organizations and collaborations in Oakland County. Expected outcome will be representation of TYSP grant staff at all Oakland County Suicide Prevention Task Force meetings, measured by meeting minutes.
o Continue to collaborate with the Suicide Prevention Task Force in Oakland County.
16
▪ Timeline: Q1, Q2, Q3, Q4
▪ Point Person: OCHD
o Implement Suicide Prevention Task Force strategic plan with task force members
▪ Timeline: Q1, Q2, Q3, Q4
▪ Point Person: OCHD
• Objective 5.2: Attend and participate in professional development opportunities related to grant goals. Measured by attendance at the events.
o TYSP grant staff and Suicide Task Force members will attend the suicide prevention technical assistance (TA) meeting together in Roscommon, MI.
▪ Timeline: Q3
▪ Point Person: OCHD/Task Force
o TYSP grant staff will attend Kevin’s Song Conference. Expected outcome to increase knowledge and skill in the area of strategies, trainings, and implementation related to youth suicide prevention of TYSP grantees that can be brought back to Oakland County.
▪ Timeline: Q2
▪ Point Person: OCHD
• Objective 5.3: Participate on the statewide suicide prevention group With One Voice.
o TYSP grant staff and OCHD staff will attend and participate in With One Voice meetings.
▪ Timeline: Q1, Q2, Q3, Q4
▪ Point Person: OCHD
• Objective 5.4: Draft Memorandums of Understanding (MOUs) with local mental health organizations to ensure continuity of care for Oakland County Health Division clientele.
o Create specific MOUs with Oakland Community Health Network, Common Ground, and Community Network Services (CNS) to outline processes/guidelines to ensure continuity of care.
▪ Timeline: Q2
▪ Point Person: OCHD/Common Ground/CNS/OCHN
Goal 6: Increase suicide postvention strategies throughout Oakland County.
• Objective 6.1: Implement the Oakland County Suicide Mortality Review Team. Expected outcome: 2 collaborative meetings to occur in FY22 as measured by meeting minutes.
17
o Create agreement documents on the formation of the Oakland County Suicide Mortality Review Team based on Fetal Infant Mortality Review documents in collaboration with the Oakland County Medical Examiner’s Office.
▪ Timeline: Q1, Q2
▪ Point Person: OCHD/Medical Examiner
o Host two collaborative meetings of the Suicide Mortality Review Team in partnership with Oakland Community Health Network and other community agencies.
▪ Timeline: Q3, Q4
▪ Point Person: OCHD/Medical Examiner
• Objective 6.3: Partner with local funeral homes to distribute postvention resources for suicide loss survivors. Expected outcome: one collaborative meeting and 100 materials packets distributed, measured by meeting minutes and number of materials distributed
o Collaborate with Task Force and funeral homes to create and design postvention materials based on best practices.
▪ Timeline: Q1, Q2
▪ Point Person: OCHD/Task Force
o Set up collaborative meeting with Michigan Funeral Director’s Association (MFDA)
▪ Timeline: Q2
▪ Point Person: OCHD/MFDA
o Disseminate suicide prevention/postvention materials to 3 local funeral homes
▪ Timeline: Q3, Q4
▪ Point Person: OCHD
• Objective 6.4: Host 1 ‘Suicide 2 Hope’ training for mental health providers. Expected outcome: 1 training completed with 20 participants, measured by training logs/evaluations.
o Partner with community agencies to host one Suicide 2 Hope training.
▪ Timeline: Q4
▪ Point Person: OCHD/Community Network Services
Goal 7: Enhance collection of suicide-related data.
• Objective 7.1 Build partnership with the Beaumont Health System to receive data on suicide attempts and suicidal ideation. Expected outcome, 2 collaborative meetings in FY22, measured by meeting minutes.
18
o Hold collaborative meetings with Beaumont
▪ Timeline: Q1, Q3
▪ Point Person: OCHD/Beaumont
o Representative from Beaumont will participate on the task force.
▪ Timeline: Q1, Q2, Q3, Q4
▪ Point Person: OCHD/Beaumont
Budget (Maximum 5 points)
The requested items in the budget should be consistent with the budget narrative and work plan and should reflect allowable costs and items that are reasonable and necessary to accomplish the proposed work plan. If other funds (such as cash or in-kind match) are reflected in the budget, clearly identify the source(s) of those funds and what the funds will be used for.
NOTE: No more than 15% of the budget can be used for data collection and evaluation activities.
Category Budget Salaries & Wages $31,196 Fringe Benefits 1,641 Travel 2,340 Supplies & Materials 11,003 Communications 540 Other Expenses: IT Operations 3,172 (774636) Liability Insurance 250 Interpretation Fees 750 (730982) Workshops & 1,000 Meetings (732165) Training (731941) 1,000 Advertising (730072) 4,016 TOTAL DIRECT $56,908 Indirect Costs 2021/22 9.91% 3,092 TOTAL EXPENDITURES $60,000
19
FY22 TYSP Work Plan Goals and Objectives
Goal 1: Increase skills in the treatment and/or referrals of youth at risk for suicide to law enforcement, first responder and non-traditional universities/colleges, with an emphasis on continuity of care. Key Strategies and Activities Target Dates Point Person Update / Status Q1 Q2 Q3 Q4 Objective 1.1: Coordinate and host research-based training for law enforcement in Oakland County and build on existing training infrastructure. Expected outcome: 30 law enforcement officers will complete training, using training log/evaluations to measure. Provide suicide prevention training at Crisis Intervention OCHD/OCHN Dependent on when CIT trainings are scheduled. X X X Training (CIT) to approximately 30 law enforcement officers Set meeting with Oakland County Sheriff's office to discuss OCHD enhancement of suicide prevention training during academy X training. Objective 1.2 Provide technical assistance on suicide prevention with first responder organizations, based on existing needs assessment results. Expected outcome three collaborative meetings with different EMS organizations documented by meeting minutes. Set meeting with 3 EMS agencies (Southfield Fire OCHD Department, Star EMS, and Waterford, Pontiac, & Lake X X Angelus Fire Department) to discuss suicide prevention training opportunities. Objective 1.3 Provide suicide prevention training to Oakland Community College (OCC). Expected outcome: 30 staff members trained in ASIST, 50 students trained in safeTALK measured by using training logs/evaluations to measure. Host 1 ASIST training for OCC staff members in OCHD X collaboration with Oakland Community Health Network Host 2 safeTALK trainings for OCC students. X OCHD
Goal 2: Implement Zero Suicide framework
Key Strategies and Activities Target Dates Point Person Update / Status Q1 Q2 Q3 Q4 Objective 2.1: Oakland County will convene and facilitate a semi-annual Southeast Michigan Zero Suicide Network activity to enhance and expand Zero Suicide policies and procedures. Expected outcome: 2 annual webinars completed with 30 participants each. Measured by documentation of activities and attendance log. Host two Southeast Michigan Zero Suicide Network OCHD X X webinars.
1
Draft and promote PowerPoints, policies, procedures and OCHD X X X X provide assistance to agencies creating their own Objective 2.2: Implement Zero Suicide toolkit/activities at OCHD. Expected outcome: quarterly meetings with implementation team with special focus on the ‘Identify’ and ‘Transition’ goals of Zero Suicide. Measured by quarterly documentation of activities and meeting minutes. Meet quarterly with OCHD Zero Suicide Implementation OCHD/Honor Team and add representative from Honor Community Health X X X X (now housed in OCHD’s building). Continue implementing Zero Suicide Workplan through OCHD X X X X FY22. Objective 2.3: Recruit health care organizations to implement Zero Suicide. Expected outcome: two healthcare organizations begin implementing Zero Suicide. Measured by completed organizational self-studies from each organization.
Present on Zero Suicide to Oakland Physician’s Network OCHD X Services (OPNS).
Provide technical assistance for Zero Suicide to two OCHD X X healthcare organizations.
Goal 3: Increase community education/awareness regarding mental health and suicide prevention Key Strategies and Activities Target Dates Point Person Update / Status Q1 Q2 Q3 Q4 Objective 3.1: Implement 5 safeTALK trainings in the community. Expected outcome, 150 community members will complete safeTALK training, using training log/evaluations to measure. Partner with community agencies to host 5 safeTALK OCHD X X X X trainings throughout the county. Objective 3.2: Implement 2 ASIST trainings in the community. Expected outcome, 50 community members will complete ASIST, using training logs and evaluations to measure. Partner with community agencies to host two ASIST OCHD X X throughout the county. Objective 3.3: Offer LivingWorks Faith training to the staff of at least 1 local church, focusing on historically Black churches. Expected outcome: 5 staff members trained in LivingWorks Faith, using training logs/evaluations to measure.
Hold collaborative meetings between TYSP grant staff and OCHD X church staff.
Offer LivingWorks Faith online training to 5 church ministry OCHD X X X leaders.
2
Goal 4: Address stigma through education and promotion of resources through community events and implementation of a multi-component community wide campaign encouraging residents to seek help and talk to someone they trust. Key Strategies and Activities Target Dates Point Person Update / Status Q1 Q2 Q3 Q4 Objective 4.1: Educate community through various print and media channels. Expected outcome: reach 20,000 people, measured using distribution plan tracking document, social media analytics, list serv reports, and reach/engagement numbers provided by advertising companies as available. Print suicide prevention materials, disseminate through OCHD X X X X various events, community organizations, trainings etc. Create targeted social media advertisements on Instagram OCHD X X X X and Facebook. Place suicide prevention and mental health promotion OCHD X X advertisements in LGBTQ+ publications.
Objective 4.2: Create bar coaster campaign to be distributed at local bars, pubs and restaurants. Expected outcome: distribute 5,000 coasters measured by number of coasters distributed.
Host focus group of young adults to test messaging for bar OCHD X coaster campaign.
Connect with 10 local bars and restaurants to distribute the OCHD X coasters.
Utilize media to promote campaign including a press release OCHD/Oakland on the project from OCHD and a Facebook Live from Oakland X County Executive County Executive Dave Coulter. Evaluate efficacy of coaster campaign using special link or QR OCHD X X code on coasters and number of visits to that link/QR code.
Objective 4.3: Host a Community Discussion in the spring of 2022. Focusing on mental health effects of COVID-19 pandemic and suicide postvention in partnership with the Suicide Prevention Task Force in Oakland County. Expected outcome, attendance of 80 community members. Measured by attendance log/evaluation. Gather information from discussion participants through OCHD group discussion and verbal, written and/or online feedback X on suicide prevention in Oakland County. Review/discuss information received at discussion with the OCHD Task Force and use it to inform suicide prevention work in X Oakland County.
3
Objective 4.4: Host table/tent at events, festivals, or concerts with large young adult participation. Expected outcome: host table at two events in 2022, measured by event participation, number of materials distributed, and number of people who visit the table/tent.
Attend 2 events and distribute suicide prevention materials OCHD/Task Force Target dates dependent on event dates X X in collaboration with Suicide Prevention Task Force.
Goal 5: To collaborate with other systems and grants within the community on complimentary projects and work towards improved continuity of care. Key Strategies and Activities Target Dates Point Person Update / Status Q1 Q2 Q3 Q4 Objective 5.1: Continue to build/strengthen relationships with community organizations and collaborations in Oakland County. Expected outcome will be representation of TYSP grant staff at all Oakland County Suicide Prevention Task Force meetings, measured by meeting minutes. Continue to collaborate with the Suicide Prevention Task OCHD X X X X Force in Oakland County. Implement Suicide Prevention Task Force strategic plan with OCHD X X X X task force members Objective 5.2: Attend and participate in professional development opportunities related to grant goals. Measured by attendance at the events. TYSP grant staff and Suicide Task Force members will attend OCHD/Task Force To be completed by 6/1/22 dependent on TA the suicide prevention technical assistance (TA) meeting X meeting schedule together in Roscommon, MI. TYSP grant staff will attend Kevin’s Song Conference. OCHD To be completed by 2/1/22 dependent on Expected outcome to increase knowledge and skill in the Kevin’s Song schedule area of strategies, trainings, and implementation related to X youth suicide prevention of TYSP grantees that can be brought back to Oakland County. Objective 5.3: Participate on the statewide suicide prevention group With One Voice.
TYSP grant staff and OCHD staff will attend and participate in OCHD X X X X With One Voice meetings.
Objective 5.4: Draft Memorandums of Understanding (MOUs) with local mental health organizations to ensure continuity of care for Oakland County Health Division clientele.
Create specific MOUs with Oakland Community Health OCHD/Common Network, Common Ground, and Community Network Ground/CNS/OC X Services (CNS) to outline processes/guidelines to ensure HN continuity of care.
Goal 6: Increase suicide postvention strategies throughout Oakland County.
4
Key Strategies and Activities Target Dates Point Person Update / Status Q1 Q2 Q3 Q4 Objective 6.1: Implement the Oakland County Suicide Mortality Review Team. Expected outcome: 2 collaborative meetings to occur in FY22 as measured by meeting minutes. Create agreement documents on the formation of the OCHD/Medical Oakland County Suicide Mortality Review Team based on Examiner X X Fetal Infant Mortality Review documents in collaboration with the Oakland County Medical Examiner’s Office. Host two collaborative meetings of the Suicide Mortality OCHD/Medical Review Team in partnership with Oakland Community X X Examiner/OCHN Health Network and other community agencies. Objective 6.3: Partner with local funeral homes to distribute postvention resources for suicide loss survivors. Expected outcome: one collaborative meeting and 100 materials packets distributed, Measured by meeting minutes and number of materials distributed. Collaborate with Task Force and funeral homes to create and OCHD/Task Force X X design postvention materials based on best practices.
Set up collaborative meeting with Michigan Funeral OCHD/MFDA X Director’s Association (MFDA). Disseminate suicide prevention/postvention materials to 3 OCHD Local funeral homes to be determined X X local funeral homes
Objective 6.4: Host 1 ‘Suicide 2 Hope’ training for mental health providers. Expected outcome: 1 training completed with 20 participants, measured by training logs/evaluations. Partner with community agencies to host one Suicide 2 OCHD/Oakland Oakland Schools and CNS both have certified Hope training. Schools/CNS Suicide 2 Hope trainers and are part of the X Oakland County Suicide Prevention Trainers Network Goal 7: Enhance collection of suicide-related data. Key Strategies and Activities Target Dates Point Person Update / Status Q1 Q2 Q3 Q4 Objective 7.1 Build partnership with the Beaumont Health System to receive data on suicide attempts and suicidal ideation. Expected outcome, 2 collaborative meetings in FY22, measured by meeting minutes. Hold collaborative meetings with Beaumont X X OCHD/Beaumont Representative from Beaumont will participate on the task OCHD/Beaumont X X X X force.
5
PROGRAM BUDGET SUMMARY Page 2 of 4 DCH 0387 7/98 Contract No.
Program Code Budget Period Date Prepared Transforming Youth Suicide Prevention 10/01/21 to 09/30/22 4/30/2020 Local Agency Original Amended Amendment OAKLAND COUNTY HEALTH DIVISION Budget Budget Number Address City State Zip Code Employer Identification No. 1200 North Telegraph Road Pontiac, MI 48341-0432 P38-6004876W AGREEMENT BUDGET LOCAL BUDGET CATEGORY TOTAL CURRENT YEAR SUBSEQUENT CURRENT SUBSEQUENT BUDGET PORTION YEAR PORTION YEAR 20XX YEAR 20XX 1 Salaries & Wages $31,196 2 Fringe Benefits 1,641 3 Travel 2,340 4 Supplies & Materials 11,003 5 Communications 540 6 Office Space Rental 0 7 Contractual (Subcont.) 0 8 Equipment 0 9 Other Expenses: IT Operations (774636) 3,172 IT Development (773630) 0 Liability Insurance 250 Interpretation Fees (730982) 750 Workshops & Meetings (732165) 1,000 Training (731941) 1,000 Advertising (730072) 4,016 8 TOTAL DIRECT $56,908 9 Indirect Costs 2021/22 9.91% 3,092 10 Other Cost Distributions 11 TOTAL EXPENDITURES $60,000 12 Less: Fees & Collections 0 13 FUNDS REQUIRED $60,000 SOURCE OF FUNDS 14 State Agreement 100% $60,000 15 Local Match 0% 0 16 Federal 0% 0 17 Other 0% 0 18 TOTAL FUNDING $60,000 CERTIFICATION: I certify that I am authorized to sign on behalf of the local agency. This budget represents cost necessary for the administration and operation of the program. Adequate documentation and records will be maintained to support all required program expenditures.
NAME: ______TITLE: ______DATE: ______Completion is a Condition of Funding. Budget Justification
1. Agency Name: Oakland County Health Division
2. Budget Period: October 1, 2021 – September 30, 2022
3. Salaries and Wages ($31,196) Part-time Public Health Educator III. This position will be responsible for coordinating tasks and support implementation of the proposed work plan. This position will be dedicated to the project 100%.
4. Fringe Benefits ($1,641) The fringe benefit rate is 5.26%
5. Travel ($2,340) Mileage rate for 2483 miles at .56/ mile ($1,390) for staff to and from meetings, events, and for programmatic service delivery. Potential conference fees for State of Michigan Suicide Prevention Technical Assistance Conference and Kevin’s Song suicide prevention conference ($950).
6. Supplies and Materials ($11,003) Printing ($5,003) for educational materials and suicide prevention materials. Materials & Supplies ($4,000) for outreach materials including coasters, Educational Supplies ($1,500) including 5 safeTalk trainings @ $10/person, 150 people, Office supplies ($500) for events and office, etc.
7. Other Expenditures ($10,728) Liability insurance ($250); interpretation fees for translation ($750); Advertising ($4,016); Training ($1,000) for licenses for LivingWorks Faith, Costs associated with workshops/trainings ($1,000). Info Tech Operations ($3,172) for computer charges. Communications ($540) for cell phone.
8. Indirect Costs ($3,092) 9.91% on salary and wages of $31,196.
TOTAL: $60,000
OCHD Health Education Organizational Chart 4.30.21
Lisa McKay-Chiasson Admin
Jen Kirby CHPIS Chief
Carrie Hribar Hanna Cassise Kristina Ottenwess Planning & Eval Sup Health Education Supervisor Signa Metivier Health Education Supervisor Comm & Mkt Asst. Lindsey TerHaar Kat Polmear Genessa Doolittle Program Coordinator ECHO/Equity Health Educator III Health Educator III Injury Prevention, Child Passenger Environmental Health, Senior Safety, Prescription Drug Abuse Health, Communicable Disease, Kate Rettler Partnership, Human Trafficking, Youth Mosquito Disease Prevention, Homeless Health Educator III Suicide Prevention Taskforce Healthcare, GIS, Flu, Lead Grant ECHO Comm., ECHO task forces, Agency health Communications, i.e. Social Media, Speakers Team, web Kelsey Merz Jessica Williams Health Educator II Health Educator III WIC HPWC, HOP, Physical Amanda Woods Activity, Healthy Eating Health Educator III ECHO Carla Roseman Health Educator II Mary McClain SUD Prevention Grant Health Educator III Rita Little Best Start for Babies, Nursing, Health Educator II Melanie Stone Safe Sleep, Child Passenger Safety, Homeless Healthcare, Prescription for Health Grant Health Educator II Social Media SUD Prevention Grant Seema Terry Lona Bentley PTNE Health Educator III Graphic Artist Tobacco/As assigned
Vacant Storee Harris PTNE Health Educator II PTNE Health Educator II Speakers Team, coalition Lead Grant /4x4 Grant Grant support, chronic disease.
Justen Daniels Karen Kenney PTNE Health Educator II PTNE Graphic Artist SNAP Ed Grant
Vacant Rachel Darin PTNE Health Educator III PTNE Health Educator II TYSP Grant SNAP Ed Grant
Katherine Khosravenah College Intern OAKLAND COUNTY HEALTH DIVISION Health Promotion Services
Administrator Health Promotion Services Lisa McKay-Chiasson, MPH Chief Planning & Evaluation Jennifer Kirby, MSA Supervisor Carrie Hribar, MA
Health Education Supervisor Planning & Evaluation Women, Infants, & Children Kristina Ottenwess, MPH Coordinator Supervisor Lindsay TerHaar, MPH Lisa Banks, MSA Health Education Supervisor Public Health Nutrition Hanna Cassise, MPH Women, Infants, & Children Coordinator Office Supervisor II Terry Chase, BS, RD Kate Beszka, MSA Hearing & Vision Services Coordinator Dianne Ferber, BS Women, Infants, & Children Office Supervisor I Anna Watkins Hearing & Vision Services Hearing Technician Supervisor Lynne Covarrubias
Hearing & Vision Services Vision Technician Supervisor Sue Spadafore, BS
12/2019 OAKLAND COUNTY HEALTH DIVISION Administrative Organizational Chart
Health & Human Services County Executive Director David Coulter Leigh-Anne Stafford, MSA
Health Division Health Division Health Officer Medical Director Vacant Russell Faust, MD, PhD, FAAP
Administrative Services Administrative Services Health Promotion Services Environmental Health Services Medical Services Public Health Nursing Services Administrator Administrator Administrator Administrator Administrator Administrator Sara Stoddard, MSA Stacey Smith, MPA Lisa McKay-Chiasson, MPH Anthony V. Drautz, DHA, MSA, RS Kate Guzman, MS, BSN, RN Calandra Green, RN, EDd
Communicable Disease / Quality and Process Improvement Accounts Payable Health Promotion Services EH Special Programs Community Nursing TB & XRay Services Supervisor Account Clerk II Chief Chief Chief Chief Vacant Teresa LePoudre, BS Mark A. Hansell, MS, RS Lisa Hahn, BSN, MS, RN Jennifer Kirby, MSA Christie Clement, MSN, RN Community Nursing Dental Services Public Health Education Epidemiology Emergency Preparedness Special Programs Supervisors Dental Hygienist Supervisor Epidemiologist Coordinator Supervisors Andrea Agboka, MPH, BSN, RN - North / South Lisa Dobias, BSDH, MHA, RDH Hanna Cassise, MPH Kayleigh Blaney, MPH Marci Wiegers, MS David Roth, DrPH, BSN, RN - North Christy Fedototszkin, MPH, REHS - North Richard Renas, MPH Deborah S. McArthur, MS, RS - North Elizabeth Miller, MSN, MPH, RN, PHCNS-BC - South Melissa Ann Bowman, MPH Central Health Services Public Health Education Jeanine C. McCloskey, MPH, REHS - North Central Support Services Employee Records Coordinator Supervisor Nurse Family Partnership Supervisor Kristina Ottenwess, MPH HIV / AIDS Program Coordinator Kelly Castillo, BBA Michelle Maloff, BSN, RN Maurice Cummings, MSA - Southfield EH Land & Water Coordinator Jennifer Erskine, BSN, RN Women, Infants & Children (WIC) Chief Contracted Services Special Programs Supervisor Laura Riddell, MS, RS Central Support Services Supervisor Chief Lisa Banks, MSA Supervisor Karen Weiss Clinic Nursing Michele Ford, MPH, BSN, RN, NCSN, CPH Ami Hadden, BS - Pontiac Chief Land & Water Public Health Nutrition Kate Guzman, MS, BSN, RN Community Nursing Supervisors Coordinator Supervisor Joe Kaighen, MS, REHS - North Terry Chase, BS, RD Marcia Andrews, MSN, BSN, RN IT Support Services Kevin Paladino, MPH, MSA, REHS - North General Clinic User Support Specialist II Supervisors Children’s Special Health Julie Bills, BS Hearing & Vision Services Michelle Allread, MS, BSN, RN - North Care Services Kimberly Krumm Coordinator Food, Shelter, & Prevention Rebecca Leach, MSN, RN - North Supervisor Caryn Thompson, MSIS Dianne Ferber, BS Chief Paula Russell, MSN RN - South Frankie Bonner, MS, BSN, RN, CPNP Claudia Terrell, MPH, RS Alison Amburgey-Dahlberg, MSN, RN, PMHNP - South Planning & Evaluation Immunization Action Plan Supervisor Billing Services Laboratory Services Coordinator Carrie Hribar, MA Technical Assistant Food, Shelter, & Prevention Supervisor Letha Martin, BSN, RN Supervisors Cindy Mattack Barb Weberman, MT (ASCP) Amanda Anderson, MSA, REHS - North Office Assistant II Planning & Evaluation Outreach Services Michelle L. Estell, MSA, RS - North Coordinator Cheryl Wilton Coordinator Stephen M. Presby, MA, RS - North Nina Timmerman BSN, RN Lindsay TerHaar, MPH Faith Guenthardt, MPH, REHS - South Amanda McMahon, MS, REHS - South Children’s Village Medical Clinic Alyssa Pouliot, MS, REHS - South Supervisor 12/2019 Kathleen Williams, BSN, RN OAKLAND COUNTY MICHIGAN
Class Title: PUBLIC HEALTH EDUCATOR III
Department: Health & Human Services / Health
Reports To: Public Health Educator Supervisor
FLSA Status: Non-Exempt
Salary Plan: SAP
GENERAL SUMMARY
Under general supervision, develops implements and evaluates health education and promotion programs and services for County residents that support healthy lifestyles, environments and policies. Monitors grant opportunities and prepare proposals and budgets for implementation and evaluation of grant programs. Is responsible for conducting program assessments and assisting with community needs assessments. Facilitates development and implementation of media and health communications. Obtains agreements with community providers. Provides information, technical assistance, and consultation regarding various aspects of community and/or school health education programs, establishes and maintains collaborative relationships between community organizations, school districts and the Health Division. Provides support to community groups/coalitions as assigned for technical assistance and facilitation support to conducting community assessments, work plan development, implementation and evaluation. Provides in-service training programs for Health Division staff, school districts, and other community agency personnel. Participates on multi-disciplinary committees within the Health Division. Utilizes current Countywide and/or department specific software to complete assignments.
SUPERVISION EXERCISED
May function as a leader by training and mentoring lower level staff, students and volunteers.
ESSENTIAL JOB FUNCTIONS
Exercises leadership roles in community organizations, coalitions and committees and within the Health Division.
Determines the need for health education services and programs by assessing current community needs, Health Division resources and services agencies are currently providing through liaison with other community health agencies, non-profits and the State Health Department.
Negotiates, prepares and monitors agreements with various organizations within Oakland County concerning the implementation and maintenance of public health projects.
Plans, facilitates and participates in orientation and in-service training sessions for Health Division staff, schools, and other community providers to promote understanding of the nature, value, and uses of health education concepts, theories, and methods. CLASS TITLE: PUBLIC HEALTH EDUCATOR III
Develops implements and evaluates health education services provided to community agencies, schools, and Health Division staff by pre-/post-meeting assessments, questionnaires, and follow-up surveys.
Provides consultation and technical assistance to community health agencies, school personnel, and Health Division staff in developing, implementing, and evaluating health education programs requiring a knowledge of the theories of planning and knowledge gained through exposure to various agencies.
Provides support and leadership to community coalitions for community health assessment, planning and implementation process.
Facilitates and participates in the work of multidisciplinary teams of Health Division personnel to develop and manage health programs to ensure an appropriate utilization of health education resources.
Provides leadership to community health organizations to help coordinate activities, eliminate duplication of effort, and assist in community health planning and implementation of community initiatives.
Develops and monitors grant opportunities and prepares proposals and budgets for the implementation and evaluation of grant programs which serve target populations with specific health education interventions.
Provides leadership and coordination to develop and implement agency media and health communication efforts and campaigns.
Utilizes current Countywide and/or department specific software to complete assignments.
ADDITIONAL DUTIES & RESPONSIBLITLIES
Initiates, develops, and participates in in-service education opportunities for public health student interns through individual consultations, meetings, and in-service orientation.
ESSENTIAL MENTAL & PHYSICAL REQUIREMENTS
Ability to communicate to accurately convey information.
WORKING CONDITIONS
Work is performed in a typical office environment as well as in group/class settings.
IMPORTANT NOTE: The primary purpose of this job description is to set a fair and equitable salary range for this job classification. Generally, only those key duties necessary for proper job evaluation and/or labor market analysis have been included. Other duties and responsibilities will be assigned by the supervisor.
2
CLASS TITLE: PUBLIC HEALTH EDUCATOR III
EXPERIENCE, TRAINING, KNOWLEDGES, SKILLS AND ABILITIES
A. REQUIRED MINIMUM QUALIFICATIONS
1. Possess a Bachelor's degree from an accredited college or university with a major in community health education, public health education, school health education, health communications, or a closely related field.
2. Have had at least three (3) years of full-time professional work experience in health education/communication.
NOTE: A Master's degree from an accredited college or university in health education, public health, community health, or closely related area may be substituted for one (1) year of experience.
NOTE: Applicants possessing transcripts from a college or university outside of the United States will be required to provide documentation of degree equivalency from a member of the National Association of Credential Evaluation Services (http://naces.org/members.html). The degree evaluation will be required for application processing.
3. Possess a valid United States motor vehicle operator’s or chauffeur’s license. Out of country driver’s license holders will be required to obtain the appropriate valid State of Michigan driver’s license before the hire date
4. Pass the complete examination, including the employment physical, established for this classification.
5. Successfully complete the six-month probationary period.
B. ADDITIONAL DESIRABLE QUALIFICATIONS
1. Considerable amount of experience in a health agency in a position related to community or public health education.
2. Considerable knowledge about and ability to apply the principles and practices of public health, public health education, and scientific basis of health and illness for health education practice.
3. Considerable ability to gather and utilize data to identify and analyze the relative importance of behavioral and situational factors in the etiology of health problems and concerns for individuals and communities.
4. Considerable ability to identify and utilize a range of individual and group process skills to promote effective problem-solving and decision-making.
5. Considerable ability to develop and maintain effective working relationships with health professionals, and community groups/agencies.
6. Considerable ability to develop and implement media and health communication efforts.
3
CLASS TITLE: PUBLIC HEALTH EDUCATOR III
7. Considerable ability to lead and direct the work of groups, students or volunteers
8. Considerable ability to develop and present oral and written reports.
9. Considerable ability to cope with difficult or emergency situations requiring an immediate decision in accordance with divisional policies and objectives.
10. Considerable ability to exercise mature judgment and initiative in analyzing problems and recommending solutions.
11. Considerable knowledge of public health program planning and evaluation principles.
12. Reasonable ability to utilize current graphics, word processing, spreadsheet, database, e- mail and Internet software.
C. SPECIAL REQUIREMENTS
1. Must maintain a valid United States motor vehicle operator's or chauffeur’s license.
2. Must submit to immunizations as required by the Health Division, and to periodic tuberculin skin tests or chest X-rays at County expense.
APPROVED BY:
DATE: 06/18/19
4
RFP Number: TYSP-2022
Michigan Department of Health and Human Services Bureau of Grants and Purchasing GRANT REQUEST FOR PROPOSAL (RFP)
Total Estimated Number of $ RFP Number: Available 180,000 Awards 3 TYSP-2022 Maximum Department Award: $60,000 Minimum Award $60,000 Bureau: Bureau of Health and Wellness
Funding Source Federal Funds Application Due Date: Wednesday, May 12, 2021, 3:00 p.m. CFDA#: 93.243
Anticipated Begin and End Dates: October 1, 2021 through September 30, 2022
Proposal Submission To gain access to the application and complete entry and submission, a step-by-step instruction manual is available for your use. Visit the EGrAMS website at http://egrams-mi.com/mdhhs, and click the link “About EGrAMS” on the left-side panel to access the manual.
Geographic Area: State of Michigan (Always identify counties.)
Title: Transforming Youth Suicide Prevention - 2022
Disqualifying Criteria: The applicant will be disqualified and the application will not be reviewed if there is failure to: • Submit a complete application, and a completed 12-month budget if required in the RFP, to the EGrAMS website on or before the bid closing date and time specified. • Stay at or below the maximum award amount per agreement year, if provided.
Applications from applicants who are current state of Michigan employees are also disqualified and will not be reviewed.
Pre-Application Conference: A pre-application conference will be held to discuss this funding opportunity and provide instruction on using the EGrAMS system. The pre- application conference will be held on April 21, 2021, beginning at 10:00 a.m., and will last approximately 90 minutes. The conference can be accessed at https://bit.ly/3tOjLwS.
Additional Information (e.g., applicant eligibility criteria): Eligibility Criteria: This RFP is open to local public health departments, tribal agencies, local units of government, non-profit organizations, faith-based organizations, trade schools, community colleges, or other local entities serving young adults aged 18–24 years old, not in a traditional college/university setting. Organizations in counties with a 2015–2019 suicide rate, for the designated age group, that exceeds the national rate of 15.66 per 100,000 people, as calculated using the Center for Disease Control and Prevention (CDC) Web-based Injury Statistics Query and Reporting System (WISQARS), will be prioritized for funding. Grant funds cannot be provided to any organization that provides or permits marijuana use for the purposes of treating substance use or mental disorders. In addition, agencies with current grants funded through the Garrett Lee Smith Memorial Act (GLS) are ineligible for this grant program, as it is also funded through GLS.
Funding Period: Successful applicants may be awarded future funding through April 30, 2024, subject to funding availability and acceptable performance.
The Michigan Department of Health & Human Services (MDHHS) will not discriminate against any Authority: P.A. 2080 of 1939. individual or group because of race, religion, age, national origin, color, height, weight, marital status, Completion: Mandatory. sex, sexual orientation, gender identity or expression, political beliefs or disability. If you need help Penalty: Agreement Invalid with reading, writing, hearing, etc., under the Americans with Disabilities Act, you are invited to make your needs known to a MDHHS office in your area.
Grant RFP (Rev. 5-20) Page 1 of 19 ATTACHMENT C
TRANSFORMING YOUTH SUICIDE PREVENTION PERFORMANCE / PROGRESS REPORT REQUIREMENTS
A. The Grantee shall submit the following reports on the following dates:
An Annual Report, to include a summary of activities, challenges, and successes is due by September 1. The format and information to be concluded will be determined by MDHHS in consultation with the Grantee.
Any request for extension of a reporting deadline must be approved in advance by MDHHS and may not exceed an additional 5 business days from the original due date.
B. Any such other information as specified in the Statement of Work, Attachment A shall be developed and submitted by the Grantee as required by the Contract Manager.
C. Reports and information shall be submitted to the Contract Manager by e-mail to [email protected].
D. The Contract Manager shall evaluate the reports submitted as described in Attachment C, Items A. and B. for their completeness and adequacy.
E. The Grantee shall permit the Department or its designee to visit and to make an evaluation of the project as determined by Contract Manager
RFP Number: TYSP-2022
Table of Contents
This Request for Proposal (RFP) provides interested applicants with enough information to prepare and submit applications for consideration by the Michigan Department of Health and Human Services (MDHHS) and contains the following sections:
Section I ...... Request for Proposal Policy
Section II ...... Grant Program Specifications
Section III ...... Review Criteria
Grant RFP (Rev. 5-20) Page 2 of 19 RFP Number: TYSP-2022 Section I
REQUEST FOR PROPOSAL POLICY
1. RFP Timeline and Deadlines
Pre-application conference April 21, 2021, 10:00 a.m. Deadline for submitting questions regarding the grant April 23, 2021 application Q & A Posted on EGrAMS April 27, 2021 Agency EGrAMS registration, agency profile and May 5, 2021 project director request deadline to gain access to Application Last day to receive EGrAMS technical assistance May 11, 2021 Grant application deadline May 12, 2021, 3:00 p.m. Notification of Award/Denial July 1, 2021 Grants Awarded modification deadline July 15, 2021
2. Application and Submission Information
a. Application Guide
Applicants are responsible for reading and complying with this RFP and Competitive Application Instructions, which can be found by visiting the EGrAMS website at http://egrams-mi.com/mdhhs under ‘About EGrAMS’.
b. EGrAMS Registration
Applicants are responsible to visit the EGrAMS websites to create a user profile and submit a Project Director Request.
1) Registering an agency and creating a user profile through the EGrAMS PORTAL at http://egrams-mi.com/portal. • Applicants NEW to EGrAMS must register their agency on or before May 5, 2021 by going to the EGrAMS portal website. a) Applicants must also have a DUNS number. • Applicants NEW to EGrAMS are required to create a user profile by going to the EGrAMS portal website.
2) Submitting a Project Director Request through the EGrAMS website. • ALL applicants are required to submit a Project Director Request on or before May 5, 2021. • Requests will be processed within two business days.
c. Application Submission
Only one application will be accepted from each applicant. The application and any related materials and attachments must be submitted by the applicant’s Authorized Official electronically using the EGrAMS website. For technical assistance when entering the application, contact the EGrAMS Helpdesk at MDHHS-EGrAMS- Grant RFP (Rev. 5-20) Page 3 of 19 RFP Number: TYSP-2022 [email protected]. Technical assistance related to the submittal of the proposal and all attachments will not be available on the day of the proposal deadline. This ensures equal access to technical assistance by preventing a first-come, first-served process for technical assistance. Responsibility for a complete submission lies with the applicant.
Applicants are encouraged to complete the grant application in advance of the grant application deadline to allow enough time to complete the application process and to receive technical assistance if necessary. The EGrAMS system will not permit applicants to submit applications that contain validation errors. Applicants must correct all errors before the system will allow submission of the application. Failure to correct all errors is not justification for a deadline extension.
To gain access to the application and complete entry and submission, a step-by-step instruction manual is available for your use. Visit the EGrAMS website and click the link “About EGrAMS” on the left-side panel to access Grantee Competitive Application Instructions.
d. Pre-Application Conference – Optional
A pre-application conference will be held to discuss this funding opportunity and provide instruction on using the EGrAMS system. The pre-application conference will be held on April 21, 2021, beginning at 10:00 a.m., and will last approximately 90 minutes. The conference can be accessed at https://bit.ly/3tOjLwS.
3. Questions/Inquiries
This solicitation is competitive; therefore, staff cannot have individual conversations with prospective applicants. Any questions concerning the content of this RFP must be sent via email to Rayla Brown at [email protected], on or before April 23, 2021. Questions may be discussed verbally at the pre-application conference. MDHHS will compile all relevant questions and answers and post these as well as any other clarifications or revisions to the initial RFP by April 27, 2021 on the EGrAMS website.
4. Incurring Costs
The State of Michigan is not liable for any cost incurred by the applicants prior to issuance of an agreement.
5. News Releases
News releases pertaining to this RFP on the service, study, or project to which it relates may not be made without prior MDHHS approval.
6. Disclosure of Proposal Contents
Proposals are subject to disclosure under the Michigan Freedom of Information Act (PA No. 442 of 1976).
7. Subcontracting
Subcontractors shall be subject to all conditions and provisions of any resulting agreement.
Grant RFP (Rev. 5-20) Page 4 of 19 RFP Number: TYSP-2022 If subcontracting, the Grantee must obligate the subcontractors to maintain the confidentiality of MDHHS’ client information in conformance with state and federal requirements.
If portions of the services are being subcontracted, the applicant must identify the services the subcontractor will perform and provide all information requested, as it applies to both the applicant and the subcontractor(s). A subcontractor budget and statement of work must be provided for subcontractor services for $50,000 or more. If the subcontractor’s price is based on a fee schedule, the fee schedule must be included.
MDHHS may, at its discretion, require information on the process of an awarded subcontractor application.
A Grantee is responsible for the performance of any subcontractors. Subcontractors shall be held to the same standard of quality and performance as the Grantee. Evaluators of applications will consider the qualifications of both the Applicant and subcontractor when making agreement award recommendations.
8. Evaluation Process
Only applications receiving a minimum of 70 points are eligible to receive funding through the grant program. An application will be evaluated based on the Review Criteria identified in the RFP.
• A committee will review, evaluate and score the applications against the RFP requirements. • The applications are ranked by score. • MDHHS reserves the right to establish the criteria by which it will evaluate each applicant’s response, and by which it will determine the most responsive, capable, and qualified applicants. In addition to cost, other principal factors may be considered in evaluating applications relative to:
. Reliability . Applicant’s past performance . Applicant’s ability to respond to all requirements outlined in the RFP . Applicant’s ability to maintain a presence in providing services . Financial stability . Continuity and stability in provision of service . Knowledge transfer activities
If MDHHS determines in its sole discretion that contracting with or awarding a grant to an applicant presents an unacceptable financial risk to MDHHS, MDHHS reserves the right to not award an agreement to that applicant.
Clarifications
MDHHS may request clarifications from one or more applicants. MDHHS will document, in writing, clarifications being requested and forward to the applicants affected. This request may include any changes to the original application and will provide an opportunity to clarify the application submitted.
Grant RFP (Rev. 5-20) Page 5 of 19 RFP Number: TYSP-2022 After reviewing the clarification responses, MDHHS will re-evaluate the applications using the original evaluation method.
9. Reservations
MDHHS reserves the right to:
a. Discontinue the RFP process at any time for any or no reason. The issuance of an RFP, preparation and submission of an application, and MDHHS’s subsequent receipt and evaluation of an application does not commit MDHHS to award an agreement, even if all the requirements in the RFP are met.
b. Consider late applications if: (i) no other applications are received or (ii) no complete applications are received.
c. Consider an otherwise disqualified application if no other qualified applications are received.
d. Disqualify an application if it is determined that an applicant purposely or willfully submitted false information in response to the RFP. The applicant will not be considered for award, the State may pursue debarment of the applicant, and any resulting agreement that may have been established may be terminated.
e. Consider prior performance with the State in making its award decision.
f. Consider overall economic impact to the State when evaluating the application pricing and in the final award recommendation. This includes but is not limited to: considering principal place of performance, number of Michigan citizens employed or potentially employed, dollars paid to Michigan residents, Michigan capital investments, job creation, tax revenue implications, economically disadvantaged businesses.
g. Consider total cost of ownership factors (e.g., transition and training costs) in the final award recommendation.
h. Refuse to award an agreement to any applicant that has failed to pay State taxes or has outstanding debt with the State of Michigan.
i. Enter into negotiations with one or more applicants on price, terms, technical requirements, or other deliverables.
j. Award multiple agreements, or award by agreement activity.
k. Evaluate the application outside the scope identified in Section I.8, Evaluation Process, if MDHHS receives only one application.
l. Evaluate applications using a method that establishes the relative importance of each deliverable.
Grant RFP (Rev. 5-20) Page 6 of 19 RFP Number: TYSP-2022 10. Award Procedure
MDHHS will notify applicants recommended for funding via the EGrAMS system. Applications selected for funding will either be approved as submitted or approved with revisions required.
For any applications approved as submitted, the applicant will be notified that the agreement document is available for signature in the EGrAMS system.
For any applications approved with revisions required, the applicant will be notified that the application is ready for revisions in the EGrAMS system. After successful completion of required revisions and subsequent review, the applicant will be notified that the agreement document is available for signature in the EGrAMS system.
The Authorized Official for the applicant must electronically sign the agreement in EGrAMS.
11. Protests
Award decisions are discretionary and are not subject to protest or appeal.
12. Acceptance of Proposal Content
The contents of the application of the successful applicant may become contractual obligations if an agreement ensues. Failure of the successful applicant to accept these obligations may result in cancellation of the award.
13. Standard Terms
Awards made as a result of this RFP will require execution of an agreement with MDHHS. A copy of the boilerplate agreement language for this program is available on the EGrAMS website for reference. All rights and responsibilities noted in the boilerplate agreement language will become the rights and responsibilities of the indicated parties if the application is approved for funding. Applicants should review this agreement in advance of submitting an application.
14. Options to Renew
At the discretion of MDHHS, an awarded agreement may be renewed in writing by an award notification not less than 30 days before its expiration.
15. Registering on the SIGMA Vendor Self Service Website
To receive payment from the State of Michigan, a Grantee must be registered on the SIGMA Vendor Self Service website, which links to the Statewide Integrated Governmental Management Application system (SIGMA).
16. State of Michigan Employees
State of Michigan employees may not act as applicants. Proposals from applicants who are current State of Michigan employees will be disqualified and will not be reviewed.
Policy in Civil Service Rule 2-8, Ethical Standards and Conduct, states an employee cannot represent or act as an agent for any private interests, whether for compensation or
Grant RFP (Rev. 5-20) Page 7 of 19 RFP Number: TYSP-2022 otherwise, in any transaction in which the State has a direct and substantial interest and which could reasonably be expected to result in a conflict between the employee’s private interests and official State responsibilities.
Grant RFP (Rev. 5-20) Page 8 of 19 RFP Number: TYSP-2022 Section II
GRANT PROGRAM SPECIFICATIONS
Introduction
This Request for Proposal (RFP) provides the information necessary to submit an application to the Transforming Youth Suicide Prevention grant program as described in this RFP. The specifications described in this RFP document provide helpful information for developing the application. The documents required for the completion of this application are available on the EGrAMS website .
1. Match Requirements
There are no match requirements for this program.
2. Purpose of Transforming Youth Suicide Prevention
The purpose of this grant program is to decrease the rates of suicide in young adults aged 18– 24 years old, not in a traditional college/university setting, by carrying out identification and/or early intervention projects, particularly for areas where the 2015-2019 suicide rate for the designated age group exceeds the national rate of 15.66 per 100,000 people, as calculated using CDC Web-based Injury Statistics Query and Reporting System (WISQARS).
MDHHS expects to award up to 3 grants for $60,000 each, beginning October 1, 2021 through September 30, 2022. Initial awards will be based on application evaluation through this competitive RFP process. Subsequent awards will be based on, but not limited to, grantee performance and the availability of funds with additional funding available through April 30, 2024.
3. Definitions
Best practices: Practices that incorporate the best objective information currently available from recognized experts regarding effectiveness and acceptability. A resources and programs repository from the Suicide Prevention Resource Center (SPRC) can be found at https://www.sprc.org/strategic-planning/finding-programs-practices.
CDC WISQARS: The CDC Web-based Injury Statistics Query and Reporting System (WISQARS) is an interactive, online database that provides fatal and nonfatal injury, violent death, and cost of injury data. The data helps researchers, the media, public health professionals, and the public learn more about the public health and economic burden associated with unintentional and violence-related injury in the United States. CDC WISQARS can be accessed at https://wisqars-viz.cdc.gov:8006/explore-data/home.
Cultural competence: The willingness and ability of a system to value the importance of culture in the delivery of services to all segments of the population. A culturally competent program values differences and integration of cultural attitudes, beliefs, and practices relevant to the program’s focus population. It is also the development and continued promotion of skills and practices important to program implementation, cross-cultural interactions, and systems practices among providers and staff to ensure that services are delivered in a culturally competent manner.
Direct services: For the purposes of Transforming Youth Suicide Prevention grants, “direct services” refers to suicide early intervention and prevention services. Such services include, but Grant RFP (Rev. 5-20) Page 9 of 19 RFP Number: TYSP-2022 are not limited to, training, assessment, postvention services, information and awareness campaigns, and other suicide prevention activities. Clinical services (i.e., treatment planning, counseling, case management) are not considered direct services for the purposes of this RFP.
Early intervention: A strategy or approach that is intended to prevent an outcome or to alter the course of an existing condition.
Evidence-based programs: Programs that have undergone scientific evaluation and have proven to be effective. A resource center of evidence-based practices can be found at https://www.samhsa.gov/ebp-resource-center.
Focus population: The specific population of people that a particular program or practice is designed to serve or reach. For this grant program, the focus population is young adults from high-risk populations.
Gatekeepers: Those individuals in a community who have face-to-face contact with large numbers of community members as part of their usual routine; they may be trained to identify persons at risk of suicide and refer them to treatment or supporting services as appropriate.
Health disparities: Differences in health outcomes and their determinants among segments of the populations as defined by social, demographic, environmental or geographic categories.
Health equity: Fair and just distribution of and access to opportunities and social resources that people need to be as healthy as possible.
Health inequities: Systemic, unfair, and avoidable differences in health outcomes and their determinants between segments of the population such as by socioeconomic status.
High-risk populations: People at greater risk of suicide. Within the focus population of this grant high-risk populations include American Indians, Alaska natives, veterans, Lesbian, Gay, Bisexual, Transgender (LGBT), suicide attempt survivors, suicide loss survivors, disaster survivors, people living with a history of depression or a mental health diagnosis, people living with a substance abuse disorder, survivors of family violence, having guns or other firearms in the home, and people who are in jail or prison.
In-kind contribution: In-kind contributions toward a grant project are non-case contributions (e.g., facilities, space, services) derived from non-state sources, such as foundation grants or contributions from other public or private entities.
Morbidity: A diseased condition or state. A health statistic that looks at the incidence or prevalence of a disease or of all diseases; the prevalence of a disease in a percentage of the population; the number of cases of a particular disease per unit of population (number of people per square mile).
Mortality: The ratio of actual deaths to expected deaths. A health statistic that corresponds to the total number of deaths per unit time in a population divided by the population’s number, often expressed as the number of deaths per 1,000 population.
Outreach programs: Programs that send staff into communities to deliver services or recruit participants.
Grant RFP (Rev. 5-20) Page 10 of 19 RFP Number: TYSP-2022 Prevention: A strategy or approach that reduces the likelihood of risk of onset or delays the onset of adverse health problems that have been known to lead to suicide.
Protective factors: Standards and behaviors of society, culture, community, family, and individuals that are associated with a lower likelihood of developing a problem (such as supportive community environments, belonging, life purpose, having people that depending on you, parental bonding, and family cohesion).
Postvention: Intervention conducted after a suicide, largely taking the form of support for the bereaved (family, friends, professionals, and peers).
Risk factors: Characteristics of a person or his/her environment that increase the likelihood that he or she will die by suicide.
Suicide Prevention Resource Center: The Suicide Prevention Resource Center (www.sprc.org) plans and implements conferences and training events, creates publications and Web content on suicide and suicide prevention for professionals, advocates, and consumers; identify and disseminate best practices; facilitate informational exchanges and peer-to-peer mentoring using listservs and other technologies; and promote suicide prevention as a component of mental health transformation.
Suicide loss survivors: Family members, significant others, or acquaintances who have experienced the loss of a loved one due to suicide.
Stakeholder: An individual, organization, constituent group, or other entity that has an interest in and will be affected by a proposed grant project.
Substance Abuse and Mental Health Services Administration (SAMHSA): The agency within the U.S. Department of Health and Human Services (HHS) that leads public health efforts to advance the behavioral health of the nation and to improve the lives of individuals living with mental and substance use disorders, and their families.
Sustainability: The process of building an adaptive and effective system that achieves and maintains desired long-term results.
Wraparound: An intensive, individualized care management process for youths with serious or complex needs consisting of formal services and interventions, together with community services and interpersonal support.
Young adults: For the purposes of this grant, young adults are defined as individuals between the ages of 18 and 24.
Youth: For the purposes of this grant, youth are defined as individuals between the ages of 10 and 17.
4. Funding Priorities
MDHHS will prioritize applications that meet one or more of the following criteria: • Focus primarily on efforts directly connected to the prevention and intervention of suicide among young adults rather than more general suicide prevention awareness activities.
Grant RFP (Rev. 5-20) Page 11 of 19 RFP Number: TYSP-2022 • Serve counties that exceed the national rate of suicide, 15.66 per 100,000 people, for the young adult age group for the period of 2015-2019 calculated using CDC WISQARS. • Serve high-risk populations and incorporate health equity in their approach and outreach.
5. Unallowable expenses
Awardees must not use the funds for the following: A. Purchasing, prescribing, or providing marijuana or treatment using marijuana. Treatment in this context includes the treatment of opioid use disorder. B. Purchasing or constructing any building or structure to house any part of the program. C. Providing residential or outpatient treatment services when the facility has not yet been acquired, sited, approved, and met all requirements for human habitation and services provision. D. Providing inpatient treatment or hospital-based detoxification services. Residential services are not considered to be inpatient or hospital-based services. E. Making direct payments to individuals to enter treatment or continue to participate in prevention or treatment services. i. Exception: A recipient or treatment or prevention provider may provide up to $30 non-cash incentive to individuals to participate in required data collection follow-up. This amount may be paid for participation in each required follow-up interview. F. Providing meals. Grant funds may be used for light snacks, not to exceed $3.00 per person. G. Purchasing and/or distributing syringes and/or needles. H. Paying for pharmaceuticals. I. Allocating more than 15% of the budget for data collection and evaluation activities. J. Budgeting for expenditures determined by MDHHS to be outside the purpose of this grant program.
6. Program Requirements
In addition to the boilerplate agreement, successful applicants are required to comply with all requirements contained in Attachment E, Program Specific Requirements.
Applicants must focus on the following: • Implementing evidence-based programs and/or best practices in suicide prevention/intervention. • Increasing help-seeking and improving access to care by promoting innovative outreach strategies, including peer to peer interventions. • Increasing screening, assessment, referral processes and networks. • Improving follow-up care post-suicide and post-suicide attempt. • Providing “wrap around” and recovery support services (e.g., transportation, childcare, etc.) designed to improve access and retention in treatment.
Applicants must be willing to work with the Transforming Youth Suicide Prevention in Michigan evaluation team on project evaluation activities.
7. Credentials
The Grantee shall assure that appropriately credentialed or trained staff under its control, including Grantee employees and/or subcontractors, shall perform functions under this Agreement. Grant RFP (Rev. 5-20) Page 12 of 19 RFP Number: TYSP-2022 Successful applicants shall assure that their staff, including employees and/or subcontractors, have education, knowledge, skills, abilities, lived experience, and other characteristics that demonstrate qualifications to provide the proposed services.
8. Expected Performance Outcomes
Performance outcomes must be included in the work plan section of the application. During the Agreement, the Grantee shall demonstrate measurable progress toward the achievement of the outcomes.
Applicant outcomes must include at minimum the following: A. Show evidence of increased outreach, access to care, screening, and/or assessment of suicidal or at-risk young adults. B. Show evidence of improved care management, referral processes/networks, and/or follow- up care post-suicide and post-suicide attempt.
9. Reporting Requirements
In addition to the boilerplate agreement, successful applicants are required to comply with all requirements contained in Attachment C Reporting Requirements.
10. Reference Documents
Reference documents for this RFP include:
Action Alliance National Strategy for Suicide Prevention: https://theactionalliance.org/our-strategy/national-strategy-suicide-prevention
CDC WISQARS Data Tool: https://wisqars-viz.cdc.gov:8006/explore-data/home
Reporting on Suicide: https://reportingonsuicide.org/
SAMHSA Evidence-Base Practice Resource Center: https://www.samhsa.gov/ebp-resource-center
Suicide Prevention Resource Center Resources and Programs Repository: https://www.sprc.org/strategic-planning/finding-programs-practices
Grant RFP (Rev. 5-20) Page 13 of 19 RFP Number: TYSP-2022 Section III
REVIEW CRITERIA
The total maximum number of points that an application can receive equals 100 points. Only those applications receiving a score of 70 points or more will be considered for award. The maximum number of points for each of the categories is as follows:
Category Total Points Possible Narrative Background/Need 20 Experience and Past Performance 10 Education, Credentials & Qualifications 5 Staffing and Training 5 Program Implementation 15 Community Collaboration 10 Evaluation Plan 5 Budget Narrative 5
Work Plan 20
Budget 5
Total 100
Evaluators will score applications using the following review questions:
Narrative
Background/Need (Maximum 20 points)
1. (2 points) Describe recent demographics (within the past three years) of the program area. Include statistical data including but not limited to population, age, income levels, racial and ethnic backgrounds, and cultural diversity.
Review Criteria:
A. (2 points) Did the applicant describe the demographics with the expected detail?
2. (7 points) Describe, to the extent possible, the pattern of young adult suicide mortality and morbidity within the geographic area/Tribe to be served. Describe the geographic area/Tribe to be served and justify the selection. Note if your county rates of suicide, for the young adult population from 2015–2019, exceed the national rates found on CDC WISQARS at https://wisqars-viz.cdc.gov:8006/explore-data/home.
Review Criteria:
A. (2 points) Did the applicant provide a description of the pattern of young adult suicide mortality and morbidity within the geographic area/Tribe to be served? Was the geographic area/Tribe to be served described and justified?
Grant RFP (Rev. 5-20) Page 14 of 19 RFP Number: TYSP-2022 B. (5 points) Did the applicant note whether the rates in their county exceeded the national suicide rate of 15.66 for the period of 2015–2019?
3. (3 points) Describe the needs of the target population to be served. Describe whether the target population is at high risk of suicide.
Review Criteria:
A. (3 points) How well has the applicant demonstrated an understanding of the service area and the needs of the target population? Did the applicant include whether the population of focus is at high risk of suicide?
4. (8 points) Describe exactly why the program is needed. Describe the anticipated impact on the community and/or target population.
Review Criteria:
A. (8 points) Did the applicant describe why the chosen program is needed in their geographic area/Tribe? How well did the applicant describe the anticipated impact on the community and/or target population?
Experience and Past Performance (Maximum 10 points)
1. (6 points) Describe experience in providing youth or young adult suicide prevention/intervention programming similar to those described in this RFP. Include current or previously held grants, if applicable. Identify the performance outcomes measured to ensure the programming was successful. Include data to support this description.
Review Criteria:
A. (6 points) Did the applicant provide a description of programming provided similar in size or scope to those in this RFP? Was performance data for the services provided? Were the performance outcomes met?
2. (4 points) Describe the principal characteristics for the target population(s) for whom services were provided.
Review Criteria:
A. (4 points) Did the applicant describe the principal characteristics for the target population(s) served? Are the principal characteristics comparable to the population to be served in this RFP?
Education, Credentials & Qualifications (Maximum 5 points)
1. (5 points) Provide a position description for each position that will be funded by the grant. The position description should contain educational credentials, knowledge, skills, abilities, and other characteristics that demonstrate qualifications to provide the proposed programming. Position titles must match those listed in the organization chart and budget. Do not provide resumes.
Grant RFP (Rev. 5-20) Page 15 of 19 RFP Number: TYSP-2022 Review Criteria:
A. (5 points) Has the applicant provided the requested position descriptions that show the individual must possess the necessary credentials, experience and characteristics that demonstrate qualifications to provide the programming described in this RFP?
Staffing and Training (Maximum 5 points)
1. (1 point) Provide an agency-wide organization chart. Position titles in the narrative and budget must match those in the organization chart. The organization chart must include all organizational units supervised by positions included in this narrative.
Review Criteria:
A. (1 point) Did the applicant provide an organization chart of the agency? Does the organization chart include all organizational units supervised by positions included in the narrative?
2. (2 points) Describe applicant’s plan to continue to provide programming if staff turnover occurs.
Review Criteria:
A. (2 points) Has the applicant described how they will continue to provide programming if staff turnover occurs?
3. (2 points) Indicate the types of quality control mechanisms that will be put in place to ensure smooth oversight, management, and day-to-day operations of this project.
Review Criteria:
A. (2 points) Did the applicant provide the types of quality control mechanisms that will be put in place to ensure smooth oversight, management, and day-to-day operations of the project?
Program Implementation (Maximum 15 points)
1. (5 points) Describe the evidence-based programs and/or best practices, that will be provided to the target population, that focus on increasing and/or improving help-seeking, access to care, screening, assessment, referral processes/networks, follow-up care post-suicide or post-suicide attempt, and/or providing wraparound and recovery support services.
Review Criteria:
A. (5 points) How well did the applicant describe the evidence-based programs and/or best practices that focus on increasing and/or improving help-seeking, access to care, screening, assessment, referral processes/networks, follow-up care post-suicide or post- suicide attempt, and/or providing wrap-around and recovery support services?
2. (2 points) Provide empirical, theoretical, and/or anecdotal evidence that the chosen program components can be effective within the given population.
Grant RFP (Rev. 5-20) Page 16 of 19 RFP Number: TYSP-2022 Review Criteria:
A. (2 points) Was empirical, theoretical, or anecdotal evidence provided that the chosen program would be effective for the population of young adults aged 18–24?
3. (3 points) Describe how your organization will deliver the proposed services to the target population in a diverse, equitable and inclusive manner without having a negative impact on race, sex, religion, age, national origin, color, height, weight, marital status, gender identification or expression, sexual orientation, partisan considerations, disability, or genetic information.
Review Criteria:
A. (3 points) How well has the applicant described how the organization will deliver the proposed services to the target population in a diverse, equitable and inclusive manner without having a negative impact on race, sex, religion, age, national origin, color, height, weight, marital status, gender identification or expression, sexual orientation, partisan considerations, disability, or genetic information?
4. (5 points) Provide a description of how the programming will be provided. Include each step of the process or activity that the applicant will perform to initiate and maintain the programming identified in this RFP.
Review Criteria:
A. (5 points) How well has the applicant demonstrated their ability to fully implement and maintain the programming within the RFP?
Community Collaboration (Maximum 10 points)
1. (6 points) Describe how collaboration will be developed and maintained with relevant organizations and resources within the local community that will assist with successful implementation of this program including: A. Identifying specific resources within the identified geographic area(s)/Tribe(s) that are available to assist young adults and/or their families. B. The process for connecting young adults/families to identified resources. C. Advocating for needed services or resources for the population. D. Creating and maintaining formal and informal working relationships with relevant community agencies and staff. For applicants without a current presence in the community, applicant’s response should thoroughly describe the plan to collaborate and develop relationships with relevant organizations and resources within the local community.
Review Criteria:
A. (4 points) How well has the applicant: i. Identified specific resources within the identified geographic area(s)/Tribe(s) available to assist young adults and/or their families? ii. Described how they will effectively connect young adults/families to identified resources? iii. Described how they will advocate for needed services or resources for the population.
Grant RFP (Rev. 5-20) Page 17 of 19 RFP Number: TYSP-2022 iv. Described formal and informal working relationships with relevant community agencies and staff? B. (2 points) Does the applicant currently have a presence in the local community where programming will take place? Did the applicant thoroughly describe the plan to collaborate and develop relationships with relevant organizations and resources within the community?
2. (4 points) Describe any plans to collaborate with other agencies to replicate this program.
Review Criteria:
A. (4 points) Did the applicant provide details that would demonstrate the potential to replicate this program?
Evaluation Plan (Maximum 5 points)
1. (5 points) Describe how it will be determined whether the program is successful in that it meets the expected performance outcomes. Then describe the steps that will be taken if the program is not initially successful.
Review Criteria:
A. (5 points) Did the applicant describe how they will determine whether the program is successful (based on the expected performance outcomes) and what steps would be taken if it is not successful?
Budget Narrative (Maximum 5 points)
1. (5 points) Provide a budget narrative that describes the uses, need and purpose for the resources and costs included in the project budget. Please explain why each of the requested items is necessary to accomplish the supported project activity(s). Ensure that the resources and costs are allowable, reasonable, and necessary to accomplish the work plan and terms of the agreement.
Review Criteria: A. (5 points) Are the resources (budgeted details such as supplies and equipment, travel, contracted services and miscellaneous) allowable and reasonable to accomplish applicant’s work plan, and reasonably adequate to provide a consistent level of programming throughout the term of the grant?
Work Plan (Maximum 20 points)
Provide a work plan that includes objectives and activities that describe in detail how the proposed strategy will decrease the rates of suicide in young adults, aged 18–24 years old not in a traditional college/university setting, by carrying out identification and/or early intervention projects within the one-year funding timeline. The objectives and activities should strive to utilize evidence-based programs, best practices, and/or promising practices, when possible. Provided outcomes should be specific, measurable, appropriate, realistic, and time-based. Identify the position(s) responsible for completing each activity.
Grant RFP (Rev. 5-20) Page 18 of 19 RFP Number: TYSP-2022 Review Criteria: A. (4 points) Did the applicant include objectives and activities that demonstrate how the proposed strategy will address the grant goal(s)?
B. (4 points) Do the activities clearly describe what actions or steps will be taken to accomplish each objective?
C. (2 points) Are the proposed objectives and activities realistically achievable within a one- year funding period?
D. (4 points) Does the detailed work plan include evidence-based programs, best practices, and/or promising practices in the field of suicide prevention, where possible?
E. (4 points) Did the applicant include outcomes that are specific, measurable, appropriate, realistic, and time-based?
F. (2 points) Are the responsible staff listed for each activity consistent with the project contacts and/or budgeted staff?
Budget (Maximum 5 points)
The requested items in the budget should be consistent with the budget narrative and work plan and should reflect allowable costs and items that are reasonable and necessary to accomplish the proposed work plan. If other funds (such as cash or in-kind match) are reflected in the budget, clearly identify the source(s) of those funds and what the funds will be used for.
NOTE: No more than 15% of the budget can be used for data collection and evaluation activities.
Review Criteria:
A. (1 points) Did the applicant demonstrate that expenses are allowable and reasonable to accomplish the proposed work plan?
B. (2 points) Are the resources and items listed in the budget consistent with the proposed work plan objectives and activities and the budget narrative?
C. (1 points) If other funds (such as cash or in-kind match) are included, does the applicant clearly indicate the source(s) of funds and what the funds will be used for?
D. (1 points) Do the proposed data collection and evaluation activities account for no more than 15% of the budget?
Grant RFP (Rev. 5-20) Page 19 of 19 ATTACHMENT E
TRANSFORMING YOUTH SUICIDE PREVENTION PROGRAM-SPECIFIC REQUIREMENTS
Program Requirements Applicants must focus on the following: • Implementing evidence-based programs and/or best practices in suicide prevention/intervention. • Increasing help-seeking and improving access to care by promoting innovative outreach strategies, including peer to peer interventions. • Increasing screening, assessment, referral processes and networks. • Improving follow-up care post-suicide and post-suicide attempt. • Providing “wrap around” and recovery support services (e.g., transportation, childcare, etc.) designed to improve access and retention in treatment.
Applicants must be willing to work with the Transforming Youth Suicide Prevention in Michigan evaluation team on project evaluation activities.
Unallowable Expenses Grantees must not use the funds for the following: • Purchasing, prescribing, or providing marijuana or treatment using marijuana. Treatment in this context includes the treatment of opioid use disorder. • Purchasing or constructing any building or structure to house any part of the program. • Providing residential or outpatient treatment services when the facility has not yet been acquired, sited, approved, and met all requirements for human habitation and services provision. • Providing inpatient treatment or hospital-based detoxification services. Residential services are not considered to be inpatient or hospital-based services. • Making direct payments to individuals to enter treatment or continue to participate in prevention or treatment services. o Exception: A recipient or treatment or prevention provider may provide up to $30 non- cash incentive to individuals to participate in required data collection follow-up. This amount may be paid for participation in each required follow-up interview. • Providing meals. Grant funds may be used for light snacks, not to exceed $3.00 per person. • Purchasing and/or distributing syringes and/or needles. • Paying for pharmaceuticals. • Allocating more than 15% of the budget for data collection and evaluation activities. • Budgeting for expenditures determined by MDHHS to be outside the purpose of this grant program. Expected Performance Outcomes Applicant outcomes must include at minimum the following: • Show evidence of increased outreach, access to care, screening, and/or assessment of suicidal or at-risk young adults. • Show evidence of improved care management, referral processes/networks, and/or follow- up care post-suicide and post-suicide attempt.
Agreement #:
Grant Agreement Between Michigan Department of Health and Human Services hereinafter referred to as the “Department” and
,
Federal I.D.#: , DUNS# hereinafter referred to as the “Grantee” for
Part 1 I. Period of Agreement: This Agreement will commence on the date of the Grantee’s signature or , whichever is later, and continue through . No activity will be performed and no costs to the state will be incurred prior to or the effective date of the Agreement, whichever is later. Throughout the Agreement, the date of the Grantee’s signature or , whichever is later, shall be referred to as the start date. This Agreement is in full force and effect for the period specified. II. Program Budget and Agreement Amount A. Agreement Amount The total amount of this Agreement is $ . Under the terms of this Agreement, the Department will provide funding not to exceed $ . The source of funding provided by the Department and approved indirect rate shall be followed as described in Attachment 1 of this Agreement, which is part of this Agreement. The Agreement is designated as a: Subrecipient relationship (federal funding); or Recipient (non-federal funding). The Agreement is designated as: Research and development project; or Not a research and development project.
Page 1 of 30 Grant Language Template FY 2022 (Rev. 2/2021)
ATTACHMENT F
Federal Funding Accountability and Transparency Act (FFATA) Reporting
Award Recipient’s Name ______DUNS # ______Location Address ______9 Digit Zip Code ______Congressional District ______Address of Performance (if different from above) ______9 Digit Zip Code ______Congressional District ______Parent Organization DUNS # (if applicable) ______
In order to determine whether you are required to provide executive compensation data, please answer the following questions: 1. In your organization’s preceding completed fiscal year, did your organization receive: a) 80 percent or more of your annual gross revenues in U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or cooperative agreements?
☐Yes ☐No
b) $25,000,000 or more in annual gross revenues from U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or cooperative agreements?
☐Yes ☐No
If you selected “Yes” for both a and b, please answer number 2 below. If you selected “No” for either or both options, you are finished completing this form. 2. Does the public have access to information about the compensation of executives in your organization or parent organization through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act pf 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986?
☐Yes ☐No
If you selected “Yes” for number 2, you are finished completing this form. If you selected “No,” please provide the Names and Total Compensation for your five highest compensated executives (i.e. officers, managing partners, or any other employees in management positions).
Name: ______Total Compensation: $ ______Name: ______Total Compensation: $ ______Name: ______Total Compensation: $ ______Name: ______Total Compensation: $ ______Name: ______Total Compensation: $ ______
B. Equipment Purchases and Title Any Grantee equipment purchases supported in whole or in part through this Agreement must be listed in the supporting Equipment Inventory Schedule which should be attached to the Final Financial Status Report. Equipment means tangible, non-expendable, personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. Title to items having a unit acquisition cost of less than $5,000 shall vest with the Grantee upon acquisition. The Department reserves the right to retain or transfer the title to all items of equipment having a unit acquisition cost of $5,000 or more, to the extent that the Department’s proportionate interest in such equipment supports such retention or transfer of title. C. Deviation Allowance A deviation allowance modifying an established budget category by $10,000 or 15%, whichever is greater, is permissible without prior written approval of the Department. Any modification or deviations in excess of this provision, including any adjustment to the total amount of this Agreement, must be made in writing and executed by all parties through an amendment to this Agreement before the modifications can be implemented. This deviation allowance does not authorize new categories, subcontracts, equipment items or positions not shown in the attached Program Budget Summary and supporting detail schedules. III. Purpose: The focus of the program is to: IV. Statement of Work: The Grantee agrees to undertake, perform and complete the activities described in Attachment A, which is part of this Agreement. V. Financial Requirements: The financial requirements shall be followed as described in Part 2 and Attachment B, which are part of this Agreement. VI. Performance/Progress Report Requirements: The progress reporting methods shall be followed as described in Part 2 and Attachment C, which are part of this Agreement. VII. General Provisions: The Grantee agrees to comply with the General Provisions as described in Part 2 and Attachment E, which are part of this Agreement. VIII. Administration of the Agreement: The person acting for the Department in administering this Agreement (hereinafter referred to as the Contract Manager) is:
Name, Title Telephone No. Email Address IX. Grantee’s Financial Contact for the Agreement: The financial contact acting on behalf of the Grantee for this Agreement is:
Name Title
E-Mail Address Telephone No.
Page 2 of 30 Grant Language Template FY 2022 (Rev. 2/2021) X. Special Conditions: A. This Agreement is valid upon approval and execution by the Department which may be contingent upon approval by the State Administrative Board and signature by the Grantee. B. This Agreement is conditionally approved subject to and contingent upon the availability of funds. C. Based on the availability of funding, the Department may specify the amount of funding the Grantee may expend during a specific time period within the Agreement Period. D. The Department will not assume any responsibility or liability for costs incurred by the Grantee prior to the start date of this Agreement. E. The Grantee is required by 2004 PA 533 to receive payments by electronic funds transfer. XI. Special Certification: The individual or officer signing this Agreement certifies by their signature that they are authorized to sign this Agreement on behalf of the responsible governing board, official or Grantee. XII. Signature Section:
For the GRANTEE
Name (Please print) Title
Signature Date
For the MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES
Christine H. Sanches, Director, Bureau of Grants and Purchasing Date
Page 3 of 30 Grant Language Template FY 2022 (Rev. 2/2021) Part 2 General Provisions I. Responsibilities - Grantee The Grantee, in accordance with the general purposes and objectives of this Agreement shall: A. Publication Rights 1. Copyright materials only when the Grantee exclusively develops books, films or other such copyrightable materials through activities supported by this Agreement. The copyrighted materials cannot include recipient information or personal identification data. Grantee provides the Department a royalty-free, non-exclusive and irrevocable license to reproduce, publish and use such materials copyrighted by the Grantee and authorizes others to reproduce and use such materials. 2. Obtain prior written authorization from the Department’s Office of Communications for any materials copyrighted by the Grantee or modifications bearing acknowledgment of the Department's name prior to reproduction and use of such materials. The state of Michigan may modify the material copyrighted by the Grantee and may combine it with other copyrightable intellectual property to form a derivative work. The state of Michigan will own and hold all copyright and other intellectual property rights in any such derivative work, excluding any rights or interest granted in this Agreement to the Grantee. If the Grantee ceases to conduct business for any reason or ceases to support the copyrightable materials developed under this Agreement, the state of Michigan has the right to convert its licenses into transferable licenses to the extent consistent with any applicable obligations the Grantee has. 3. Obtain written authorization, at least 14 days in advance, from the Department’s Office of Communications and give recognition to the Department in any and all publications, papers and presentations arising from the Agreement activities. 4. Notify the Department’s Bureau of Grants and Purchasing 30 days before applying to register a copyright with the U.S. Copyright Office. The Grantee must submit an annual report for all copyrighted materials developed by the Grantee through activities supported by this Agreement and must submit a final invention statement and certification within 60 days of the end of the Agreement period. 5. Not make any media releases related to this Agreement, without prior written authorization from the Department’s Office of Communications. B. Fees 1. Guarantee that any claims made to the Department under this Agreement shall not be financed by any sources other than the Department under the terms of this Agreement. If funding is received through any other source, the Grantee agrees to budget the additional source of funds and reflect the source of funding on the Financial Status Report. 2. Make reasonable efforts to collect 1st and 3rd party fees, where applicable, and report those collections on the Financial Status Report. Any under recoveries of otherwise available fees resulting from failure to bill for eligible activities will be excluded from reimbursable expenditures.
Page 4 of 30 Grant Language Template FY 2022 (Rev. 2/2021) C. Grant Program Operation Provide the necessary administrative, professional and technical staff for operation of the grant program. The Grantee must obtain and maintain all necessary licenses, permits or other authorizations necessary for the performance of this Agreement. Use an accounting system that can identify and account for the funds received from each separate grant, regardless of funding source, and assure that grant funds are not commingled. D. Reporting Utilize all report forms and reporting formats required by the Department at the start date of this Agreement and provide the Department with timely review and commentary on any new report forms and reporting formats proposed for issuance thereafter. E. Record Maintenance/Retention Maintain adequate program and fiscal records and files, including source documentation, to support program activities and all expenditures made under the terms of this Agreement, as required. The Grantee must assure that all terms of the Agreement will be appropriately adhered to and that records and detailed documentation for the grant project or grant program identified in this Agreement will be maintained for a period of not less than four years from the date of termination, the date of submission of the final expenditure report or until litigation and audit findings have been resolved. This section applies to the Grantee, any parent, affiliate, or subsidiary organization of the Grantee and any subcontractor that performs activities in connection with this Agreement. F. Authorized Access 1. Permit within 10 calendar days of providing notification and at reasonable times, access by authorized representatives of the Department, Federal Grantor Agency, Inspector Generals, Comptroller General of the United States and State Auditor General, or any of their duly authorized representatives, to records, papers, files, documentation and personnel related to this Agreement, to the extent authorized by applicable state or federal law, rule or regulation. 2. Acknowledge the rights of access in this section are not limited to the required retention period. The rights of access will last as long as the records are retained. 3. Cooperate and provide reasonable assistance to authorized representatives of the Department and others when those individuals have access to the Grantee’s grant records. G. Audits This section only applies to Grantees designated as subrecipients by the Department (see Part 1, Section II.A.). 1. Required Audit or Audit Exemption Notice Submit to the Department either a Single Audit, Financial Related Audit or Audit Exemption Notice as described below. A Financial Related Audit is applicable to for- profit Grantees that are designated as subrecipients. If submitting a Single Audit or Financial Related Audit, Grantees must also submit a corrective action plan prepared in accordance with 2 CFR 200.511(c) for any audit findings that impact the Department funded programs, and management letter (if issued) with a corrective action plan.
Page 5 of 30 Grant Language Template FY 2022 (Rev. 2/2021) a. Single Audit Grantees that are a state, local government or non-profit organization that expend $750,000 or more in federal awards during the Grantee’s fiscal year must submit a Single Audit to the Department, regardless of the amount of funding received from the Department. The Single Audit must comply with the requirements of 2 CFR 200 Subpart F. The Single Audit reporting package must include all components described in 2 CFR 200.512 (c). b. Financial Related Audit Grantees that are for-profit organizations that expend $750,000 or more in federal awards during the Grantee’s fiscal year must submit either a financial related audit prepared in accordance with Government Auditing Standards relating to all federal awards, or an audit that meets the requirements contained in 2 CFR 200 Subpart F, if required by the federal awarding agency. c. Audit Exemption Notice Grantees exempt from the Single Audit and Financial Related Audit requirements (a. and b. above) must submit an Audit Exemption Notice that certifies these exemptions. The template Audit Exemption Notice and further instructions are available at State of Michigan - MDHHS by selecting Inside MDHHS – MDHHS Audit – Audit Reporting. 2. Financial Statement Audit Grantees exempt from the Single Audit and Financial Related Audit requirements (that are required to submit an Audit Exemption Notice as described above) must submit to the Department a Financial Statement Audit prepared in accordance with generally accepted auditing standards if the audit includes disclosures that may negatively impact the Department funded programs including but not limited to fraud, going concern uncertainties, financial statement misstatements and violations of the Agreement requirements. If submitting a Financial Statement Audit, Grantees must also submit a corrective action plan for any audit findings that impact the Department funded programs. 3. Due Date and Where to Send The required audit and any other required submissions (i.e. corrective action plan, and management letter with a corrective action plan), and/or Audit Exemption Notice must be submitted to the Department within nine months of the end of the Grantee’s fiscal year by e-mail to [email protected]. Single Audit reports must be submitted simultaneously to the Department and Federal Audit Clearinghouse, in accordance with 2 CFR 200.512(a). The required submissions must be assembled in PDF files and compatible with Adobe Acrobat (read only). The subject line must state the agency name and fiscal year end. The Department reserves the right to request a hard copy of the audit materials if for any reason the electronic submission process is not successful. 4. Penalty
a. Delinquent Single Audit or Financial Related Audit If the Grantee does not submit the required Single Audit or Financial Related Audit, including any management letter and applicable corrective action plan(s) within nine months after the end of the Grantee’s fiscal year, the Department may withhold from any payment from the Department to the Grantee an amount Page 6 of 30 Grant Language Template FY 2022 (Rev. 2/2021) equal to five percent of the audit year’s grant funding (not to exceed $200,000) until the required filing is received by the Department. The Department may retain the amount withheld if the Grantee is more than 120 days delinquent in meeting the filing requirements. The Department may terminate any current grant agreements if the Grantee is more than 180 days delinquent in meeting the filing requirements. b. Delinquent Audit Exemption Notice Failure to submit the Audit Exemption Notice, when required, may result in withholding from any payment from Department to the Grantee an amount equal to one percent of the audit year’s grant funding until the Audit Exemption Notice is received. 5. Other Audits The Department or federal agencies may also conduct or arrange for agreed upon procedures or additional audits to meet their needs. H. Subrecipient/Contractor Monitoring 1. When passing federal funds through to a subrecipient (if the Agreement does not prohibit the passing of federal funds through to a subrecipient), the Grantee must: a. Ensure that every subaward is clearly identified to the subrecipient as a subaward and includes the information required by 2 CFR 200.332. b. Ensure the subrecipient complies with all the requirements of this Agreement. c. Evaluate each subrecipient’s risk for noncompliance as required by 2 CFR 200.332(b). d. Monitor the activities of the subrecipient as necessary to ensure that the subaward is used for authorized purposes, in compliance with federal statutes, regulations and the terms and conditions of the subawards; that subaward performance goals are achieved; and that all monitoring requirements of 2 CFR 200.332(d) are met including reviewing financial and programmatic reports, following up on corrective actions and issuing management decisions for audit findings. e. Verify that every subrecipient is audited as required by 2 CFR 200 Subpart F. 2. Develop a subrecipient monitoring plan that addresses the above requirements and provides reasonable assurance that the subrecipient administers federal awards in compliance with laws, regulations and the provisions of this Agreement, and that performance goals are achieved. The subrecipient monitoring plan should include a risk-based assessment to determine the level of oversight and monitoring activities, such as reviewing financial and performance reports, performing site visits and maintaining regular contact with subrecipients. 3. Establish requirements to ensure compliance for for-profit subrecipients as required by 2 CFR 200.501(h), as applicable. 4. Ensure that transactions with subrecipients/contractors comply with laws, regulations and provisions of contracts or grant agreements in compliance with 2 CFR 200.501(h), as applicable. I. Notification of Modifications Provide timely notification to the Department, in writing, of any action by its governing board or any other funding source that would require or result in significant modification in the Page 7 of 30 Grant Language Template FY 2022 (Rev. 2/2021) provision of activities, funding or compliance with operational procedures.
Page 8 of 30 Grant Language Template FY 2022 (Rev. 2/2021) J. Software Compliance Ensure software compliance and compatibility with the Department’s data systems for activities provided under this Agreement, including but not limited to stored data, databases and interfaces for the production of work products and reports. All required data under this Agreement shall be provided in an accurate and timely manner without interruption, failure or errors due to the inaccuracy of the Grantee’s business operations for processing data. All information systems, electronic or hard copy, that contain state or federal data must be protected from unauthorized access. K. Human Subjects Comply with Federal Policy for the Protection of Human Subjects, 45 CFR 46. The Grantee agrees that prior to the initiation of the research, the Grantee will submit Institutional Review Board (IRB) application material for all research involving human subjects, which is conducted in programs sponsored by the Department or in programs which receive funding from or through the state of Michigan, to the Department’s IRB for review and approval, or the IRB application and approval materials for acceptance of the review of another IRB. All such research must be approved by a federally assured IRB, but the Department’s IRB can only accept the review and approval of another institution’s IRB under a formally approved interdepartmental agreement. The manner of the review will be agreed upon between the Department’s IRB Chairperson and the Grantee’s authorized official. L. Mandatory Disclosures 1. Disclose to the Department in writing within 14 days of receiving notice of any litigation, investigation, arbitration or other proceeding (collectively, “Proceeding”) involving Grantee, a subcontractor or an officer or director of Grantee or subcontractor that arises during the term of this Agreement including: a. All violations of federal and state criminal law involving fraud, bribery, or gratuity violations potentially affecting the Agreement. b. A criminal Proceeding; c. A parole or probation Proceeding; d. A Proceeding under the Sarbanes-Oxley Act; e. A civil Proceeding involving; i. A claim that might reasonably be expected to adversely affect Grantee’s viability or financial stability; or ii. A governmental or public entity’s claim or written allegation of fraud; or f. A Proceeding involving any license that Grantee is required to possess in order to perform under this Agreement. 2. Notify the Department, at least 90 calendar days before the effective date, of a change in Grantee’s ownership or executive management. M. Statement of Work Progress Reports Submit quarterly Statement of Work progress reports to the Department via the http://egrams- mi.com/mdhhs website by the 15th day of the month following the end of the quarter and a final report no later than 15 days following the end of this Agreement.
Page 9 of 30 Grant Language Template FY 2022 (Rev. 2/2021) N. Conflict of Interest and Code of Conduct Standards 1. Be subject to the provisions of 1968 PA 317, as amended, 1973 PA 196, as amended, and 2 CFR 200.318 (c)(1) and (2). 2. Uphold high ethical standards and be prohibited from the following: a. Holding or acquiring an interest that would conflict with this Agreement; b. Doing anything that creates an appearance of impropriety with respect to the award or performance of this Agreement; c. Attempting to influence or appearing to influence any state employee by the direct or indirect offer of anything of value; or d. Paying or agreeing to pay any person, other than employees and consultants working for Grantee, any consideration contingent upon the award of this Agreement. 3. Immediately notify the Department of any violation or potential violation of these standards. This section applies to Grantee, any parent, affiliate or subsidiary organization of Grantee, and any subcontractor that performs activities in connection with this Agreement. O. Travel Costs 1. Be reimbursed for travel cost (including mileage, meals and lodging) budgeted and incurred related to activities provided under this Agreement. a. If the Grantee has a documented policy related to travel reimbursement for employees and if the Grantee follows that documented policy, the Department will reimburse the Grantee for travel costs at the Grantee’s documented reimbursement rate for employees. Otherwise, the state of Michigan travel reimbursement rate applies. b. State of Michigan travel rates may be found at the following website: https://www.michigan.gov/dtmb/0,5552,7-358-82548_13132---,00.html c. International travel must be preapproved by the Department and itemized in the budget. P. Federal Funding Accountability and Transparency Act (FFATA) 1. Complete and upload the FFATA Executive Compensation report to the EGrAMS agency profile if: a. The Grantee’s federal revenue was 80% or more of the Grantee’s annual gross revenue; AND b. Grantee’s gross revenue from federal awards was $25,000,000 or more; AND c. The public does not have access to the information about executive officers’ compensation through periodic reports filed under Section 13(a) or 15 (d) of the Securities Exchange Act of 1934 or Section 6104 of the Internal Revenue Code of 1986. 2. The FFATA Executive Compensation report template can be found in EGrAMS documents.
Page 10 of 30 Grant Language Template FY 2022 (Rev. 2/2021) Q. Insurance Requirements 1. Maintain at least a minimum of the insurances or governmental self-insurances listed below and be responsible for all deductibles. All required insurance or self-insurance must: a. Protect the state of Michigan from claims that may arise out of, are alleged to arise out of, or result from Grantee’s or a subcontractor’s performance; b. Be primary and non-contributing to any comparable liability insurance (including self-insurance) carried by the state; and c. Be provided by a company with an A.M. Best rating of “A-” or better and a financial size of VII or better. 2. Insurance Types a. Commercial General Liability Insurance or Governmental Self-Insurance: Except for Governmental Self-Insurance, policies must be endorsed to add “the state of Michigan, its departments, divisions, agencies, offices, commissions, officers, employees, and agents” as additional insureds using endorsement CG 20 10 11 85, or both CG 2010 07 04 and CG 2037 07 04. If the Grantee will interact with children, schools, or the cognitively impaired, the Grantee must maintain appropriate insurance coverage related to sexual abuse and molestation liability. b. Workers’ Compensation Insurance or Governmental Self-Insurance: Coverage according to applicable laws governing work activities. Policies must include waiver of subrogation, except where waiver is prohibited by law. c. Employers Liability Insurance or Governmental Self-Insurance d. Privacy and Security Liability (Cyber Liability) Insurance: cover information security and privacy liability, privacy notification costs, regulatory defense and penalties, and website media content liability. 3. Require that subcontractors maintain the required insurances contained in this Section. 4. This Section is not intended to and is not to be construed in any manner as waiving, restricting or limiting the liability of the Grantee from any obligations under this Agreement. 5. Each Party must promptly notify the other Party of any knowledge regarding an occurrence which the notifying Party reasonably believes may result in a claim against either Party. The Parties must cooperate with each other regarding such claim. R. Fiscal Questionnaire 1. Complete and upload the yearly fiscal questionnaire to the EGrAMS agency profile within three months of the start of the agreement. 2. The fiscal questionnaire template can be found in EGrAMS documents.
Page 11 of 30 Grant Language Template FY 2022 (Rev. 2/2021) S. Criminal Background Check 1. Conduct or cause to be conducted a search that reveals information similar or substantially similar to information found on an Internet Criminal History Access Tool (ICHAT) check and a national and state sex offender registry check for each new employee, employee, subcontractor, subcontractor employee, or volunteer who under this Agreement works directly with clients or has access to client information. a. ICHAT: http://apps.michigan.gov/ichat b. Michigan Public Sex Offender Registry: http://www.mipsor.state.mi.us c. National Sex Offender Registry: http://www.nsopw.gov 2. Conduct or cause to be conducted a Central Registry (CR) check for each new employee, employee, subcontractor, subcontractor employee, or volunteer who under this Agreement works directly with children. a. Central Registry: https://www.michigan.gov/mdhhs/0,5885,7-339- 73971_7119_50648_48330-180331--,00.html 3. Require each new employee, employee, subcontractor, subcontractor employee or volunteer who, under this Agreement, works directly with clients or who has access to client information to notify the Grantee in writing of criminal convictions (felony or misdemeanor), pending felony charges, or placement on the Central Registry as a perpetrator, at hire or within 10 days of the event after hiring. 4. Determine whether to prohibit any employee, subcontractor, subcontractor employee, or volunteer from performing work directly with clients or accessing client information related to clients under this Agreement, based on the results of a positive ICHAT response or reported criminal felony conviction or perpetrator identification. 5. Determine whether to prohibit any employee, subcontractor, subcontractor employee or volunteer from performing work directly with children under this Agreement, based on the results of a positive CR response or reported perpetrator identification. 6. Require any employee, subcontractor, subcontractor employee or volunteer who may have access to any databases of information maintained by the federal government that contain confidential or personal information, including but not limited to federal tax information, to have a fingerprint background check performed by the Michigan State Police. II. Responsibilities - Department The Department in accordance with the general purposes and objectives of this Agreement will: A. Reimbursement Provide reimbursement in accordance with the terms and conditions of this Agreement based upon appropriate reports, records and documentation maintained by the Grantee. B. Report Forms Provide any report forms and reporting formats required by the Department at the start date of this Agreement, and provide to the Grantee any new report forms and reporting formats proposed for issuance thereafter at least 30 days prior to their required usage in order to afford the Grantee an opportunity to review.
Page 12 of 30 Grant Language Template FY 2022 (Rev. 2/2021) III. Assurances The following assurances are hereby given to the Department: A. Compliance with Applicable Laws The Grantee will comply with applicable federal and state laws, guidelines, rules and regulations in carrying out the terms of this Agreement. The Grantee will also comply with all applicable general administrative requirements, such as 2 CFR 200, covering cost principles, grant/agreement principles and audits, in carrying out the terms of this Agreement. The Grantee will comply with all applicable requirements in the original grant awarded to the Department if the Grantee is a subgrantee. The Department may determine that the Grantee has not complied with applicable federal or state laws, guidelines, rules and regulations in carrying out the terms of this Agreement and may then terminate this Agreement under Part 2, Section V. B. Anti-Lobbying Act The Grantee will comply with the Anti-Lobbying Act (31 USC 1352) as revised by the Lobbying Disclosure Act of 1995 (2 USC 1601 et seq.), Federal Acquisition Regulations 52.203.11 and 52.203.12, and Section 503 of the Departments of Labor, Health & Human Services and Education, and Related Agencies section of the current FY Omnibus Consolidated Appropriations Act. Further, the Grantee shall require that the language of this assurance be included in the award documents of all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. C. Non-Discrimination 1. The Grantee must comply with the Department’s non-discrimination statement: The Michigan Department of Health and Human Services will not discriminate against any individual or group because of race, sex, religion, age, national origin, color, height, weight, marital status, gender identification or expression, sexual orientation, partisan considerations, or a disability or genetic information that is unrelated to the person’s ability to perform the duties of a particular job or position. The Grantee further agrees that every subcontract entered into for the performance of any contract or purchase order resulting therefrom, will contain a provision requiring non-discrimination in employment, activity delivery and access, as herein specified, binding upon each subcontractor. This covenant is required pursuant to the Elliot-Larsen Civil Rights Act (1976 PA 453, as amended; MCL 37.2101 et seq.) and the Persons with Disabilities Civil Rights Act (1976 PA 220, as amended; MCL 37.1101 et seq.), and any breach thereof may be regarded as a material breach of this Agreement. 2. The Grantee will comply with all federal and state statutes relating to nondiscrimination. These include but are not limited to: a. Title VI of the Civil Rights Act of 1964 (PL 88-352) which prohibits discrimination based on race, color or national origin; b. Title IX of the Education Amendments of 1972, as amended (20 USC 1681- 1683, 1685-1686), which prohibits discrimination based on sex; c. Section 504 of the Rehabilitation Act of 1973, as amended (29 USC 794), which prohibits discrimination based on disabilities; d. The Age Discrimination Act of 1975, as amended (42 USC 6101-6107), which prohibits discrimination based on age; e. The Drug Abuse Office and Treatment Act of 1972 (PL 92-255), as amended, Page 13 of 30 Grant Language Template FY 2022 (Rev. 2/2021) relating to nondiscrimination based on drug abuse; f. The Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-616) as amended, relating to nondiscrimination based on alcohol abuse or alcoholism; g. Sections 523 and 527 of the Public Health Service Act of 1944 (42 USC 290dd- 2), as amended, relating to confidentiality of alcohol and drug abuse patient records; h. Any other nondiscrimination provisions in the specific statute(s) under which application for federal assistance is being made; and, i. The requirements of any other nondiscrimination statute(s) which may apply to the application. 3. Additionally, assurance is given to the Department that proactive efforts will be made to identify and encourage the participation of minority-owned and women- owned businesses, and businesses owned by persons with disabilities in contract solicitations. The Grantee shall include language in all contracts awarded under this Agreement which (1) prohibits discrimination against minority-owned and women- owned businesses and businesses owned by persons with disabilities in subcontracting; and (2) makes discrimination a material breach of contract. D. Debarment and Suspension The Grantee will comply with federal regulation 2 CFR 180 and certifies to the best of its knowledge and belief that it, its employees and its subcontractors: 1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or contractor; 2. Have not within a five-year period preceding this Agreement been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) or private transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, receiving stolen property, making false claims, or obstruction of justice; 3. Are not presently indicted or otherwise criminally or civilly charged by a government entity (federal, state or local) with commission of any of the offenses enumerated in section 2; 4. Have not within a five-year period preceding this Agreement had one or more public transactions (federal, state or local) terminated for cause or default; and 5. Have not committed an act of so serious or compelling a nature that it affects the Grantee’s present responsibilities. E. Federal Requirement: Pro-Children Act 1. The Grantee will comply with the Pro-Children Act of 1994 (PL 103-227; 20 USC 6081, et seq.), which requires that smoking not be permitted in any portion of any indoor facility owned or leased or contracted by and used routinely or regularly for the provision of health, day care, early childhood development activities, education or library activities to children under the age of 18, if the activities are funded by federal programs either directly or through state or local governments, by federal grant,
Page 14 of 30 Grant Language Template FY 2022 (Rev. 2/2021) contract, loan or loan guarantee. The law also applies to children’s activities that are provided in indoor facilities that are constructed, operated, or maintained with such federal funds. The law does not apply to children’s activities provided in private residences; portions of facilities used for inpatient drug or alcohol treatment; activity providers whose sole source of applicable federal funds is Medicare or Medicaid; or facilities where Women, Infants, and Children (WIC) coupons are redeemed. Failure to comply with the provisions of the law may result in the imposition of a civil monetary penalty of up to $1,000 for each violation and/or the imposition of an administrative compliance order on the responsible entity. The Grantee also assures that this language will be included in any subawards which contain provisions for children’s activities. 2. The Grantee also assures, in addition to compliance with P.L. 103-227, any activity funded in whole or in part through this Agreement will be delivered in a smoke-free facility or environment. Smoking shall not be permitted anywhere in the facility, or those parts of the facility under the control of the Grantee. If activities are delivered in facilities or areas that are not under the control of the Grantee (e.g., a mall, restaurant or private work site), the activities shall be smoke-free. F. Hatch Act and Intergovernmental Personnel Act The Grantee will comply with the Hatch Act (5 USC 1501-1508, 5 USC 7321-7326), and the Intergovernmental Personnel Act of 1970 (PL 91-648) as amended by Title VI of the Civil Service Reform Act of 1978 (PL 95-454). Federal funds cannot be used for partisan political purposes of any kind by any person or organization involved in the administration of federally assisted programs. G. Employee Whistleblower Protections The Grantee will comply with 41 USC 4712 and shall insert this clause in all subcontracts. H. Clean Air Act and Federal Water Pollution Control Act The Grantee will comply with the Clean Air Act (42 USC 7401-7671(q)) and the Federal Water Pollution Control Act (33 USC 1251-1387), as amended. 1. This Agreement and anyone working on this Agreement will be subject to the Clean Air Act and Federal Water Pollution Control Act and must comply with all applicable standards, orders or regulations issued pursuant to these Acts. Violations must be reported to the Department. I. Victims of Trafficking and Violence Protection Act The Grantee will comply with the Victims of Trafficking and Violence Protection Act of 2000 (PL 106-386), as amended. 1. This Agreement and anyone working on this Agreement will be subject to PL 106-386 and must comply with all applicable standards, orders or regulations issued pursuant to this Act. Violations must be reported to the Department. J. Procurement of Recovered Materials The Grantee will comply with section 6002 of the Solid Waste Disposal Act of 1965 (PL 89- 272), as amended. 1. This Agreement and anyone working on this Agreement will be subject to section 6002 of PL 89-272, as amended, and must comply with all applicable standards, orders or regulations issued pursuant to this act. Violations must be reported to the Department.
Page 15 of 30 Grant Language Template FY 2022 (Rev. 2/2021) K. Subcontracts For any subcontracted activity or product, the Grantee will ensure: 1. That a written subcontract is executed by all affected parties prior to the initiation of any new subcontract activity or delivery of any subcontracted product. Exceptions to this policy may be granted by the Department if the Grantee asks the Department in writing within 30 days of execution of the Agreement. 2. That any executed subcontract to this Agreement shall require the subcontractor to comply with all applicable terms and conditions of this Agreement. In the event of a conflict between this Agreement and the provisions of the subcontract, the provisions of this Agreement shall prevail. A conflict between this Agreement and a subcontract, however, shall not be deemed to exist where the subcontract: a. Contains additional non-conflicting provisions not set forth in this Agreement b. Restates provisions of this Agreement to afford the Grantee the same or substantially the same rights and privileges as the Department; or c. Requires the subcontractor to perform duties and/or activities in less time than that afforded the Grantee in this Agreement. 3. That the subcontract does not affect the Grantee’s accountability to the Department for the subcontracted activity. 4. That any billing or request for reimbursement for subcontract costs is supported by a valid subcontract and adequate source documentation on costs and activities. 5. That the Grantee will submit a copy of the executed subcontract if requested by the Department. L. Procurement Grantee will ensure that all purchase transactions, whether negotiated or advertised, shall be conducted openly and competitively in accordance with the principles and requirements of 2 CFR 200. Funding from this Agreement shall not be used for the purchase of foreign goods or activities. Records shall be sufficient to document the significant history of all purchases and shall be maintained for a minimum of four years after the end of the Agreement period. M. Health Insurance Portability and Accountability Act To the extent that the Health Insurance Portability and Accountability Act (HIPAA) is applicable to the Grantee under this Agreement, the Grantee assures that it is in compliance with requirements of HIPAA including the following: 1. The Grantee must not share any protected health information provided by the Department that is covered by HIPAA except as permitted or required by applicable law; or to a subcontractor as appropriate under this Agreement. 2. The Grantee will ensure that any subcontractor will have the same obligations as the Grantee not to share any protected health data and information from the Department that falls under HIPAA requirements in the terms and conditions of the subcontract. 3. The Grantee must only use the protected health data and information for the purposes of this Agreement. 4. The Grantee must have written policies and procedures addressing the use of protected health data and information that falls under the HIPAA requirements. The policies and procedures must meet all applicable federal and state requirements Page 16 of 30 Grant Language Template FY 2022 (Rev. 2/2021) including the HIPAA regulations. These policies and procedures must include restricting access to the protected health data and information by the Grantee’s employees. 5. The Grantee must have a policy and procedure to immediately report to the Department any suspected or confirmed unauthorized use or disclosure of protected health information that falls under the HIPAA requirements of which the Grantee becomes aware. The Grantee will work with the Department to mitigate the breach and will provide assurances to the Department of corrective actions to prevent further unauthorized uses or disclosures. The Department may demand specific corrective actions and assurances and the Grantee must provide the same to the Department. 6. Failure to comply with any of these contractual requirements may result in the termination of this Agreement in accordance with Part 2, Section V. 7. In accordance with HIPAA requirements, the Grantee is liable for any claim, loss or damage relating to unauthorized use or disclosure of protected health data and information, including without limitation the Department’s costs in responding to a breach, received by the Grantee from the Department or any other source. 8. The Grantee will enter into a business associate agreement should the Department determine such an agreement is required under HIPAA. N. Website Incorporation The Department is not bound by any content on Grantee’s website or other internet communication platforms or technologies, unless expressly incorporated directly into this Agreement. The Department is not bound by any end user license agreement or terms of use unless specifically incorporated in this Agreement or any other agreement signed by the Department. The Grantee may not refer to the Department on the Grantee’s website or other internet communication platforms or technologies without the prior written approval of the Department. O. Survival The provisions of this Agreement that impose continuing obligations will survive the expiration or termination of this Agreement. P. Non-Disclosure of Confidential Information 1. The Grantee agrees that it will use confidential information solely for the purpose of this Agreement. The Grantee agrees to hold all confidential information in strict confidence and not to copy, reproduce, sell, transfer or otherwise dispose of, give or disclose such confidential information to third parties other than employees, agents, or subcontractors of a party who have a need to know in connection with this Agreement or to use such confidential information for any purpose whatsoever other than the performance of this Agreement. The Grantee must take all reasonable precautions to safeguard the confidential information. These precautions must be at least as great as the precautions the Grantee takes to protect its own confidential or proprietary information. 2. Meaning of Confidential Information For the purpose of this Agreement the term “confidential information” means all information and documentation that: a. Has been marked “confidential” or with words of similar meaning, at the time of disclosure by such party;
Page 17 of 30 Grant Language Template FY 2022 (Rev. 2/2021) b. If disclosed orally or not marked “confidential” or with words of similar meaning, was subsequently summarized in writing by the disclosing party and marked “confidential” or with words of similar meaning; c. Should reasonably be recognized as confidential information of the disclosing party; d. Is unpublished or not available to the general public; or e. Is designated by law as confidential. 3. The term “confidential information” does not include any information or documentation that was: a. Subject to disclosure under the Michigan Freedom of Information Act (FOIA); b. Already in the possession of the receiving party without an obligation of confidentiality; c. Developed independently by the receiving party, as demonstrated by the receiving party, without violating the disclosing party’s proprietary rights; d. Obtained from a source other than the disclosing party without an obligation of confidentiality; or e. Publicly available when received or thereafter became publicly available (other than through an unauthorized disclosure by, through or on behalf of, the receiving party) 4. The Grantee must notify the Department within one business day after discovering any unauthorized use or disclosure of confidential information. The Grantee will cooperate with the Department in every way possible to regain possession of the confidential information and prevent further unauthorized use or disclosure. Q. Cap on Salaries 1. None of the funds awarded to the Grantee through this Agreement shall be used to pay, either through a grant or other external mechanism, the salary of an individual at a rate in excess of Executive Level II. The current rates of pay for the Executive Schedule are located on the United States Office of Personnel Management web site, http://www.opm.gov, by navigating to Policy — Pay & Leave — Salaries & Wages. The salary rate limitation does not restrict the salary that a Grantee may pay an individual under its employment; rather, it merely limits the portion of that salary that may be paid with funds from this Agreement. IV. Financial Requirements A. Operating Advance An operating advance may be requested by the Grantee to assist with program operations. The request should be addressed to the Contract Manager identified in Part 1, Section VIII. The operating advance will be administered as follows: 1. The operating advance amount requested must be reasonable in relation to factors including but not limited to program requirements, the period of the Agreement, and the financial obligation. In no case may the advance exceed the amount required for 60 days of operating expenses. Operating advances will be monitored and adjusted by the Department relative to the Agreement amount. 2. The operating advance must be recorded as an account payable liability to the Department in the Grantee’s financial records. The operating advance payable liability
Page 18 of 30 Grant Language Template FY 2022 (Rev. 2/2021) must remain in the Grantee’s financial records until fully recovered by the Department. 3. The reimbursement for actual expenditures by the Department should be used by the Grantee to replenish the operating advance used for program operations. 4. The operating advance must be returned to the Department within 30 days of the end date of this Agreement unless the Grantee has a recurring agreement with the Department. Subsequent Department agreements may not be executed if an outstanding operational advance has not been repaid. The Department may obtain the Michigan Department of Treasury’s assistance in collecting outstanding operating advances. The Department will comply with the Michigan Department of Treasury’s due process procedures prior to forwarding claims to Treasury. Specific due process procedures include the following: a. An offer from the Department of a hearing to dispute the debt, identifying the time, place and date of such hearing. b. A hearing by an impartial official. c. An opportunity for the Grantee to examine the Department’s associated records. d. An opportunity for the Grantee to present evidence in person or in writing. e. A hearing official with full authority to correct errors and decide not to forward debt to Treasury. f. Grantee representation by an attorney and presentation of witnesses if necessary. 5. If the Grantee has a recurring agreement with the Department, the Department requires an annual confirmation of the outstanding operating advance. At the end of either the Agreement period or Department’s fiscal year, whichever is first, the Grantee must respond to the Department’s request for confirmation of the operating advance. Failure to respond to the confirmation request may result in the Department recovering all or part of an outstanding operating advance. B. Reimbursement Method The Grantee will be paid for allowable expenditures incurred by the Grantee, submitted for reimbursement on the Financial Status Reports (FSRs) and approved by the Department. Reimbursement from the Department is based on the understanding that Department funds will be paid up to the total Department allocation as agreed to in the approved budget. Department funds are the first source after the application of fees and earmarked sources unless a specific local match condition exists. C. Financial Status Report Submission The Grantee shall electronically prepare and submit FSRs to the Department via the EGrAMS website (http://egrams-mi.com/mdhhs). FSRs must be submitted on a monthly basis, no later than 30 days after the close of each calendar month. The monthly FSRs must reflect total actual program expenditures, up to the total agreement amount. Failure to meet financial reporting responsibilities as identified in this Agreement may result in withholding future payments. The Grantee representative who submits the FSR is certifying to the best of their knowledge and belief that the report is true, complete and accurate and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of this Agreement. The individual submitting the FSR should be aware that any false, fictitious Page 19 of 30 Grant Language Template FY 2022 (Rev. 2/2021) or fraudulent information, or the omission of any material facts, may subject them to criminal, civil or administrative penalties for fraud, false statements, false claims or otherwise. The instructions for completing the FSR form are available on the EGrAMS website. Send FSR questions to [email protected]. D. Reimbursement Mechanism All Grantees must register using the on-line vendor self-service site to receive all state of Michigan payments as Electronic Funds Transfers (EFT)/Direct Deposits, as mandated by MCL 18.1283a. Vendor registration information is available through the Department of Technology Management and Budget’s web site: https://www.michigan.gov/sigmavss. E. Final Obligations and Financial Status Report Requirements 1. Obligation Report The Obligation Report, based on annual guidelines, must be submitted by the due date established by and using the format provided by the Department’s Expenditures Operations Division. The Grantee must provide an estimate of unbilled expenditures for the entire Agreement period. The information on the report will be used to record the Department’s year-end accounts payable and receivable for this Agreement. 2. Department-wide Payment Suspension A temporary payment suspension is in effect on agreements during the Department’s year-end closing period. The Department will notify the Grantee of the date by which FSRs should be submitted to ensure payment prior to the payment suspension period. 3. Final FSRs Final FSRs are due 30 days following the end of the Agreement period. The final FSR must be clearly marked “Final”. Final FSRs not received by the due date may result in the loss of funding requested on the Obligation Report and may result in a potential reduction in a subsequent year Agreement amount. F. Unobligated Funds Any unobligated balance of funds held by the Grantee at the end of the Agreement period will be returned to the Department within 30 days of the end of the Agreement or treated in accordance with instructions provided by the Department. G. Indirect Costs The Grantee may use an approved federal or state indirect rate in their budget calculations and financial status reporting. If the Grantee does not have an existing approved federal or state indirect rate, they may use a 10% de minimis rate in accordance with 2 CFR 200 to recover their indirect costs. Governmental Grantees with an existing cost allocation plan may budget accordingly in lieu of an indirect cost rate. Non-governmental Grantees may use a cost allocation plan only if the plan was in place prior to December 26, 2014. V. Agreement Termination This Agreement may be terminated without further liability or penalty to the Department for any of the following reasons: A. By either party by giving 30 days written notice to the other party stating the reasons for termination and the effective date. B. By either party with 30 days written notice upon the failure of either party to carry out the terms and conditions of this Agreement, provided the alleged defaulting party is given notice of the alleged breach and fails to cure the default within the 30-day period. Page 20 of 30 Grant Language Template FY 2022 (Rev. 2/2021) C. Immediately if the Grantee or an official of the Grantee or an owner is convicted of any activity referenced in Part 2 Section III. D. of this Agreement during the term of this Agreement or any extension thereof. VI. Stop Work Order The Department may suspend any or all activities under this Agreement at any time. The Department will provide the Grantee with a written stop work order detailing the suspension. Grantee must comply with the stop work order upon receipt. The Department will not pay for activities, Grantee’s incurred expenses or financial losses, or any additional compensation during a stop work period. VII. Final Reporting Upon Termination Should this Agreement be terminated by either party, within 30 days after the termination, the Grantee shall provide the Department with all financial, performance and other reports required as a condition of this Agreement. The Department will make payments to the Grantee for allowable reimbursable costs not covered by previous payments or other state or federal programs. The Grantee shall immediately refund to the Department any funds not authorized for use and any payments or funds advanced to the Grantee in excess of allowable reimbursable expenditures. VIII. Severability If any part of this Agreement is held invalid or unenforceable by any court of competent jurisdiction, that part will be deemed deleted from this Agreement and the severed part will be replaced by agreed upon language that achieves the same or similar objectives. The remaining parts of the Agreement will continue in full force and effect. IX. Waiver Failure by the Department to enforce any provision of this Agreement will not constitute a waiver of the Department’s right to enforce any other provision of this Agreement. X. Amendments Any changes to this Agreement will be valid only if made in writing and executed by all parties through an amendment to this Agreement. Any change proposed by the Grantee which would affect the Department funding of any project must be submitted in writing to the Department immediately upon determining the need for such change. The Department has sole discretion to approve or deny the amendment request. The Grantee shall, upon request of the Department and receipt of a proposed amendment, amend this Agreement. XI. Liability The Grantee assumes all liability to third parties, loss, or damage because of claims, demands, costs, or judgments arising out of activities, such as but not limited to direct activity delivery, to be carried out by the Grantee in the performance of this Agreement, under the following conditions: A. The liability, loss, or damage is caused by, or arises out of, the actions of or failure to act on the part of the Grantee, any of its subcontractors, or anyone directly or indirectly employed by the Grantee. B. Nothing herein shall be construed as a waiver of any governmental immunity that has been provided to the Grantee or its employees by statute or court decisions. The Department is not liable for consequential, incidental, indirect or special damages, regardless of the nature of the action. XII. State of Michigan Agreement This is a state of Michigan Agreement and must be exclusively governed by the laws and construed by the laws of Michigan, excluding Michigan’s choice-of-law principle. All claims related to or arising
Page 21 of 30 Grant Language Template FY 2022 (Rev. 2/2021) out of this Agreement, or its breach, whether sounding in contract, tort, or otherwise, must likewise be governed exclusively by the laws of Michigan, excluding Michigan’s choice-of-law principles. Any dispute because of this Agreement shall be resolved in the state of Michigan.
Page 22 of 30 Grant Language Template FY 2022 (Rev. 2/2021) ATTACHMENT 1
MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES SCHEDULE OF FINANCIAL ASSISTANCE [agency name]
Source of Catalog of Federal Domestic Assistance (CFDA) Federal Award Funds
Federal Agency Federal Award Grant Federal/State Number Title Award Number Title Award Date Amount Name Identification No. Phase
TOTAL ALLOCATION $0
APPROVED INDIRECT RATE (S) Rate Total Approved Indirect Indirect Rate % Rate Base $ Description Costs
TOTAL APPROVED INDIRECT COSTS $0
Page 23 of 30 Grant Language Template FY 2022 (Rev. 2/2021) PAGE INTENTIONALLY LEFT BLANK
Page 24 of 30 Grant Language Template FY 2022 (Rev. 2/2021) ATTACHMENT A
STATEMENT OF WORK
Methodology: Activities, Responsible Individual(s), Timeline and Deliverable(s) Responsible Timeline Deliverable(s) Individual(s) Objective 1 Activity 1 Activity 2 Activity 3 Objective 2 Activity 1 Activity 2 Activity 3 Objective 3 Activity 1 Activity 2 Activity 3 Objective 4 Activity 1 Activity 2 Activity 3 Objective 5 Activity 1 Activity 2 Activity 3
Page 25 of 30 Grant Language Template FY 2022 (Rev. 2/2021) ATTACHMENT B.1 PROGRAM BUDGET SUMMARY View at 100% or Larger MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES Use WHOLE DOLLARS Only PROGRAM DATE PREPARED Page Of
GRANTEE NAME BUDGET PERIOD From: Error! Reference source not found. To:
MAILING ADDRESS (Number and Street) BUDGET AGREEMENT AMENDMENT # ORIGINAL AMENDMENT CITY STATE ZIP CODE FEDERAL ID NUMBER
TOTAL BUDGET EXPENDITURE CATEGORY (Use Whole Dollars) 1. SALARIES & WAGES 2. FRINGE BENEFITS 3. TRAVEL 4. SUPPLIES & MATERIALS 5. CONTRACTUAL (Subcontracts/Subrecipients) 6. EQUIPMENT 7. OTHER EXPENSES
8. TOTAL DIRECT $0 $0 $0 $0 EXPENDITURES (Sum of Lines 1-7) 9. INDIRECT COSTS: Rate #1 % INDIRECT COSTS: Rate #2 % 10. TOTAL EXPENDITURES $0 $0 $0 $0
SOURCE OF FUNDS 11. FEES & COLLECTIONS 12. STATE AGREEMENT 13. LOCAL 14. FEDERAL 15. OTHER(S)
16. TOTAL FUNDING $0 $0 $0 $0 AUTHORITY: P.A. 368 of 1978 The Michigan Department of Health and Human Services COMPLETION: Is Voluntary, but is required as a condition of is an equal opportunity employer, activities and programs funding provider. DCH-0385 FY 2015/2016 6/15(W) Previous Editions Obsolete
Page 26 of 30 Grant Language Template FY 2021 (Rev. 4/2020) ATTACHMENT B.2 PROGRAM BUDGET – COST DETAIL SCHEDULE View at 100% or Larger MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES Page Of Use WHOLE DOLLARS Only PROGRAM BUDGET PERIOD DATE PREPARED From: To: Error! Reference source not found. GRANTEE NAME BUDGET AGREEMENT ORIGINAL AMENDMENT AMENDMENT # 1. SALARY & WAGES POSITIONS COMMENTS TOTAL SALARY POSITION DESCRIPTION REQUIRED $0 $0 $0 $0 $0 $0 $0
1. TOTAL SALARIES & WAGES: 0 $ 0 2. FRINGE BENEFITS (Specify) FICA LIFE INS. DENTAL INS. COMPOSITE RATE UNEMPLOY INS. VISION INS. WORK COMP. AMOUNT 0.00% RETIREMENT HEARING INS. HOSPITAL INS. OTHER (specify) 2. TOTAL FRINGE BENEFITS $0 3. TRAVEL (Specify if category exceeds 10% of Total Expenditures)
3 TOTAL TRAVEL $0 4. SUPPLIES & MATERIALS (Specify if category exceeds 10% of Total Expenditures)
4. TOTAL SUPPLIES & MATERIALS $0 5. CONTRACTUAL (Specify Subcontracts/Subrecipients) Name Address Amount
5. TOTAL CONTRACTUAL: $0 6. EQUIPMENT (Specify items)
6. TOTAL EQUIPMENT: $0 7. OTHER EXPENSES (Specify if category exceeds 10% of Total Expenditures)
$0 7. TOTAL OTHER:
8. TOTAL DIRECT EXPENDITURES (Sum of Totals 1-7) 8. TOTAL DIRECT EXPENDITURE $ 0 9. INDIRECT COST CALCULATIONS Rate #1: Description Base $0 X Rate 0.0000 % Total $ 0 Rate #2: Description Base $0 X Rate 0.0000 % Total $ 0
9. TOTAL INDIRECT EXPENDITURES: $ 0 10. TOTAL EXPENDITURES (Sum of lines 8-9) $ 0 AUTHORITY: P.A. 368 of 1978 The Michigan Department of Health and Human Services is an equal opportunity COMPLETION: Is Voluntary, but is required as a condition of funding employer, activities and programs provider. DCH-0386 (E) (Rev 6/15) (W) Previous Edition Obsolete. Use Additional Sheets as Needed
Page 27 of 30 Grant Language Template FY 2021 (Rev. 4/2020) ATTACHMENT B.3
MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES EQUIPMENT INVENTORY SCHEDULE
Please list equipment items that were purchased during the Agreement period as specified in the Agreement budget’s cost detail schedule - Attachment B.2. Provide as much information about each piece as possible, including quantity, item name, item specifications: make, model, etc. Equipment is defined to be an article of non- expendable tangible personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. Please complete and attach this form to the final FSR progress report.
Grantee Name: Agreement #: Date:
Quantity Item Name Item Specification Tag Purchased Number Amount
$
$
$
$
$
$
$
$
$
$
Total $ 0
Grantee’s Signature: Date:
Page 28 of 30 Grant Language Template FY 2021 (Rev. 4/2020) ATTACHMENT C
PERFORMANCE / PROGRESS REPORT REQUIREMENTS
A. The Grantee shall submit the following reports on the following dates:
B. Any such other information as specified in the Statement of Work, Attachment A shall be developed and submitted by the Grantee as required by the Contract Manager.
C. Reports and information shall be submitted to the Contract Manager at:
D. The Contract Manager shall evaluate the reports submitted as described in Attachment C, Items A. and B. for their completeness and adequacy.
E. The Grantee shall permit the Department or its designee to visit and to make an evaluation of the project as determined by Contract Manager.
Page 29 of 30 Grant Language Template FY 2021 (Rev. 4/2020)
ATTACHMENT E
OTHER SPECIFIC PROGRAM REQUIREMENTS
Page 30 of 30 Grant Language Template FY 2021 (Rev. 4/2020)
ATTACHMENT F
Federal Funding Accountability and Transparency Act (FFATA) Reporting
Award Recipient’s Name ______DUNS # ______Location Address ______9 Digit Zip Code ______Congressional District ______Address of Performance (if different from above) ______9 Digit Zip Code ______Congressional District ______Parent Organization DUNS # (if applicable) ______
In order to determine whether you are required to provide executive compensation data, please answer the following questions: 1. In your organization’s preceding completed fiscal year, did your organization receive: a) 80 percent or more of your annual gross revenues in U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or cooperative agreements?
☐Yes ☐No
b) $25,000,000 or more in annual gross revenues from U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or cooperative agreements?
☐Yes ☐No
If you selected “Yes” for both a and b, please answer number 2 below. If you selected “No” for either or both options, you are finished completing this form. 2. Does the public have access to information about the compensation of executives in your organization or parent organization through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act pf 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986?
☐Yes ☐No
If you selected “Yes” for number 2, you are finished completing this form. If you selected “No,” please provide the Names and Total Compensation for your five highest compensated executives (i.e. officers, managing partners, or any other employees in management positions).
Name: ______Total Compensation: $ ______Name: ______Total Compensation: $ ______Name: ______Total Compensation: $ ______Name: ______Total Compensation: $ ______Name: ______Total Compensation: $ ______
Fiscal Questionnaire
Agency Name: ______Fiscal Year: ______
Y/N/NA COMMENTS A. Activities Allowed / Allowable Costs / Cost Principles / Accounting System and Controls A.1. Are grant funds only used on allowed activities and not on items prohibited by the laws, regulations, and provisions of the MDHHS contract pertaining to each MDHHS program? A.2. Are staff aware of applicable cost principles (2 CFR 200, Subpart E)? A.3. Are staff aware of unallowable costs (i.e. alcoholic beverages, bad debts, contingency reserves, contributions and donations, entertainment, fund raising, use allowances, etc.)? A.4. If costs are allocated to multiple funding sources, are they allocated in accordance with relative benefits received in accordance with applicable cost principles, and agree with supporting documentation? Describe how expenditures for supplies, communications, or other expenses are allocated to multiple funding sources. A.5. Does the Agency have written accounting policies and procedures (including those for the receipt and disbursement of funds, purchasing, and payment of expenditures) that require appropriate segregation of duties that are relevant to the Agency’s information technology (IT) systems, and the programs funded by MDHHS? A.6. Does the Agency have a financial management system that provides for the identification of all Federal awards received and expended and the Federal programs under which they were received (2 CFR 200.302(b)(1))? A.7. Does the accounting system provide a clear and accurate record of the receipt and disbursement of MDHHS grant funds with separate revenue and expense accounts for each separate program of the Agency? (Note: If the grant year is other than October 1 to September 30, is the accounting system capable of tracking expenditures charged to each grant year?) A.8. Does the Agency have written procedures for determining the reasonableness, allocability and allowability of costs in accordance with subpart E of this part and the terms and conditions of the Federal award. (2 CFR 200.302(b)(7))? A.9. Does the Agency have an effective internal control system over Federal award(s) that provides reasonable assurance that the Agency is managing the Federal award(s) in compliance with Federal statutes, regulations, and the terms and conditions of the Federal award(s); and the internal controls are in compliance with guidance issued by the Comptroller General of the United States or the Committee of Sponsoring Organizations of the Treadway Commission (2 CFR 200.303(a))? A.10. Does the Agency evaluate and monitor the Agency’s own compliance with statutes, regulations, and the terms and conditions of Federal awards (2 CFR 200.303(c))?
July 2019
Y/N/NA COMMENTS
A.11. If the accounting system is automated, are controls in place to limit access to authorized personnel only (e.g. access is limited by secure user ID and password, and roles based upon least privilege)? A.12. Does the Agency maintain a complete set of books that includes a cash receipts journal, a cash disbursements journal or voucher listing, and general ledger? A.13. Does the general ledger include account titles, posting dates, descriptions of transactions, posting references, debit/credit amounts, and balances? A.14. Does the Agency have a chart of accounts that is used by all programs in the Agency? A.15. Does the accounting line item detail enable reporting MDHHS grant expenditures comparable to the MDHHS grant budget format by line items? A.16. Do the general ledger revenue and expense accounts for the MDHHS grants agree with the final expenditure reports (e.g. Financial Status Report and/or Statement of Expenditures) to MDHHS? A.17. Does the Agency follow generally accepted accounting principles to record financial information? A.18. Is the accounting system a double entry system (debits equal credits)? A.19. Is the modified accrual (government) or accrual (non-profit) basis of accounting used to record revenues and expenditures? A.20. Are there clearly defined responsibilities for the following duties, including consideration for access and use within the automated accounting system? Indicate all that apply and list the position(s) responsible. a. Reconciling bank accounts b. Approving invoices for payment c. Approving time records d. Payroll preparation e. Approving payroll for payment f. Mailing or delivering payroll checks g. Opening mail h. Preparing deposit slips i. Making/verifying deposit j. Entering receipts into cash receipts journal k. Posting to the general ledger A.21. Is the person that approves invoices for payment: a. Someone other than the person requesting payment? b. Knowledgeable about allowable and unallowable costs? A.22. Does the person that authorizes payments of bills review original invoices and other supporting documentation? A.23. Are all expenditure payments supported by documentation including the following: a. Type or purpose of expenditure b. Amount c. Date service was provided d. Payee e. Date of invoice f. Program to be charged
2
Y/N/NA COMMENTS A.24. Are original invoices marked “paid” to prevent duplicate payment(s)? A.25. Do only persons authorized to prepare or supervise the preparation of checks have access to blank checks? A.26. Are all checks pre-numbered? A.27. Are all voided checks retained? A.28. Are the voided checks clearly marked voided? A.29. Do all checks require two signatures? A.30. Are there dollar limitations on the amount of checks that require only one signature? A.31. Does the Agency policy prohibit the signing of checks in advance? A.32. Are all persons signing checks, assisting in making disbursements, and handling receipts properly bonded? A.33. Can checks be issued as “cash”? A.34. If there is an imprest or petty cash fund, under what circumstances would the petty cash fund be used, what is the maximum that can be withdrawn, and how do you account for the fund? A.35. Are accounting records kept up to date and balanced regularly? A.36. Are the Agency’s bank accounts reconciled on a monthly basis by employees who have no authority to authorize transactions and/or are the reconciliations reviewed by management? A.37. Is the Agency up-to-date on filing payroll, unemployment, and income tax returns? A.38. Are accounting records, including those with confidential client information, adequately protected in accordance with laws regarding privacy and confidentiality (2 CFR 200.303(e)) and adequately protected from fire and damage? A.39. Is source documentation (e.g. vouchers and original invoices) readily available to support amounts entered into online/automated systems and charged to MDHHS grants? A.40. If a funding period is specified and accrual basis accounting is required, were all costs reported to MDHHS actually incurred during the funding period and paid within the timeframe specified in the reporting instructions (reported to the proper grant fiscal year)? A.41. Are record retention policies in place that comply with the contract requirements, and 2 CFR 200.334? A.42. Are backup policies in place that ensure data may be retrieved if systems fail? A.43. Is the accounting system equipped with budgetary controls, by line item and in total, to prevent incurring expenses in excess of total funding sources? A.44. a. Do management and the governing Board regularly review a functional budget compared to actual expenses for each funding source and program (2 CFR 200.302(b)(5))? b. Is there evidence this occurs? c. Is it documented in written policies? A.45. Do management and the governing Board have procedures in place to follow up on budget variances if they occur? A.46. Does the governing Board have an Audit and/or Finance Committee that convenes and communicates regularly with the Treasurer and other Board members to assist in understanding and responding to financial developments (i.e. if adverse
3
Y/N/NA COMMENTS financial developments, are there systems in place that allow the Agency to address them)? A.47. What controls are in place over the accounting system to ensure complete and accurate data processing? Examples include: Sequence checks Referential integrity checks Control/hash totals Range checks Run totals Reconciliations A.48. How are processing errors within the accounting system identified, corrected, and re-processed? A.49. a. Does the accounting system produce logs or audit trails for all user activity, including security administration and transaction processing? b. Can users modify the logs? A.50. a. Are third parties/contractors used to provide accounting systems, processing, or functions? b. If so, are contracts or service level agreements in place? A.51. Are external audits performed of third parties or contractors that provide accounting systems, processing, or functions? Are SSAE 18 reports required and reviewed by management? A.52. What policies and procedures exist regarding updating or changing the automated accounting system? Is a formal change management process in place to ensure integrity?
B. Personnel Costs B.1. What method(s) are used to allocate staff time among various programs when reporting expenditures? Describe the methodology/process used to allocate staff time to each program. B.2. Are personnel expense records supported by a system of internal control that provides reasonable assurance that personnel expense charges are accurate, allowable, and properly allocated? (2 CFR 200.430(i)(1)(i)) B.3. Do personnel expense records reasonably reflect the TOTAL activity for which each employee is compensated by the Agency, not exceeding 100% of compensated activities? (2 CFR 200.430(i)(1)(iii)) B.4. Do personnel expense records support the distribution of employee’s salary or wages among specific activities or cost objectives if the employee works on more than one Federal award; a Federal award and non-Federal award; an indirect cost activity and a direct cost activity; two or more indirect activities which are allocated using different allocation bases; or an unallowable activity and a direct or indirect cost activity? (2 CFR 200.430(i)(1)(vii)) B.5. If budget estimates (that are determined before the services are performed) are used for interim accounting purposes for allocating and reporting personnel costs, are the following in place: a. The system for establishing the estimates produces reasonable approximations of the activity actually performed?
4
Y/N/NA COMMENTS b. Significant changes in the corresponding work activity are identified and entered into the records in a timely manner? c. The Agency’s system of internal controls includes processes to review after-the-fact activity in comparison to budget estimates, with adjustments to ensure the final amount charged to the Federal award is accurate, allowable, and properly allocated? (2 CFR 200.430(i)(1)(viii)) B.6. For local governments and Indian tribes using substitute processes or systems (in place of the records described in 2 CFR 200.430(i)(1)) for allocating salaries and wages to Federal awards, such as, but not limited to, random moment sampling, “rolling” time studies, case counts, or other quantifiable measures of work performed, is the substitute process or system approved by the cognizant agency for indirect cost (2 CFR 200.430(i)(5)? B.7. Do the personnel positions charged to the programs conform to the positions and salaries authorized in the MDHHS Program Budgets? B.8. Are attendance records maintained which monitor leave usage? B.9. Do employees’ immediate supervisors approve all leave taken? B.10. Does the Agency follow a written Personnel Policy? B.11. Are fringe benefits, in the form of employer expenses for employee life, health, unemployment, and worker’s compensation insurance, charged based on actual costs incurred, and supported by approved paid invoices? B.12. Are fringe benefits, in the form of regular compensation paid to employees during periods of authorized absences from the job, and employer contributions or expenses for social security, insurance, and pension plan costs, equitably allocated to all related activities? Describe the distribution method (e.g. actual fringe cost per person * the percent of salary attributable to each program, or total fringe for the Agency prorated to all programs based on the share of salary to each program).
C. Travel Costs C.1. Does the Agency have written travel policies and procedures defining reasonable limits for hotel and meal reimbursements, mileage rates, unallowable costs, and documentation requirements? C.2. Is travel charged to the MDHHS grants supported by approved employee travel vouchers that include purpose of travel, period covered, destination, departure/arrival times, with appropriate receipts/documentation? (Note that 2 CFR 200.475(b)(1) requires that documentation justify that participation of the individual is necessary to the Federal award.)
D. Space Costs D.1. If space cost for Agency-owned buildings is charged to MDHHS grants, is the cost based only on depreciation plus actual operating and maintenance cost, and NO “use allowance”? D.2. If space cost for rented buildings is charged to MDHHS grants, is the cost supported by a current signed lease agreement?
5
Y/N/NA COMMENTS D.3. Is space cost allocated to all programs that benefit from the space based on square footage used or other consistently applied allocation basis?
E. Contractual Costs E.1. Are current contracts in effect for all contractors? E.2. Do the Agency’s contracts contain the applicable provisions described in appendix II to 2 CFR 200 (2 CFR 200.327)? E.3. Are contract charges supported by detailed billings as to type and amount of services/goods for the contract period rather than only stating “for services rendered”? E.4. Are contract billings reviewed to ensure consistency with the contract terms and objectives?
F. Indirect Costs F.1. Are indirect costs charged to the MDHHS programs? (e.g. agency-wide administration, division level administration, county central service costs, nursing supervision, general nursing, etc.) F.2. If charging indirect costs to the MDHHS programs, is one of the following being charged consistently for all awards (please indicate which in the Comments): - An approved federally-recognized indirect cost rate negotiated between the Agency and the Federal government; - A rate negotiated between MDHHS and the Agency; - A de minimis rate of 10% of modified total direct cost; - A rate approved by another Department of the State and accepted via contract by MDHHS; or - Actual indirect costs in accordance with the Agency’s cost allocation that complies with the provisions of 2 CFR 200. If not consistently charging indirect costs to all awards under one methodology, please explain: F.3. Are indirect costs allocated based on a cost allocation plan or methodology that provides a fair and equitable distribution of costs to all programs that benefit from the overhead in accordance with 2 CFR 200? (e.g. based on pro-rata share of personnel costs, or total direct costs of the programs that benefit) F.4. Does the Agency comply with the indirect cost rate/cost allocation plan documentation and certification requirements contained in the applicable Appendix of 2 CFR 200? - Appendix III => Institutions of Higher Education - Appendix IV => Nonprofit Organizations - Appendix V => Local Government and Indian Tribe-Wide Central Service Cost Allocation Plans - Appendix VII => Local Government and Indian Tribe Indirect Cost Proposals F.5. Which of the following costs are included in the agency-wide administration cost pool and allocated as indirect costs: Agency Support Data Management Space Cost Communications Cost Depreciation on Equipment
6
Y/N/NA COMMENTS Central Service Cost Allocation Plan (County) Other (Describe) F.6. Describe the indirect rate computation and methodology for allocating agency-wide costs. F.7. Are any other indirect costs, such as below charged to the MDHHS grants? If so, describe how they are allocated to the MDHHS grants and other programs in relation to how the programs benefit by these costs. Nursing Supervision General Nursing Other (Describe)
G. Cash Management G.1. For programs funded by MDHHS on a reimbursement basis, are the costs paid for by the Agency before reimbursements are requested from MDHHS? G.2. For programs funded by MDHHS on a reimbursement basis, does the Agency have provisions in place for timely submission of requests for reimbursement? G.3. If MDHHS advances funds to the Agency for any programs, does the Agency have procedures in place to ensure that the time elapsed between the pre-payment (advance of funds) and disbursements are minimized (2 CFR 200.305(b))?
H. Equipment and Supplies H.1. If MDHHS grant funds were used to purchase equipment, were the items purchased specifically approved by MDHHS in the original or amended budget, and supported by approved invoices? H.2. Do Agency procedures designate the person(s) who should authorize equipment purchases? If yes, please list. H.3. Are inventory records maintained (for equipment costing over $5,000) as well as adequate safeguards over government- financed property and equipment including verification of equipment every two years (2 CFR 200.313(d)(1)&(2)&(3))? H.4. Are equipment inventory records maintained that provide the following detail per 2 CFR 200.313(d)(1): a. Item Description b. Serial Number c. Cost d. Acquisition/Disposal Dates e. Location/Responsible Program f. Funding Source g. Tag Number H.5. Are MDHHS grant-funded supplies maintained in a secure location with access limited to applicable program staff? H.6. Are there controls in place to prevent unauthorized consumption of MDHHS grant-funded supplies? H.7. Does the Agency maintain a perpetual inventory of MDHHS grant-funded supplies, and perform periodic physical inventories of grant supplies? If so, how often are the physical inventories performed?
I. Matching, Level of Effort, Earmarking I.1. Do the Agency’s financial reports to MDHHS include the required match, if applicable?
7
Y/N/NA COMMENTS I.2. Is the reported match from an allowable source and in compliance with the requirements specified at 2 CFR 200.306(b)? I.3. Does the Agency have procedures in place to ensure any required levels of effort are maintained? I.4. Were required levels of effort maintained? If not, please explain. I.5. Has the Agency adhered to all earmarks established by MDHHS grants? (e.g. Women’s Specialty Services target; maximum amount or percentage for program development and coordination activities; a minimum amount or percentage for services related to access, in-home services, and legal assistance; etc.) If not, please explain.
J. Procurement J.1. Does the Agency comply with the General Procurement Standards contained in 2 CFR 200.318, which include, but are not limited to the following: a. The non-Federal entity must have and use documented procurement procedures, consistent with State, local, and tribal laws and regulations and the standards of this section, for the acquisition of property or services required under a Federal award or subaward. The non-Federal entity’s documented procedures must conform to the procurement standards identified in 2 CFR 200.317 through 200.327 . b. Maintaining oversight to ensure that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders? c. Maintaining written standards of conduct covering conflicts of interest and governing the performance of its employees engaged in the selection, award and administration of contracts? d. Awarding contracts only to responsible contractors possessing the ability to perform successfully under the terms and conditions of a proposed procurement? e. Maintaining records sufficient to detail the history of procurement including the rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price? J.2. Does the Agency conduct all procurement transactions in a manner providing full and open competition consistent with the standards of 2 CFR 200.319? J.3. Does the Agency have written procedures for procurement transactions ensuring that all solicitations incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured; all requirements which the offerors must fulfill; and all other factors to be used in evaluating bids or proposals? (2 CFR 200.319(d)) J.4. Does the Agency comply with the following allowed methods of procurement and the requirements for each (including establishing appropriate thresholds) as specified in 2 CFR 200.320? a. Micro-purchases (generally < or = $10,000 without quotes if price is reasonable) b. Small purchase procedures (generally <$250,000 with quotes from adequate sources)
8
Y/N/NA COMMENTS c. Sealed bids d. Competitive proposals e. Non-Competitive procurement
K. Suspension and Debarment K.1. Did the Agency verify that subcontractors under covered transactions (procurement contracts for goods and services under a grant or cooperative agreement that are expected to equal or exceed $25,000, and all subawards to subrecipients irrespective of award amount) are not suspended or debarred or otherwise excluded? (Verification may be accomplished by checking the System for Award Management for excluded parties maintained by the General Services Administration at www.sam.gov, collecting a certification from the entity, or adding a clause or condition to the covered transaction with that entity per 2 CFR section 180.300)
L. Program Income L.1. Is program income (fees and collections) billed on a sliding fee scale, if applicable, and does the fee scale conform to applicable poverty guidelines? L.2. Are duplicate receipt slips prepared for every receipt, and a copy given to the client? L.3. Are all receipts recorded promptly and deposited daily or at appropriate intervals? L.4. If receipts must be kept overnight, are they adequately safeguarded? L.5. Is all MDHHS grant program revenue posted to separate program revenue accounts? L.6. Are duplicate deposit slips prepared? L.7. Are deposit slips stamped by the bank or treasurer’s office and checked against records of receipt? L.8. Does the Agency use program income for current costs, and deduct program income from total allowable costs to determine the net allowable costs (2 CFR 200.307(e))?
M. Reporting M.1. Are financial reports (e.g. Financial Status Reports, Statement of Expenditures) submitted timely to MDHHS? M.2. Do financial reports to MDHHS include actual costs, and not budgeted amounts? M.3. Do financial reports to MDHHS include costs in appropriate line item categories? N. Subrecipient Monitoring and Management (Section is applicable only if the Agency is acting as a pass- through entity and entering into subawards with subrecipients related to the subawards passed through by MDHHS to the Agency.) N.1. Are subrecipient activities supported by a current signed contract and budget for each subrecipient? N.2. Does the Agency identify every subaward to subrecipients as a subaward and include the following required information (2 CFR 200.332(a)(1)): a. Subrecipient’s unique entity identifier b. Federal award identification number c. Federal award date d. Subaward period of performance start and end dates e. Subaward budget period start and end dates 9
Y/N/NA COMMENTS f. Total amount of Federal award g. Federal award project description h. Name of Federal awarding agency, pass-through entity, and contact information for awarding official i. Assistance Listing number and name j. Whether the award is research and development k. Indirect cost rate N.3. Does the Agency communicate all requirements imposed on the subrecipient, including requirements imposed by MDHHS, so that the Federal award is used in accordance with Federal statutes, regulations and the terms and conditions of the Federal award? (2 CFR 200.332(a)(2)) N.4. Do the Agency subawards with subrecipients include a requirement that the subrecipient permit the pass-through entity and auditors to have access to the subrecipient’s records and financial statements as necessary? (2 CFR 200.332(a)(5)) N.5. Does the Agency evaluate each subrecipient’s risk of noncompliance with Federal statutes, regulations, and the terms and conditions of the subaward for purposes of determining the appropriate subrecipient monitoring? (2 CFR 200.332(b)) N.6. Does the Agency monitor the activities of subrecipients to ensure that the subawards are used for authorized purposes, in compliance with Federal statutes, regulations, and the terms and conditions of the subawards; and that subaward performance goals are achieved? (2 CFR 200.332(d)) N.7. Does the Agency monitor the subrecipients with on-site reviews? N.8. Does the Agency monitor the subrecipients with a financial review checklist? N.9. Does the Agency monitor the subrecipients with any other checklists or procedures? N.10. Does the Agency review financial and programmatic reports of the subrecipients? (2 CFR 200.332(d)(1)) N.11. Are subrecipients’ financial reports or billings reviewed by the Agency for budgetary compliance, and allowable costs before reimbursing the subrecipients? N.12. Does the Agency verify that subrecipients’ financial reports or billings report actual cost and revenue, and not budgeted amounts? N.13. Does the Agency review subrecipients’ time documentation for volunteer services used to meet match requirements, if applicable? N.14. Does the Agency test program income reported by subrecipients for accuracy and completeness? N.15. Does the Agency verify that subrecipients are audited as required by 2 CFR 200, Subpart F when it is expected that the subrecipients’ Federal awards expended during the fiscal year equaled or exceeded the threshold that triggers a Single Audit? (2 CFR 200.332(f)) N.16. Does the Agency receive and review subrecipients’ Single Audit Reports, if applicable? N.17. Does the Agency follow up and ensure that subrecipients take timely and appropriate action on all deficiencies pertaining to the Federal awards provided to the subrecipients that are detected through audits, on-site reviews, and written 10
Y/N/NA COMMENTS confirmation from the subrecipient, highlighting the status of actions planned or taken to address Single Audit findings related to the particular subaward? (2 CFR 200.332(d)(2)) N.18. Does the Agency issue management decisions for applicable audit findings (only those pertaining to the Federal award(s) provided to the subrecipients from the pass-through entity)? (2 CFR 200.332(d)(3)) N.19. Are management decisions issued within six months of receipt of the subrecipients’ audit reports?
Signature of authorized agency representative: ______Name and Title: ______Date: ______Phone Number: ______E-mail: ______For MDHHS use only: Evaluator’s Signature: ______Name and Title: ______Date: ______
11 ATTACHMENT B.4
MICHIGAN DEPARTMENT OF HEALTH AND HUMAN SERVICES INDIRECT COST: 10% DE MINIMIS RATE CALCULATION FISCAL YEAR 2022 Grant Agreements
Grantee Name:
Grant Program Name:
Grant Project (if applicable) BUDGETED AMOUNT TOTAL DIRECT EXPENDITURES Enter the total direct expenditures from the EGrAMS budget line called Total Direct Expenditures. A. $0 NOTE: For programs with In-Kind Match (including Volunteer and Volunteer Fringe Benefits) please deduct those costs. Only State Agreement and Cash expenses should be included. B. COSTS DISALLOWED FROM 10% DE MINIMIS RATE INDIRECT BASE DISALLOWED COSTS EXPENDITURES
Enter all costs for each category from the EGrAMS budget listed below. (The worksheet will calculate this column). C. Fringe Benefits: Tuition Remissions $0 $0 Calculation of disallowed "Contractual" costs over $25,000 per subaward. Enter the total subaward amount in column E for each sub-award. The worksheet will calculate the D. disallowed costs in column F. Contractual (List Sub awards Agency Name and Amount): NAME TOTAL AMOUNT 1) $0 $0 2) $0 $0 3) $0 $0 4) $0 $0 5) $0 $0
E. Equipment: $0 $0
F. Other Expenses: List total cost for the following sub-categories included in "Total Other Expenses" budget category: Rental Costs $0 $0 Scholarships/Fellowships $0 $0 Participant Support Cost $0 $0 Patient Care $0 $0
G. TOTAL DISALLOWED EXPENDITURES: $0 H. BASE EXPENDITURES (A-G) $0 I. 10% De Minimis Rate - up to 10%: 10% J. INDIRECT COST: (enter amount on budget) $0
Expenditures for Capital Outlay are not allowable for MDHHS Grants. If an exception is approved contact MDHHS Grants Section for further instructions.
Attachment B.4. (updated 1/2020) REQUEST:
1. To create one (1) SR funded Part-Time Non-Eligible 1,000 hours per year Public Health Educator III position within Health Promotion Services (#1060241-XXXXX).
PROPOSED FUNDING:
FY 22 Health Transforming Youth Suicide Prevention Grant
OVERVIEW:
The Health Division is applying to the Michigan Department of Health and Human Services Transforming Youth Suicide Prevention – 2022 grant program with the purpose of decreasing the rates of suicide in young adults aged 18– 24-year-olds who are not in a traditional college/university setting. The grant funding will be used to address youth suicide prevention in Oakland County through training of youth-serving professionals in the use evidence-based practices to prevent suicide and supporting local communities to implement suicide prevention best practices based on their needs. In order to accomplish this, it is requested to create one (1) Special Revenue (SR) Part-Time Non-Eligible (PTNE) 1,000 hours per year Public Health Educator III position within the Health Promotion Services/ Health Education unit (#1060241).
The application amount of $60,000 will be for the period October 1, 2021 through September 30, 2022.
COUNTY EXECUTIVE RECOMMENDATION: Recommended as Requested.
PERTINENT SALARIES FY 2021
Class Gr Base 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Year
Public Health HRL 27.2303 28.5519 29.8740 31.1956 32.5178 33.8394 35.1615 36.4831 Educator III /119
*Note: Annual rates are shown for illustrative purposes only.
SALARY AND FRINGE BENEFIT SAVINGS **Note: Fringe benefit rates displayed are County averages. Annual costs are shown for illustrative purposes only. Actual costs are reflected in the Miscellaneous Resolution.
Create one (1) SR PTNE 1,000 hrs/yr. Public Health Educator III position. 3 year step hourly rate ($) x 1,000 hrs. $31,196 Fringes @ 5.26% $1,641
Total Cost of Creation $32,837 Return to Agenda
MISCELLANEOUS RESOLUTION #21XXX BY: Commissioner Penny Luebs, Chairperson, Public Health and Safety Committee IN RE: SHERIFF'S OFFICE – FY 2022 AUTOMOBILE THEFT PREVENTION AUTHORITY (ATPA) - GRANT APPLICATION To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS The Oakland County Sheriff’s Office is applying to the State of Michigan, Automobile Theft Prevention Authority (ATPA), for grant funding in the amount of $1,058,070 with a required grant match of $1,058,070 totaling $2,116,140 for the period of October 1, 2021 through September 30, 2022; and WHEREAS the ATPA encourages multijurisdictional agreements; Oakland County’s grant application includes one Detroit position and Detroit’s grant application includes one Oakland County Sheriff’s Office position; and WHEREAS each participating municipality is responsible for their own match requirement; and WHEREAS the match requirements are broken down by agency: Oakland County $583,681, Pontiac $77,484, Hazel Park $64,272, Royal Oak $102,292, Farmington Hills $77,811, Southfield $91,352, and Detroit $61,178; and WHEREAS the application requests continuation funding for the following positions in the Sheriff’s Office: one (1) Special Revenue (SR) Full-Time Eligible (FTE) Sergeant position (#4030901-10333), five (5) SR FTE Deputy II positions (# 4030901 - 06108, 06109, 06147, 06148, and 11067), and one (1) SR Part-Time Non-Eligible (PTNE) 1,000 hours per year Court Park Deputy position (#4030901-12036); and WHEREAS the application requests continuation funding for one (1) General Fund/General Purpose (GF/GP) FTE Deputy II position (#4030601-11149) contracted with the City of Pontiac; and WHEREAS the grant application also requests funding for overtime, vehicles and mileage, investigative supplies, cell phones, landline phones, copier, membership dues, training, office supplies, GPS tracker yearly subscription, communication devices monthly service, and Vigilant software; and WHEREAS funding for (1) SR FTE Deputy II position (#4030901-10898) in the Sheriff’s Office, who is assigned to the Detroit ATPA program, one (1) unmarked vehicle with radio, overtime cost, and cell phone are requested under the City of Detroit ATPA grant application; and WHEREAS the grant application has completed the Grant Review Process in accordance with the Grants Policy approved by the Board at their January 21, 2021 meeting. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the submission of the grant application to the State of Michigan, Auto Theft Prevention Authority in the amount of $1,058,070 with a grant match of $1,058,070 totaling $2,116,140 for the period of October 1, 2021 through September 30, 2022. BE IT FURTHER RESOLVED that application and future acceptance of this grant does not obligate the County to any future commitment and continuation of this program is contingent upon continued future levels of grant funding. BE IT FURTHER RESOLVED a budget amendment is not required at this time. Chairperson, on behalf of the Public Health and Safety Committee, I move the adoption of the foregoing resolution.
______Commissioner Penny Luebs, District #16 Chairperson, Public Health and Safety Committee GRANT REVIEW SIGN-OFF – Sheriff’s Office
GRANT NAME: FY 2022 Auto Theft Prevention Authority (ATPA) Grant FUNDING AGENCY: State of Michigan DEPARTMENT CONTACT PERSON: Sgt. Michael Ritchie / (248) 858-1707 STATUS: Application (Greater than $50,000) DATE: 05/03/21
Please be advised the captioned grant materials have completed internal grant review. Below are the returned comments.
You may now obtain the Board Chair’s signature for submittal of the application. The grant application package (which should include this sign-off and the grant application with related documentation) as well as the Report from Fiscal Services to the Board Chairperson may be submitted to the Board of Commissioners for placement on the agenda(s) of the appropriate Board of Commissioners’ committee(s).
DEPARTMENT REVIEW
Management and Budget: Approved by M&B.
The draft resolution should be updated to reflect what the County’s match requirement would be for the Sheriff’s office and what the match requirement would be from the other participating jurisdictions. The amount that is currently available in the County’s budget for the ATPA grant is ~$471K based on the prior award. If there is an increase of match requirement on the County side, match funding will need to be reviewed for subsequent grant acceptance (Terri – please determine amount so match funding can be reviewed). Also, the copy of the updated grant application noting the “project director” signature line (as previously suggested by Corp Counsel) must be redacted to remove officer names when posting for the committee packets.– Lynn Sonkiss (05/02/21)
[draft resolution updated, updated grant application redaction completed 05/03/21]
Human Resources: Approved by HR. Continues positions with no changes, so no HR action needed.– Heather Mason (04/28/21)
Risk Management: Application approved by Risk Management. – Robert Erlenbeck (04/28/21)
Corporation Counsel: As in previous years, on page seven, I would recommend putting a line through “Authorized Official” above Lieutenant Steve Jacobs’ name so it reads “Name and Title of AUTHORIZED OFFICIAL/PROJECT DIRECTOR”, to make it clear that Lt. Reyes is only the Project Director, and not the “[i]ndividual authorized to enter into an agreement with the ATPA in order to accept grant funds.”
Other than what is noted above, there are no outstanding legal issues.– Sharon Kessler (04/28/21)
GRANTS-031 (03/2020) MICHIGAN STATE POLICE Automobile Theft Prevention Authority Page 1 of 13
AUTOMOBILE THEFT PREVENTION AUTHORITY (ATPA) GRANT APPLICATION OVERVIEW
The ATPA was established in 1986 to reduce motor vehicle theft in Michigan. The ATPA provides grants on a competitive basis for programs to reduce motor vehicle theft. Grant funds cannot be used for any other purpose.
Law enforcement agencies, prosecutors, and organizations qualified as a 501(c)(3) non-profit are eligible to apply for an ATPA grant. Grants will only be awarded for enforcement, prosecution, community awareness, and prevention programs aimed at reducing motor vehicle theft.
The grant application is available on the ATPA website at www.michigan.gov/atpa. The application form is located at the bottom of the web page under “ATPA Forms.” Be sure to save these files to your computer before completing.
Match Required: Non-profit organizations: • No matching funds are required. All other agencies, including law enforcement agencies and prosecuting attorney’s offices: • The matching fund requirement is 50 percent cash match of the total approved budget.
Deadline: The application must be received on or before June 1, 2021. Incomplete applications will not be accepted.
Required: The following must be submitted: • Completed application with signatures and supporting budget documentation. • An 8 ½” x 11” map that displays the area served by the proposed project.
In addition, non-profit organizations must provide: • A copy of the organization’s bylaws. • A copy of the organization’s Articles of Incorporation filed with the State of Michigan. • A copy of the organization’s determination letter from the Internal Revenue Service recognizing the organization’s tax-exempt status under section 501(c)(3) of the Internal Revenue Code.
Submission: Scan and email an electronic copy of the signature page. This should include the saved electronic version of your application with signatures and supporting documentation. These documents should be emailed to the ATPA at [email protected]. Keep a copy of the entire application for your records, including the instructions and any attachments.
You DO NOT need to send a paper copy to the ATPA.
For additional information or application assistance, contact the ATPA at [email protected].
GRANTS-031 (03/2020) MICHIGAN STATE POLICE Automobile Theft Prevention Authority Page 2 of 13
ATPA GRANT CONDITIONS
A. DURATION OF GRANT The grantee understands that grant initiatives may be planned over a period of years; however, each grant will be approved by the ATPA on a yearly basis. The grantee must submit an application each grant year if they wish to continue the grant beyond the initial grant period. The ATPA will approve renewal applications based on the grantee’s previous accomplishments and successes.
B. IMPLEMENTATION OF GRANT PROJECT The grantee agrees to implement the grant within 90 days following the grant award effective date or be subject to automatic cancellation of the grant.
C. PROJECT MODIFICATION (ATPA Project Modification Request form, GRANTS-034) 1. The grantee agrees not to make any modification of the approved budget including, but not limited to, the participating agencies, program, or budget, without the prior written approval of the ATPA. a. Grant revisions must be submitted via the GRANTS-034 form to the ATPA at least 30 days in advance of the need for the change. The revision must be approved by the ATPA before the modification may be implemented. 2. The grantee agrees to provide the ATPA with written notification of any changes in personnel to the grant project director position, financial officer, grant project contact, and grant-funded staff. 3. When an agency withdraws an employee from the ATPA team, the ATPA approved budget for that position will remain with the ATPA team. The grant project director must inform the ATPA immediately when the withdrawal occurs by completing and submitting the GRANTS-034 form. The vacant position will become unfunded unless filled within 30 days, or an extension request has been submitted via email to the ATPA and approved in writing by the ATPA.
D. EXPENDITURES 1. The Grantee understands and agrees that all expenditures from the grant will: a. Be necessary for the proper and efficient administration of the grant and be allowable to it under the principles and standards provided herein. b. Be permissible under state and federal law and consistent with statewide policies, regulations, and practices. c. Not result in profit to the grantee or governmental unit. d. Be incurred on or after the date of authorization to proceed, or the first day of the grant period, whichever is later, and on or before the end of the grant period. e. Be adequately supported by source documentation. 2. The grantee agrees to use the approved purchasing practices and bid procedures required by the applicable agency, jurisdiction, or organization for expenditures involving grant activity. 3. The grantee agrees to maintain accounting records following generally accepted accounting principles for the expenditure of grant funds. The grantee agrees to record all revenues and expenditures in a fund or account separate from the grantee’s other funds or accounts. 4. The grantee understands that all state agency projects must have a legislative budget appropriation to accept ATPA funds. 5. The grantee agrees to maintain all documentation for costs incurred for a five-year period following the final payment of the grant. 6. Costs incurred prior to the starting date or after the ending date of the grant are ineligible for reimbursement.
E. EQUIPMENT 1. The grantee understands that “equipment” is defined as any non-expendable, tangible, personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. Items with a useful life of more than one year, but with an acquisition cost of less than $5,000, will not be considered equipment for purposes of this grant. Any equipment purchased through a grant by a state agency must also adhere to all state equipment control procedures. 2. The grantee agrees that all equipment purchased under the grant will be used exclusively for motor vehicle theft prevention purposes, not only during the period of the grant but for the entire useful life of the equipment.
GRANTS-031 (03/2020) MICHIGAN STATE POLICE Automobile Theft Prevention Authority Page 4 of 13
ATPA GRANT APPLICATION INSTRUCTIONS
Applicant Information Name of Applicant Organization: One organizational unit that will be responsible for the administration of the grant in accordance with the grant conditions (e.g., “City of (Blank) Police Department”). This organization will be the fiduciary for the grant. The fiduciary will be responsible for receiving and distributing grant funds to participating team members, receiving and compiling reports from team members, and submitting grant reports quarterly to the ATPA via email. ATPA Grant Project Number: Number referenced on all grant documents (first-time applicants will not have a grantee project number).
Grant Project Title: Short name (acronym). Authorized Official/Project Director: Individual authorized to enter into an agreement with the ATPA in order to accept grant funds. The ATPA will not pay the salary of the person in this position. This person cannot be the same as the Project Director.
Project Contact: Individual responsible for the implementation of the grant and the submission of the progress reports.
Project Financial Contact: Individual is responsible for gathering necessary financial information from team members and for preparing and submitting required financial reports
Program Information Provide narratives related to the goals, outcomes, trends, and initiatives of the grant project.
Budget Detail Sworn Employees: “Sworn employees” are defined as police officers and assistant prosecutors with criminal investigative powers. Enter wages, the cost of fringe benefits, and overtime wages paid for each sworn employee. Add together wages, the cost of fringe benefits, and overtime wages paid and enter the total in the “Total Sworn” column. The “Total Sworn Employees” box at the bottom of the page will automatically add each identified cost for a grand total.
Other Employees: “Other employees” include administrative assistants, motor vehicle theft prevention technicians, vehicle information number etching technicians, etc. Enter wages, the cost of fringe benefits, and overtime wages paid for each other employee. Add together wages, the cost of fringe benefits, and overtime wages paid, and enter the total in the “Total Other” column. The “Total Other Employees” box at the bottom of the page will automatically add each identified cost for a grand total.
Vehicle Usage: “Vehicle usage” includes the lease/purchase of the vehicle, maintenance, gasoline, insurance, and necessary equipment based on your organizational type. Enter all vehicle usage in the columns provided. The total for this section must be manually added and entered in the “Total Vehicle Usage” box; this total does not automatically calculate. Field Operations: “Field operations” includes equipment and supplies necessary for field operations. Equipment is defined as any non-expendable tangible personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit. Any equipment purchased through a grant to a state agency must also adhere to all state equipment control procedures. Include other costs related to the grant project. Adequate detail and justification must be furnished to support the costs included. Enter all field operations in the columns provided. The total for this section must be manually added and entered in the “Total Field Operations” box; this total does not automatically calculate. Office Operations: “Office operations” includes equipment and office supplies necessary for office operations, as well as other costs related to the project. Adequate detail and justification must be furnished to support the costs included. Enter all office operations in the columns provided. The total for this section must be manually added and entered in the “Total Office Operations” box; this total does not automatically calculate. Grand Total: You must manually add together “Total Sworn Employees,” “Total Other Employees,” “Total Vehicle Usage,” “Total Field Operations,” and “Total Office Operations” and enter your grand total in the “Grand Total” box. GRANTS-031 (03/2020) MICHIGAN STATE POLICE Automobile Theft Prevention Authority Page 5 of 13
Eligible Expenditures: (All eligible expenditures listed below with identified amounts are the ATPA portion; agencies are responsible for appropriate match. Any expenditure not detailed below must have approval from the ATPA prior to acquisition/purchase.) - Regular salaries. - Longevity costs. - Fringe benefits (FICA, unemployment, workers compensation, retirement, life, medical, dental and vision insurance). - Overtime hours. Hours must not exceed twenty percent of the total sworn employees budgeted salary/fringe amount. This amount is cumulative for the team and can be utilized at the teams’ discretion. For grantees only paying overtime, this limit does not apply.
- Travel and meals. Travel outside normal territory, not to exceed $2,500 per employee/per year.
- Vehicle operation cost. Not to exceed: o Law enforcement agency - Calculated at $10,000 per employee/per year; costs are cumulative, not limited per employee. Only vehicles engaged in road patrols/investigations are eligible. o Prosecutor’s office - $750 per assistant prosecuting attorney/per year for mileage and parking reimbursement. Non-profit organization - $1,500 per employee/per year for mileage reimbursement. o - Office space or utilities. Requires prior approval. - Office furniture - Requires prior approval. - Copier purchase/usage. Not to exceed: o Law enforcement agency - $1,200 per year. o Prosecutor’s office - $1,200 per year. o Non-profit agency - $2,400 per year. - Phone installation. Prior approval is required. - Landline phone purchase/usage. Not to exceed: o Law enforcement agency and prosecutor’s office - $750 per person/per year. o Non-profit agency - $1,500 per year. - Office supplies. Not to exceed $200 per year/per person. - Investigative supplies for law enforcement agency (sworn employees only), not to exceed $300 per year/per person. - Computer purchase. Prior approval is required. - Cell phone purchase/usage. Prior approval is required. - Motor vehicle theft-related association dues, including dues to the International Association of Automobile Theft Investigators and Michigan Association of Vehicle Theft Investigators. - Training or conference for educational purposes relating to vehicle theft/fraud investigations. Prior approval is required. Ineligible Expenditures: (This is not an all-inclusive list. Prior approval is required for any expenditure(s) not listed below.)
- Inordinate fringes, including, but not limited to, lump-sum payments (e.g., banked sick/vacation time, bonuses, pensions, health benefits, and holiday pay). - Health care benefit waiver bonuses. - Indirect costs. - Expenditure(s) incurred before or after the grant period. - Any administrative costs not directly related to the administration of this grant. - In-car terminals and system.
GRANTS-031 (03/2020) MICHIGAN STATE POLICE Automobile Theft Prevention Authority Page 6 of 13
- Law Enforcement Information Network (LEIN) usage fees. - Vehicle, liability, or professional insurance. - Non-motor vehicle theft related membership and agency dues. - Entertainment. - Expenditures in excess of approved budget. - Clothing/cleaning/gun allowance. - Emergency response compensation. - Show-up pay. - Educational incentives (e.g., college courses and trade schools). - First-class travel. - Costs in applying for this grant (e.g., consultants and grant writers). - Personnel, including law enforcement officers, not connected to the project to which this grant refers. - Fundraising and any salaries or expenses associated with the fundraising. - Legal fees. - Purchase of promotional items, unless prior approval is received in writing. - Contributions and donations. - Fines and penalties. - Losses from uncollectible bad debts. - Purchases of land. - Military-type equipment such as armored vehicles, explosive devices, and other items typically associated with military arsenal. - Construction costs and/or renovation, including remodeling. - Expert witness fees. - Weapons, including tasers. - Conducting law enforcement operations with the intent of generating revenue for personal or agency gain through deceitful, fraudulent, unethical, or illegal methods.
GRANTS-031 (03/2020) MICHIGAN STATE POLICE Automobile Theft Prevention Authority Page 8 of 13
Program Information
LAW ENFORCEMENT
1. General Overview
For the following section, provide specific, detailed explanation of existing motor vehicle theft/fraud issues in your jurisdiction. Include statistics and analysis that validate the issues identified. Describe, in detail, current program/project. New grantees can answer N/A for those questions that do not apply.
What motor vehicle theft/fraud issues currently exist in your jurisdiction that warrant funding from the ATPA? Our biggest issue existing in Oakland County is the theft of high-performance vehicles, specifically Dodge Chargers and Challengers with high-end engines (Hellcat and Scat pack models), along with Jeep Trackhawks. There is a large engine and drive train demand for these model vehicles. Key Fob reprogramming is becoming more popular and thieves have acquired the technology to steal these vehicles in under two minutes. Once the ignition is defeated by reprogramming a new key, they are able to quickly drive away with the vehicle.
Dealership frauds are a continuous issue. These schemes include identity theft, fraudulent credit applications, and title fraud. Vehicle dealership theft is achieved by these fraudulent actions with falsified documents. This form of vehicle theft is very popular with criminals. Once the vehicle has been driven off the lot, the vehicles are then taken out of state and sold to innocent buyers.
Catalytic convertor thefts are on the rise. The increase in value of precious metals has warranted these thefts.
Stealing wheels and tires is still very popular with thieves and exists as a continuing issue in Oakland County.
Describe any existing organizations, partnerships, or community groups that are involved in the reduction of motor vehicle theft/fraud in your jurisdiction. Have you done any collaboration with them? If so, please advise of any successes you achieved. We have collaborated extensively with the Corporate Investigations at Stellantis team (Chrysler.) We have also collaborated with other ATPA teams in identifying the groups of thieves targeting high-performance vehicles.
We also meet with local dealerships on a regular basis to brainstorm solutions to limit theft. This includes dealership awareness in spotting falsified documents.
We are still working with the investigative teams and the nationwide head of security from Home Depot. We have arranged for any thefts from a Home Depot located in Oakland County to contact our unit directly.
We continue our partnerships with insurance companies, Michigan Department of State, rental companies, as well as other law enforcement agencies.
Have you conducted any community outreach, presentations, or training that would help reduce motor vehicle theft/fraud in your jurisdiction? If so, what impact has it had? It has been very difficult to do any outreach this past year with COVID. However, we do have a training session with every newly hired deputy, making them aware of the unit and what to look for when they are patrolling the streets. Regarding impact, the new officers are actively looking for signs they were taught, rather than waiting to respond to a call.
Please list any training or equipment you have received from the ATPA in FY 2021. Please include any metrics or benefits it provided your team. Due to COVID, unfortunately there has been no in-person training in FY2021.
Purchase requests for ATPA FY 2021 equipment funds included a Snap On Ethos Edge Vehicle Diagnostics tool and FLIR Scout Thermal Imaging Monoculars.
In FY 2022, the ATPA board is considering reimbursement for equipment at 100 percent, if this were approved, what equipment would you request? (Please provide current quotes for all equipment requests.) We would request the License Plate Recognition (LPR) annual service for Vigilant's Commercial Database. Their GRANTS-031 (03/2020) MICHIGAN STATE POLICE Automobile Theft Prevention Authority Page 9 of 13
current quote is $32,750.
2. Program Goals and Objectives
For the following section, explain how you intend to combat, prevent, and reduce motor vehicle theft/fraud. Goals and objectives should be specific, measurable, realistic, and result oriented.
What were your goals for the previous grant period, and did you achieve them? If yes, please provide data for your response. (For grant recipients from the prior year only.) One of our goals was to maintain relationships with big box home improvement stores and local rental businesses. In meeting with regional security for Home Depot, they have changed their policy on how their stores rent heavy equipment. There has been a significant drop in these thefts.
We also tried to increase specialized training for unit members related to organized crime, money laundering, and identity thefts. This was to enhance the ability to identify, respond, and prosecute those involved in these crimes which routinely connect to auto theft. Due to COVID, we were unable to get any "in person" training. However unit members did attend several Zoom training sessions, which were very informative.
Identify new goals for the FY 2022 grant period and how you plan to attain the stated goals. New goals for the FY 2022 grant period include establishing a task force with agencies in the Metro Detroit area. Teams will discuss cases and identify crews responsible for the thefts. They will also track and monitor recovery locations and set up surveillance in those areas.
With access to the commercial database for our license plate cameras, we would identify areas where vehicles are recovered. We will use the crime data map, along with the ATPA analyst, to track common license plates for suspects in those areas.
We will target areas of theft using the license plate readers and build the database of license plates in that area. It will identify license plates not registered to the area.
We will also identify possible chop shops and locations that stolen vehicles and engines are being dismantled and sold.
Identify significant accomplishments during the current grant year. Our cases are more complex and involve multiple law enforcement agencies (local, state and federal.)
GRANTS-031 (03/2020) MICHIGAN STATE POLICE Automobile Theft Prevention Authority Page 10 of 13
Program Information
PROSECUTORS
1. General Overview
For the following section, provide specific, detailed explanation of existing motor vehicle theft/fraud issues in your jurisdiction. Include statistics and analysis that validate the issues identified. Describe, in detail, current program/project. New grantees can answer N/A for those questions that do not apply.
Describe any existing organizations, partnerships, or community groups that are involved in the reduction of motor vehicle theft/fraud in your jurisdiction. Have you done any collaboration with them? If so, please advise of any successes you achieved.
Have you conducted any community outreach, presentations, or training that would help reduce motor vehicle theft/fraud in your jurisdiction? If so, what impact has it had?
What innovative prosecution methods have you implemented in your jurisdiction to ensure the maximum prosecution for automobile related crimes?
Please list any training or equipment you have received from the ATPA in FY 2021. Please include any metrics or benefits it provided to your team.
In FY 2022, the ATPA board is considering reimbursement for equipment at 100 percent, if this were approved, what equipment would you request? (Please provide current quotes for all equipment requests.)
2. Program Goals and Objectives
For the following section, explain how you intend to combat, prevent, and reduce motor vehicle theft/fraud. Goals and objectives should be specific, measurable, realistic, and result oriented.
What were your goals for the previous grant period, and did you achieve them? If yes, please provide data for your response. (For grant recipients from the prior year only.)
Identify new goals for the FY 2022 grant period and how you plan to attain the stated goals.
Identify significant accomplishments during the current grant year.
GRANTS-031 (03/2020) MICHIGAN STATE POLICE Automobile Theft Prevention Authority Page 11 of 13
Program Information
NON-PROFIT COMMUNITY AND TRAINING GROUPS
1. General Overview
For the following section, provide specific, detailed explanation of existing motor vehicle theft/fraud issues in your jurisdiction. Include statistics and analysis that validate the issues identified. Describe, in detail, current program/project. New grantees can answer N/A for those questions that do not apply.
Identify your target population and the geographical target area. Are there unique characteristics or abnormalities in your jurisdiction? (i.e., specific victim groups, organized gang activity, etc.)
Describe any existing organizations, partnerships, or other groups that are involved in the reduction of motor vehicle theft/fraud in your jurisdiction and descr be how you work with them.
What innovative methods have you implemented to combat, prevent, and/or reduce motor vehicle theft/fraud and list any successes related to those methods?
2. Program Goals and Objectives
For the following section, explain how you intend to combat, prevent, and reduce motor vehicle theft/fraud. Goals and objectives should be specific, measurable, realistic, and result oriented.
What were your goals for the previous grant period, and did you achieve them? If yes, please provide data for your response. (For grant recipients from the prior year only.)
Identify new goals for the FY 2022 grant period, and how you plan to attain the stated goals.
How will your organization raise awareness of the auto theft issue in your jurisdiction?
Return to Agenda
MISCELLANEOUS RESOLUTION #21xxx BY: Commissioner Penny Luebs, Chairperson, Public Health and Safety Committee IN RE: SHERIFF’S OFFICE — 2021 MARINE SAFETY PROGRAM – GRANT ACCEPTANCE To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Sheriff's Office applied for $475,678 and was awarded $175,050 in grant funding from the Michigan Department of Natural Resources for Public Act 451 funding administered through the Marine Safety Grant Program to conduct Marine Safety activities; and WHEREAS the grant award is $13,500 more than last year’s award; and WHEREAS the total award funding of $175,050 consists of $78,000 in state funding and $97,050 in federal funding; and WHEREAS the 2021 grant program period is January 1, 2021 through December 31, 2021 for state funding and January 1, 2021 through September 30, 2021 for federal funding; and WHEREAS there is a 25% match of $26,000 (state funding divided by 75% then multiplied by 25%) required on the state funding and no match required on the federal funding. The county match is included in the FY 2021 Sheriff’s Office Patrol Services Division General Fund budget; and WHEREAS funding covers partial reimbursement of salaries and other operating expenses; and WHEREAS the grant award has completed the Grant Review Process in accordance with the Grants Policy approved by the Board at their January 21, 2021 meeting. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the 2021 Marine Safety Grant Award from the Michigan Department of Natural Resources, for the period January 1, 2021 through December 31, 2021, in the amount of $175,050. BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to execute the grant agreement and to approve any grant amendments, within fifteen percent (15%) of the original award, which are consistent with the original agreement as approved. BE IT FURTHER RESOLOVED that acceptance of this grant does not obligate the County to any future commitment and continuation of this program is contingent upon continued future levels of grant funding. BE IT FURTHER RESOLVED the FY 2021 – FY 2023 budgets are amended as follows:
GENERAL FUND (#10100) FY 2021 – FY 2023 PCBU: GRANT; Project #100000003430 Budget Ref. 2021 (Federal only) Revenue 4030601-116200-626619-100000003430 Sheriff Marine Safety $13,500 9010101-196030-665882 Planned Use of Balance ($13,500) Total Revenue $ 0
Chairperson, on behalf of the Public Health and Safety Committee, I move adoption of the foregoing resolution.
______Commissioner Penny Luebs, District #16 Chairperson, Public Health and Safety Committee GRANT REVIEW SIGN-OFF – Sheriff’s Office
GRANT NAME: 2021 Marine Safety Program FUNDING AGENCY: Michigan Department of Natural Resources for and on behalf of the State of Michigan DEPARTMENT CONTACT: Sgt. Brian Burwell / (248) 858-1664 STATUS: Grant Acceptance (Greater than $10,000) DATE: 04/23/21
Please be advised the captioned grant materials have completed internal grant review. Below are the returned comments.
The Board of Commissioners’ liaison committee resolution and grant acceptance package (which should include this sign- off and the grant agreement/contract with related documentation) may be requested to be placed on the agenda(s) of the appropriate Board of Commissioners’ committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Management and Budget: Approved by M & B.
The draft resolution will be updated to include the budget amendment associated with this award. – Lynn Sonkiss (04/21/20)
Human Resources: Approved by HR. No position implications, so no HR action needed. – Heather Mason (04/20/21)
Risk Management: Approved by Risk Management. – Robert Erlenbeck (04/22/21)
Corporation Counsel: Grant Agreement approved by Corporation Counsel (no legal issues)– Sharon Kessler (04/21/21)
From: [email protected] To: West, Katie; Miller, Janine; Coulter, Wendy K; Fisher, Diana Subject: Marine Safety Grant MS21-017 Funded Date: Thursday, April 15, 2021 3:56:57 PM
Congratulations! On behalf of the Department of Natural Resources (DNR), this letter is to inform you that your County Sheriff Department has been approved to receive funding for a Marine Safety grant. Funds may be used for boating safety education, marine safety patrols and related law enforcement activities, livery inspections, and program administration.
The grant amounts were calculated based on the grant awards and expenditures incurred for the most recent three years and adjusted for all counties to fully utilize the state and federal funds available for marine grants this year.
You are reminded that only expenditures that pertain to the Marine Safety program are eligible for reimbursement under the grant. Please refer to the “Reimbursement Procedures IC1929-2” for additional information.
All of the required Marine Safety forms are available on our website at www.michigan.gov/dnr, click on “Buy and Apply”, “Marine Safety Grants” (under “Law Enforcement and Safety” heading) and “Forms and Information for Applicants and Grantees.”
If you have any questions or concerns regarding your Marine Safety grant, please feel free to contact Christie Bayus at [email protected]. From: [email protected] To: West, Katie Cc: Miller, Janine; Coulter, Wendy K; Fisher, Diana Subject: Marine Safety Grant Agreement Issued Date: Thursday, April 15, 2021 5:22:39 PM
Dear Oakland County Sheriff's Department,
A grant agreement for has been created for MS21-017. Please log in to MiRecGrants to review and submit your grant agreement.
TO REVIEW YOUR PROJECT AGREEMENT DOCUMENT IN MiRecGrants: 1. Log into the MiRecGrants website 2. Click on the blue “My Grants” tab 3. Enter the current year in the Year box (all other fields should be left blank) and click the Search button 4. Click on your underlined project number (Example: MS14-001) 5. Click on the Project Agreement page 6. On the agreement page, select the blue link on the top of the page “Click Here to view the Project Agreement” 7. Print the grant agreement, sign and upload the document for DNR Review. 8. Complete the Grantee's Representative information. 9. After Saving the page, click on the Status Changes and apply the status of ‘Grant Agreement Submitted.’
PLEASE NOTE : If Federal Funds are included in the grant, click the link to Federal Assurances. Print, sign and upload this document into MiRecGrants.
After the agreement has been reviewed and approved by DNR, a fully executed grant agreement, with signatures from the Department, will be uploaded to the Project Agreement page. Michigan Department of Natural Resources - Grants Management 2021 MARINE SAFETY PROGRAM (STATE AND FEDERAL FUNDING) GRANT AGREEMENT Required by authority of 1994 PA 451, as amended, and 1972 PA 227.
This Agreement is between the Michigan Department of Natural Resources for and on behalf of the State of Michigan (“DEPARTMENT”) and Oakland County Sheriff's Department (“GRANTEE”).
1. The GRANTEE has been approved by the DEPARTMENT to receive Marine Safety program funding for:
Federal Funds (100%) State Funds (75%)
Operating $97,050.00 $78,000.00
Equipment $0.00 $0.00
Salaries, Wages and Benefits for: v Marine Safety Law Enforcement and Related Activities; v Instruction of Boating Safety Courses; v Inspection of Boat Liveries; v Attendance at Authorized Marine Safety Training (attendance at the Department’s Annual Administrators’ Workshop and the Michigan Sheriffs’ Association’s New Marine Officers Training are pre -authorized). Operating Expenses for the Scope Items Listed Above, including: v Purchase of fuel, oil, and parts for patrol vehicles, watercraft, and trailers; v Travel expenses; v Uniforms, personal flotation devices, boat shoes, etc.; v Leasing of vehicles, dockage, storage, eligible office space; v Boat repair, replacement and/or servicing of boat outfitting equipment. 2. Salary and Wages are reimbursable to the GRANTEE at the employees’ hourly rate. Overtime is only eligible if the employee worked in excess of 80 hours for full time employees and 40 hours for part time employees in a pay period on Marine Safety duties. 3. The percentage of the GRANTEE’S total budget devoted to operating expenses shall not exceed Forty percent (40%), unless prior approval has been obtained from the DEPARTMENT.
4. Federal funding from the award Recreational Boating Safety 16.01.26 is provided to state agencies under the authority of 46 U.S.C. 13103(a)(2) and (3). The State of Michigan has received a federal funding apportionment for fiscal year 2021 through the United States Coast Guard, Department of Homeland Security. From this federal funding the amount shown below is provided to the GRANTEE by the DEPARTMENT for the purpose of supporting the GRANTEE’S Marine Safety program. Reference the “Department of Homeland Security, United States Coast Guard, Boating Safety Financial Assistance CFDA 97.012, and passed through by Department of Natural Resources” on your single audit reports and other financial statements as required.
The DEPARTMENT agrees to reimburse the GRANTEE a sum of money equal to 100% of the total eligible costs toward completing the scope of work listed above, but not to exceed Ninety Seven Thousand Fifty Dollars and Zero Cents ($97,050.00).
There is no local match required for this reimbursement.
The Agreement period for federal funding is January 1, 2021 through September 30, 2021.
Completed reimbursement request and documentation of operating expenditures are due no later than October 31, 2021.
Part 801 Marine Safety, of the Michigan Natural Resources and Environmental Protection Act (1994 PA 451, as amended), authorizes the distribution of revenues to counties from the Marine Safety Fund, for the purpose of supporting county Marine Safety programs. State funding, in the amount shown below is provided to the GRANTEE by the DEPARMENT for the purpose of supporting the GRANTEE’S Marine Safety program.
MS21-017 Page 1 of 3 The DEPARTMENT agrees to reimburse the GRANTEE a sum of money equal to 75% of total eligible costs toward completing the scope of work listed above, but not to exceed Seventy Eight Thousand Dollars and Zero Cents ($78,000.00).
A local match of at least 25% of total eligible costs is required for this reimbursement.
The Agreement period for state funding is January 1, 2021 through December 31, 2021.
Completed reimbursement request and documentation of operating expenditures are due no later than March 1, 2022.
5. This Agreement shall be administered on behalf of the DEPARTMENT through Grants Management. All reports, documents, or actions required of the GRANTEE shall be submitted through the MiRecGrants website unless otherwise instructed by the DEPARTMENT. 6. Reimbursement will be made only upon DEPARTMENT review and approval of a complete reimbursement request submitted by the GRANTEE through the MiRecGrants website. 7. The GRANTEE may not assign or transfer any interest in this Agreement to any other agency , group or individual. 8. The GRANTEE shall display valid and proper state of Michigan registration on all vessels and comply with the state of Michigan life jacket regulations. 9. This Agreement may be canceled by the DEPARTMENT, upon 30 days written notice, due to Executive Order, budgetary reduction, other lack of funding, upon request by the GRANTEE, or upon mutual Agreement by the DEPARTMENT and GRANTEE. The DEPARTMENT may honor requests for just and equitable compensation to the GRANTEE for all satisfactory and eligible work completed under this Agreement up until 30 days after written notice, upon which time all outstanding reports and documents are due to the DEPARTMENT and the DEPARTMENT will no longer be liable to pay the GRANTEE for any further charges to the grant. 10. The GRANTEE agrees not to discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions, or privileges of employment, or a matter directly or indirectly related to employment, because of because of religion, race, color, national origin, age, sex, sexual orientation, height, weight, marital status, partisan considerations, or a disability or genetic information that is unrelated to the person's ability to perform the duties of a particular job or position. The GRANTEE further agrees that any subcontract shall contain non-discrimination provisions which are not less stringent than this provision and binding upon any and all subcontractors. A breach of this covenant shall be regarded as a material breach of this Agreement . 11. The GRANTEE agrees to follow the DEPARTMENT procedure policy: a. The GRANTEE will openly advertise and seek written bids for contracts for purchase or services with a value equal to or greater than $50,000.00 and accept the lowest qualified bid. b. The GRANTEE will solicit three (3) written quotes for contracts with purchases or services between $5,000.00 and $50,000.00. 12. The Agreement may be executed separately by the parties. This Agreement is not effective until: v The GRANTEE has signed it and returned it, and v The DEPARTMENT has signed it. The individuals signing for the parties indicated below certify by their signatures that they have the authority to do so and will ensure that the terms of the Agreement are fulfilled.
MS21-017 Page 2 of 3 GRANTEE
SIGNED:
By:
Printed Name:
Title:
Date:
MICHIGAN DEPARTMENT OF NATURAL RESOURCES
SIGNED:
By:
Title:
Date:
MS21-017 Page 3 of 3 OMB Number: 4040-0007 Expiration Date: 02/28/2022
ASSURANCES - NON-CONSTRUCTION PROGRAMS Public reporting burden for this collection of information is estimated to average 15 minutes per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0040), Washington, DC 20503.
PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET. SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY.
NOTE: Certain of these assurances may not be applicable to your project or program. If you have questions, please contact the awarding agency. Further, certain Federal awarding agencies may require applicants to certify to additional assurances. If such is the case, you will be notified.
As the duly authorized representative of the applicant, I certify that the applicant:
1. Has the legal authority to apply for Federal assistance Act of 1973, as amended (29 U.S.C. §794), which and the institutional, managerial and financial capability prohibits discrimination on the basis of handicaps; (d) (including funds sufficient to pay the non-Federal share the Age Discrimination Act of 1975, as amended (42 U. of project cost) to ensure proper planning, management S.C. §§6101-6107), which prohibits discrimination on and completion of the project described in this the basis of age; (e) the Drug Abuse Office and application. Treatment Act of 1972 (P.L. 92-255), as amended, relating to nondiscrimination on the basis of drug 2. Will give the awarding agency, the Comptroller General abuse; (f) the Comprehensive Alcohol Abuse and of the United States and, if appropriate, the State, Alcoholism Prevention, Treatment and Rehabilitation through any authorized representative, access to and Act of 1970 (P.L. 91-616), as amended, relating to the right to examine all records, books, papers, or nondiscrimination on the basis of alcohol abuse or documents related to the award; and will establish a alcoholism; (g) §§523 and 527 of the Public Health proper accounting system in accordance with generally Service Act of 1912 (42 U.S.C. §§290 dd-3 and 290 accepted accounting standards or agency directives. ee- 3), as amended, relating to confidentiality of alcohol and drug abuse patient records; (h) Title VIII of the Civil 3. Will establish safeguards to prohibit employees from Rights Act of 1968 (42 U.S.C. §§3601 et seq.), as using their positions for a purpose that constitutes or amended, relating to nondiscrimination in the sale, presents the appearance of personal or organizational rental or financing of housing; (i) any other conflict of interest, or personal gain. nondiscrimination provisions in the specific statute(s) under which application for Federal assistance is being 4. Will initiate and complete the work within the applicable made; and, (j) the requirements of any other time frame after receipt of approval of the awarding nondiscrimination statute(s) which may apply to the agency. application. 7. Will comply, or has already complied, with the Will comply with the Intergovernmental Personnel Act of 5. requirements of Titles II and III of the Uniform 1970 (42 U.S.C. §§4728-4763) relating to prescribed Relocation Assistance and Real Property Acquisition standards for merit systems for programs funded under Policies Act of 1970 (P.L. 91-646) which provide for one of the 19 statutes or regulations specified in fair and equitable treatment of persons displaced or Appendix A of OPM's Standards for a Merit System of whose property is acquired as a result of Federal or Personnel Administration (5 C.F.R. 900, Subpart F). federally-assisted programs. These requirements apply to all interests in real property acquired for 6. Will comply with all Federal statutes relating to project purposes regardless of Federal participation in nondiscrimination. These include but are not limited to: purchases. (a) Title VI of the Civil Rights Act of 1964 (P.L. 88-352) which prohibits discrimination on the basis of race, color 8. Will comply, as applicable, with provisions of the or national origin; (b) Title IX of the Education Hatch Act (5 U.S.C. §§1501-1508 and 7324-7328) Amendments of 1972, as amended (20 U.S.C.§§1681- which limit the political activities of employees whose 1683, and 1685-1686), which prohibits discrimination on principal employment activities are funded in whole the basis of sex; (c) Section 504 of the Rehabilitation or in part with Federal funds.
Previous Edition Usable Standard Form 424B (Rev. 7-97) Authorized for Local Reproduction Prescribed by OMB Circular A-102 9. Will comply, as applicable, with the provisions of the Davis- 13. Will assist the awarding agency in assuring compliance Bacon Act (40 U.S.C. §§276a to 276a-7), the Copeland Act with Section 106 of the National Historic Preservation (40 U.S.C. §276c and 18 U.S.C. §874), and the Contract Act of 1966, as amended (16 U.S.C. §470), EO 11593 Work Hours and Safety Standards Act (40 U.S.C. §§327- (identification and protection of historic properties), and 333), regarding labor standards for federally-assisted the Archaeological and Historic Preservation Act of construction subagreements. 1974 (16 U.S.C. §§469a-1 et seq.).
10. Will comply, if applicable, with flood insurance purchase 14. Will comply with P.L. 93-348 regarding the protection of requirements of Section 102(a) of the Flood Disaster human subjects involved in research, development, and Protection Act of 1973 (P.L. 93-234) which requires related activities supported by this award of assistance. recipients in a special flood hazard area to participate in the program and to purchase flood insurance if the total cost of 15. Will comply with the Laboratory Animal Welfare Act of insurable construction and acquisition is $10,000 or more. 1966 (P.L. 89-544, as amended, 7 U.S.C. §§2131 et seq.) pertaining to the care, handling, and treatment of 11. Will comply with environmental standards which may be warm blooded animals held for research, teaching, or prescribed pursuant to the following: (a) institution of other activities supported by this award of assistance. environmental quality control measures under the National Environmental Policy Act of 1969 (P.L. 91-190) and 16. Will comply with the Lead-Based Paint Poisoning Executive Order (EO) 11514; (b) notification of violating Prevention Act (42 U.S.C. §§4801 et seq.) which facilities pursuant to EO 11738; (c) protection of wetlands prohibits the use of lead-based paint in construction or pursuant to EO 11990; (d) evaluation of flood hazards in rehabilitation of residence structures. floodplains in accordance with EO 11988; (e) assurance of 17. Will cause to be performed the required financial and project consistency with the approved State management compliance audits in accordance with the Single Audit program developed under the Coastal Zone Management Act Amendments of 1996 and OMB Circular No. A-133, Act of 1972 (16 U.S.C. §§1451 et seq.); (f) conformity of "Audits of States, Local Governments, and Non-Profit Federal actions to State (Clean Air) Implementation Plans Organizations." under Section 176(c) of the Clean Air Act of 1955, as amended (42 U.S.C. §§7401 et seq.); (g) protection of 18. Will comply with all applicable requirements of all other underground sources of drinking water under the Safe Federal laws, executive orders, regulations, and policies Drinking Water Act of 1974, as amended (P.L. 93-523); governing this program. and, (h) protection of endangered species under the Endangered Species Act of 1973, as amended (P.L. 93- 19. Will comply with the requirements of Section 106(g) of 205). the Trafficking Victims Protection Act (TVPA) of 2000, as amended (22 U.S.C. 7104) which prohibits grant award 12. Will comply with the Wild and Scenic Rivers Act of recipients or a sub-recipient from (1) Engaging in severe 1968 (16 U.S.C. §§1271 et seq.) related to protecting forms of trafficking in persons during the period of time components or potential components of the national that the award is in effect (2) Procuring a commercial wild and scenic rivers system. sex act during the period of time that the award is in effect or (3) Using forced labor in the performance of the award or subawards under the award.
SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL TITLE
APPLICANT ORGANIZATION DATE SUBMITTED
Standard Form 424B (Rev. 7-97) Back Return to Agenda
MISCELLANEOUS RESOLUTION #21XXX BY: Commissioner Penny Luebs, Chairperson, Public Health and Safety Committee IN RE: SHERIFF'S OFFICE – FY2021 BULLETPROOF VEST PARTNERSHIP (BVP) PROGRAM – GRANT APPLICATION To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Oakland County Sheriff’s Office is applying for FY2021 Bulletproof Vest Partnership grant funding from the U.S. Department of Justice, Bureau of Justice Assistance Programs (BJA) in the amount of $112,110; and WHEREAS the grant allows reimbursement of up to 50% of costs incurred by the Sheriff’s Office for the purchase of approved bulletproof vests for deputies; and WHEREAS the grant application has completed the Grant Review Process in accordance with the Grants Policy approved by the Board at their January 21, 2021 meeting. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the submission of the FY2021 Bulletproof Vest Partnership (BVP) Program Grant application in the amount of $112,110. BE IT FURTHER RESOLVED that application and future acceptance of this grant does not obligate the County to any future commitment and continuation of this program is contingent upon continued future levels of grant funding. BE IT FURTHER RESOLVED that no budget amendment is required at this time. Chairperson, on behalf of the Public Health and Safety Committee, I move the adoption of the foregoing resolution.
______Commissioner Penny Luebs, District #16 Chairperson, Public Health and Safety Committee GRANT REVIEW SIGN-OFF – Sheriff’s Office
GRANT NAME: 2021 Bulletproof Vest Partnership (BVP) Program FUNDING AGENCY: U.S. Department of Justice, Bureau of Justice Assistance DEPARTMENT CONTACT: Diana Fisher/(248) 858-1584 STATUS: Application (Greater than $50,000) DATE: 05/10/20
Please be advised the captioned grant materials have completed internal grant review. Below are the returned comments.
The Board of Commissioners’ liaison committee resolution and grant application package (which should include this sign- off and the grant application with related documentation) may be requested to be placed on the agenda(s) of the appropriate Board of Commissioners’ committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Management and Budget: Application approved by M & B. – Lynn Sonkiss (05/04/21)
Human Resources: Approved by Human Resources. No position implications, so no HR action needed. – Heather Mason (05/04/21)
Risk Management: Application approved by Risk Management. – Robert Erlenbeck (05/04/21)
Corporation Counsel: Approved by Corp Counsel (no legal issues). – Nicole Tabin (05/07/21) Fisher, Diana
From: BVP Email Account
Dear BVPParticipant:
The Bureau of Justice Assistance (BJA) is pleased to announcetheFiscal Year (FY) 2021 Patrick Leahy Bulletproof Vest Partnership (BVP) application funding period.
Applications for FY 2021 BVP funds will be accepted beginning Thursday, April 29, 2021. All applications must be submitted online at Patrick Leahy Bulletproof Vest Partnership: Login (usdoj.gov) by 6:00 pm eastern time on Monday, June 14, 2021.
Important Information Regarding FY 2021 BVP Funds:
1. System for Award Management(SAM) Registration Requirement: Jurisdictions will not be able to apply for and receive FY 2021 BVP funds if they are not registered in SAM. Jurisdictions not registered with SAM are strongly encouragedto access the SAM website at https://www.sam.gov/SAM/ as soon aspossible in order to obtain information on and complete the online SAM registration process. Applicants should ensure that current bank routing and bank accountinformation is included in the SAM.govprofile, as the banking information in the SAM at the time of application will be used to transfer reimbursementfunds to your jurisdiction. For more information about renewing and updating your existing SAM registration, or registering in SAM as a newentity, please visit https://fsd.gov/fsd-gov/answer.do?sysparm_number=KB0011081. The SAM Helpdesk can be reached at 866-606-8220.
2. Jurisdictions receiving funding for reimbursement of body armor purchases must have a written mandatory wear policy for uniformedpatrol officers in place when the FY 2021 BVP applications are submitted. There are no requirements regarding the natureofthe policy other than it specify when mandatory wear is required for uniformed officers on duty. Please see the BVP Mandatory FAQsfor further guidance on this requirement.
3. Each vest purchased with FY 2021 funds must meet the National Institute of Justice (NIJ) standards on the date it was ordered and must be American-made.Please see this website for the latest NIJ compliant vests: https://cjtec.org/compliance-
testing-program/compliant-product-lists/
4. Uniquely Fitted Armor Vest Requirement: Jurisdictions receiving funding for reimbursement of body armor purchases must havein place a uniquelyfitted vest requirement when the FY 2021 BVP applications are submitted. In the BVP Program, "uniquely fitted vests" means protective (ballistic or stab-resistant) armor vests that conform to the individual wearer to provide the best possible fit and coverage, through a combination of: 1) correctly-sized panels and carrier, determined through appropriate measurement, and 2) properly adjusted straps, harnesses,fasteners, flaps, or other adjustable features. The requirement that body armor be "uniquelyfitted" does not necessarily require body armor thatis individually manufactured based on the measurementsofan individual wearer.In support of the Office of Justice Programs’ efforts to improveofficer safety, the American Society for Testing and Materials (ASTM) International has madeavailable the Standard Practice for Body Armor Wearer MeasurementandFitting ofArmor (Active Standard ASTM E3003) available at no cost. The Personal Armor Fit Assessmentchecklist, is excerpted from ASTM E3003.
5. Multiple law enforcement agencies (LEAs) within the same jurisdiction must submit their own application information and vest needs to the jurisdiction. The jurisdiction will then submit the LEA applications in one submission to BJA. This includes colleges and universities. All public colleges and universities are considered LEAs under their respective jurisdiction.
6. To ensure that program participants are submitting applications that accurately reflect their vest needs for the next two years, please review the program guidancebelow.Prior to submitting an application for FY 2021 BVP funds: a. Verify that the numberofvests indicated on the application does not exceed actual agency needs. Review all currently deployed vests for those thatwill need to be replaced during the next two years, according to the replacement cycle indicated on your BVP system profile. Applications for funds should reflect the number of vests your agency needsto replace within the next twoyears, and vests for officers your agency anticipates hiring in the next two years. (Newhires can be anticipated based on the average numberofofficers hired over the most recent three years.) b. Ensure thatthe application accurately reflects the current market cost for the vests identified on the application. c. Review previous year(s) BVP funding to identify any unspent funds that might currently be available for BVP needs.
Your careful attention to actual vest needs will help ensurethatall eligible jurisdictions submitting requestswill receive the maximum award allowable based on the appropriation and distribution guidelines.
7. BJA has completed user guides and training materials for the BVP application process and the payment requestprocess. Please see the following website for the guides and checklists: https://www.ojp.gov/program/bulletproof-vest- partnership/program-resources#h449q.
For questions regarding this email or for assistance with the online application process, please do nothesitatetocall the BVP Help Desk at 1-877-758-3787, or email [email protected].
Sincerely,
The BVP Program Team
Bureau of Justice Assistance https://ojp.gov/bvpbasi/
This email was sent to [email protected] using GovDelivery Communications Cloud on behalf of: DepartmentofJustice - Washington, DC : AGENCY INFORMATION
Instructions: Before selecting save, please be sure to update the officer count as well as the population of the jurisdiction to the latest available data. This information is important for the BVP application and must be accurate to ensure correct award amounts.
om”, ead)
enEeenFS eeee Phaakacantale asia
Name: OAKLAND COUNTY
AgencyType: County/Parish
Government ID Number: 231063063
* Tax Payer ID Number: o
9 Digit DUNS: 136200362
DUNS4:
Numberof Existing Population: 1202362
* Numberof Current 1202362 Population: Oo
Total Numberof Officers from 0 Application:
Numberof Existing Full Time 902 Officers:
Numberof Existing Part Time 326 Officers:
* Numberof Current Full 803 Time Officers:
* Numberof Current Part | 305 Time Officers:
By, prea bieJebeen& re
* AddressLine 1: 1200 N. TELEGRAPH RD.
AddressLine 2:
* City: PONTIAC
State: MI
* Zip: 48341-1032
By selecting 'Save’, | certify that the population, banking and officer data provided in this BVP application are in keeping with all BVP program and statutory requirements. | further understand that inaccurate, misleading, or fraudulent information provided on this form mayresult in various sanctions or corrective actions, including the application being disapproved, the award amount being recalculated, or awarded funds being returned to DOJ.
CANCEL SAVE
AGENCY CONTACTS
Please verify your agency contactinformation.
Note: The role of Primary Point of Contact (POC)is critical to the successofthis program. The POC will be required to review and approvethe online application and all requests for payment. You will also be making various assurances and certifications with respect to key program guidelines and requirements. If you feel these responsibilities exceed your authority, please STOPat this point and resumeonce your authority has been moreclearly established. If you are the Chief Executive, then you will also be acting as the Primary Point of Contactfor your jurisdiction.
ICIATED USER INFORMATION HIDE
Name Phone . UserId > Email + Status + > Number
Diana ; (248) ; ; ; [email protected] [email protected] Associated Fisher 858-1584
© Chief Executive Officer
* First Name: David
* Last Name: Woodward
* E-mail: [email protected]
Fax: | (248) 858-9215 |
* Phone: | (248) 858-0100
@ Chief Financial Officer
* First Name: Kyle
* Last Name: Jen
* E-mail: [email protected]
Fax: (248) 858-1810
* Phone: (248) 452-8653
@ Point of Contact
* First Name: Diana
* Last Name: Fisher
* E-mail: [email protected]
\
Fax: (248) 452-5191
* Phone: (248) 858-1584 \
* AddressLine 1: | 1200 North Telegraph Road
AddressLine 2: | Building 38 East-Sheriff Administration
County:
* City: Pontiac
* State: MI v
* Zip: 48341-1032
CANCEL | SAVE
APPLICATION PROFILE
Application Profile Application NIJ Approved Vests Submit Application
Please enter your application profile information.
Vest ReplacementCycle: Under normal conditions, the numberof years you allow an officer to wear body armorbeforeit is replaced.
Numberof Emergency Replacement Needs: Number of Emergency Replacement Needs coverveststhat are potentially defective, vests that have been lost, stolen, or damaged, and vests needed as a result of unanticipated Numberof Officer Turnover occurring within the last 3 to 6 months.It DOES NOTincludetactical vests or routine agency needs for new or replacementvests unless those vests contain Zylon® and must be replaced immediately.
* Numberof Stolen or Damaged fo
* Numberof Officer Turnover fo
Required fields are denoted by *.
SAVE CANCEL
MANDATORY WEAR POLICY
Since 2011, the Department of Justice's BVP Program has included an application requirementto ensure that agencies receiving funding for reimbursement of body armor purchases have a written Mandatory WearPolicy for uniformed patrol officers in place. Your agency has applied for BVP funding andcertified that a wear policy is in place. The Bureau of Justice Assistance requests that you provide a copy of your agency's Mandatory Wear Policy for vests which werereported.
Upload Date Upload User Upload Comments Action
05/03/2021 01:42:13 PM [email protected] View
Upload Comments . Upload Date Upload User + . Action
04/27/2020 02:12:54 . [email protected] View PM
04/18/2019 10:35:05 . [email protected] View AM
04/17/2018 02:38:01 . [email protected] View PM
05/23/2017 02:33:55 . [email protected] View PM Upload Comments Upload Date Upload User + Action a wv
01/12/2017 02:18:05 [email protected] PM
04/07/2015 02:18:09 [email protected] PM OAKLAND COUNTY SHERIFF'S OFFICE
General Order
NUMBER DATE
49 September 13, 2017
SUBJECT: OAKLAND COUNTY SHERIFFS OFFICE msrnonons BODY ARMORPOLICY
REFERENCE: {Rescinds & Replaces General Order #6, Dated January 29, 2002}
PURPOSE
The purposeofthis policy is to provide deputies with guidelines for the proper use and care of body armor.
POLICY
It is the policy of the Sheriff's Office to maximize officer safety through the use of body armor.All sworn deputies assigned to Law Enforcement Servicesor the Court Services Division shall be issued body armor. Body armorthat is expired or damaged shall be replaced by the Sheriff's Office.
1.0 PROCEDURE
1.1. Use of Body Armor
1.2 Uniformed deputies are required to wear their Sheriff's Office issued / approved body armorwhile engagedin law enforcementactivities. This includes:
1.2.1 Patrol and Field Operations
1.2.2 Court Security - including the Transport Unit
1.2.3 Hospital Watches
1.3. Non-uniformed deputies(i.e., investigators and plain clothes deputies) are not required to wear their Sheriff's Office approved body armorduring their normal course of duty.
1.4 Non-uniformed deputies may also wear it at their discretion, but must wear it during the executions of search warrants or other tactical missions. 1.5 Non-uniformed deputies must keep it readily available. GENERAL ORDERNO.49 Body ArmorPolicy September 13, 2017 Page 2 of 2
1.6 Deputies shall wear only Sheriff's Office - approved body armor. “Sheriff's Office approved body armor” is body armorthat is either the body armorissued to the deputy by the Sheriff's Office or body armor that the deputy has received written approval to use. Requests for approval may be submitted to the Training Unit. Body armor must comply with the current minimum protective standards prescribed by the National Institute of Justice.
2.0 Issuance and Record Keeping:
2.1 At the time of issuance, the Administrative Services Division will confirm that the body armor fits the deputy and instruct the deputy in the proper use and care. The Administrative Services Division shall enter the issue date on the armor’s label with a permanent marking pen or stamp.
2.2 The Administrative Services Division shall maintain records of the following information: which armor was issued to a given deputy; the issue date; supplier name; model designation; armor type; and production lot numbers.
3.0 Care and Maintenance of Body Armor
3.1 Deputies are responsible for the proper use, storage, and cleaning of their body armorin accordancewith the manufacturer's instructions. Each time before wearing, deputies shall inspect their body armor for signs of damage. Deputies are responsible for reporting any damageorwearto the body armor to their immediate supervisor for replacement.
Michael J. Bouchard Sheriff
MJB/CWW/rmy/tss
ADD VESTS
Application Profile Application NIJ Approved Vests Submit Application
Please enter how many vests you would like to add to your application and the costs associated with them.
Manufacturer Name Armor Express,Inc.
Vest Model Name AEXPG2-A-II
Threat Level
Gender
. Unit Price Tax, Shipping & Quantity @ Handling Costs
222 | 505
ADD TO APPLICATION
MANAGE APPLICATION
Application Profile Application NIJ Approved Vests Submit Application
Listed below is each of the vests which you included in your application. You mayview, changeordelete the information shownfor each typeof vestslisted by clicking on its ‘Model Name’. To add more vests to your application, please select the "Add Vests To Application" button. If all information is correct, please select the "Proceed To Submit Application” button to continue with the application process.
Participant OAKLAND COUNTY
Fiscal Year 2021
Numberof Agencies Applied
Total Numberof Officers for 1108 Application
Numberof Officers on 1108 Approved Applications
Fiscal Year 2021
Vest Replacement Cycle
Numberof Officers 1108
Number of Numberof Emergency Stolen or Replacement Damaged Needs @ Numberof Officer 0 Turnover
Vests for 2021 Regular Fund
Unit Model Name Quantity Specification Gender . Total Cost Price
AEXPG2- + 222 I N $505.00 $112,110.00 A-|l
+- Grand 222 $112,110.00 Totals
PROCEED TO SUBMIT APPLICATION ADD VESTS TO APPLICATION
SUBMIT APPLICATION
Application Profile Application NIJ Approved Vests Submit Application
PLEASE NOTE: Applications for funding may be submitted for the purchase of any armor that meets the established NIJ ballistic or stab standards ordered on or after April 1, 2021. Once the open application period closes, funding levels will be established and all applicants will be notified.
Participant OAKLAND COUNTY
Fiscal Year 2021
Numberof Agencies Applied
Total Numberof Officers for 1108 Application
Numberof Officers on 1108 Approved Applications
Fiscal Year
Vest Replacement Cycle 9 oO
Numberof Officers 1108
Numberof Stolen or 0 Numberof Damaged Emergency Replacement Numberof Needs @ . Officer 0 Turnover
Application for Funding
Name Quantity Extended Cost Tax, S&H* Total Cost
OAKLAND COUNTY 222 $112,110.00 $0.00 $112,110.00
Grand Totals 222 $112,110.00 $0.00 $112,110.00
Requested BVP Portion of Total Cost, up to: $56,055.00
* Total Taxes, Shipping and Handling Cost for each Application
SUBMIT APPLICATION FOR BVP APPROVAL
Paperwork Reduction Act Notice Under the Paperwork Reduction Act, a person is not required to respond to a collection of information unlessit displays a currently valid OMB control number. We try to create forms and instructions that are accurate, can be easily understood, and which imposethe least possible burden on you to provide us with information. The estimated average time for all components of a jurisdiction to complete and file this Application for Funding form is two hours. If you have comments regarding the accuracyofthis estimate, or suggestions for making this form simpler, you may use the Suggestions e-mail option on this BVP website, or you maywrite to the BVP,c/o Bureauof Justice Assistance, 810 Seventh Street NW, Washington, DC, 20531. Return to Agenda
MISCELLANEOUS RESOLUTION #21XXX BY: Commissioner Penny Luebs, Chairperson, Public Health and Safety Committee IN RE: SHERIFF'S OFFICE – FISCAL YEAR 2021 LAW ENFORCEMENT MENTAL HEALTH AND WELLNESS ACT (LEMHWA) - GRANT APPLICATION To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Oakland County Sheriff’s Office is applying for Law Enforcement Mental Health and Wellness Act (LEMHWA) grant funding from the U.S. Department of Justice, Office of Community Oriented Policing Services in the amount of $125,000 for the period of October 1, 2021 through September 30, 2023; and WHEREAS LEMHWA program funds are used to improve the delivery of and access to mental health and wellness services for law enforcement officers through the implementation of peer support, training, family resources, suicide prevention, and other promising practices for wellness programs; and WHEREAS the Sheriff’s Office is requesting funding for a clinician to provide mental health services. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the submission of the grant application to the U.S. Department of Justice, Office of Community Oriented Policing Services in the amount of $125,000 for the period of October 1, 2021 through September 30, 2023. BE IT FURTHER RESOLVED that application and future acceptance of this grant does not obligate the County to any future commitment and continuation of this program is contingent upon continued future levels of grant funding. BE IT FURTHER RESOLVED that no budget amendment is required at this time. Chairperson, on behalf of the Public Health and Safety Committee, I move for the adoption of the foregoing resolution.
______Commissioner Penny Luebs, District #16 Chairperson, Public Health and Safety Committee Please Note: An exception to the Board Rules request was submitted for this application. Pursuant to section IX(H)(1) of the Board Rules, the Chairperson of the Board of Commissioners is authorized to approve this grant application in excess of $50,000 without full Board approval for purposes of meeting the application deadline. Accordingly, a miscellaneous resolution is not required.
GRANT REVIEW SIGN-OFF – Sheriff’s Office
GRANT NAME: FY 2021 Law Enforcement Mental Health and Wellness Act (LEMHWA) FUNDING AGENCY: U.S. Department of Justice (US DOJ), Office of Community Oriented Policing Services DEPARTMENT CONTACT: Lt. Todd Hill STATUS: PRE-Application (Greater than $50,000) DATE: 05/17/20
Please be advised the captioned grant materials have completed internal grant review. Below are the returned comments.
The Board of Commissioners’ liaison committee resolution and grant application package (which should include this sign- off and the grant application with related documentation) may be requested to be placed on the agenda(s) of the appropriate Board of Commissioners’ committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Management and Budget: Application approved by M & B. – Lynn Sonkiss (05/17/21)
Human Resources: Approved by Human Resources. No position implications, so HR Action is not needed. – Heather Mason (05/13/21)
Risk Management: Application approved by Risk Management. – Robert Erlenbeck (05/13/21)
Corporation Counsel: Approved by Corp Counsel. – Nicole Tabin (05/13/21) From: Mason, Heather L To: Sobocinski, Tina Marie; Corporate Counsel; Erlenbeck, Robert Carl; McBroom, Diana E.; Sonkiss, Lynn C Cc: Piir, Gaia V; West, Katie; Fisher, Diana; Brockmiller, Terri; Winter, Barbara; Adoglu-Jones, Ebru; Andrews, Michael B; Conforti, Holly M; Elgrably, Kim K; Guzzy, Scott N; Holdsworth, William A; Jen, Kyle Isaac; Joss, Edward P; Matthews, Hailey; Powers, Andrea; Sanchez, Kristina L; Shih, Julie; Snover, Aaron G.; Srogi, Connie L; Stolzenfeld, Tracy Marie; Stringfellow, JoAnn; Ward, Chris; Worthington, Pamela L; Zhou, Jenny Subject: RE: URGENT GRANT REVIEW: Sheriff"s Office - FY 2021 Law Enforcement Mental Health and Wellness Act (LEMHWA) - Application Review (Greater than $50,000) Date: Thursday, May 13, 2021 12:32:11 PM
Approved by Human Resources. No position implications, so HR Action is not needed.
Heather L. Mason Supervisor Human Resources Oakland County Human Resources L. Brooks Patterson Building 2100 Pontiac Lake Road, Waterford MI 48328 P: 248.858.2581 | C: 248.568.2738 | F: 248.975.9742 [email protected] | www.oakgov.com/jobs
From: Sobocinski, Tina Marie
Please Note: This grant application is a two-step process. The material included in this review is the pre-application that needs to be submitted in grants.gov prior to gaining access to the application in the JustGrants system, which is due June 3rd.
Please Note: An exception to the Board Rules request was submitted for this pre-application. From: Erlenbeck, Robert Carl To: Sobocinski, Tina Marie; Corporate Counsel; Mason, Heather L; McBroom, Diana E.; Sonkiss, Lynn C Cc: Piir, Gaia V; West, Katie; Fisher, Diana; Brockmiller, Terri; Winter, Barbara; Adoglu-Jones, Ebru; Andrews, Michael B; Conforti, Holly M; Elgrably, Kim K; Guzzy, Scott N; Holdsworth, William A; Jen, Kyle Isaac; Joss, Edward P; Matthews, Hailey; Powers, Andrea; Sanchez, Kristina L; Shih, Julie; Snover, Aaron G.; Srogi, Connie L; Stolzenfeld, Tracy Marie; Stringfellow, JoAnn; Ward, Chris; Worthington, Pamela L; Zhou, Jenny Subject: RE: URGENT GRANT REVIEW: Sheriff"s Office - FY 2021 Law Enforcement Mental Health and Wellness Act (LEMHWA) - Application Review (Greater than $50,000) Date: Thursday, May 13, 2021 3:51:55 PM
Application approved by Risk Management. R.E. 5/13/2021.
Robert Erlenbeck, Insurance Risk Administrator Risk Management Office: 248-858-1694 Cell: 248-421-9121
Office schedule: Monday through Thursday 7:00 to 5:00
From: Sobocinski, Tina Marie
Please Note: This grant application is a two-step process. The material included in this review is the pre-application that needs to be submitted in grants.gov prior to gaining access to the application in the JustGrants system, which is due June 3rd.
Please Note: An exception to the Board Rules request was submitted for this pre-application. Pursuant to section IX(H)(1) of the Board Rules, the Chairperson of the Board of Commissioners is authorized to approve this grant application in excess of $50,000 without full Board approval for purposes of meeting the application deadline. Accordingly, a miscellaneous resolution is not required. From: Sonkiss, Lynn C To: Sobocinski, Tina Marie Cc: West, Katie Subject: Re: URGENT GRANT REVIEW: Sheriff"s Office - FY 2021 Law Enforcement Mental Health and Wellness Act (LEMHWA) - Application Review (Greater than $50,000) Date: Monday, May 17, 2021 12:21:29 PM
Approved by M & B - 5/17/21.
Sorry - I missed seeing the revised due date from 5/17/21 to 5/14/21.
From: Sobocinski, Tina Marie
Hi Lynn
I am following up on this grant review that was requested by Barb Winter’s to be due on Friday.
Please let Katie and I know if there are any issues or questions on the pre- application review.
Thanks Tina
From: Winter, Barbara
Approved by Corp Counsel.
Nicole B. Tabin Senior Assistant Corporation Counsel Office of Corporation Counsel 1200 N. Telegraph Road, Bldg. 14 East, Courthouse West Wing Extension, 3rd Floor, Pontiac, MI 48341 P: 248.858.1475 ǀ F: 248.858.1003 ǀ [email protected]
From: Sobocinski, Tina Marie
Please Note: This grant application is a two-step process. The material included in this review is the pre-application that needs to be submitted in grants.gov prior to gaining access to the application in the JustGrants system, which is due June 3rd.
1-800-518-4726 WORKSPACE FORM [email protected]
This Workspace form is one of the forms you need to complete prior to submitting your Application Package. This form can be completed in its entirety offline using Adobe Reader. You can save your form by clicking the "Save" button and see any errors by clicking the “Check For Errors” button. In-progress and completed forms can be uploaded at any time to Grants.gov using the Workspace feature.
When you open a form, required fields are highlighted in yellow with a red border. Optional fields and completed fields are displayed in white. If you enter invalid or incomplete information in a field, you will receive an error message. Additional instructions and FAQs about the Application Package can be found in the Grants.gov Applicants tab. OPPORTUNITY & PACKAGE DETAILS: Opportunity Number: O-COPS-2021-75013
Opportunity Title: Law Enforcement Mental Health and Wellness Act (LEMHWA) Solicitation
Opportunity Package ID: PKG00266698
CFDA Number: 16.710
CFDA Description: Public Safety Partnership and Community Policing Grants
Competition ID:
Competition Title:
Opening Date: 04/23/2021
Closing Date: 06/02/2021
Agency: Community Oriented Policing Services
Contact Information: COPS Response Center APPLICANT & WORKSPACE DETAILS: Workspace ID: WS00683665
Application Filing Name: Oakland County Sheriff's Office - LEMHWA
DUNS: 1362003620000
Organization: OAKLAND, COUNTY OF
Form Name: Application for Federal Assistance (SF-424)
Form Version: 3.0
Requirement: Mandatory
Download Date/Time: Apr 29, 2021 10:35:38 AM EDT
Form State:
FORM ACTIONS: OMB Number: 4040-0004 Expiration Date: 12/31/2022
Application for Federal Assistance SF-424
* 1. Type of Submission: * 2. Type of Application: * If Revision, select appropriate letter(s): Preapplication New
Application Continuation * Other (Specify):
Changed/Corrected Application Revision
* 3. Date Received: 4. Applicant Identifier: Completed by Grants.gov upon submission.
5a. Federal Entity Identifier: 5b. Federal Award Identifier:
State Use Only:
6. Date Received by State: 7. State Application Identifier: MI
8. APPLICANT INFORMATION:
* a. Legal Name: County of Oakland
* b. Employer/Taxpayer Identification Number (EIN/TIN): * c. Organizational DUNS: 38-6004876 1362003620000 d. Address:
* Street1: 1200 N. Telegraph Rd. 38E Street2:
* City: Pontiac
County/Parish: MI - Michigan * State: MI: Michigan Province:
* Country: USA: UNITED STATES
* Zip / Postal Code: 48341-1032 e. Organizational Unit:
Department Name: Division Name:
Sheriff's Office f. Name and contact information of person to be contacted on matters involving this application:
Prefix: * First Name: Katie Middle Name:
* Last Name: West Suffix:
Title: Supervisor, Contracts and Accounts
Organizational Affiliation: Oakland County Sheriff's Office
* Telephone Number:2484522110 Fax Number:
* Email: [email protected] Application for Federal Assistance SF-424
* 9. Type of Applicant 1: Select Applicant Type:
B: County Government
Type of Applicant 2: Select Applicant Type:
Type of Applicant 3: Select Applicant Type:
* Other (specify):
* 10. Name of Federal Agency:
Community Oriented Policing Services
11. Catalog of Federal Domestic Assistance Number:
16.710 CFDA Title: Public Safety Partnership and Community Policing Grants
* 12. Funding Opportunity Number: O-COPS-2021-75013
* Title: Law Enforcement Mental Health and Wellness Act (LEMHWA) Solicitation
13. Competition Identification Number:
Title:
14. Areas Affected by Project (Cities, Counties, States, etc.):
congressional_districts.pdf Add Attachment Delete Attachment View Attachment
* 15. Descriptive Title of Applicant's Project: Peer Support Program and Officer Wellness - Agency Clinical Subcontractor
Attach supporting documents as specified in agency instructions.
Add Attachments Delete Attachments View Attachments Application for Federal Assistance SF-424
16. Congressional Districts Of:
* a. Applicant MI-014 * b. Program/Project MI-014
Attach an additional list of Program/Project Congressional Districts if needed.
congressional_districts.pdf Add Attachment Delete Attachment View Attachment
17. Proposed Project:
* a. Start Date: 10/01/2021 * b. End Date: 09/30/2023
18. Estimated Funding ($):
* a. Federal 125,000.00
* b. Applicant 0.00
* c. State 0.00
* d. Local 0.00
* e. Other 0.00
* f. Program Income 0.00
* g. TOTAL 125,000.00
* 19. Is Application Subject to Review By State Under Executive Order 12372 Process?
a. This application was made available to the State under the Executive Order 12372 Process for review on . b. Program is subject to E.O. 12372 but has not been selected by the State for review.
c. Program is not covered by E.O. 12372.
* 20. Is the Applicant Delinquent On Any Federal Debt? (If "Yes," provide explanation in attachment.) Yes No
If "Yes", provide explanation and attach Add Attachment Delete Attachment View Attachment
21. *By signing this application, I certify (1) to the statements contained in the list of certifications** and (2) that the statements herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances** and agree to comply with any resulting terms if I accept an award. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 218, Section 1001) ** I AGREE
** The list of certifications and assurances, or an internet site where you may obtain this list, is contained in the announcement or agency specific instructions.
Authorized Representative:
Prefix: * First Name: David
Middle Name: T.
* Last Name: Woodward
Suffix:
* Title: Chairperson, Oakland County
* Telephone Number: 2488580100 Fax Number:
* Email: [email protected]
* Signature of Authorized Representative:Completed by Grants.gov upon submission. * Date Signed: Completed by Grants.gov upon submission. OMB No. 1103-0098 Approval Expires 4/30/2021 U.S. Department of Justice Office of Community Oriented Policing Services
Law Enforcement Mental Health and Wellness Act (LEMHWA) Solicitation
Assistance Listing Number # 16.710 Grants.gov Opportunity Number: O-COPS-2021-75013 Solicitation Release Date: April 23, 2021 12:00 PM Version: 2 Grants.gov Deadline: June 02, 2021 7:59 PM Application JustGrants Deadline: June 03, 2021 7:59 PM
Overview
The U.S. Department of Justice, Office of Community Oriented Policing Services (COPS Office, https://cops.usdoj.gov) is pleased to announce that it is seeking applications for funding for the COPS Office FY 2021 Law Enforcement Mental Health and Wellness Act (LEMHWA) program. LEMHWA funds are used to improve the delivery of and access to mental health and wellness services for law enforcement officers through the implementation of peer support, training, family resources, suicide prevention, and other promising practices for wellness programs.
The COPS Office welcomes applications under which two or more entities would carry out the federal award; however, only one entity may be the applicant. Any other entities carrying out the federal award must be identified as proposed subrecipients. The applicant must be the entity that would have primary responsibility for carrying out the awards, including administering the funding and managing the entire project. The terms and conditions of the federal award are also applicable to subrecipients.
All awards are subject to the availability of appropriated funds and any modifications or additional requirements that may be imposed by law.
Eligible Applicants: Other
Other
This solicitation is open to all local, state, tribal, and territorial law enforcement agencies.
To advance Executive Order 13929 Safe Policing for Safe Communities, as of October 28, 2020, the Attorney General determined that all state, local, and university or college law enforcement agencies must be certified by an approved independent credentialing body or have started the certification process to be allocated FY 2021 DOJ discretionary grant funding, as either a recipient or a subrecipient. For detailed information on this new certification requirement, please visit https://cops.usdoj.gov/SafePolicingEO.
Contact Information
For technical assistance with submitting the SF-424, please call the Grants.gov customer service hotline at Page 1 of 60 O-COPS-2021-75013 800-518-4726, send questions via email to [email protected], or consult the Grants.gov Organization Applicant User Guide. The Grants.gov Support Hotline operates 24 hours a day, 7 days a week, except on federal holidays.
For technical support with the Justice Grants System (JustGrants) application, please contact JustGrants Support at [email protected] or 833-872-5175. JustGrants Support operates Monday through Friday between the hours of 5:00 a.m. and 9:00 p.m. Eastern Time (ET) and Saturday, Sunday, and federal holidays from 9:00 a.m. to 5:00 p.m. ET. Training on JustGrants can also be found at https://justicegrants.usdoj.gov/training-resources.
For programmatic assistance with the requirements of this program, please call the COPS Office Response Center at 800-421-6770 or send questions via email to [email protected]. The COPS Office Response Center operates Monday through Friday, 9:00 a.m. to 5:00 p.m. ET, except on federal holidays.
Submission Information
The application period for the FY 2021 Law Enforcement Mental Health and Wellness Act (LEMHWA) program begins April 23, 2021. All applications must be submitted by June 3, 2021, at 7:59 p.m. ET. Applications submitted after June 3, 2021 will not be considered for funding.
Registration: To submit an application, all applicants must obtain a Data Universal Number System (DUNS) number and register online with the System for Award Management (SAM) and Grants.gov.
Submission: Completing an application is a two-step process:
1. Applicants are first required to register via https://www.grants.gov, complete the SF-424 form and if applicable the SF-LLL, and submit it through the Grants.gov website.
2. Once the SF-424 has been submitted via Grants.gov, the applicants will complete the full application including providing attachments in JustGrants.
An application is not considered submitted until both of these steps are completed. For more information about registration and submission, see the “Application and Submission Information” section of this solicitation.
All guidance for this program is contained in this Solicitation and can also be found at https://cops.usdoj.gov/lemhwa. In addition to this Solicitation, the COPS Office is providing a User Guide as a quick start reference to help guide applicants through the process.
Page 2 of 60 O-COPS-2021-75013 Contents
Contact Information 1 Program Description 6 Statutory authority 6 Program-specific information 6 LEMHWA Implementation Projects 7 Program Goals 8 Project-Specific Goals 8 Federal Award Information 9 Awards, Amounts and Durations 9 Federal Award Information 9 Length of award 9 Type of award 9 Cost sharing or match 9 Financial management and system of internal controls 9 Administrative actions and legal remedies related to federal awards 10 Eligibility Information 10 Application and Submission Information 10 1. Obtain or confirm a DUNS number 11 Data Universal Numbering System (DUNS) number 11 To obtain your DUNS number 12 Managing your DUNS number 12 2. Register in the SAM database or confirm SAM number 12 To register in SAM, follow the next steps 13 To update your entity’s SAM registration, follow the next steps: 13 3. Register with Grants.gov / Confirm registration 13 4. Obtain or confirm authorized organization representative (AOR) role 14 Information to Complete the Application for Federal Assistance (SF-424) 14 Instructions: Application for Federal Assistance SF-424 14 Standard Applicant Information (JustGrants 424 and General Agency Information) 17 Proposal Abstract 17 Data Requested with Application 18 Proposal Narrative 18 Goals, Objectives, Deliverables, and Timeline 18 Budget and Associated Documentation 18 Budget Worksheet and Budget Narrative (Web-based Form) 20 Non-competitive Justification 31 Indirect Cost Rate Agreement (if applicable) 31 Consultant Rate 31 Budget Narrative 32 Memoranda of Understanding (MOUs) and Other Supportive Documents 32 Additional Application Components 33 Curriculum Vitae or Resumes 33 Timeline Form 33 Letters of Support 33 Disclosures and Assurances 33 Disclosure of Lobbying Activities 33 DOJ Certified Standard Assurances 34 Page 3 of 60 O-COPS-2021-75013 Declaration and Certification to DOJ as to Application Submission 34 Review and Certifications 34 DOJ Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; Drug-Free Workplace Requirements; Law Enforcement and Community Policing 35 How to Apply 35 Submission Dates and Time 35 Late submissions 35 Application Review Information 36 Review Process 36 Basic Minimum Requirements review 36 BMR review criteria 37 Peer review panel 37 Review criteria 37 Administrative compliance review 38 Senior Leadership Review and Recommendation Panel 39 Director’s selection 39 Federal Award Administration Information 39 Award decisions 39 The award document 39 Administrative and national policy requirements 40 Terms and conditions 40 I. & II. Assurances and Certifications (also refer to “U.S. Department of Justice Certified Standard Assurances and U.S. Department of Justice Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; Drug-Free Workplace Requirements; Law Enforcement and Community Policing” of this Guide and Standard Application forms.) 40 III. Disclosure of Lobbying Activities (also refer to “Disclosure of lobbying activities” of this Guide and Standard Application forms.) 40 IV. Criminal intelligence systems/28 C.F.R. Part 23 compliance 41 V. Award Owner’s Manual 41 VI. Nonsupplanting requirement 41 VII. Sole source 42 VIII. System for Award Management (SAM) and Universal Identifier requirements 42 IX. Federal Funding Accountability and Transparency Act (FFATA)—Reporting subaward and executive compensation information 42 X. Contract provision under federal award 42 XI. Restrictions on internal confidentiality agreements 42 XII. Mandatory disclosure 43 XIII. Debarment and Suspension 43 XIV. Recipient Integrity and Performance Matters 43 XV. False Statements 43 XVI. Duplicative Funding 43 XVII. Additional High-Risk Award Recipient Requirements 43 XVIII. Modifications 43 XIX. Evaluations 44 XX. Allowable Costs 44 XXI. Equal Employment Opportunity Plan 44 XXII. Employment Eligibility 44 XXIII. Enhancement of Contractor Protection from Reprisal for Disclosure of Certain Information 44 XXIV. Federal Civil Rights 44
Page 4 of 60 O-COPS-2021-75013 XXV. Conflict of Interest 45 XXVI. Reports/Performance Goals 45 XXVII. Extensions 45 XXVIII. Computer Network Requirement 45 XXIX. Award Monitoring Activities 45 XXX. Travel Costs 45 XXXI. Paperwork Reduction Act Clearance and Privacy Act Review 46 XXXII. Copyright 46 XXXIII. Human Subjects Research 46 XXXIV. Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment 46 XXXV. Domestic Preferences in Procurement 46 XXXVI. Termination 46 XXXVII. State Information Technology Point of Contact 47 XXXVIII. Public Release Information 47 XXXIX. News Media 47 Other requirements 47 Prior approval, planning, and reporting of conference/meetings/training costs 47 Curriculum development 48 Federal Leadership on Reducing Text Messaging While Driving 48 Increasing Seat Belt Use in the United States 48 Remedies for noncompliance 48 Federal Awarding Agency Contact(s) 49 Freedom of Information Act and Privacy Act (5 U.S.C. § 552 and 5 U.S.C. § 552a) 49 Feedback to the COPS Office 50 COPS Other Information 50 Reporting, Monitoring, and Evaluation Requirements 50 Reporting 50 Monitoring 50 Program evaluation 51 Audit Requirement 51 Civil rights 51 28 C.F.R. Part 38 Equal Treatment for Faith-Based Organizations 51 Section 508 of the Rehabilitation Act 52 Public Reporting Burden- Paper Work Reduction Act Notice 52 Performance Measures 52 Application Checklist 53 Survey Questions 53
Page 5 of 60 O-COPS-2021-75013 Program Description
Community policing is a philosophy that promotes organizational strategies that support the systematic use of partnerships and problem-solving techniques to proactively address the immediate conditions that give rise to public safety issues such as violent crime, nonviolent crime, and fear of crime.
Law Enforcement Mental Health and Wellness Act (LEMHWA) program funds are used to improve the delivery of and access to mental health and wellness services for law enforcement officers through the implementation of peer support, training, family resources, suicide prevention, and other promising practices for wellness programs.
With this funding, the COPS Office supports projects that allow for the identification and expansion of promising practices and produces knowledge products that follow the principles of good guidance:
Quality-driven, with an emphasis on action statements to drive promising practices and reduce variations in performance Evidence-based, with recommendations that are consistent with the weight of the best available evidence identified through systematic review Accessible, with clear language and manageable lengths that are appropriate and relevant for the law enforcement field Memorable, to encourage immediate actions or aid for the complex situations law enforcement professionals face
To read an overview of the principles of community policing, please see the COPS Office publication Community Policing Defined.
The Department of Justice is committed to advancing work that promotes civil rights, increases access to justice, supports crime victims, protects the public from crime and evolving threats, and builds trust between law enforcement and the community. Law enforcement plays a vital role in each of these areas, through developing and maintaining meaningful relationships with all segments of their communities, and working in partnership with those communities to provide effective crime prevention, intervention, and response services and resources. For all Fiscal Year 2021 COPS Office grant solicitations, applicants should consider these priorities when applying for COPS Office funding to advance community policing, and address these strategic planning priorities within their applications as applicable. Statutory authority
This program is authorized under the Omnibus Crime Control and Safe Streets Act of 1968, as amended, and the Violent Crime Control and Law Enforcement Act of 1994, Title I, Part Q, Public Law 103-322, 34 U.S.C. § 10381 et seq.
All awards are subject to the availability of appropriated funds and any modifications or additional requirements that may be imposed by law. Program-specific information
This solicitation is being announced as an open competition.
Please note that applicants may submit multiple applications, but you must submit a separate application for each project. Any application that does not clearly state the solicitation, may not pass the basic minimum requirement phase of the review process.
The following sections will provide further background, requirements, and details for your application. In addition, all applicants should keep the following general requirements in mind:
Page 6 of 60 O-COPS-2021-75013 All award recipients will be expected to begin work immediately upon selection and notification of award. For all identified deliverables, the applicant must adhere to the requirements set forth in the COPS Office Curriculum Standards and Review Process Guides, which can be found at https://cops.usdoj.gov/training. For all identified deliverables, the applicant must adhere to the requirements set forth in the COPS Office conference request approval process. For all identified deliverables, the applicant should adhere to the COPS Office Editorial and Style Manual. For projects that propose site-specific work, letters of support from the targeted agencies are strongly encouraged.
With any programmatic questions, please contact the COPS Office Response Center at 800-421-6770 or send questions via email to [email protected]. The COPS Office Response Center operates Monday through Friday, 9:00 a.m. to 5:00 p.m. ET, except on federal holidays.
LEMHWA Implementation Projects
Multiple awards, up to $125,000 each
Good mental and psychological health is just as essential as good physical health for law enforcement officers to be effective in keeping our communities safe from crime and violence. The Law Enforcement Mental Health and Wellness Act (LEMHWA) program supports efforts to protect the mental health and well-being of law enforcement officers and deputies. Unfortunately, the stress of officers’ work and stigma associated with seeking assistance for emotional and mental health issues has led to negative consequences such as divorce, alcoholism, injury, and even an increase in suicides for officers across the country.
As part of the act, Congress authorized the COPS Office to fund state, local, and tribal law enforcement agencies to implement new or enhance existing programs that offer training and services on officer emotional and mental health such as peer mentoring, suicide prevention, stress reduction, and police officer family services.
The LEMHWA Implementation Projects topic area aims to support state, local, tribal, or territorial law enforcement agencies. Proposed projects may serve one agency, a consortium of agencies, or personnel from agencies located within a county or state.
Projects out of scope
Applicants that are not state, local, tribal, or territorial law enforcement agencies will not be considered.
Projects that do not develop or enhance training, programming, or support services focused on officer emotional and mental health, suicide prevention, and peer and officer family support services will not be considered.
Projects that exclusively seek to purchase technology, software or mobile applications, or equipment without offering broader training, programming, or services to support those tools will not be considered.
Projects that focus on health screenings or fitness programs will not be considered.
Additional requirements Applicants are strongly encouraged to refer to both the LEMHWA Report to Congress and the accompanying Eleven Case Studies for ideas to assist them in designing new or enhanced programs in support of wellness and resiliency in their agency. Programs must focus on providing training, programming, and support services in law enforcement emotional and mental health, including such things as suicide prevention, peer mentoring, clinical support, and family support services. Programs may also serve agency civilian staff such as crime scene technicians, dispatchers, and others who may regularly experience some of the same trauma exposure.
The application questions should also address the following:
How the proposed program activities will support wellness in the agency(ies) served
Page 7 of 60 O-COPS-2021-75013 The intended service area and size of the program (e.g., one agency, more than one agency)
The privacy protections that will be put in place for anyone using the support services
The subject matter expertise of the project leadership
Reported outcomes of the program activities
Deliverables The primary deliverable of these awards will be the provision of training, programming, and support services focused on officer emotional and mental health, including suicide prevention efforts, peer support, and clinical and family support services for the target markets.
Other deliverables that document the applicants’ efforts, lessons learned, and promising practices and can be shared with the broader law enforcement field are encouraged. These deliverables may be articles, conference presentations, webinars, brief reports, or other tools that benefits other law enforcement agencies.
Successful applicants may have the opportunity to participate in a community of practice with other award recipients to promote the exchange of promising practices and help the COPS Office share ideas and lessons learned with the broader field. Program Goals
Under this solicitation, the COPS Office seeks to support projects that allow for the identification and expansion of promising practices and produces knowledge products that follow the principles of good guidance:
Quality-driven, with an emphasis on action statements to drive promising practices and reduce variations in performance Evidence-based, with recommendations that are consistent with the weight of the best available evidence identified through systematic review Accessible, with clear language and manageable lengths that are appropriate and relevant for the law enforcement field Memorable, to encourage immediate actions or aid for the complex situations law enforcement professionals face
Project-Specific Goals
Applicants should explain in the application questions how they will accomplish the following general categories when developing their own specific project goals. Applicants should cite any relevant research or methodology as appropriate.
Develop knowledge. Please explain how you will develop new knowledge or leverage existing knowledge about community policing activities and strategies that show promise.
Increase awareness. Please explain how you will increase the number of agencies and individuals who are aware of the most effective community policing strategies.
Increase skills and abilities. Please explain how you will increase the skills and abilities of law enforcement agencies, relevant stakeholders, and individuals to engage in proven community policing practices.
Increase practice. Please explain how you will increase the number of law enforcement agencies, relevant stakeholders, and individuals using proven community policing practices.
Institutionalize practice. Please explain how you will increase the number of law enforcement agencies, relevant stakeholders, and individuals that systematically use and integrate proven community policing strategies as part of their routine business and will continue to engage in these practices for the foreseeable future.
Page 8 of 60 O-COPS-2021-75013 Applicants should also consider the COPS Office performance measures when developing their own specific project goals and activities, which can be found in the “Performance Measures” section of this application. Federal Award Information Awards, Amounts and Durations Anticipated Number of Awards 57
Anticipated Maximum Dollar Amount of Awards $125,000.00
Period of Performance Start Date 9/1/21 12:00 AM
Period of Performance Duration (Months) 24
Anticipated Total Amount to be Awarded Under Solicitation $8,000,000.00
Federal Award Information
Depending on the quality of applications received and the availability of funding, the COPS Office may not fund every subcategory or may make additional or larger awards under one or more subcategories. In addition, the COPS Office reserves the right to revise the scope of the project in your application submission and modify the associated budget proposal accordingly.
All awards are subject to the availability of appropriated funds and any modifications or additional requirements that may be imposed by law. With limited funding, the COPS Office expects a competitive solicitation. Length of award
The COPS Office expects to make the project period for all awards 24 months. Type of award
The COPS Office will make all awards from the LEMHWA solicitation in the form of grants, which does not provide for substantial involvement between the federal awarding agency and the nonfederal entity in carrying out the activity contemplated by the federal award. Grant recipients will be responsible for day-to-day project management and may reach out to the COPS Office with assistance in implementing the award. However, grant recipients will need to work with the COPS Office program manager in situations stated in the terms and conditions, such as scope changes, extensions, or conference request approvals. Cost sharing or match
There is no requirement for cost sharing or a local match these awards.
Financial management and system of internal controls
Award recipients and subrecipients must, as set out in the Uniform Guidance at 2 C.F.R. § 200.303, do the following:
Page 9 of 60 O-COPS-2021-75013 Establish and maintain effective internal control over the federal award that provides reasonable assurance that [the recipient (and any subrecipient)] is managing the federal award in compliance with federal statutes, regulations, and the terms and conditions of the federal award. These internal controls should be in compliance with guidance in “Standards for Internal Control in the Federal Government” issued by the Comptroller General of the United States and the “Internal Control Integrated Framework” issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO). Comply with federal statutes, regulations, and the terms and conditions of the federal awards. Evaluate and monitor [the recipient’s (and any subrecipient’s)] compliance with statutes, regulations, and the terms and conditions of federal awards. Take prompt action when instances of noncompliance are identified including noncompliance identified in audit findings. Take reasonable measures to safeguard protected personally identifiable information and other information the federal awarding agency designates as sensitive or [the recipient (and any subrecipient)] considers sensitive consistent with applicable federal, state, local, and tribal laws regarding privacy and obligations of confidentiality. Administrative actions and legal remedies related to federal awards
Please be advised that an application may not be funded or, if awarded, a hold may be placed on this application if it is deemed that the applicant is not in compliance with federal civil rights laws, is not cooperating with an ongoing federal civil rights investigation, or is not cooperating with a U.S. Department of Justice award review or audit.
Misuse of COPS Office funds or failure to comply with all COPS Office award requirements may result in legal sanctions including suspension and termination of award funds, the repayment of expended funds, ineligibility to receive additional COPS Office funding, and other remedies available by law.
Under the False Claims Act, any credible evidence that a person has submitted a false claim or has committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving COPS Office funds may be referred to the Office of Inspector General (OIG). The OIG may be contacted at [email protected], https://oig.justice.gov/hotline/index.htm, or 800-869-4499.
Eligibility Information
This solicitation is open to all local, state, tribal, and territorial law enforcement agencies.
Application and Submission Information
This section describes in detail what an application must include. Failure to submit an application that contains all of the specified elements may negatively affect the review of its application; and, should a decision be made to make an award, such failure may result in the inclusion of award conditions that prevent the recipient from accessing or using award funds until the recipient satisfies the special conditions and the COPS Office makes the funds available. Applicants must comply with any word and field limit requirements described in this solicitation.
Moreover, applicants should anticipate that an application that the COPS Office determines does not address the scope of the solicitation or does not include the application elements that the COPS Office has designated to be critical will neither proceed to peer review nor receive further consideration. For this solicitation, the COPS Office has designated the following application elements as mandatory:
Application Questions (must respond to the application questions under the ”Data Requested with Application” section Budget Narrative (must be submitted as an attachment in the “Budget/Financial Attachments” section) Budget Detail Worksheets (must use the web-based forms in “Budget and Associated Documentation” section)
Page 10 of 60 O-COPS-2021-75013 Résumés/Curricula Vitae of Key Personnel (must be submitted as an attachment in the “Additional Application Component” section)
Do not wait until the application deadline date to begin the application process. The application may take several days to complete, and if you wait until the application deadline date, you may be unable to submit your application by the deadline. Applications must first be submitted through Grants.gov. Once the Grants.gov portion of the application is complete and processed, applicants will submit the full application via JustGrants. No other form of application will be accepted. Applications with errors or missing information may be disqualified or rated accordingly. Please note that the application system will not accept incomplete applications or applications with errors.
For technical assistance with submitting the SF-424, please call the Grants.gov customer service hotline at 800-518-4726, send questions via email to [email protected], or consult the Grants.gov Organization Applicant User Guide. The Grants.gov Support Hotline operates 24 hours a day, 7 days a week, except on federal holidays.
For technical support with the Justice Grants System (JustGrants) application, please contact the JustGrants Support at [email protected] or 833-872-5175. The JustGrants Support operates Monday through Friday between the hours of 5:00 a.m. and 9:00 p.m. Eastern Time (ET) and Saturday, Sunday, and federal holidays from 9:00 a.m. to 5:00 p.m. ET. Training on JustGrants can also be found at https://justicegrants.usdoj.gov/training-resources.
For programmatic assistance with the requirements of this program, please call the COPS Office Response Center at 800-421-6770 or send questions via email to [email protected]. The COPS Office Response Center operates Monday through Friday, 9:00 a.m. to 5:00 p.m. ET, except on federal holidays. 1. Obtain or confirm a DUNS number
Estimated timeframe: up to five business days to obtain the DUNS number
The Federal Government requires that all applicants for federal awards, with the exception of individuals other than sole proprietors, have a Data Universal Numbering System (DUNS) number prior to application submission. The DUNS number is used to identify related organizations that are receiving funding under awards and to provide consistent name and address data for electronic award application systems. A DUNS number may be obtained by telephone at 866-705-5711 or via the Internet at https://fedgov.dnb.com/webform.
Data Universal Numbering System (DUNS) number
The DUNS number is a unique nine- or thirteen-digit identification number provided by Dun & Bradstreet (D&B). The DUNS number is site-specific. Therefore, each distinct physical location of an entity (such as branches, divisions, and headquarters) may be assigned a different DUNS number. Organizations should try to keep DUNS numbers to a minimum. In many instances, a central DUNS number with a DUNS number for each major division, department, or agency that applies for an award may be sufficient. You should verify that you have a DUNS number or take the steps needed to obtain one as soon as possible, if there is a possibility you will be applying for future federal awards. If you already have a DUNS number. If you, as the entity applying for a federal award agreement, previously obtained a DUNS number in connection with the federal acquisition process or requested or had one assigned to you for another purpose, you should use that number on all of your applications. It is not necessary to request another DUNS number from D&B. You may request D&B to supply a family tree report of the DUNS numbers associated with your organization. Organizations should work with D&B to ensure the right information is on the report. Organizations should not establish new numbers but use existing numbers and update or validate the information associated with the number. If you are not sure whether you have a DUNS number, call D&B using the toll-free number 866-705-5711 and indicate that you are a federal award applicant or prospective applicant. D&B will tell you if you already have a number. If you do not have a DUNS number, D&B will ask you to provide the Page 11 of 60 O-COPS-2021-75013 information listed in the following section and will immediately assign you a number free of charge.
To obtain your DUNS number
The requestor may obtain a DUNS number via the Internet at https://fedgov.dnb.com/webform. The requestor may also obtain a DUNS number via telephone at 866-705-5711. The phone is staffed from 8:00 a.m.to 6:00 p.m. (local time of the caller when calling from within the contiguous United States). Calls placed outside of those hours will receive a recorded message requesting the caller to call back between the operating hours. The process to request a number takes about 5–10 minutes. A DUNS number will be assigned at the conclusion of the call. You will need to provide the following information: Legal name of your organization Headquarters name and address for your organization Doing business as (DBA) or other name by which your organization is commonly known or recognized Physical address, city, state, and ZIP code Mailing address (if separate from headquarters and/or physical address) Telephone number Contact name and title Number of employees at your physical location
Managing your DUNS number
D&B periodically contacts organizations with DUNS numbers to verify that their information is current. Organizations with multiple DUNS numbers may request a free family tree listing from D&B to help determine what branches or divisions have numbers and whether the information is current. Please call the dedicated toll-free DUNS number request line at 866-705-5711 to request your family tree. D&B recommends that organizations with multiple DUNS numbers have a single point of contact for controlling DUNS number requests to ensure that the appropriate branches or divisions have DUNS numbers for federal purposes. As a result of obtaining a DUNS number you have the option to be included on D&B’s marketing list that is sold to other companies. If you do not want your name or organization included on this marketing list, request to be de-listed from D&B’s marketing file when you are speaking with a D&B representative during your DUNS number telephone application. Obtaining a DUNS number is absolutely free for all entities doing business with the Federal Government. This includes award and cooperative agreement applicants or prospective applicants and federal contractors. Be certain to identify yourself as a federal award applicant or prospective applicant. 2. Register in the SAM database or confirm SAM number
Estimated timeframe: up to 10 business days to complete (if you do not have an EIN, the process can take up to 5 weeks)
In addition, all applicants are required to maintain current registrations in the System for Award Management (SAM) database. The SAM database replaces the Central Contractor Registration (CCR) database as the repository for standard information about federal financial assistance applicants, recipients, and subrecipients. DOJ requires that all applicants (other than individuals) for federal financial assistance maintain current registrations in the SAM database. Applicants must update or renew their SAM registration annually to maintain an active status. If your organization already has an Employer Identification Number (EIN), your SAM registration will take up to two weeks to process. If your organization does not have an EIN, you should allow two to five weeks for obtaining the information from the IRS when requesting the EIN via phone, fax, mail, or Internet.
Applicants that were previously registered in the CCR database must at a minimum
create a SAM account; log in to the SAM database and migrate permissions to the SAM account (all the entity registrations and records should already have been migrated).
Page 12 of 60 O-COPS-2021-75013 Applicants that were not previously registered in the CCR database must register in the SAM database prior to registering in Grants.gov. Please contact the SAM Service Desk at 866-606-8220 or view or update your registration information at https://www.sam.gov. If your SAM registration is set to expire prior to September 30, 2021, please renew your SAM registration prior to completing this application.
To register in SAM, follow the next steps
Step 1. Obtain a DUNS number at https://fedgov.dnb.com/webform or call 866-705-5711.
Step 2. Access the SAM online registration through the SAM home page at https://www.sam.gov and follow the online instructions for new SAM users.
Step 3. Complete and submit the online registration. If you already have the necessary information on hand, the online registration takes approximately 30 minutes to complete, depending upon the size and complexity of your business or organization. Please note that organizations must update or renew their SAM registration at least once a year to maintain an active status.
To migrate your legacy system user account from Central Contractor Registration (CCR), FedReg, ORCA, or EPLS, you must first create a personal account in SAM by clicking on “Create an Account” on the homepage. An individual account is required to manage entity registrations in SAM. You will not be able to manage your registration unless you create a system account in SAM. Once you validate that you have access to the email address you provided during the registration process and login, you will see a message on the user dashboard (My SAM) that will ask you, “Would you like to migrate a legacy system account?” Click “Yes” to begin the migration process. Alternatively, you may click on “Manage My User Roles,” then on “Migrate Legacy Account” link to begin the migration process. The roles you had with the legacy system will be mapped to your SAM account.
To update your entity’s SAM registration, follow the next steps:
Step 1. Go to the SAM homepage, enter your username and password, and then click the “Log In” button.
Step 2. Select “Complete Registrations” under Registration/Update Entity” in the left navigation pane.
Step 3. Select the entity record that you want to update and click the “Update” button. For more details on updating your registration, please refer to the SAM User Guide.
If awarded funds, your organization must maintain the currency of your information in the SAM database until you submit the final financial report required under this award or receive the final payment, whichever is later. This requires that you review and update the information at least annually after the initial registration, and more frequently if required by changes in your information or another award term.
Please see Appendix J in the FY 2021 COPS Office Community Policing Advancement (CPA) Programs - Appendices addressing the SAM and Universal Identifier Award Term.
3. Register with Grants.gov / Confirm registration
Estimated timeframe: up to two weeks for your registration to become active
All COPS Office applicants are required to submit the first part of the application through the Grants.gov website. If your organization has previously applied for awards using Grants.gov and you already have an account set up Page 13 of 60 O-COPS-2021-75013 with your username and password, please skip this step and move to step #4.
Otherwise, please click this link for details on how to register with Grants.gov: https://www.grants.gov/help/html/help/index.htm?callingApp=custom#t=GetStarted%2FGetStarted.htm.
For additional instructions on how to register with Grants.gov, please visit https://www.grants.gov/web/grants/applicants/organization-registration.html.
For technical assistance with submitting the SF-424, please call the Grants.gov customer service hotline at 800-518-4726, send questions via email to [email protected], or consult the Grants.gov Organization Applicant User Guide. The Grants.gov Support Hotline operates 24 hours a day, 7 days a week, except on federal holidays. 4. Obtain or confirm authorized organization representative (AOR) role
Estimated timeframe: up to one business day
The authorized organization representative (AOR) is the individual responsible for submitting the SF-424 in Grants.gov. To set up the AOR, please follow the instructions at https://www.grants.gov/web/grants/applicants/registration/authorize-roles.html.
For technical assistance with submitting the SF-424, please call the Grants.gov customer service hotline at 800-518-4726, send questions via email to [email protected], or consult the Grants.gov Organization Applicant User Guide. The Grants.gov Support Hotline operates 24 hours a day, 7 days a week, except on federal holidays.
Information to Complete the Application for Federal Assistance (SF-424)
The SF-424 is a required standard form used as a cover sheet for submission of pre-applications, applications, and related information under discretionary programs. Applicants must complete and submit the SF-424 via https://www.grants.gov.
Public reporting burden for this collection of information is estimated to average 60 minutes per response including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0043), Washington, DC 20503.
PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET. SUBMIT IT VIA GRANTS.GOV. Instructions: Application for Federal Assistance SF-424
The Instructions for the Application for Federal Assistance SF-424 is a standard form (including the continuation sheet) required for use as a cover sheet for submission of pre-applications and applications and related information under discretionary programs. Some of the items are required and some are optional at the discretion of the applicant or the COPS Office. Please see Appendix A in the FY 2021 COPS Office Community Policing Advancement (CPA) Programs - Appendices for a blank SF-424 for reference.
Required items are identified with an asterisk on the form and are specified in the instructions that follow. Applicants must follow these instructions.
1. Type of Submission (required). Select one type of submission in accordance with agency instructions.
Pre-application Application (select this one for this solicitation)
Page 14 of 60 O-COPS-2021-75013 Changed/corrected application—If requested by the agency, check if this submission is to change or correct a previously submitted application. Unless requested by the agency, applicants may not use this to submit changes after the closing date.
2. Type of Application (required). Select one type of application in accordance with agency instructions.
New—An application that is being submitted to an agency for the first time. (Select this one for this solicitation.) Continuation—An extension for an additional funding/budget period for a project with a projected completion date. This can include renewals. Revision—Any change in the Federal Government’s financial obligation or contingent liability from an existing obligation. If a revision, enter the appropriate letter(s). More than one may be selected. If “other” is selected, please specify in text box provided. Increase award Decrease award Increase duration Decrease duration Other (specify)
3. Date Received. Leave this field blank. This date will be assigned by the federal agency.
4. Applicant Identifier. Enter the entity identifier assigned by the federal agency, if any, or the applicant’s control number if applicable.
5a. Federal Entity Identifier. Enter the number assigned to your organization by the federal agency, if any.
5b. Federal Award Identifier. For new applications, leave blank. For a continuation or revision to an existing award, enter the previously assigned federal award identifier number. If you are submitting a changed or corrected application, enter the federal identifier in accordance with agency instructions.
6. Date Received by State. Leave this field blank. This date will be assigned by the state, if applicable.
7. State Application Identifier. Leave this field blank. This identifier will be assigned by the state, if applicable.
8. Applicant Information. Enter the following in accordance with agency instructions:
Legal name (required). Enter the legal name of the applicant who will undertake the assistance activity. This is what the organization has registered with the System for Award Management (SAM). Information on registering with SAM may be obtained by visiting the Grants.gov website. Employer/Taxpayer number (EIN/TIN) (required). Enter the Employer or Taxpayer Identification Number (EIN or TIN) as assigned by the Internal Revenue Service. If your organization is not in the United States, enter 44-4444444. Organizational DUNS (required). Enter the organization’s DUNS or DUNS+4 number received from Dun and Bradstreet. Information on obtaining a DUNS number may be obtained by visiting the Grants.gov website. Address (required). Enter the complete address as follows: Street address (line 1 required), City (required), County, State (required, if country is United States), Province, Country (required), ZIP/Postal Code (required, if country is United States). Organizational unit. Enter the name of the primary organizational unit (and department or division, if applicable) that will undertake the assistance activity, if applicable. Name and contact information of person to be contacted on matters involving this application (required) and organizational affiliation (if affiliated with an organization): Enter the name (first and last name, then the applicant organization), telephone number (required), fax number, and email address (required) of the person to contact on matters related to this application.
9. Type of Applicant (required). Select up to three applicant type(s) in accordance with agency instructions.
State government Page 15 of 60 O-COPS-2021-75013 County government City or township government Special district government Regional organization U.S. territory or possession Independent school district Public/state controlled institution of higher education Indian/Native American Tribal Government (federally recognized) Indian/Native American Tribal Government (other than federally recognized) Indian/Native American tribally designated organization Public/Indian housing Nonprofit Private institution of higher education Individual For-profit organization (other than small business) Small business Hispanic-serving institution Historically Black colleges and universities (HBCU) Tribally controlled colleges and universities (TCCU) Alaska Native and Native Hawaiian serving institutions Nondomestic (non-U.S.) entity Other (specify)
10. Name of Federal Agency (required). Enter the name of the federal agency from which assistance is being requested with this application.
11. Catalog of Federal Domestic Assistance Number/Title. Enter the Catalog of Federal Domestic Assistance number and title of the program under which assistance is requested, as found in the program announcement, if applicable.
12. Funding Opportunity Number/Title (required). Enter the Funding Opportunity Number and title of the opportunity under which assistance is requested, as found in the program announcement.
13. Competition Identification Number/Title. Enter the Competition Identification Number and title of the competition under which assistance is requested, if applicable.
14. Areas Affected by Project. List the areas or entities using the categories (e.g., cities, counties, states) specified in agency instructions. Use the continuation sheet to enter additional areas, if needed.
15. Descriptive Title of Applicant’s Project (required). Enter a brief descriptive title of the project. If appropriate, attach a map showing project location (e.g., construction or real property projects). For pre- applications, attach a summary description of the project.
16. Congressional Districts Of (required).
16a. Enter the applicant’s congressional district.
16b. Enter all district(s) affected by the program or project. Enter in the following format:
Two-character state abbreviation followed by three-character district number, e.g., CA-005 for California 5th district, CA-012 for California 12th district, NC-103 for North Carolina 103rd district. If all congressional districts in a state are affected, enter “all” for the district number, e.g., MD-all for all congressional districts in Maryland. If nationwide, i.e., all districts within all states are affected, enter U.S.-all. If the program/project is outside the United States, enter 00-000.
17. Proposed Project Start and End Dates (required). Enter the proposed start date and end date of the project. For the purposes of this solicitation, please use October 1, 2021 to September 30, 2023. Page 16 of 60 O-COPS-2021-75013 18. Estimated Funding (required). Enter the amount requested or to be contributed during the first funding/budget period by each contributor. Value of in-kind contributions should be included on appropriate lines, as applicable. If the action will result in a dollar change to an existing award, indicate only the amount of the change. For decreases, enclose the amounts in parentheses.
19. Is Application Subject to Review by State under Executive Order 12372 Process? Applicants should contact the state single point of contact (SPOC) for Federal Executive Order 12372 to determine whether the application is subject to the state intergovernmental review process. Select the appropriate box. If “a” is selected, enter the date the application was submitted to the state.
20. Is the Applicant Delinquent on Any Federal Debt? (required) Select the appropriate box. This question applies to the applicant organization, not to the person who signs as the authorized representative. Categories of debt include delinquent audit disallowances, loans, and taxes. If yes, include an explanation on the continuation sheet.
21. Authorized Representative (required). To be signed and dated by the authorized representative of the applicant organization. Enter the name (first and last name required), title (required), telephone number (required), fax number, and email address (required) of the person authorized to sign for the applicant. A copy of the governing body’s authorization for you to sign this application as the official representative must be on file in the applicant’s office. (Certain federal agencies may require that this authorization be submitted as part of the application.)
It is strongly recommended that applicants register immediately on https://www.grants.gov. In addition, applicants are strongly encouraged to complete the SF-424, section 1, and if applicable, the SF-LLL on Grants.gov as quickly as possible. Any delays in registering with Grants.gov or submitting the SF-424 may result in insufficient time for processing your application through Grants.gov or JustGrants.
For technical assistance with submitting the SF-424, call Grants.gov Customer Service Hotline at 800-518-4726, email [email protected], or consult the Grants.gov Applicant User Guide.
Standard Applicant Information (JustGrants 424 and General Agency Information)
Once the SF-424 has been submitted via Grants.gov, an email will be sent to the entity’s E-Biz POC (also referred to as the JustGrants Entity Administrator) from [email protected]. This email will contain registration instructions to create an account in DOJ’s secure user management system – the Digital Identity and Access Management Directory (DIAMD) or instructions on how to complete the second part of the online application through the JustGrants website. Applicants must complete the entire application in JustGrants, which is pre-populated with the SF-424 data submitted in Grants.gov. Applicants are required to confirm the AOR and verify the legal name and address. Applicants are also required to provide the areas affected by the project by entering applicable zip codes. For statewide or nationwide projects, the applicant should enter "State" or "National" in this field.
For further assistance with accessing JustGrants, please visit the JustGrants website. For further assistance with submitting an application in JustGrants, please visit the JustGrants Training web page.
Proposal Abstract
Applicants are required to write and submit a brief high-level project abstract that summarizes the proposed project in 2,000 characters or less. Project abstracts should explain to the reader about the projects’ purpose, scope, activities, and key partners, if applicable. An abstract should be coherent, concise, and able to stand alone as a summary of the project. You should write your project abstract for a general public audience without any personally identifiable or law enforcement sensitive information as this abstract, along with other federal award information, may be published on publicly available governmentwide websites. The abstract, which is to be entered into a text box in JustGrants, will not be scored but is used throughout the review process.
The COPS Office will only make the abstracts publicly available if the application is funded.
Page 17 of 60 O-COPS-2021-75013 Data Requested with Application
Applicants will be required to respond to a series of survey questions. Applicants will be limited to a 500 character count response for all survey narrative questions.
Please refer to the following steps to help guide you through initiating, completing, modifying, and obtaining the status of solicitation surveys in the JustGrants system:
To initiate a survey, please click on the survey title to open. When you have completed the survey, please click the “Finish” button on the lower right corner of the screen. The system will direct you to a review screen displaying your survey responses.
Please be advised: You may notice survey responses are not displayed properly in the survey response review screen. This is a known system bug, which is being corrected. Please be assured, your data is captured and saved in the JustGrants system.
To go back to the initial list of surveys, go to the “Actions” menu at the top right corner of the screen and select “Close” to exit the survey review screen. The survey you just completed will still display an “Open” status. To confirm the completed status of your survey, go back to the “Actions” menu and select “Refresh.” The status of your completed survey will change to “Resolved-Completed.” If you would like to verify the survey responses of a completed survey, you may click the survey title to reopen the selected survey and view your saved responses. If you would like to change and/or update the survey responses of a completed survey, you may click the “Re-open” option to update your saved responses. Remember, to confirm the status of a completed survey, you will need to click the “Actions” menu and “Refresh.”
Proposal Narrative Goals, Objectives, Deliverables, and Timeline
Applicants must complete the web-based goal, objectives, deliverables, and timeline section by providing at least one entry in each section. If awarded funding, the information provided in this section will be used in performance reporting and recipients will have to provide a status on the goals, objectives, deliverables, timeline. The COPS Office encourages applicants to review and link their goals and objectives to the solicitation goals and requirements.
Budget and Associated Documentation
Applicants must complete the web-based budget sheets in JustGrants and attach a separate budget narrative in the “Budget/Financial Attachments” section. The organization must create and attach a budget narrative that describes each item requested or group of similar items requested and links each item or group of items to the proposed project. All items will be reviewed on a case-by-case basis and in context of the allowable and unallowable costs lists. Budget narratives do not count toward the page limit of the project narrative.
Applicants must submit reasonable budgets based on the resources needed to implement their proposed projects. The budget should display a clear link between the specific project activities and the proposed budget items. It should not contain any items that are not detailed in the project narrative.
The separate budget narrative should thoroughly and clearly describe every category of expense listed in the budget detail worksheets contained in this application. The COPS Office expects proposed budgets to be complete, cost effective, and allowable (e.g., reasonable, allocable, and necessary for project activities).
An applicant should demonstrate in its separate budget narrative how it will maximize cost effectiveness of award expenditures. Budget narratives should generally describe cost effectiveness in relation to potential alternatives and the goals of the project. For example, a budget narrative should detail why planned in-person meetings are
Page 18 of 60 O-COPS-2021-75013 necessary, or how technology and collaboration with outside organizations could be used to reduce costs, without compromising quality. Consideration will be given to budget proposals that maximize the direct funding that supports project activities.
The budget narrative should be mathematically sound and correspond clearly with the information provided in the budget detail worksheets. The narrative should explain how the applicant estimated and calculated all costs and how those costs are necessary to the completion of the proposed project. The narrative may include tables for clarification purposes but need not be in a spreadsheet format. The budget should describe costs by year and should cover the full project period of two years.
In some circumstances, the budget and budget narrative will be reviewed separately from the proposed project narrative. Therefore, it is very important that the budget narrative be as comprehensive as possible and describe in a narrative format each line item requested in the budget. The budget narrative should not be used to explain deliverables or project activities that are not included in the project narrative. Deliverables and activities that are solely listed in the budget narrative and not described in the project narrative (and vice versa) will be scored negatively during the peer review process.
Budget requests may be made in the following categories:
Civilian personnel (base salary and fringe benefits) Travel Equipment Supplies Sub-awards Procurement contracts Other costs Indirect costs
All items requested will be considered on a case-by-case basis during the budget review process. Items under the program must be purchased using the legislative guidelines established by the appropriations legislation that governs this funding. In addition, each item requested must programmatically link to the activities described in your application. To the extent permitted by law and to the greatest extent practicable under a federal award, recipients and subrecipients must provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States. See 2 C.F.R. 200.322.
Applicants should submit scalable proposals where appropriate. Note that the COPS Office may reduce funding for selected proposals based on the number of awards selected. The COPS Office may revise the proposed scope and modify the associated budget proposal accordingly.
Each requested budget item must be allowable, necessary, allocable, and reasonable to the project activities.
Pre-agreement costs are costs incurred by the applicant prior to the start date of the period of performance of the federal award. Requests for reimbursement of items purchased or expenses incurred prior to the award start date will not be funded. All such costs incurred prior to award and prior to approval of the costs are incurred at the sole risk of the applicant. NOTE: For awards made to states or units of local government (including law enforcement agencies), requests may be made only for items or positions that are not otherwise budgeted with state, local, or Bureau of Indian Affairs (BIA) funds and would not be funded in the absence of this COPS Office award (see award condition IV, “Nonsupplanting requirement”).
For-profit organizations (as well as other recipients) must forgo any profit or management fee.
Each of the categories that follows includes definitions as well as information on frequent requests as well as typically allowable and unallowable costs. The unallowable lists are not exhaustive and are generally considered unallowable for the entire solicitation, irrespective of where the applicant adds the requested item in the budget. The COPS Office reserves the right to deny funding for any items that may not be included in this solicitation.
The COPS Office is providing a template for the budget narrative that can be used as a voluntary tool to assist Page 19 of 60 O-COPS-2021-75013 your organization in developing this required document. You will be able to access the template (Microsoft Word document) at https://cops.usdoj.gov/Supplemental-Applications-Materials-and-Additional-Support. Note that instructions in the template are provided in italics. If you choose to use this template, please make sure to delete the instructions before submitting so that they do not factor in your page count. In addition, the COPS Office is providing an example budget narrative, which can also be found in Appendix K in the FY 2021 COPS Office Community Policing Advancement (CPA) Programs - Appendices.
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Budget Narrative.”
Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats.
Budget Worksheet and Budget Narrative (Web-based Form)
Sworn personnel (base salary and fringe benefits)
Salaries of sworn officer positions are not allowable under this solicitation, with the exception of overtime. All overtime requests should be in the “Other Costs” section.
Civilian personnel (base salary and fringe benefits)
Base salary
Salaries of personnel are costs based on the percentage of time spent (full time equivalent [FTE]) working directly on the project. The total salary percentage should be comparable and consistent with organizational policy. The total amount paid is comparable to industry standards and the type of work being performed.
A recipient may not use federal funds to pay total cash compensation to any employee of the recipient at a rate that exceeds 110 percent of the maximum annual salary payable to a member of the Federal Government’s Senior Executive Service (SES) at an organization with a Certified SES Performance Appraisal System for that year. The 2020 salary table for SES employees is available at the Office of Personnel Management website: https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2020/executive-senior-level. Note: A recipient may compensate an employee at a greater rate, provided the amount in excess of this compensation limitation is paid with nonfederal funds. (Nonfederal funds used for any such additional compensation will not be considered matching funds.) If only a portion of an employee’s time is charged to a COPS Office award, the maximum allowable compensation is equal to the percentage of time worked times the maximum salary limitation.
Typically, unallowable civilian personnel costs include the following (Note: these are typically unallowable no matter which category they are placed under):
If your organization charges an indirect cost, those costs normally include the following positions and therefore these positions should not be charged as personnel costs to avoid possible duplication: Administration (e.g., director or program head) Clerical (e.g., secretary or administrative assistant) Accounting (e.g., controller or bookkeeper) Procurement (e.g., purchasing director or stockroom clerk) Housekeeping and maintenance (e.g., custodial and janitorial, repairman, or grounds keeper)
NOTE: These positions can be charged directly if the individual is working a significant amount of time on the project. This will be approved on a case-by-case basis and your narrative should significantly articulate the need to charge these directly if applicable.
For awards made to states or units of local government (including law enforcement agencies), salaries and benefits for positions that are already budgeted with state, local, or Bureau of Indian Affairs (BIA) funds and Page 20 of 60 O-COPS-2021-75013 would be funded in the absence of this COPS Office award are also not allowed. Salaries and benefits of personnel that do not work directly on the project. Salaries and benefits for contract or consultant personnel (these should be placed under ”Sub-awards”).
Completing civilian base salary
If you are not requesting any civilian base salary, move to the next section. For each civilian personnel request, applicants must complete the web-based form. If the individual will be working more than one year on the project, applicants will have the option to copy a year.
The “additional narrative” section should be used to describe the employee’s roles, responsibilities, and activities related to the work to be completed on the project. If the salary increases from one budget year to another because of cost of living increases, be sure to detail these increases in the budget description.
Additional documentation that may need to be uploaded in the “Budget/Financial Attachments” section includes the following:
Job description Organizational pay scales or written annual salary per position Résumés/vitae
Fringe benefits
Fringe benefits are allowances and services provided by the organization to its employees as compensation in addition to regular salary. Fringe benefits should be based on actual known costs or an established formula. Typical fringe benefits include the following:
Federal Insurance Contributions Act (FICA) taxes—includes Social Security and Medicare and cannot exceed 7.65 percent (6.2 and 1.45 percent respectively) Health insurance—individual or family Life insurance Vacation Sick leave Retirement State unemployment compensation insurance Federal unemployment tax Worker’s Compensation insurance Other fringe benefits may include holidays, military leave, bereavement leave, sabbatical leave, severance pay, jury duty, state disability insurance, pension plan, 401(k) plan
Typically unallowable fringe benefit costs include the following (Note: these are typically unallowable no matter which category they are placed under):
Bonuses or commissions If your indirect cost rate agreement includes fringe benefits, you may not charge these costs directly to the project
Completing fringe benefits
If you are not requesting any civilian base salary, move to the next section. Applicants will need to provide the appropriate percentage for each fringe benefit that the individual is allocated per the employee benefits. Note, the system will not allow more than 6.2% for Social Security and 1.45% for Medicare.
Additional documentation that may need to be uploaded in the “Budget/Financial Attachments” section includes the following:
Written organization policies regarding fringe benefits Organizational fringe rate agreement
Page 21 of 60 O-COPS-2021-75013 Travel
Travel costs include the costs of transportation, lodging, meals, temporary dependent care, and incidental expenses incurred by personnel while on official business, such as attendance at an award-related meeting or conference when travel is further than 50 miles from program location. Travel and subsistence estimates are based on the contemplated number of trips, places to be visited, length of stay, transportation costs, subsistence allowances, and the recipient’s own travel policies. For additional guidance, please see the Uniform Guidance 2 C.F.R. § 200.475.
When charging travel costs to federal awards, award recipients must indicate the source of travel policies applied (applicant or federal travel regulations). If a recipient does not have a written travel policy, it must adhere to the Federal Travel Regulations (FTR). For information on the FTR and U.S. Government General Service Administration (GSA) per diem rates by geographic area, please visit https://www.gsa.gov/travel/plan-book/per- diem-rates. For all applicants (with or without a written travel policy), airfare travel costs must be one of the following: the lowest discount commercial airfare, standard coach airfare, or the Federal Government contract airfare (if authorized and available).
Temporary dependent care costs above and beyond regular dependent care that directly results from conference travels are allowable as long as the costs incurred (1) are a direct result of the individual’s travel for the federal award; (2) are consistent with the recipient’s documented travel policy for all entity travel; and (3) are only temporary during the travel period.
The only individuals traveling who should be charged in this section are those listed in “Civilian personnel.” All other individuals traveling for the project, including participant and consultant travel, should be listed under “Sub- awards” or “Procurement Contracts.” This section should also include any training costs for the primary applicant, all other training costs should be listed under “Sub-Awards,” “Procurement Contracts,” or “Other Costs” as appropriate.
Typically unallowable travel costs include the following (Note: these are typically unallowable no matter which category they are placed under):
Bar charges/alcoholic beverages Costs exceeding Federal Travel Regulations if no other organizational written policy is supplied that supersedes these established rates Credit card fees Entertainment, including amusement, diversion, social activities, and any associated costs (i.e. tickets to shows or sports events, meals, lodging, rentals, transportation, and gratuities) Food and beverages at conferences, meetings, or trainings your organization is hosting Foreign travel GPS and Easy Pass rentals (when renting a car) Laundry services while on travel Local travel costs (lodging, meals, per diem, or transportation costs) within a 50-mile radius of the project location Mileage reimbursement, rental cars, parking fees, and/or taxi fare for local travel within a 50-mile radius of the project location Paying for meals other than your own Tips/gratuity
Completing Travel
If you are not requesting any travel, training, or conferences, move to the next section. For each travel request, applicants must complete the web-based form. Each trip should be entered as an individual entry rather than a group of trips.
The “additional narrative” section should be used to describe the purpose of the trip, proposed destination, trip duration by day/night, and list of individuals traveling as well as a detailed cost breakdown for each travel category (lodging, per diem, etc.). The cost breakdown should include
Page 22 of 60 O-COPS-2021-75013 mode of transportation and proposed fare per trip (airfare, train, etc.) broken down by day; mileage allowances if private vehicle will be used; per diem rates for the destination per day (including full per diem and travel day per diem); lodging costs per night; transportation fees per day; parking fees per day.
Additional documentation that may need to be uploaded in the “Budget/Financial Attachments” section includes the following:
Organizational travel policy
Equipment
Necessary equipment must be specifically purchased to implement or enhance the proposed project. Equipment is tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost that equals or exceeds $5,000. Applicants should analyze the cost benefits of purchasing versus leasing equipment, especially high-cost items and those subject to rapid technical advances. Rented or leased equipment costs should be listed in “Procurement Contracts.”
Typically unallowable equipment/technology costs include the following (Note: these are typically unallowable no matter which category they are placed under):
3D printers and associated equipment Ammunition (live and training) Automatic license plate recognition software Bayonets Bikes and associated equipment Biometric technology Body armor Body-worn cameras Bomb detection technology Bulletproof vests and accessories Buses/shuttles/transit vans Camouflage uniforms Closed-circuit televisions (CCTV) Communication boxes Computer aided dispatch (CAD) systems/records management systems (RMS) Copiers Criminal intelligence systems Electronic control weapons (ECW)/Tasers Explosives Firearm investigation equipment Firearms (including training firearms) Fitness equipment (including yoga equipment) General law enforcement vehicles (including patrol cars and leased vehicles) Golf carts/motorized personal vehicles GPS devices Grenade launchers Gunshot detection equipment and technology Handcuffs, weapons, and ammunition (including training ammunition) Laser spectroscopy devices License plate readers (LPR) Manned aircraft Metal detectors Mobile data terminals (MDT) Non-motorized vehicles Page 23 of 60 O-COPS-2021-75013 Radios Recreation equipment (including tents and coolers) Robotic cameras Servers Shared items between projects—if equipment is to be used for concurrent projects, this should be captured in your indirect costs. If your organization does not have an indirect cost rate agreement, this may be proportionally charged as direct with prior approval. Simulators/augmented reality programs Surveillance equipment Tactical gear Thermal imaging devices Tracked (armored) vehicles Traffic equipment (such as cones, message boards) Trailers Unmanned aerial vehicles (drones) Video surveillance (including security systems) Weaponized aircraft, vessels, and vehicles of any kind
Completing Equipment
If you are not requesting any equipment or technology, move to the next section. For each equipment request, applicants must complete the web-based form.
The “additional narrative” section should be used to describe the type of equipment with a description and justification explaining why the equipment is necessary for the success of the project. The description should provide any additional calculations that make up the base cost and the justification should explain that this equipment is not available or accessible to project personnel without specifically purchasing through this award.
Additional documentation that may need to be uploaded in the “Budget/Financial Attachments” section includes the following:
Narrative of the procurement method Sole Source Justification (see the Sole Source Justification fact sheet for further guidance)
Supplies
Supplies means all tangible personal property other than those items described under “Equipment.” Supplies costs consist of those incurred for purchased goods and fabricated parts directly related to an award proposal. Supplies differ from equipment in that they are consumable, expendable, and of a relatively low unit cost, defined as less than $5,000 per unit. Such costs may include paper, printer ink, pens, pencils, laptops, etc. A computing device is a supply if the acquisition cost is less than $5,000, regardless of the length of its useful life.
For broad category requests (such as “office supplies”), explanation for project amounts should be provided with calculations. Broad grouping of items under supplies will be limited to $40 per month; otherwise items must be individually captured and justified in the budget request.
For any training awards, the COPS Office allows the purchase of flash drives or USB devices to distribute training materials with approval prior to purchasing.
Typically unallowable supply costs include (Note: these are typically unallowable no matter which category they are placed under):
Body metric equipment such as blood pressure monitors and FitBits Conference or event swag, including t-shirts, bags, or mugs COVID-19 test kits Displays, demonstrations, or exhibits Entertainment, including amusement, diversion, social activities, and any associated costs (i.e. tickets to shows or sports events, meals, lodging, rentals, transportation, and gratuities) Page 24 of 60 O-COPS-2021-75013 Extracurricular expenses for youth programs, including t-shirts, meal plans, giveaways, swag bags, and games Fitness and yoga supplies Narcan Promotional items and memorabilia, including models, gifts, and souvenirs Recreational supplies (such as Frisbees) Shared items between projects—if supplies are to be used for concurrent projects, then this should be captured in your indirect charges or you should only charge the percentage allocated to this project (for example, if a laptop is being purchased for a research assistant who works 40 percent of their time on this project, then only charge 40 percent of the laptop cost to this project)
Completing Supplies
If you are not requesting any supplies, move to the next section. For each supply request, applicants must complete the web-based form. The cost should be broken down to the lowest form; therefore, if you are requesting $30 per month for office supplies, the calculation should be 12 x $30 and not 1 x $360.
The “additional narrative” section should be used to describe and justify why the supplies are necessary for the success of the project. Provide any additional calculations that make up the base cost.
Sub-awards
The applicant should distinguish clearly between sub-awards and procurement contracts in allocating any funds to other entities. Pursuant to 2 C.F.R. § 200.331, a sub-award is for the purpose of carrying out a portion of the federal award, and a contract is for the purpose of obtaining goods and services for the recipient’s own use. The substance of the relationship is more important than the form of the agreement in determining whether the recipient of the pass-through funds is a subrecipient or a contractor. Keep in mind that the awarding and monitoring of contracts must follow documented procurement procedures, including full and open competition, pursuant to the procurement standards in 2 C.F.R. §§ 200.318- 200.327, and the issuance of sub-awards must meet the requirements of 2 C.F.R. § 200.332.
Any recipient of an award will be responsible for monitoring sub-awards and contracts in accordance with all applicable statutes, regulations, and guidelines. Primary recipients will be responsible for oversight of subrecipient/partner spending and monitoring specific performance measures and outcomes attributable to the use of COPS Office funds.
Consultant expenses include goods or services that directly contribute to the implementation or enhancement of the project. The use of a consultant should be more economical than direct employment. Compensation for individual consultant services procured under a COPS Office award must be reasonable and allocable in accordance with Office of Management and Budget (OMB) cost principles, and consistent with that paid for similar services in the marketplace. The services should be commensurate with the rate or salary paid by the primary employer.
Unless otherwise approved by the COPS Office, independent consultant rates will be approved based on the salary a consultant receives from his or her primary employer, as applicable, up to $650 per day (or $81.25 per hour). Please note that this does not mean that the rate can or should be as high as $650 for all consultants. If individuals receive fringe benefits from their primary employer, such fringe benefit costs should not be included in the calculation of consultant rates. A consultant rate justification will need to be submitted for review and approval to the COPS Office for any consultants paid more than $650 per day prior to incurring any costs. Determinations of approval will be made on a case-by-case basis.
Consultant travel costs follow the same guidelines as “Travel” but should be costs associated with consultant travel. These costs should not be reflected in the “Civilian Personnel” or “Travel” categories.
All sole source procurements of goods and services (those not awarded competitively) in excess of $250,000 require prior approval from the COPS Office.
All other consultant-related expenses should be included in this section such as supply and equipment requests. Page 25 of 60 O-COPS-2021-75013 The same guidelines as previously stated in the above sections will apply.
If an applicant proposes a program or activity that would deliver services or benefits to individuals, the costs of taking reasonable steps to provide meaningful access to those services or benefits for individuals with limited English proficiency may be allowable. Reasonable steps to provide meaningful access to services or benefits may include interpretation or translation services, where appropriate. For additional information, see the “Civil Rights Compliance.”
Typically unallowable sub-awards include the following (Note: these are typically unallowable no matter which category they are placed under):
Bar charges/alcoholic beverages Compensation of federal employees—this category of unallowable costs includes salary payments, consulting fees, or other compensation to full-time federal employees. Conference or event swag, including t-shirts, bags, or mugs Construction costs Costs exceeding Federal Travel Regulations if no other organizational written policy is supplied that supersedes these established rates Credit card fees Displays, demonstrations, or exhibits Entertainment, including amusement, diversion, social activities, and any associated costs (e.g., tickets to shows or sports events, meals, lodging, rentals, transportation, and gratuities) Food and beverages at conferences, meetings, or trainings your organization is hosting Foreign travel GPS and Easy Pass rentals (when renting a car) Honoraria when the primary intent is to confer distinction on or to symbolize respect, esteem, or admiration for the recipient of the honorarium (a payment for services rendered, such as speaker’s fee under an award, is allowable) Laundry services while on travel Local travel costs (lodging, meals, per diem, or transportation costs) within a 50-mile radius of the project location Maintenance and/or service contracts that extend the life of the award period (multiyear contracts and extended warranties are allowable but must be paid in full within the initial award period and must not exceed the award period) Mileage reimbursement, rental cars, parking fees, and/or taxi fare for local travel within a 50-mile radius of the project location Narcan Paying for meals other than your own Promotional items and memorabilia, including models, gifts, and souvenirs Shared items between projects—if supplies are to be used for concurrent projects, then this should be captured in your indirect charges or you should only charge the percentage allocated to this project (for example, if a laptop is being purchased for a research assistant who works 40 percent of their time on this project, then only charge 40 percent of the laptop cost to this project) Tips/gratuities
Completing Sub-awards
If you are not requesting any sub-award costs, move to the next section. For each sub-award request, applicants must complete the web-based form.
The “additional narrative” section should be used to describe and justify the product or services to be procured by sub-award including the nature and scope of goods purchased, price proposals, and length of contract. Sub- award travel requests should follow the same guidance as the “travel” section. Provide any additional calculations that make up the base cost.
Additional documentation that may need to be uploaded in the “Budget/Financial Attachments” section includes the following:
Page 26 of 60 O-COPS-2021-75013 Consultant Rate Justification (see the Consultant Rate Justification fact sheet for further guidance) Consultant résumés/vitae Organizational travel policy Sole Source Justification (see the Sole Source Justification fact sheet for further guidance)
Procurement Contracts
The applicant should distinguish clearly between sub-awards and procurement contracts in allocating any funds to other entities. Contracts include goods or services that directly contribute to the implementation or enhancement of the project. The applicant should distinguish clearly between sub-awards and procurement contracts in allocating any funds to other entities. The substance of the relationship is more important than the form of the agreement in determining whether the recipient of the pass-through funds is a subrecipient or a contractor. Keep in mind that the awarding and monitoring of contracts must follow documented procurement procedures, including full and open competition, pursuant to the procurement standards in 2 C.F.R. §§ 200.317– 200.326, and the issuance of sub-awards must meet the requirements of 2 C.F.R. § 200.331.
All sole source procurements of goods and services (those not awarded competitively) in excess of $250,000 require prior approval from the COPS Office. 2 C.F.R. § 200.324(b)(2).
Typically unallowable procurement contracts include the following (Note: these are typically unallowable no matter which category they are placed under):
Conference or event swag, including t-shirts, bags, or mugs Construction costs Criminal intelligence systems Displays, demonstrations, or exhibits Entertainment, including amusement, diversion, social activities, and any associated costs (e.g., tickets to shows or sports events, meals, lodging, rentals, transportation, and gratuities) Food and beverages at conferences, meetings, or trainings your organization is hosting Maintenance and/or service contracts that extend the life of the award period (multiyear contracts and extended warranties are allowable but must be paid in full within the initial award period and must not exceed the award period) Promotional items and memorabilia, including models, gifts, and souvenirs Servers Shared items between projects—if supplies are to be used for concurrent projects, then this should be captured in your indirect charges or you should only charge the percentage allocated to this project (for example, if a laptop is being purchased for a research assistant who works 40 percent of their time on this project, then only charge 40 percent of the laptop cost to this project)
Completing Procurement contracts
If you are not requesting any procurement contract costs move to the next section. For each procurement contract request, applicants must complete the web-based form.
The “additional narrative” section should be used to describe and justify the product or services to be procured by sub-award including the nature and scope of goods purchased, price proposals, and length of contract. Procurement contract travel requests should follow the same guidance as the “travel” section. Provide any additional calculations that make up the base cost.
Additional documentation that may need to be uploaded in the “Budget/Financial Attachments” section includes the following:
Consultant Rate Justification (see the Consultant Rate Justification fact sheet for further guidance) Consultant résumés/vitae Organizational travel policy Sole Source Justification (see the Sole Source Justification fact sheet for further guidance)
Page 27 of 60 O-COPS-2021-75013 Other costs
Items not included in the previous categories but that have a direct correlation to the overall success of a recipient’s project objectives and are necessary for the project to reach full implementation will be considered on a case-by-case basis by the COPS Office. Requests that may fall under the “other” category include officer overtime, rent (see next paragraph for more details), or software purchases.
Rental costs are generally allowable under this solicitation when the costs are not included in indirect costs. Applicants should list square footage cost in the budget. The amount must be based on the space that will be allocated to implement the COPS Office project, not the costs of the entire rental space. Rental costs are not allowable for property owned by the applicant or if the applicant has a financial interest in the property. In this case only the costs of ownership, including maintenance costs, insurance, depreciation, utilities, etc., are allowable costs. The applicant must indicate in the budget narrative whether or not they own the space that will be rented.
For applicants that anticipate using COPS Office funds to cover only a portion of a particular service they provide, the budget should prorate operational costs like rent and phone service accordingly.
Typically unallowable other costs include the following (Note: these are typically unallowable no matter which category they are placed under):
Advertising and public relations designed solely to promote the recipient Body metric equipment such as blood pressure monitors and FitBits Conference or event swag, including t-shirts, bags, or mugs Construction costs Corporate formation (startup costs) Costs for audits not required or performed in accordance with the Office of Management and Budget (OMB) Circular A-133 or 2 C.F.R. Part 200 Subpart F – Audit Requirement are unallowable. If the applicant organization did not meet the applicable expenditure threshold during the organization’s fiscal year, the cost of any audit performed may not be charged to the award. Costs incurred for intramural activities, student publications, student clubs, and other student activities Criminal intelligence systems Entertainment, including amusement, diversion, social activities, and any associated costs (e.g., tickets to shows or sports events, meals, lodging, rentals, transportation, and gratuities) Extracurricular expenses for youth programs, including t-shirts, meal plans, giveaways, swag bags, and games Fuel for general patrol vehicles Gym memberships and subscriptions Health screenings Land acquisition including renting, leasing, or construction of buildings or other physical facilities Live animals (including dogs and horses) including associated supplies, food, transportation, and veterinary expenses Maintenance of vehicles and enhancements (such as mounts) Massages Membership fees to organizations whose primary activity is lobbying Office rental/lease space, except for costs proportionate to work conducted under this solicitation (if included within an indirect cost rate negotiated agreement) Personal protective equipment or gear Promotional items and memorabilia, including models, gifts, and souvenirs Psychological screenings Publishing services—the COPS Office provides editing, graphic design, and printing services for deliverables and other project materials; therefore, these costs cannot be directly charged unless approved on a case-by-case basis. Scholarships, fellowships, and other programs for student aid (exceptions are for institutions for higher education) Servers Uniforms (including helmets, boots) Page 28 of 60 O-COPS-2021-75013 Completing Other Costs
If you are not requesting any other costs, move to the next section. For each request, applicants must complete the web-based form. The cost should be broken down to the lowest form.
The “additional narrative” section should be used to describe and justify why the item is necessary for the success of the project. Provide any additional calculations that make up the base cost.
Indirect costs
Overview of indirect costs
Indirect costs means those costs incurred for a common or joint purpose benefiting more than one cost objective and not readily assignable to a particular project but necessary to the operation of the organization and the performance of the project. Examples of costs usually treated as indirect include those incurred for facility operation and maintenance, depreciation, and administrative salaries.
If a cognizant federal agency has approved your negotiated indirect cost rate, the negotiated rate must be accepted by all federal awarding agencies, unless otherwise capped by federal statute or regulation.
Indirect cost rates may vary depending on your cognizant federal agency determinations. In some cases, project budgets may include more than one rate, particularly when offsite activity is conducted at a location other than the organizations premises. Note: Ensure the indirect calculation is in accordance with your organization’s indirect cost rate agreement.
Expired Indirect Cost Rate Agreement
If your indirect cost rate agreement has expired, you should either renegotiate the rate or request a one-time extension from your cognizant agency. The negotiated cost rate may be extended for up to four years. Once the cognizant federal agency has approved your extension, you must abide by the rate for the agreed-upon time period. No further negotiations regarding indirect cost rates may occur until the extension has expired. At the end of the extension period, you must then negotiate a new indirect cost rate.
De Minimis Indirect Cost Rate
If you do not have a current negotiated or provisional indirect cost rate, except for those nonfederal entities described in 2 C.F.R. Part 200, Appendix VII to Part 200, paragraph D.1.b., you may elect to charge a de minimis rate of 10 percent of modified total direct costs (MTDC) which may be used indefinitely. When using this method, cost must be consistently charged as either indirect or direct costs, but may not be double charged or inconsistently charged as both. Also, if this method is chosen, then it must be used consistently for all federal awards until such time as you choose to negotiate an indirect cost rate (which may be done at any time). No documentation is required to justify the 10 percent de minimis indirect cost rate. See 2 C.F.R. § 200.414(f).
If you elect to negotiate an indirect cost rate with your cognizant federal agency, a special condition will be added to the award prohibiting the obligation, expenditure, or drawdown of funds reimbursement for indirect costs until an indirect cost rate has been approved by your cognizant federal agency, and the appropriate notification has been made retiring the special condition.
For assistance with identifying the appropriate cognizant federal agency for indirect costs, please contact the OCFO Customer Service Center at 800-458-0786 or at [email protected]. If DOJ is the cognizant federal agency, applicants may obtain information needed to submit an indirect cost rate proposal at https://www.ojp.gov/funding/Apply/Resources/IndirectCosts.pdf.
Exception: If you are a unit of local government in which the Office of Management and Budget (OMB) has not assigned a cognizant federal agency, then you are not required to submit your indirect cost proposal, unless the awarding agency requires a copy of the proposal. Please see the appropriate appendix section in 2 C.F.R. Part 200 as listed above.
Page 29 of 60 O-COPS-2021-75013 Approval of indirect cost rates for subrecipients
As the direct recipient, you are responsible for approving indirect cost rates for your subrecipients if funded. Such rates must be consistent with the requirements of 2 C.F.R. Part 200. The COPS Office will not approve indirect cost rates beyond the direct recipient level; however, subrecipients who are also direct recipients of federal awards may already have a federally approved indirect cost rate. If your subrecipient has negotiated an indirect cost rate with the Federal Government, then that rate applies.
The subrecipient rates should not be included in this section, but rather under “Sub-awards” or “Procurement Contracts.”
Calculating direct cost base
The following direct cost bases may be used as a distribution base:
Modified total direct cost (MTDC)—This base includes all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards up to the first $25,000 of each subaward (regardless of the period of performance of the subawards under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs, and the portion of each subaward in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency. Direct salaries and wages—This base includes only the costs of direct salaries and wages incurred by the organization. Direct salaries and wages plus fringe benefits—This base includes the costs of direct salary, wages and fringe benefits incurred by the organization.
Exclusions in direct cost bases
Applicants should pay particular attention to the two areas listed below to ensure that their indirect cost rate application is in compliance with the existing requirements of the government-wide award rules set out in the Office of Management and Budget (OMB) circular and regulations:
$25,000 Subcontract/Subaward limitation. For institutions of higher education and nonprofit organizations, indirect cost rates negotiated on the basis of modified total direct costs may only be applied against the first $25,000 of any subcontract or subaward under the agreement. This limitation must be applied to all conference related subcontracts and subawards, including those with hotels and travel agents. (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 C.F.R. § 200.400 et seq.) Participant support costs. For nonprofit organizations, in accordance with 2 C.F.R. part 200, Appendix IV to 2 Part 200, paragraph B.2.c.—Indirect (F&A) Costs Identification and Assignment and Rate Determination for Nonprofit Organizations: “The distribution base may be total direct costs (excluding capital expenditures and other distorting items, such as [contracts or] subawards for $25,000 or more), direct salaries and wages, or other base which results in an equitable distribution. The distribution base must exclude participant support costs as defined in § 200.75 Participant support costs.”
Please note that only employees of the nonprofit organization are excluded from the definition of participant support costs. Costs related to contractors of the nonprofit organization who are acting in the capacity of a conference trainer/instructor/presenter/facilitator are considered participant support costs. For more information on allowable costs for conferences and training, please visit https://ojp.gov/financialguide/doj/pdfs/DOJ_FinancialGuide.pdf.
If you need additional information on an indirect cost rate negotiated agreement, go to the DOJ Grants Financial Guide at https://ojp.gov/financialguide/doj/index.htm.
Completing Indirect Costs
If you are not requesting any indirect costs, move to the next section. Ensure that each type of indirect cost rate Page 30 of 60 O-COPS-2021-75013 (provisional, final, predetermined, fixed, etc.) is identified. For institutions of higher education and other institutions where multiple indirect rates are applied, please enter each indirect rate as a separate line item with calculation breakdown and description for which each rate applies.
The “additional narrative” section should be used to describe the breakdown of the calculation as well as provide any additional calculations that make up the base cost. Include the expiration date and the cognizant agency name.
Additional documentation that may need to be uploaded in the “Budget/Financial Attachments” section includes the following:
Current, signed, federally approved indirect cost rate negotiated agreement If your organization does not have a provisional or current indirect cost rate negotiated agreement or it is expired and under review, the applicant must submit supporting documents to show the applicant’s cognizant federal agency is reviewing the request. The COPS Office may disallow or freeze access to indirect funds until a provisional or current indirect cost rate negotiated agreement is provided.
Consolidated Category Summary
You will be able to review the category totals and the total project costs under this section. To make any changes to a particular category, please use the navigation on the right of the screen.
Non-competitive Justification
As applicable, applicants will attach the noncompetitive justification (or sole source justification). Additional guidance can be found in the Sole Source Justification fact sheet.
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Sole Source.” Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats. If an applicant submits multiple versions of the same document, the COPS Office will review only the most recent system-validated version submitted.
Indirect Cost Rate Agreement (if applicable)
As applicable, applicants will attach the indirect cost rate agreement. Additional guidance can be found in the Indirect Cost Rate Agreement fact sheet.
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Sole Source.” Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats. If an applicant submits multiple versions of the same document, the COPS Office will review only the most recent system-validated version submitted.
Consultant Rate
As applicable, applicants will attach the consultant rate justification. Additional guidance can be found in the Consultant Rate Justification fact sheet.
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Sole Source.” Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats. If an applicant submits multiple Page 31 of 60 O-COPS-2021-75013 versions of the same document, the COPS Office will review only the most recent system-validated version submitted.
Budget Narrative
Applicants must attach a separate budget narrative. The organization must create and attach a budget narrative that describes each item requested or group of similar items requested and links each item or group of items to the proposed project. All items will be reviewed on a case-by-case basis and in context of the allowable and unallowable costs lists. Budget narratives do not count toward the page limit of the project narrative.
Applicants must submit reasonable budgets based on the resources needed to implement their proposed projects. The budget should display a clear link between the specific project activities and the proposed budget items. It should not contain any items that are not detailed in the project narrative.
The separate budget narrative should thoroughly and clearly describe every category of expense listed in the budget detail worksheets contained in this application. The COPS Office expects proposed budgets to be complete, cost effective, and allowable (e.g., reasonable, allocable, and necessary for project activities).
An applicant should demonstrate in its separate budget narrative how it will maximize cost effectiveness of award expenditures. Budget narratives should generally describe cost effectiveness in relation to potential alternatives and the goals of the project. For example, a budget narrative should detail why planned in-person meetings are necessary, or how technology and collaboration with outside organizations could be used to reduce costs, without compromising quality. Consideration will be given to budget proposals that maximize the direct funding that supports project activities.
The budget narrative should be mathematically sound and correspond clearly with the information provided in the budget detail worksheets. The narrative should explain how the applicant estimated and calculated all costs and how those costs are necessary to the completion of the proposed project. The narrative may include tables for clarification purposes but need not be in a spreadsheet format. The budget should describe costs by year and should cover the full project period of two years.
In some circumstances, the budget and budget narrative will be reviewed separately from the proposed project narrative. Therefore, it is very important that the budget narrative be as comprehensive as possible and describe in a narrative format each line item requested in the budget. The budget narrative should not be used to explain deliverables or project activities that are not included in the project narrative. Deliverables and activities that are solely listed in the budget narrative and not described in the project narrative (and vice versa) will be scored negatively during the peer review process.
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Sole Source.” Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats. If an applicant submits multiple versions of the same document, the COPS Office will review only the most recent system-validated version submitted. Memoranda of Understanding (MOUs) and Other Supportive Documents
As applicable, applicants will attach the any memoranda of understanding or partner agreements in this section.
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].MOU.” Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats. If an applicant submits multiple versions of the same document, the COPS Office will review only the most recent system-validated version submitted. Page 32 of 60 O-COPS-2021-75013 Additional Application Components
As applicable, applicants will attach the following additional application attachments in this section:
Curriculum Vitae or résumés (up to three key project staff detailing work and educational history and highlighting any experience that is relevant to their ability to successfully carry out the proposed project) Timeline Letters of Support
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Resume.” Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats. If an applicant submits multiple versions of the same document, the COPS Office will review only the most recent system-validated version submitted.
Curriculum Vitae or Resumes
As applicable, applicants will attach the Curriculum Vitae or résumés for up to three key project staff detailing work and educational history and highlighting any experience that is relevant to their ability to successfully carry out the proposed project).
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Resume.” Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats. If an applicant submits multiple versions of the same document, the COPS Office will review only the most recent system-validated version submitted.
Timeline Form
As applicable, applicants will attach the timeline.
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Resume.” Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats. If an applicant submits multiple versions of the same document, the COPS Office will review only the most recent system-validated version submitted.
Letters of Support
As applicable, applicants will attach letters of support.
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant organization name and the file contents to ensure that reviewers can easily locate application documents. All other attachments—such as letters of support and résumés—should use descriptive file names identified on the attachment(s) such as “[Applicant].Resume.” Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications with other formats. If an applicant submits multiple versions of the same document, the COPS Office will review only the most recent system-validated version submitted.
Disclosures and Assurances Disclosure of Lobbying Activities
This disclosure form shall be completed by the reporting entity, whether subawardee or prime federal recipient, at the initiation or receipt of a covered federal action, or a material change to a previous filing, pursuant to title 31 Page 33 of 60 O-COPS-2021-75013 U.S.C. § 1352. The filing of a form is required for each payment or agreement to make payment to any lobbying entity for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with a covered federal action. Complete all items that apply for both the initial filing and material change report. Refer to the implementing guidance published by the Office of Management and Budget for additional information.
If this applies to your organization, you are required to complete the disclosure form via grants.gov. If you need to submit additional forms, please submit them as attachments to your application online in the “Additional Application Components” Section.
Please see Appendix D in the FY 2021 COPS Office Community Policing Advancement (CPA) Programs - Appendices for a blank SF-LLL, Disclosure of Lobbying Activities form.
The filing of a SF-LLL form is required for each payment or agreement to make payment to any lobbying entity for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with a covered federal action. Please see Appendix D in the FY 2021 COPS Office Community Policing Advancement (CPA) Programs - Appendices for a copy of the SF-LLL with instructions for completing this form.
An explanation when the applicant is unable to certify to certain statements in the “Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; Drug-Free Workplace Requirements; Law Enforcement and Community Policing” form (if applicable)—When the applicant is unable to certify to specific statements identified in this Certifications form, the applicant must attach an explanation. The applicant is still required to sign the Certifications form to certify to all the other applicable statements. Please see Appendix C in the FY 2021 COPS Office Community Policing Advancement (CPA) Programs - Appendices for a copy of this Certifications form.
DOJ Certified Standard Assurances
Applicants to COPS Office programs are required to sign and acknowledge the standard Assurances form in JustGrants. Signing this document assures the COPS Office that you have read and understood and that you accept the award terms and conditions as outlined in the Assurances.
Please read this document carefully, as signatures on this document is treated as material representation of fact upon which reliance will be placed when the U.S. Department of Justice determines to award the covered award. See “Terms and Conditions,” appendix B, and appendix C for the full assurances and certifications, which can all be found at https://cops.usdoj.gov/Supplemental-Applications-Materials-and-Additional-Support.
Declaration and Certification to DOJ as to Application Submission
Applicants must read and acknowledge the statements in this section. Review and Certifications
Federal Civil Rights and Award Review Please be advised that an application may not be funded and, if awarded, a hold may be placed on the award if it is deemed that the applicant is not in compliance with federal civil rights laws, and/or is not cooperating with an ongoing federal civil rights investigation, and/or is not cooperating with a U.S. Department of Justice award review or audit.
Certification of Review and Representation of Compliance with Requirements By submitting your application, your organization represent to the COPS Office that: a) the applicant will comply with all legal, administrative, and programmatic requirements that govern the applicant for acceptance and use of federal funds as outlined in the applicable COPS Office Solicitation Guide; DOJ Grants Financial Guide; the COPS Office award owner's manual; Assurances; Certifications; and all other applicable program regulations, laws, orders, and circulars Page 34 of 60 O-COPS-2021-75013
b) the applicant understands that as a general rule COPS Office funding may not be used for the same item or service funded through another funding source? and
c) the applicant and any required or identified official partner(s) listed in this application mutually agreed to this partnership prior to submission. DOJ Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; Drug-Free Workplace Requirements; Law Enforcement and Community Policing
Applicants to COPS Office programs are required to sign and acknowledge the standard Certifications form in JustGrants. Signing this document assures the COPS Office that you have read and understood and that you accept the award terms and conditions as outlined in the Certifications. Please read this document carefully, as signatures on this document is treated as material representation of fact upon which reliance will be placed when the U.S. Department of Justice determines to award the covered award. See “Terms and Conditions,” appendix B, and appendix C for the full assurances and certifications, which can all be found at https://cops.usdoj.gov/Supplemental-Applications-Materials-and-Additional-Support. How to Apply
Upon completing your Grants.gov SF-424 and the full application in JustGrants as outlined here, you will need to submit the application. Before you submit your application, each section much be completed and free of validation errors. If not, please return to each identified page using the table of contents on the right side of the page. If any required fields are unanswered, they will be flagged with warning messages. In this case, answer these required fields. You will not be able to submit your application until all validation issues are corrected and the application is certified.
After completing the application and clicking “Submit,” applicants will receive a confirmation message.
The COPS Office will not accept applications submitted via mail or email.
Submission Dates and Time
All completed applications must be submitted by June 3, 2021 at 7:59 p.m. ET. Applications submitted after 7:59 p.m. ET on June 3, 2021 will not be considered for funding.
Late submissions
The COPS Office offers a process for applicants to provide advance notice to the COPS Office if receipt of their application will be delayed due to unforeseen JustGrants technical issues. Applicants must provide notice prior to the close of the solicitation. If applicants do not provide advance notice to the COPS Office about an issue that may cause a delay in the submission of the application, the application will not be considered for funding. If applicants follow the steps outlined as follows, submission may be considered. Extension of deadlines is not guaranteed.
Experiencing unforeseen JustGrants technical issues If you experience unforeseen JustGrants technical issues beyond your control that prevent you from submitting your application by the deadline, please immediately contact the COPS Office Response Center at 800-421-6770 to create a record of the issue. You will need to provide the following information to the COPS Office Response Center:
DUNS number Organization name Point of contact name and contact information Application ID
Page 35 of 60 O-COPS-2021-75013 Nature of technical issues
The COPS Office will respond to each applicant as soon as possible with an approval and instructions for submission, or a rejection. If the technical issues you reported cannot be validated, your request for an extension will be rejected. Any requests to submit applications after the deadline because of technical issues will be rejected as untimely.
To ensure a fair competition for limited discretionary funds, the following conditions are not valid reasons for extensions of the submission deadline: (1) failure to begin the registration process in sufficient time, (2) failure to follow the JustGrants instructions on how to register and apply as posted on its website, (3) failure to follow all of the instructions in the solicitation and associated materials, (4) failure to register or update information on the SAM website, and (5) failure to register or complete SF-424 in Grants.gov.
No late submission requests will be considered once the application closes.
Extraordinary natural or manmade disasters In cases of extraordinary natural or manmade disasters, such as extreme weather emergencies or mass casualty events, applicants may request to submit late applications by sending an email to [email protected]. Applicants will need to follow these directions:
Send email directly to [email protected] The subject line should read “FY21 LEMHWA Extraordinary Circumstances: DUNS Number, Organization Name, Application ID,” with your specific DUNS number, organization name, and application ID included in the subject line. Message: The message should include the following information: DUNS number Organization name Application ID Nature of the disaster and how it affected the applicant’s ability to submit an application on time
The email message must be sent by the deadline or as soon as possible given the specific emergency. The COPS Office will respond to each applicant as soon as possible with an approval and instructions for submission or a rejection of the request for late submission.
Application Review Information Review Process The COPS Office is committed to ensuring a fair and open process for making awards. The COPS Office will review the application to make sure that the information presented is reasonable, understandable, measurable, achievable, and consistent with the solicitation.
To maintain the integrity of the competitive solicitation process, the COPS Office can provide publicly available technical assistance regarding the mechanics of the application but cannot evaluate the merits of an application during the open solicitation period.
Applications will undergo a standard review and selection process, which includes a review of basic minimum requirements, peer review panel ratings, administrative compliance review, a senior leadership review and recommendation panel, and director’s selection. A description of each phase is provided in the following sections. Applicants are encouraged to review their own applications prior to submission, with particular attention given to the Basic Minimum Requirements and each of the Review Criteria specified in the descriptions that follow. Basic Minimum Requirements review
Once the solicitation closes, COPS Office staff screen and score applications for compliance with basic minimum requirements (BMR). Applications should be written with clarity, organization, and soundness in the proposed Page 36 of 60 O-COPS-2021-75013 work, with all mandatory attachments.
BMR review criteria
Applications that are missing any of the following basic minimum requirements will be disqualified, without exception, and therefore not scored by review panels.
1. Did the applicant respond to all questions? 2. Did the applicant provide a separate budget narrative that is 60 percent or more allowable? 3. Is the applicant eligible to submit an application under this solicitation: State, local, tribal, or territorial law enforcement agency 4. Is the proposed project listed under the “projects out of scope” in the solicitation? Peer review panel
Peer Review Panels will evaluate, score, and rank applications that meet the basic minimum requirements. The COPS Office may use internal peer reviewers, external peer reviewers, or a combination to assess applications on technical merit using the solicitation’s review. An external peer reviewer is an expert in the subject matter of a given topic area who is not a current federal employee. An internal peer reviewer is a current federal employee who is well-versed or has expertise in the subject matter of the subcategory. Peer reviewers’ ratings are advisory only, although reviewer views are considered carefully.
Applications that meet eligibility and basic minimum requirements will be evaluated and ranked by peer reviewers. Peer reviewers will be asked to review applications based on the application subcategory and the goal of the solicitation to develop the capacity of law enforcement to implement community policing strategies by providing guidance on promising practices through the development and testing of innovative strategies; building knowledge about effective practices and outcomes; and supporting new, creative approaches to preventing crime and promoting safe communities. Reviewers will also be asked to consider the subcategory-specific solicited goals, requirements, and deliverables described in the solicitation language.
Upon completion of their reviews, Peer Review Panels will recommend highly rated applications to advance to the Senior Leadership Review and Recommendation Panel.
Review criteria
Applications will be evaluated based on the following merit criteria, which the applicant addresses in their application, application questions, budget narrative, budget worksheets, and other attachments. Applications that are not responsive to the solicitation or duplicative of past or ongoing federally funded work will be scored accordingly. Although not an exhaustive list, at a minimum, reviewers will be asked to evaluate applications according to the following criteria:
Issue Identification and Solicitation Responsiveness (10 percent) Clearly identifies how the project responds to the goals and requirements of the solicitation Includes a description of the deliverables and/or services that are already provided (if any) and those that will be provided with federal funding Provides a comprehensive, logical, and clear description of how the deliverable(s) and/or services will be feasibly developed or deployed Explains why this project is necessary to address a gap in knowledge, services, or practice Explains how this project will assist the applying agency in implementing or institutionalizing community policing Impact on the Agency/Agencies (15 percent) Estimates number of law enforcement personnel, family members, and other individuals that will directly benefit from the services (for example, number of individuals receiving services, number of individuals receiving training) Project will take the appropriate steps to ensure confidentiality of participants and service recipients Identifies relevant performance measures and clearly describes approach for collecting, analyzing, Page 37 of 60 O-COPS-2021-75013 and reporting the measures Includes a reasonable assessment of level of engagement (buy-in) from staff and partners Explains how project will not result in unnecessary duplication of other efforts by the COPS Office or other DOJ components Project Management Plan, Strategy, and Feasibility (30 percent) Presents the relevant and appropriate research, case studies, or other resources that were utilized in the development of the project management plan and strategy Identifies the relevant recommendations from the LEMWHA Report to Congress upon which the application is based Includes a detailed project/work plan that is aligned to solicitation goals and requirements Provides detailed breakdown of clearly defined roles, tasks, and deliverables that are supported by feasible timelines and align with the proposed budget Description of an outreach plan for the roll-out of deliverable(s) and/or services to facilitate participation with the deliverables and/or services to the target audience(s), where applicable Outlines the current policies or proposed changes to policies and procedures to promote officer safety and wellness and facilitate organizational change Experience and Capacity (25 percent) Inclusion of resumes or vitae for key staff (up to three) who possess the necessary experience to successfully manage the project Project staff, contractors, or consultants have relevant subject matter expertise, knowledge, skills, and appropriate licensure (when necessary) to achieve project goals and produce proposed deliverable(s) and/ or deploy services Identification of any key partnerships or stakeholders, should include their role in the implementation of this project, responsibilities, and level of commitment Budget (20 percent) Provides a detailed budget narrative with costs that are allowable, appropriate, and reasonable relative to the level of effort and critical to the completion of the project Provides a budget narrative that adequately justifies the budget and matches the feasibility and intent of the proposed project Provides a detailed budget that matches the tasks and deliverable(s) outlined in the project narrative Provides detailed breakdowns of each budget category and justification for total costs, such as per unit over time or reasonable estimate at time of application submission Provides appropriate budget justification documentation which may include a current indirect cost rate agreement, sole source justification, and consultant rate justification Identifies how strategy makes use of time and cost saving methods for conducting project work to achieving goals and objectives while not sacrificing quality outcomes Administrative compliance review
All advancing applications will undergo an administrative compliance review. Past financial and programmatic performance with DOJ award funding will be considered in this review process. Past performance may affect the overall rating and ranking of an application. Factors that may be included in the past performance review are: the extent to which the applicant has adhered to all special conditions in the prior awards, the extent to which the applicant has complied with programmatic and financial reporting requirements, the extent to which the applicant has completed closeout of prior awards in a timely manner, whether the applicant has received financial clearances in a timely manner, whether the applicant has resolved any issues identified in an audit or on-site monitoring visit in a timely manner, whether the applicant has adhered to single audit requirements and the extent to which the applicant has completed work and spent prior award funds in a timely manner.
Pursuant to 2 C.F.R. Part 200 (“Uniform Guidance”), before award decisions are made, the COPS Office also reviews information related to the degree of risk posed by applicants. Among other things to help assess whether an applicant with one or more prior federal awards has a satisfactory record with respect to performance, integrity, and business ethics, the COPS Office checks whether the applicant is listed in SAM as excluded from receiving a federal award. The COPS Office also must review and consider any information about the applicant that appears in the nonpublic segment of the integrity and performance system accessible through SAM
Page 38 of 60 O-COPS-2021-75013 (currently, the Federal Awardee Performance and Integrity Information System, “FAPIIS”). Applicants may review and comment on any information about them in SAM that a federal awarding agency previously entered in the designated integrity and performance system, and such applicant comments will also be reviewed and considered.
The COPS Office may contact applicants regarding budget and financial questions as part of the review process. This outreach is not an indication of funds or awarding decisions. Senior Leadership Review and Recommendation Panel
The Senior Leadership Review and Recommendation Panel is composed of senior-ranking federal employees. The panel will review all advancing applications from the Peer Review Panel and make recommendations for funding based on Peer Review Panel scores, administrative compliance review, past performance, project scope, and budget.
The Senior Leadership Review and Recommendation Panel will submit formal recommendations for funding to the COPS Office Director. Director’s selection
Absent explicit statutory authorization or written delegation of authority to the contrary, all final award decisions will be made by the Director of the COPS Office, who may also give consideration to factors including prior funding history, current award balances, underserved populations, population served, geographic diversity, strategic priorities, past performance, significant concerns regarding ability of the applicant to administer federal funds, and available funding when making awards.
All award decisions are final and not subject to appeal.
Federal Award Administration Information
Award decisions
It is anticipated that awards will be announced on or after October 1, 2021. Award notification will be sent electronically. Any public announcements will be posted on the COPS Office website.
All award decisions are final and not subject to appeal.
To officially accept and begin your award, your organization must access your award package at https://justgrants.usdoj.gov/. Once you access your account, you will review and electronically sign the award document (including award terms and conditions) and, if applicable, the special award conditions or high risk conditions within 45 days of the date shown on the award congratulatory letter, unless an extension is requested and granted. Your organization will not be able to draw down award funds until the COPS Office receives your signed award document. For more information on accepting your award, please visit the JustGrants Training page for step-by-step instructions.
For technical support with JustGrants, please call JustGrants Support at [email protected], or 833-872-5175. For programmatic assistance, please contact the COPS Office Response Center at [email protected] or 800-421-6770. The award document
The award document is the document indicating your official award funding amount, the award number, the award terms and conditions, and award start and end dates. Page 39 of 60 O-COPS-2021-75013 The award start date indicated on the award document/cooperative agreement means that your organization may be reimbursed for any allowable costs incurred on or after this date. The duration of awards is 24 months.
Your FY 2021 award number is in the following format: 2021-MH-WX-K000. The COPS Office tracks award information based upon this number. Therefore, it is important to have your organization’s award number (or your organization’s DUNS number) readily available when corresponding with the COPS Office.
The award conditions are listed on your organization’s Award Document and, if applicable, the Award Document Supplement. By accepting this award, you are acknowledging that you are obtaining federal funds from the COPS Office. As part of that agreement, if awarded funds, your organization will acknowledge that it will comply with these conditions (and, if applicable, additional special conditions or high risk conditions in the Award Document Supplement specific to your organization).
In limited circumstances, your award may be subject to special conditions or high risk conditions that prevent your organization from drawing down or accessing award funds until the special conditions or high risk conditions are satisfied as determined by the COPS Office. Any special conditions or high risk conditions will be included in your Award Document Supplement. Administrative and national policy requirements
If selected for funding, in addition to implementing the funded project consistent with the approved project proposal and budget, the recipient must comply with award terms and conditions, and other legal requirements including, but not limited to, OMB, DOJ, or other federal regulations that will be included in the award or incorporated into the award by reference or are otherwise applicable to the award.
Please see general terms and conditions in the following section. Terms and conditions
The following section describes the compliance terms, conditions, and other requirements that applicants should be aware of before applying to COPS Office programs. Please review this section carefully. By submitting your application, your organization assures the COPS Office that you agree to the below terms, conditions, and requirements. If awarded funds, by accepting your COPS Office award, your organization agrees to comply with all of the terms, conditions, and other requirements in your award package and any additional special or high risk conditions that may be imposed on your award.
I. & II. Assurances and Certifications (also refer to “U.S. Department of Justice Certified Standard Assurances and U.S. Department of Justice Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; Drug-Free Workplace Requirements; Law Enforcement and Community Policing” of this Guide and Standard Application forms.)
Applicants to COPS Office programs are required to sign the standard Assurances and Certifications forms. Signing these documents assures the COPS Office that you have read and understood and that you accept the terms and conditions as outlined in the Assurances and Certifications. Please read these documents carefully, as signatures on these documents are treated as material representation of fact upon which reliance will be placed when the U.S. Department of Justice determines to make an award.
III. Disclosure of Lobbying Activities (also refer to “Disclosure of lobbying activities” of this Guide and Standard Application forms.)
This disclosure form shall be completed by the reporting entity, whether subrecipient or prime federal recipient, at the initiation or receipt of a covered federal action, or a material change to a previous filing, pursuant to title 31 Page 40 of 60 O-COPS-2021-75013 U.S.C. § 1352. The filing of a form is required for each payment or agreement to make payment to any lobbying entity for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with a covered federal action. Complete all items that apply for both the initial filing and material change reports. Refer to the implementing guidance published by the Office of Management and Budget for additional information.
If this applies to your organization, you are required to complete the disclosure form in the “Disclosures and Assurances” section of the application. If you need to complete and submit additional forms, please complete and submit them as attachments in the “Additional Application Components” section.
Please be advised that all recipients and subrecipients must comply with the provisions of 2 C.F.R. § 200.450 Lobbying, as appropriate, regarding unallowable costs under the federal award associated with lobbying or influencing activities. Additional restrictions in 2 C.F.R. § 200.450(c) are applicable to nonprofit organizations and institutions of higher education.
IV. Criminal intelligence systems/28 C.F.R. Part 23 compliance
If your agency is receiving COPS Office funding for equipment or technology that will be used to operate an interjurisdictional criminal intelligence system, you must agree to comply with the operating principles found at 28 C.F.R Part 23. An interjurisdictional criminal intelligence system is generally defined as a system that receives, stores, analyzes, exchanges, or disseminates data regarding ongoing criminal activities (such activities may include loan sharking, drug or stolen property trafficking, gambling, extortion, smuggling, bribery, and public corruption) and shares this data with other law enforcement jurisdictions. 28 C.F.R. Part 23 contains operating principles for these interjurisdictional criminal information systems that protect individual privacy and constitutional rights.
If you are simply using the COPS Office funds to operate a single agency database (or other unrelated forms of technology) and will not share criminal intelligence data with other jurisdictions, 28 C.F.R. Part 23 does not apply to this award.
V. Award Owner’s Manual
If awarded funding, the recipient agrees to comply with the terms and conditions in the Award Owner's Manual; DOJ Grants Financial Guide; COPS Office statute (34 U.S.C. § 10381, et seq.); 2 C.F.R. Part 200 (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards); 48 C.F.R. Part 31 (Contract Cost Principles and Procedures) as applicable; the Cooperative Agreement as applicable; representations made in the application; and all other applicable requirements, laws, orders, regulations, or circulars.
VI. Nonsupplanting requirement
COPS Office funds awarded to states or units of local government (including law enforcement agencies) may not be used to supplant (replace) state, local, or Bureau of Indian (BIA) funds that would, in the absence of federal assistance, be made available for award purposes (hiring, training, purchases, and/or other activities). Instead, COPS Office funds must be used to supplement (increase) the total amount of funds that would otherwise be made available for award purposes. 34 U.S.C. § 10384(a).
A recipient may not use COPS Office funds to pay for any item or cost associated with this funding request that the recipient is already obligated to pay. Nonfederal funds allocated to pay for award purposes may not be reallocated to other purposes or refunded should COPS Office funding be awarded. Nonfederal funds must remain available for and devoted to that purpose, with COPS Office funds supplementing those nonfederal funds. Funding awarded cannot be obligated until after the award start date (unless an exception is authorized in writing by the COPS Office). This means that COPS Office funds cannot be applied to any agency cost incurred prior to the award start date.
The possibility of supplanting will be the subject of careful application review, possible pre-award review, and Page 41 of 60 O-COPS-2021-75013 post-award monitoring and audit. Any supplanting of nonfederal funds by COPS Office funds may be grounds for potential suspension or termination of award funding, recovery of misused funds, and/or other applicable legal sanctions.
If you have questions concerning the nonsupplanting requirement while completing this application, please contact the COPS Office Response Center at 800-421-6770 or [email protected] for further information.
VII. Sole source
Recipients who plan to use award funds for the noncompetitive procurement of an item (or group of items) or service in excess of $250,000 must provide a written sole source justification to the COPS Office for approval prior to obligating, expending, or drawing down award funds for that item or service. 2 C.F.R. § 200.325(b)(2).
VIII. System for Award Management (SAM) and Universal Identifier requirements
Unless exempted from this requirement under 2 C.F.R. § 25.110, the recipients must maintain the currency of their information in the SAM until submission of the final financial report required under this award or receipt of the final payment, whichever is later. This requires recipients to review and update the information at least annually after the initial registration and more frequently if required by changes in information or other award term.
To review the System for Award Management and Universal Identifier Award Term, please see Appendix J in the FY 2021 COPS Office Community Policing Advancement (CPA) Programs - Appendices.
IX. Federal Funding Accountability and Transparency Act (FFATA)—Reporting subaward and executive compensation information
The Federal Funding Accountability and Transparency Act of 2006 (FFATA) requires, among other things, that information on federal awards (federal financial assistance and expenditures) be made available to the public via a single, searchable website, which is https://www.USASpending.gov.
Applicants should note that all recipients of awards of $30,000 or more under this solicitation, consistent with FFATA, will be required to report award information on any first-tier subawards totaling $30,000 or more and, in certain cases, to report information on the names and total compensation of the five most highly compensated executives of the recipient and first-tier subrecipients. If applicable, the FFATA Subaward Reporting System (FSRS), accessible via the Internet at https://www.fsrs.gov, is the reporting tool recipients under this solicitation will use to capture and report subaward information and any executive compensation data required by FFATA.
The subaward information entered in FSRS will then be displayed on https://www.USASpending.gov, associated with the prime award, furthering federal spending transparency.
Each applicant entity must ensure that it has the necessary processes and systems in place to comply with the applicable reporting requirements should it receive funding.
To review the FFATA Reporting Subaward and Executive Compensation Award Term, please see Appendix I in the FY 2021 COPS Office Community Policing Advancement (CPA) Programs - Appendices.
X. Contract provision under federal award
All contracts made by the recipients under the federal award must contain the provisions required under 2 C.F.R. part 200 (Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts Under Federal Awards.)
The full text of the contract provision may be found in Appendix E in the FY 2021 COPS Office Community Policing Advancement (CPA) Programs - Appendices.
XI. Restrictions on internal confidentiality agreements Page 42 of 60 O-COPS-2021-75013 Recipients, subrecipients, or entities that receive a contract or subcontract with any funds under this award may not require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits or otherwise restricts the lawful reporting waste, fraud, or abuse to an investigative or law enforcement representative of a federal department or agency authorized to receive such information. Consolidated Appropriations Act, 2021, Public Law 116–260, Division E, Title VII, Sec 742.
XII. Mandatory disclosure
Under 2 C.F.R. § 200.113, recipients and subrecipients are required to timely disclose in writing to the COPS Office or pass-through entity, as applicable, all federal criminal law violations involving fraud, bribery, or gratuity that may potentially affect the awarded federal funding. Recipients that receive an award of more than $500,000 must also report certain civil, criminal, or administrative proceedings in SAM, and are required to comply with the Term and Condition for Recipient Integrity and Performance Matters as set out in 2 C.F.R. Part 200, Appendix XII to Part 200. Failure to make required disclosures can result in any of the remedies, including suspension and debarment, described in 2 C.F.R. § 200.339.
XIII. Debarment and Suspension
Recipients agree not to award federal funds under this program to any party which is debarred or suspended from participation in federal assistance programs. 2 C.F.R. Part 180 (Governmentwide Nonprocurement Debarment and Suspension) and 2 C.F.R. Part 2867 (DOJ Nonprocurement Debarment and Suspension).
XIV. Recipient Integrity and Performance Matters
Recipients that received $500,000 or more in a federal award agree to comply with the terms and conditions outlined in 2 C.F.R. Part 200, Appendix XII to part 200 — Award Term and Condition for Recipient Integrity and Performance Matters.
For the full text of 2 C.F.R. Part 200, Appendix XII to part 200, please refer to Appendix F in the FY 2021 COPS Office Community Policing Advancement (CPA) Programs - Appendices.
XV. False Statements
False statements or claims made in connection with COPS Office awards may result in fines, imprisonment, or debarment from participating in federal awards or contracts, and/or any other remedy available by law.
XVI. Duplicative Funding
Recipients agree to notify the COPS Office if they receive, from any other source, funding for the same item(s) or service(s) also funded under this award.
XVII. Additional High-Risk Award Recipient Requirements
Recipients agree to comply with any additional requirements that may be imposed during the award performance period if the awarding agency determines that the recipient is a high-risk award recipient (Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 C.F.R. § 200.208).
XVIII. Modifications
Award modifications are evaluated on a case-by-case basis in accordance with 2 C.F.R. § 200.308(f). For federal awards in excess of $250,000, any modification request involving the reallocation of funding between budget categories that exceed or are expected to exceed 10 percent of the total approved budget requires prior written approval by the COPS Office. Regardless of the federal award amount or budget modification percentage, any reallocation of funding is limited to approved budget categories. In addition, any budget modification that changes the scope of the project requires prior written approval by the COPS Office. The COPS Office will not approve Page 43 of 60 O-COPS-2021-75013 any modification request that results in an increase of federal funds.
XIX. Evaluations
The COPS Office may conduct monitoring or sponsor national evaluations of COPS Office award programs. Recipients agree to cooperate with the monitors and evaluators. 34 U.S.C. § 10385(b).
XX. Allowable Costs
The funding under this award is for the payment of approved costs identified in the Financial Clearance Memorandum (FCM). Recipients must forgo any profit or management fees in accordance with 2 C.F.R. § 200.400(g).
XXI. Equal Employment Opportunity Plan
Recipients agree to comply with the federal regulations pertaining to the development and implementation of an Equal Employment Opportunity Plan. 28 C.F.R. Part 42 subpart E.
XXII. Employment Eligibility
Recipients agree to complete and keep on file, as appropriate, the Department of Homeland Security, U.S. Citizenship and Immigration Services (USCIS) Employment Eligibility Verification Form (I-9). This form is to be used by recipients of federal funds to verify that persons are eligible to work in the United States. See Immigration Reform and Control Act of 1986 (IRCA), Public Law 99-603.
XXIII. Enhancement of Contractor Protection from Reprisal for Disclosure of Certain Information
Recipients agree not to discharge, demote, or otherwise discriminate against an employee as reprisal for the employee disclosing information that he or she reasonably believes is evidence of gross mismanagement of a federal contract or grant; a gross waste of federal funds; an abuse of authority relating to a federal contract or grant; a substantial and specific danger to public health or safety; or a violation of law, rule, or regulation related to a federal contract (including the competition for or negotiation of a contract) or grant. Recipients also agree to provide to their employees in writing (in the predominant native language of the workforce) of the rights and remedies provided in 41 U.S.C. § 4712. Please see Appendix G in the FY 2021 COPS Office Community Policing Advancement (CPA) Programs - Appendices for a full text of the statute.
XXIV. Federal Civil Rights
The Applicant understands that the federal statutes and regulations applicable to the award (if any) made by the Department based on the application specifically include statutes and regulations pertaining to civil rights and nondiscrimination, and, in addition—
a. the Applicant understands that the applicable statutes pertaining to civil rights will include section 601 of the Civil Rights Act of 1964 (42 U.S.C. § 2000d); section 504 of the Rehabilitation Act of 1973 (29 U.S.C. § 794); section 901 of the Education Amendments of 1972 (20 U.S.C. § 1681); and section 303 of the Age Discrimination Act of 1975 (42 U.S.C. § 6102);
b. the Applicant understands that the applicable statutes pertaining to nondiscrimination may include section 809(c) of Title I of the Omnibus Crime Control and Safe Streets Act of 1968 (34 U.S.C. § 10228(c)); section 1407(e) of the Victims of Crime Act of 1984 (34 U.S.C. § 20110(e)); section 299A(b) of the Juvenile Justice and Delinquency Prevention Act of 2002 (34 U.S.C. § 11182(b)); and that the grant condition set out at section 40002(b)(13) of the Violence Against Women Act (34 U.S.C. § 12291(b)(13)), which will apply to all awards made by the Office on Violence Against Women, also may apply to an award made otherwise;
c. the Applicant understands that it must require any subrecipient to comply with all such applicable Page 44 of 60 O-COPS-2021-75013 statutes (and associated regulations); and
d. on behalf of the Applicant, I make the specific assurances set out in 28 C.F.R. §§ 42.105 and 42.204.
The Applicant also understands that (in addition to any applicable program-specific regulations and to applicable federal regulations that pertain to civil rights and nondiscrimination) the federal regulations applicable to the award (if any) made by the Department based on the application may include, but are not limited to, 2 C.F.R. Part 2800 (the DOJ "Part 200 Uniform Requirements") and 28 C.F.R. Parts 22 (confidentiality - research and statistical information), 23 (criminal intelligence systems), 38 (regarding faith-based or religious organizations participating in federal financial assistance programs), and 46 (human subjects protection).
XXV. Conflict of Interest
Recipients must disclose in writing to the COPS Office or pass-through entity, as applicable, any potential conflict of interest affecting the awarded federal funding in accordance with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 C.F.R. § 200.112.
XXVI. Reports/Performance Goals
Recipients are responsible for submitting semiannual programmatic progress reports that describe project activities during the reporting period and quarterly Federal Financial Reports using Standard Form 425 (SF-425) 2 C.F.R. §§ 200.328 and 200.329. The progress report is used to track recipients’ progress toward implementing community policing strategies and to collect data to gauge the effectiveness of increasing your agency’s community policing capacity through COPS Office funding. The Federal Financial Report is used to track the expenditures of the recipient’s award funds on a cumulative basis throughout the life of the award.
XXVII. Extensions
Recipients may request an extension of their award period to receive additional time to implement their award. Such extensions do not provide additional funding. Only recipients that can provide a reasonable justification for delays will be granted no-cost extensions. Extension requests must be received prior to the end date of the award and should be requested in JustGrants.
XXVIII. Computer Network Requirement
Recipients agree that no award funds may be used to maintain or establish a computer network unless such network blocks the viewing, downloading, and exchanging of pornography. Nothing in this requirement limits the use of funds necessary for any federal, state, tribal, or local law enforcement agency or any other entity carrying out criminal investigations, prosecution, or adjudication activities. Consolidated Appropriations Act, 2021, Public Law 116-260, Division B, Title V, Sec 527.
XXIX. Award Monitoring Activities
Federal law requires that recipients receiving federal funding from the COPS Office must be monitored to ensure compliance with their award conditions and other applicable statutes and regulations. The COPS Office is also interested in tracking the progress of our programs and the advancement of community policing. Both aspects of award implementation—compliance and programmatic benefits—are part of the monitoring process coordinated by the U.S. Department of Justice. Award monitoring activities conducted by the COPS Office may include site visits, enhanced office-based award reviews, alleged noncompliance reviews, financial and programmatic reporting, and audit resolution. Recipients agree to cooperate with and respond to any requests for information pertaining to their award. This includes all financial records, such as general accounting ledgers and all supporting documents. All information pertinent to the implementation of the award is subject to agency review throughout the life of the award, during the close-out process and for three-years after submission of the final expenditure report. 34 U.S.C. § 10385(a) and 2 C.F.R. §§ 200.334 and 200.337.
XXX. Travel Costs Page 45 of 60 O-COPS-2021-75013 Travel costs for transportation, lodging and subsistence, and related items are allowable under this program with prior approval from the COPS Office. Payment for allowable travel costs will be in accordance with 2 C.F.R. § 200.474.
XXXI. Paperwork Reduction Act Clearance and Privacy Act Review
Recipients agree, if required, to submit all surveys, interview protocols, and other information collections to the COPS Office for submission to the Office of Management and Budget (OMB) for clearance under the Paperwork Reduction Act (PRA). Before submission to OMB, all information collections that request personally identifiable information must be reviewed by the COPS Office to ensure compliance with the Privacy Act. The Privacy Act compliance review and the PRA clearance process may take several months to complete. 44 U.S.C. §§ 3501-3520 and 5 U.S.C. § 552a.
XXXII. Copyright
In accordance with 2 C.F.R. § 200.315(b), recipients may copyright any work that is subject to copyright and was developed, or for which ownership was purchased, under an award. The COPS Office reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use the work, in whole or in part (including create derivative works), for Federal Government purposes and to authorize others to do so. The COPS Office license applies to (1) the copyright in any work developed under the award including any related subaward or contract and (2) any rights of copyright to which the recipient, including its subrecipient or contractor, purchases ownership with award funds.
Recipients agree that they are responsible for acquiring the rights, and ensuring that their subrecipients/contractors/authors acquire the rights, to copyrighted material for inclusion in U.S. Department of Justice publications and other deliverables developed under the award, including the payment of required fees. The COPS Office may make available for reproduction material produced under the award by any means, including a DOJ website, a hard copy, or in electronic form, without restriction. The COPS Office reserves the right, at its discretion, not to publish products and deliverables developed under the award as a U.S. Department of Justice resource. Products and deliverables developed with award funds and published as a U.S. Department of Justice resource will contain the following copyright notice: “This resource was developed under a federal award and may be subject to copyright. The U.S. Department of Justice reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use the work for Federal Government purposes and to authorize others to do so. This resource may be freely distributed and used for noncommercial and educational purposes only.”
XXXIII. Human Subjects Research
Recipients agree to comply with 28 C.F.R. Part 46 Protection of Human Subjects prior to expending award funds to perform human subjects research. Recipients also agree to comply with 28 C.F.R. Part 22 Confidentiality of Identifiable Research and Statistical Information to safeguard certain personally identifiable information.
XXXIV. Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment
Award funds may not be used to procure or obtain any covered telecommunication and video surveillance services or equipment as described in 2 C.F.R. § 200.216.
XXXV. Domestic Preferences in Procurement
To the extent practicable and consistent with applicable law under the award, recipients and subrecipients will provide a preference for the procurement or use of goods produced and services offered in the United States as described in 2 C.F.R. § 200.322 and Executive Order 14005 Ensuring the Future is Made in All of America by All of America’s Worker (January 25, 2021).
Page 46 of 60 O-COPS-2021-75013 XXXVI. Termination
The award may be terminated, in whole or in part, to the extent such termination is authorized by law for the reasons set forth in 2. C.F.R. § 200.340 including, but not limited to, failure to comply with award terms and conditions or when the award no longer effectuates program goals or agency priorities.
XXXVII. State Information Technology Point of Contact
Recipients agree to ensure that the appropriate State Information Technology Point of Contact receives written notification regarding any information sharing or technology project funded by a COPS Office award. This is to facilitate communication among local and state governmental entities regarding various information technology projects being conducted with these award funds. In addition, recipients agree to maintain an administrative file documenting the meeting of this requirement. For a list of State Information Technology Points of Contact, go to https://it.ojp.gov/technology-contacts.
XXXVIII. Public Release Information
Recipients agree to submit one copy of all reports and proposed publications resulting from the award ninety (90) days prior to public release. Any publications (written, curricula, visual, sound, or websites) or computer programs, whether or not published at government expense, shall contain the following statement:
This project was supported, in whole or in part, by federal award number 2021-XX-XX-XXXX awarded to [ entity] by the U.S. Department of Justice, Office of Community Oriented Policing Services. The opinions contained herein are those of the author(s) or contributor(s) and do not necessarily represent the official position or policies of the U.S. Department of Justice. References to specific individuals, agencies, companies, products, or services should not be considered an endorsement by the author(s) or the U.S. Department of Justice. Rather, the references are illustrations to supplement discussion of the issues.
The Internet references cited in this publication were valid as of the date of publication. Given that URLs and websites are in constant flux, neither the author(s) nor the COPS Office can vouch for their current validity.
XXXIX. News Media
Recipients agree to comply with the COPS Office policy on contact with the news media. The policy establishes the COPS Office Communications Division as the principal point of contact for the news media for issues relevant to the COPS Office and/or parameters of the award. Recipients agree to refer all media inquiries on these topics directly to the COPS Office Communications Division at 202-514-9079. Other requirements
Prior approval, planning, and reporting of conference/meetings/training costs
Recipients are required to obtain written approval from the COPS Office prior to entering into any contract, agreement or other obligation for costs related to any conference, meeting, retreat, seminar, symposium, training activity, or similar event funded under this award. Submit all request to the Conference Cost Request mailbox at [email protected] and copy your program manager.
For more information on allowable costs, please visit https://ojp.gov/financialguide/doj/pdfs/DOJ_FinancialGuide.pdf.
Submit the Conference Cost Request/Reporting Form (CCR) at least 90 days prior to event. The document will have you breakout each event or training deliveries and ensures that all costs comply with current guidelines and policies on event/training planning, food and beverages, minimizing costs. Training or events should not be scheduled or delivered prior to receiving notice from your program manager that the CCR is approved.
Page 47 of 60 O-COPS-2021-75013 All cooperative agreement award recipients must submit reports on conferences with total costs that exceed $20,000, exceed cost thresholds, or for any conference at which more than 50 percent of the attendees were U.S. Department of Justice employees. The report must be submitted within 45 days of the end of the event. Award recipients are encouraged to establish policies regarding timely submission of invoices to ensure that they can meet the conference reporting deadline.
The reporting form is on the same form as the conference request.
Curriculum development
The COPS Office defines training as the teaching and learning activities carried out for the primary purpose of helping members of an organization acquire and apply the knowledge, skills, abilities, and attitudes needed by a particular job or organization. Training is driven by specific goals and objectives; it is not a single event but rather an ongoing process that requires continuous self-reflection and evaluation.
The COPS Office trainings are national in scope and should have a specific law enforcement audience: executives, first line supervisors, line officers, dispatchers, joint community and officers, etc. COPS Office training supports the needs of the law enforcement field and strives to increase public safety.
The COPS Office has a series of requirements for the development and delivery of in-person and online training. These requirements can be found in the Curriculum Standards, Review, and Approval Guides, which were established to provide guidance to COPS Office training providers and program managers on instructional design, promising practices, and the process by which curricula will be reviewed and approved by the COPS Office. There are two guides separated by training type: (1) online training and (2) in-person training. They can be found at https://cops.usdoj.gov/training.
The COPS Office also has a series of requirements that instructors must meet prior to becoming instructors for COPS Office courses and for the duration of their instructor tenure. Those requirements can be found in the COPS Office Instructor Quality Assurance Guide, which can be accessed at https://cops.usdoj.gov/training.
In addition, the COPS Office has a series of technical requirements for online courses. Those requirements can be found at https://cops.usdoj.gov/training.
Applicants that propose the development and/or delivery of in-person training or development and/or online launch of training should clearly articulate the steps they propose to ensure all content, instructors, and technical requirements meet the requirements set forth by the COPS Office. Applicants should not assume that reviewers are experts in the course they are proposing in the application and should provide specific process steps and information pertinent to achieve effective training outcomes.
If awarded funds to develop and/or deliver training under a cooperative agreement, recipients will be required to follow these guides and comply with all terms outlined in the cooperative agreement.
Federal Leadership on Reducing Text Messaging While Driving
Pursuant to Executive Order 13513, “Federal Leadership on Reducing Text Messaging While Driving,” the COPS Office encourages recipients of U.S. Department of Justice funds to adopt and enforce policies that ban text messaging while driving and to establish workplace safety policies to decrease crashes caused by distracted drivers.
Increasing Seat Belt Use in the United States
Pursuant to Executive Order 13043, “Increasing Seat Belt Use in the United States,” the COPS Office encourages recipients of U.S. Department of Justice funds to adopt and enforce on-the-job seat belt policies and programs for their employees when operating company-owned, rented, or personally owned vehicles.
Page 48 of 60 O-COPS-2021-75013 Remedies for noncompliance
Under 2 C.F.R. § 200.339, if the recipient fails to comply with award terms and conditions, the Federal awarding agency may impose additional conditions or take one or more of the following actions as appropriate in the circumstances: (a) Temporarily withhold cash payments pending correction of the deficiency by the non-Federal entity or more severe enforcement action by the Federal awarding agency or pass-through entity.
(b) Disallow (that is, deny both use of funds and any applicable matching credit for) all or part of the cost of the activity or action not in compliance.
(c) Wholly or partly suspend or terminate the Federal award.
(d) Initiate suspension or debarment proceedings as authorized under 2 CFR part 180 and Federal awarding agency regulations (or in the case of a pass-through entity, recommend such a proceeding be initiated by a Federal awarding agency).
(e) Withhold further Federal awards for the project or program.
(f) Take other remedies that may be legally available. Prior to imposing sanctions, the COPS Office will provide reasonable notice to the recipient of its intent to impose sanctions and will attempt to resolve the problem informally. Appeal procedures will follow those in the U.S. Department of Justice regulations in 28 C.F.R. Part 18.
Awards terminated due to noncompliance with the federal statutes, regulations, or award terms and conditions will be reported to the integrity and performance system accessible through SAM (currently FAPIIS).
False statements or claims made in connection with COPS Office awards may result in fines, imprisonment, debarment from participating in federal awards or contracts, and any other remedy available by law.
Please be advised that recipients may not use COPS Office funding for the same item or service also funded by another U.S. Department of Justice award.
Federal Awarding Agency Contact(s)
For technical assistance with submitting the SF-424, please call the Grants.gov customer service hotline at 800-518-4726, send questions via email to [email protected], or consult the Grants.gov Organization Applicant User Guide. The Grants.gov Support Hotline operates 24 hours a day, 7 days a week, except on federal holidays.
For technical support with the Justice Grants System (JustGrants) application, please contact the JustGrants Support at [email protected], or 833-872-5175. The JustGrants Support operates Monday through Friday between the hours of 5:00 a.m. and 9:00 p.m. Eastern Time (ET) and Saturday, Sunday, and federal holidays from 9:00 a.m. to 5:00 p.m. ET. Training on JustGrants can also be found at https://justicegrants.usdoj.gov/training-resources.
For programmatic assistance with the requirements of this program, please call the COPS Office Response Center at 800-421-6770 or send questions via email to [email protected]. The COPS Office Response Center operates Monday through Friday, 9:00 a.m. to 5:00 p.m. ET, except on federal holidays. Freedom of Information Act and Privacy Act (5 U.S.C. § 552 and 5 U.S.C. § 552a)
All applications submitted to the COPS Office (including all attachments to applications) are subject to the federal Page 49 of 60 O-COPS-2021-75013 Freedom of Information Act (FOIA) and to the Privacy Act. By law, DOJ may withhold information that is responsive to a request if DOJ determines that the responsive information is protected from disclosure under the Privacy Act or falls within the scope of one or more of the nine statutory exemptions under FOIA. DOJ cannot agree in advance of a request pursuant to the FOIA not to release some or all portions of an application/award file.
In its review of records that are responsive to a FOIA request, the COPS Office will withhold information in those records that plainly falls within the scope of the Privacy Act or one of the statutory exemptions under FOIA. (Some examples include certain types of information in budgets and names and contact information for project staff other than certain key personnel.) In appropriate circumstances, the COPS Office will request the views of the applicant/recipient that submitted a responsive document.
For example, if the COPS Office receives a request pursuant to the FOIA for an application submitted by a nonprofit organization, for-profit organization, or an institution of higher education or a request for an application that involves research, the COPS Office typically will contact the applicant/recipient that submitted the application. The COPS Office will ask the applicant/recipient to identify—quite precisely—any particular information in the application that the applicant/recipient believes falls under a FOIA exemption, the specific exemption it believes applies, and why. After considering the submission by the applicant/recipient, the COPS Office will make an independent assessment regarding withholding information. Feedback to the COPS Office
To assist the COPS Office in improving its application and award processes, we encourage applicants to provide feedback on this solicitation, the application submission process, and/or the application review/peer review process. Provide feedback via email to [email protected] with the following subject line “FY21 LEMHWA Program Feedback.”
IMPORTANT: This email is for feedback and suggestions only. Replies are not sent from this mailbox. If you have specific questions on any program or technical aspect of the solicitation, you must contact the COPS Office Response Center at [email protected] or 800-421-6770.
COPS Other Information Reporting, Monitoring, and Evaluation Requirements
Reporting
If awarded, your organization will be required to submit quarterly Federal Financial Reports as well as semiannual Programmatic Progress Reports. Recipient should be prepared to track and report program award funding separately from other funding sources (including other COPS Office federal awards) to ensure accurate financial and programmatic reporting on a timely basis. Recipients should ensure that they have financial internal controls in place to monitor the use of program funding and ensure that its use is consistent with the award terms and conditions. Good stewardship in this area includes written accounting practices, and use of an accounting system that tracks all award drawdowns and expenditures, and the ability to track when award-funded positions are filled or approved purchases are made. Failure to submit complete reports or submit them in a timely manner may result in the suspension and possible termination of a recipient’s COPS Office award funding or other remedial actions.
Monitoring
Federal law requires that law enforcement agencies receiving federal funding from the COPS Office be monitored to ensure compliance with their award conditions and other applicable statutory regulations. The COPS Office is also interested in tracking the progress of our programs and the advancement of community policing. Both aspects of award implementation—compliance and programmatic benefits—are part of the monitoring process Page 50 of 60 O-COPS-2021-75013 coordinated by the U.S. Department of Justice.
Awarded organizations will be responsible for submitting Programmatic Progress Reports on a semiannual basis and Federal Financial Reports on a quarterly basis. In addition, awarded organizations will be responsible for the timely submission of a final Closeout Report and any other required final reports. All COPS Office recipients will be required to participate in such award monitoring activities of the U.S. Department of Justice, including but not limited to the COPS Office, the Office of the Inspector General, or any entity designated by the COPS Office.
Please note that the COPS Office may take a number of monitoring approaches, such as site visits, enhanced office-based award reviews, alleged noncompliance reviews, and periodic surveys to gather information and to ensure compliance. The COPS Office may seek information including, but not limited to, your organization’s compliance with nonsupplanting and both programmatic and financial requirements of the award, and your organization’s progress toward achieving your community policing strategy. Program and monitoring specialists as well as auditors are particularly interested in confirming that the purchase of items and/or services is consistent with the applicant’s approved award budget as reflected on the Financial Clearance Memorandum and Final Funding Memorandum.
If awarded funds, you agree to cooperate with and respond to any requests for information pertaining to your award in preparation for any of the above-referenced award monitoring activities.
Please feel free to contact your COPS Office Program Manager to discuss any questions or concerns you may have regarding the monitoring, reporting, and evaluation requirements.
Program evaluation
Though a formal assessment is not a requirement, awarded organizations are strongly encouraged to conduct an independent assessment of their respective award-funded projects. Project evaluations have proven to be valuable tools in helping organizations identify areas in need of improvement, providing data of successful processes, and reducing vulnerabilities.
Selected award recipients shall be evaluated on the local level or as part of a national evaluation, pursuant to guidelines established by the Attorney General. Such evaluations may include assessments of individual program implementations. In selected jurisdictions that are able to support outcome evaluations, the effectiveness of funded programs, projects, and activities may be required. Outcome measures may include crime and victimization indicators, quality of life measures, community perceptions, and police perceptions of their own work. Audit Requirement
The Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 C.F.R. Part 200, Subpart F – Audit Requirements, available at https://www.ecfr.gov/cgi- bin/text_idx?tpl=/ecfr.brose/Title02/2cfr200_main_02.tpl, establish the requirements for organizational audits that apply to COPS Office award recipients. Recipients must arrange for the required organization-wide (not award- by-award) audit in accordance with the requirements of Subpart F.
Civil rights
All recipients are required to comply with nondiscrimination requirements contained in various federal laws. A memorandum addressing federal civil rights statutes and regulations from the Office for Civil Rights, Office of Justice Programs will be included in the award package for award recipients. All applicants should consult the Assurances form to understand the applicable legal and administrative requirements.
Please be advised that a hold may be placed on this application if it is deemed that the applicant organization is not in compliance with federal civil rights law or is not cooperating with an ongoing federal civil rights investigation.
Page 51 of 60 O-COPS-2021-75013 28 C.F.R. Part 38 Equal Treatment for Faith-Based Organizations
Recipients and subrecipients (at any tier) must comply with all applicable requirements of the DOJ regulation entitled "Equal Treatment for Faith-Based Organizations" at 28 C.F.R. Part 38. For more information on the regulation, please see the Office for Civil Rights website at https://www.ojp.gov/program/civil-rights/partnerships-faith-based-and-other-neighborhood-organizations.
Section 508 of the Rehabilitation Act
If you are an applicant using assistive technology and you encounter difficulty when applying, please contact the COPS Office Response Center at [email protected] or 800-421-6770.
The department is committed to ensuring equal access to all applicants and will assist any applicant who may experience difficulties with assistive technology when applying for awards using the JustGrants System.
Public Reporting Burden- Paper Work Reduction Act Notice
The public reporting burden for this collection of information is estimated to be up to 11.3 hours per response, depending upon the COPS Office program being applied for, which includes time for reviewing instructions. Send comments regarding this burden estimate or any other aspects of the collection of this information, including suggestions for reducing this burden, to the Office of Community Oriented Policing Services, U.S. Department of Justice, 145 N Street NE, Washington, DC 20530; and to the Public Use Reports Project, Office of Information and Regulatory Affairs, Office of Management and Budget, Washington, DC 20503. For any questions or comments, please contact Lashon Hillard, COPS Office Paperwork Reduction Act Program Manager, at 202-514-6563.
You are not required to respond to this collection of information unless it displays a valid OMB control number. The OMB control number for this application is 1103-0098, and the expiration date is 04/30/2021.
Performance Measures
To assist in fulfilling the U.S. Department of Justice's responsibilities under the Government Performance and Results Act Modernization Act (GPRA Modernization Act) of 2010, P.L. 111–352), recipients who receive funding from the Federal Government must measure the results of work that funding supports. This act specifically requires the COPS Office and other federal agencies to set program goals, measure performance against those goals, and publicly report progress in the form of funding spent, resources used, activities performed, services delivered, and results achieved.
Performance measures fare as shown in the below table.
Data recipient Objective Performance measures provides Increase the capacity of law enforcement agencies to Extent to which COPS Office award Recipients will rate the implement community funding (e.g., officers, equipment, effectiveness of the policing strategies that training, technical assistance) has COPS Office funding strengthen partnerships for increased your agency’s community in increasing safer communities and policing capacity? community policing enhance law enforcement’s Extent to which COPS Office capacity. Data will be capacity to prevent, solve, knowledge resources (e.g., collected on a periodic and control crime through publications, podcasts, training) have basis through progress funding for personnel, increased your agency’s community reports. technology, equipment, and policing capacity? training.
COPS Office awards target increasing recipient capacity to implement community policing strategies within the three primary elements of community policing: (1) problem solving; (2) partnerships; and (3) organizational transformation. The COPS Office requires all applicants to describe how the personnel, technology, equipment, Page 52 of 60 O-COPS-2021-75013 supplies, travel, or training requested will assist the applicant in implementing community policing strategies.
To read an overview of the principles of community policing, please see the COPS Office publication Community Policing Defined.
As part of the programmatic progress performance reports, all recipients will be required to report on their progress toward implementing community policing strategies. Based on the data collected from recipients, the COPS Office may make improvements to the program to better meet the program’s objective and law enforcement agency needs.
Application Checklist
Please refer to the JustGrants DOJ Application Submission Checklist.
Survey Questions FY21 LEMHWA Elig
Applicant Eligibility
Instructions: The following questions will be used to determine eligibility for the LEMHWA program. NOTE: If you select “no” to any of the below questions, you will be considered ineligible for the LEMHWA program and will not receive consideration for funding.
Please indicate if your jurisdiction is primarily considered rural, urban, or suburban.
Is your agency established and currently operational? A law enforcement is established and operational if the jurisdiction has passed authorizing legislation and it has a current operating budget. FY 2021 CPA Solicitation Questions
Research and Development
Instructions: For the purposes of this solicitation, R&D as defined by 2 C.F.R. §200.87 means all research activities, both basic and applied, and all development activities that are performed by nonfederal entities. The term “research” also includes activities involving the training of individuals in research techniques where such activities use the same facilities as other research and development activities and where such activities are not included in the instruction function. “Research” is defined as a systematic study directed toward fuller scientific knowledge or understanding of the subject studied. “Development” is the systematic use of knowledge and understanding gained from research directed toward the production of useful materials, devices, systems, or methods, including design and development of prototypes and processes.
Please select “yes” if any part of your project could be considered R&D or “no” if no portion of your project would support R&D.
Could any portion of your project be considered research and development (R&D) as defined by 2 C.F.R. §200.87?
Youth-Centered Project
Instructions: For the purposes of this solicitation, please select “yes” if any part of your project involves interactions with minors under the age of 18 years. NOTE: A special award condition will apply to all youth?centered awards. This condition will require recipients and subrecipients to make determinations of suitability before certain covered individuals interact with participating minors under the age of 18 years old in the course of activities funded under the award.
Could any activities under your project involve interactions with minors under the age of 18 years?
Page 53 of 60 O-COPS-2021-75013 Training
Instructions: The COPS Office defines training as the teaching and learning activities carried out for the primary purpose of helping members of an organization other than your own acquire and apply the knowledge, skills, abilities, and attitudes needed by a particular job or organization. Training is driven by specific goals and objectives? it is not a single event but rather an ongoing process that requires continuous self-reflection and evaluation. Guides, webinars, articles, conference presentations, toolkits, podcasts, videos, blogs, and news feeds (to provide a few examples) can serve as support material in trainings or as standalone materials to increase knowledge, but on their own they are not defined as training by the COPS Office. Please select “yes” if any part of your project fits within the definition of training or “no” if no portion of your project fits within the definition of training.
Could any portion of your project be considered training?
Law Enforcement/Organization Executive
Instructions for Law Enforcement Agencies: The Law Enforcement Executive is the highest ranking official in the jurisdiction (Chief of Police, Sheriff, or equivalent) and must be assigned the role: “Authorized Representative 1” in JustGrants. Instructions for Non-Law Enforcement Agencies: For non-law enforcement agencies, the Law Enforcement Executive is the highest ranking program official in the jurisdiction and must be assigned the role: “Authorized Representative 1” in JustGrants. If the award is awarded, this position will ultimately be responsible for the programmatic management of the award. Please note that information for non-executive positions (e.g., clerks, trustees) is not acceptable. Title:
First Name:
Last Name:
Phone:
Email Address:
Instructions for Government Agencies: This is the highest ranking government official within your jurisdiction (e.g., Superintendent, Mayor, City A dministrator, or equivalent) and must be assigned the role: “Authorized Representative 2” in JustGrants. Instructions for Non-Government Agencies: This is the financial official who has the authority to apply for this award on behalf of the applicant agency (e.g., Chief Financial Officer, Treasurer, or equivalent) and must be assigned the role: “Authorized Representative 2” in JustGrants. If the award is awarded, this position will ultimately be responsible for the financial management of the award. Please note that information for non-executive positions (e.g., clerks, trustees) is not acceptable. Title:
First Name:
Last Name:
Phone:
Email Address:
Instructions for Application Contact: Enter the application contact's name and contact information.
Title: Page 54 of 60 O-COPS-2021-75013 First Name:
Last Name:
Phone:
Email Address:
Please select your U.S. Attorney’s District Office from the below drop-down options.
Law enforcement and community policing strategy
Instructions: The following is the COPS Office definition of community policing that emphasizes the primary components of community partnerships, organizational transformation, and problem solving: Community policing is a philosophy that promotes organizational strategies that support the systematic use of partnerships and problem solving techniques to proactively address the immediate conditions that give rise to public safety issues such as crime, social disorder, and fear of crime. Please refer to the COPS Office website ( https://cops.usdoj.gov/RIC/ric.php?page=detail&id=COPS-P157) for further information regarding this definition and its sub-elements.
Please answer the following questions regarding your community support and impact on the jurisdiction.
To what extent is there community support in your jurisdiction for implementing the proposed award activities?
If awarded, to what extent will the award activities impact the other components of the criminal justice system in your jurisdiction?
Explanation of need for federal assistance
All applicants are required to explain their inability to address the need for this award without federal assistance. Please do so in the space below. [Please limit your response to a maximum of 1,000 characters.]
Continuation of support after federal funding ends
Instructions: The questions in this section will be used for programs without a retention requirement to report any plans to continue the program or activity after the conclusion of federal funding.
Does your agency or organization plan to obtain necessary support and continue the program, project, or activity following the conclusion of federal support?
Please identify the source(s) of funding that your agency plans to utilize to continue the program, project, or activity following the conclusion of federal support: General funds
Issue bonds or raise taxes
Private sources and donations
Non-federal asset forfeiture funds (subject to approval from the state or local oversight agency)
State, local, or other non-federal grant funding
Fundraising efforts
Other
If “other” is selected in the above question, please provide a brief description of the source(s) of funding. FY21 CPA Information
Type of Agency/Organization
Page 55 of 60 O-COPS-2021-75013 Type of Agency (select one)
From the list below, please select the type of agency which best describes the applicant. Law Enforcement Entities
From the list below, please select the type of agency which best describes the applicant. Non-Law Enforcement Entities
U.S. Department of Justice and other federal funding
Applicants are required to disclose whether they have pending applications for federally funded assistance or active federal awards that support the same or similar activities or services for which funding is being requested under this application.
Be advised that as a general rule, COPS Office funding may not be used for the same item or service funded through another funding source. However, leveraging multiple funding sources in a complementary manner to implement comprehensive programs or projects is encouraged and is not seen as inappropriate. To aid the COPS Office in the prevention of awarding potentially duplicative funding, please indicate whether your agency has a pending application or an active award with any other federal funding source (e.g., direct federal funding or indirect federal funding through state sub-awarded federal funds) which supports the same or similar activities or services as being proposed in this COPS Office application.
Please list any current, active non-COPS Office awards that support the same or similar activities or services as being proposed in this application.
Federal Awarding Agency or State Agency for Sub-awarded Federal Funding Award Number Program Name Award Start Date (mm/dd/yyyy) Award End Date (mm/dd/yyyy) Award Amount Describe How This Project Differs From The Application For COPS Office Funding
Describe How This Project Differs From The Application For COPS Office Funding:
Please list any pending non-COPS Office grant applications that support the same or similar activities or services as being proposed in this application.
Federal Awarding Agency or State Agency for Sub-awarded Federal Funding Application Number (if known) Program Name Project Length Total Requested Amount Items Requested Describe How This Project Differs From The Application For COPS Office Funding
Describe How This Project Differs From The Application For COPS Office Funding:
If you have more than one pending application or active award with any other federal funding source (e.g., direct federal funding or indirect federal funding through state sub-awarded federal funds) which supports the same or similar activities or services as being proposed in this COPS Office application, please provide the above information in the below text box.
Certification of Review of 28 CFR Part 23/Criminal Intelligence
REVIEWS AND CERTIFICATIONS Certification of Review of 28 C.F.R. Part 23/Criminal Intelligence Systems: Please review the "Terms and Conditions" section of this application for additional information. Page 56 of 60 O-COPS-2021-75013 Please check one of the following, as applicable to your agency’s intended use of this award: Acknowledgement of Electronic Signatures
By checking the box below, the applicant indicates that he or she understands that the use of typed names in this application and the required forms, including the Assurances, Certifications, and Disclosure of Lobbying Activities form, constitute electronic signatures and that the electronic signatures are the legal equivalent of handwritten signatures. I understand. FY21LEMHWA_AppQuestions
Proposed Project Demographics
What is the total number of employees who will be eligible for services under this program?
Which of the following best describes your project’s service area?
Urban: a densely populated environment with extensive infrastructure and commercial centers Suburban: a populated environment immediately adjacent to an urban center but less densely populated than the urban center Exurban: an area of varied population density within commuting distance of but not immediately adjacent to an urban center Rural: an area of low population density at some distance removed from an urban center School district or educational institution: a law enforcement agency whose jurisdiction includes only a school, school district, or institution of higher education Correctional facility: Please use the definition officially used by your agency. Special units: such as (but not limited to) SWAT, human trafficking, K-9, etc.
Please explain how federal funding will create or enhance your current officer Mental Health and Wellness efforts. Please also provide local data or describe circumstances that indicate your need for Federal funding.
How will the actions proposed in this application assist your agency in implementing or institutionalizing community policing?
Anticipated Reach and Impact
Please identify the groups served by this project.
Please describe the anticipated reach of your program and the impact on your agency.
Within each selected category, indicate the current and proposed number of persons per year who are or will be receiving health and wellness services when the program is fully operational. Estimates are acceptable.
For each group being served, please enter one of the following choices:
Currently served: The number currently served per year by existing mental health and wellness programming Proposed number served: The total number that would be served if awarded LEMWHA funding
If the following positions overlap (for example, deputies and correctional officers) please enter numbers for only one category.
Sworn officers/deputies
Civilian staff
Page 57 of 60 O-COPS-2021-75013 Retired officers/deputies
Retired staff
Correctional officers/staff
Family members / Significant others
Other
If you selected “Other,” please provide a brief explanation.
Please indicate below the mental health and wellness services that your agency currently provides and the services that you would implement or enhance if awarded LEMHWA funding.
Regularly scheduled mental health check-ins
On-site counseling
Off-site counseling
Virtual counseling
Debriefing and/or Critical Incident Stress Management (CISM) program
Trained peer counselors
Chaplaincy / Spiritual Support
Suicide prevention programming
Mental health awareness training
Mindfulness practice
Quiet room
Other (please explain below)
If you selected “Other,” please provide a brief explanation.
Please identify any recommendations from the LEMHWA Report to Congress and Case Studies upon which your application is based, as well as any other research or resources you plan to use to implement your LEMHWA project.
Please describe your LEMWHA project. How will this program advance the goals and requirements of the LEMHWA program? What are the goals of this project? What steps will be taken to achieve those goals? Please note that a detailed timeline with milestones will be required in the ”Additional Application Components” section of this application.
Agency Policies and Partnerships
Please describe your current and proposed officer health and wellness related policies and partnerships and how they will impact the proposed LEMWHA Project.
Please indicate below the mental health and wellness partnerships that your agency currently has and the partnerships that you would implement or enhance if awarded LEMHWA funding.
Institutions of higher education
Behavioral and mental health providers Page 58 of 60 O-COPS-2021-75013 Physical health providers
Labor union or affinity groups
Community-based organization
Faith-based organization
Employee assistance program
Peer first responder agencies
Other (please explain below)
If you selected “Other,” please provide a brief explanation
Please identify the key team members from your agency who will support this project and any interagency resources that will ensure the successful implementation of this project. Please include a description of the responsibilities and role of each team member and partner.
Leadership and Staff Buy-in
Community and law enforcement executive partnerships are critical components in developing and implementing programs designed to include community policing advancement and officer wellness initiatives. From the list below, please select all parties who were involved in the development of your proposed wellness program.
If you selected “Other,” please explain.
To increase program awareness and engagement, please indicate how staff will be informed that this project is available for their use in the agency.
Daily/Weekly roll call
Email notifications
Agency text messages
Regularly scheduled discussions with supervisors
Bulletin posting
App-based notification
Peer support introduction during union meetings
Other (please explain below)
If you selected “Other,” please provide a brief but detailed explanation.
Please provide a short description of your marketing plan, focusing on what new or enhanced options you will use to increase program awareness
Performance Metrics
What method(s) do you intend to use to measure the success or value of your proposed LEMHWA program? Please select all that apply.
Internal survey(s) of job satisfaction Internal survey(s) of work-related stress Community survey(s) of topics such as trust in or satisfaction with the agency Page 59 of 60 O-COPS-2021-75013 Change in rates of use of force Change in turnover rates (e.g., early retirement, employees leaving for other agencies, or employees leaving for other careers prior to standard retirement age/service time) Change in rates of sick leave taken for nonphysical ailments Change in rates of sick leave taken for physical ailments Change in rate of non–use of force internally investigated incidents (e.g., officers/deputies accused of committing criminal offenses or policy violations) Change in rates of citizen complaints Other
If you selected “Other,” please provide a brief but detailed explanation.
Please describe how you intend to use these methods to assess program performance.
Page 60 of 60 O-COPS-2021-75013 Return to Agenda
MISCELLANEOUS RESOLUTION #21XXX BY: Commissioner Penny Luebs, Chairperson, Public Health and Safety Committee IN RE: PROSECUTING ATTORNEY – FISCAL YEAR 2021 VICTIM RIGHTS GRANT AMENDMENT #1 CHANGES TO STAFFING LEVEL To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Board of Commissioners approved Miscellaneous Resolution #20564 Fiscal Year 2021 Crime Victim Rights Acceptance in the amount of $761,449 from the State of Michigan, Department of Health and Human Services for the period of October 1, 2020 through September 30, 2021; and WHEREAS there is no grant match required; and WHEREAS the purpose of this grant is to comply with the mandates set forth in the Michigan Constitution and the Crime Victim’s Rights Act to provide victims of crime with services such as victim notification and personal advocacy; and WHEREAS the Prosecuting Attorney’s Office is mandated by law to perform the Victim Rights function regardless of grant reimbursement; and WHEREAS the original award provided reimbursement of salaries and fringe benefits for five (5) General Fund General Purpose (GF/GP) Full-Time Eligible (FTE) Victim Advocate positions (#4010101-05783, 05784, 05785, 07183 and 12191); and one (1) GF/GP FTE Victim Services Supervisor position (#4010101- 12190); full funding of salary and partial funding of fringes for one (1) GF/GP FTE Office Support Clerk – Senior position (#4010101-06739); and full funding of salaries for two (2) Part-Time Non-Eligible (PTNE) Office Support Clerk – Senior positions (#4010101-12281 and 12192); and WHEREAS the Prosecuting Attorney’s Office has reevaluated the duties assigned to the vacant Victim Services Supervisor position; and WHEREAS it has been determined to have the position focus more on client needs and services provided by the unit than on supervising the Victim Advocates; and WHEREAS it is proposed to create a new classification and one (1) GF/GP FTE position, titled Victim Advocate Leader to handle the needs of the unit efficiently; and WHEREAS the savings from deleting the Victim Services Supervisor position and creating the Victim Advocate Leader position will allow for greater reimbursement of partially funded positions; and WHEREAS the grant application has completed the Grant Review Process in accordance with the Grants Policy approved by the Board at their January 21, 2021 meeting. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners authorizes the grant amendment for the deletion of one (1) GF/GP funded FTE Victim Services Supervisor position (#4010101-12190). BE IT FURTHER RESOLVED to create a new classification, titled Victim Advocate Leader, to be placed at Salary Grade UNI/119, FLSA Non-Exempt. BE IT FURTHER RESOLVED to create one (1) GF/GP funded FTE Victim Advocate Leader position in the Prosecuting Attorney Administration Division (#4010101). BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to execute the grant award and to approve any grant extensions or changes, within fifteen percent (15%) of the original award, which are consistent with the original application as approved. BE IT FURTHER RESOLVED that a budget amendment is not required as the savings created from the position deletion/creation will be utilized in the personnel category to partially offset one of the grant funded positions. Chairperson, on behalf of the Public Health and Safety Committee, I move the adoption of the foregoing resolution.
______Commissioner Penny Luebs, District #16 Chairperson, Public Health and Safety Committee
Return to Agenda
MISCELLANEOUS RESOLUTION #21xxx BY: Commissioner Penny Luebs, Chairperson, Public Health and Safety Committee IN RE: DEPARTMENT OF HEALTH AND HUMAN SERVICES/HEALTH DIVISION – NURSE, EDUCATION, PRACTICE, QUALITY AND RETENTION – REGISTERED NURSES IN PRIMARY CARE GRANT AMENDMENT #1 OVER 15% To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Oakland County Health Division has received Amendment #1 to the Nurse Education, Practice, Quality and Retention-Registered Nurses in Primary Care Grant sub-award from Wayne State University (WSU) to reflect additional funding for supplies and to perform additional scope of work objectives; and WHEREAS the existing agreement was adopted by the Board of Commissioners on September 23, 2020 via Miscellaneous Resolution (MR) #20400 for the Health Division to serve as a preceptor agency for training nursing students and supporting current RNs to practice at the full scope of their license in the County’s medically underserved population for the period July 1, 2020 through June 30,2021; and WHEREAS Amendment #1 increases funding from $73,073 to $98,493; an increase of $25,420; and WHEREAS the increase will provide additional funding for salaries and fringe benefits of Public Health Nurses who serve on the RN preceptor team, materials and supplies, conferences, and training for the period July 1, 2020 through June 30, 2021; and WHEREAS no additional personnel are being requested; and WHEREAS there is no grant match requirement; and WHEREAS the grant application has completed the Grant Review Process in accordance with the Grants Policy approved by the Board at their January 21, 2021 meeting. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners hereby accepts Amendment #1 to the Nurse, Education, Practice, Quality and Retention – Registered Nurses in Primary Care grant sub-award through Wayne State University in the amount of $25,420 for the period of July 1, 2020 through June 30, 2021. BE IT FURTHER RESOLVED that the Chairperson of the Board of Commissioners is authorized to execute the grant agreement and to approve the grant extensions or changes, within fifteen percent (15%) of the original award, which are consistent with the original agreement as approved. BE IT FURTHER RESOLVED that acceptance of this grant does not obligate the County to any future commitment and continuation of the grant program is contingent upon future levels of grant funding. BE IT FURTHER RESOLVED that the FY 2021 budget is amended as follows:
NURSE, EDUCATION, PRACTICE, QUALITY AND RETENTION – REGISTERED NURSES IN PRIMARY CARE (# 28623) GR0000000968 Bud Ref: 2021 Activity: GLB Analysis: GLB FY 2021 Revenue 1060240-133390-610313 Federal Operating Grants $ 25,420 Total Revenue $ 25,420 Expenditures 1060240-133390-702010 Salaries $ 8,000 1060240-133390-731941 Training 1,000 1060240-133390-732018 Travel and Conference 300 1060240-133390-750294 Material and Supplies 5,152 1060240-133390-750294 Info Tech Operations 10,968 Total Expenditures $ 25,420 Chairperson, on behalf of the Public Health and Safety Committee, I move the adoption of the foregoing resolution.
______Commissioner Penny Luebs, District #16 Chairperson, Public Health and Safety Committee GRANT REVIEW SIGN-OFF – Health & Human Services/Health Division
GRANT NAME: Nurse, Education, Practice, Quality and Retention – Registered Nurses in Primary Care FUNDING AGENCY: Wayne State University DEPARTMENT CONTACT: Stacey Smith / Raquel Lewis / (248) 452-2151 STATUS: Grant Amendment #1 (Greater than or Equal to 15% Variance) DATE: 05/03/21
Please be advised the captioned grant materials have completed internal grant review. Below are the returned comments.
The Board of Commissioners’ liaison committee resolution and grant amendment package (which should include this sign-off and the grant amendment with related documentation) may be requested to be placed on the agenda(s) of the appropriate Board of Commissioners’ committee(s) for grant amendment by Board resolution.
DEPARTMENT REVIEW
Management and Budget: Approved by M & B.
The draft resolution will need to be updated for the budget amendment to reflect the additional funding. Also, there are several formatting items within the draft resolution that should be updated. – Lynn Sonkiss (05/02/21)
Human Resources: Approved by HR. No position implications, so HR action not needed. – Heather Mason (04/28/21)
Risk Management: Amendment approved by Risk Management. – Robert Erlenbeck (04/28/21)
Corporation Counsel: I have reviewed the Grant Amendment 1, and I have no legal issues with the Amendment. Approved – Bradley Benn (05/03/21)
Research Subaward Agreement Amendment Pass-through Entity (PTE) Subrecipient PTE: Wayne State University Subrecipient: Oakland County Health Division
Address: 5057 Woodward Avenue A dd r e ss: 1200 N. Telegraph Rd. #34E Room 13100 Pontiac, Michigan 48341-1032 Detroit, MI 48202-4050 DUNS: 136200362 PTE Principal Investigator (PI): Subrecipient Principal Investigator (PI): Dr. Ramona Benkert Mr. Shane Bies PTE Federal Award No: FAIN: Federal Awarding Agency: 6UK1HP31702-03-02 UK1HP31702 Health Resources & Services Administration Project Title: Nurse, Education, Practice, Quality and Retention - Registered Nurses in Primary Care Subaward Period of Performance: Amount Funded Amendment No: Subaward No: Start Date: 7/1/2020 End Date: 6/30/2021 This Action: $25,420 1 WSU20092-A1 Effective Date of Amendment: Total Amount of Federal Funds Subject to FFATA 4/26/2021 Obligated to date: $98,493 X Yes No
Amendment(s) to Original Terms and Conditions This Amendment revises the above-referenced Research Subaward Agreement as follows:
Action: This Subaward is hereby revised to include any and all applicable changes required by the implementation of 2 C.F.R. § 200 UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS.
Action: This Subaward is hereby revised to include any and all applicable changes required by the implementation of 45 C.F.R. § 75 UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR HHS AWARDS.
Action: The maximum dollar amount of Subaward WSU20092 shall be increased by $25,420 from $73,073 to $93,493 (See Attachment I – Revised Budget).
All other terms and conditions of this Subaward Agreement remain in full force and effect. By an Authorized Official of Pass-through Entity: By an Authorized Official of Subrecipient:
Name Date Name: Date Title Title: FDP Version 03.16.2015
ATTACHMENT 1
Revised Budget
7/1/2020 to 6/30/2021
Salary $66,458
Fringe $14,615
Supplies/Materials $16,120
Conferences $ 300
Training $ 1,000
Total Cost $98,493
Attachment II – Revised Statement of Work
OCHD Clinical Partner* Revised Scope of Work Year One Period: July 1, 2019-June 30, 2020
* Clinical partner is defined as the necessary staff (e.g. CEO, CFO, Directors, RNs, etc.) within the clinical agency who are directly involved with the grant.
Goal 1: Establish and expand upon existing academic-practice partnerships between WSU CON and three community-based primary care sites, with the assistance of an academic-clinical partner liaison (ACL), who will assign ten dedicated, full-time, qualified RNs with community-based primary care and/or public health experience to act as role models and preceptors, by January 2019 and through May of 2022.
The Clinical partner is expected to do the following: • Leadership staff will attend quarterly conference call meetings of the academic-clinical partner team. • The RNs will attend regular meetings and phone calls with the ACL and PM. • All partners will respond in a timely manner to the email and phone communication with the academic team. • All partners will annually evaluate the partnership process. • All partners will respond to regular surveys and evaluation tools for the grant. • The Leadership team will work with the academic team to develop a business model for an expanded role for RNs in primary care and public. **Leadership (nurse leader, CFO) will work closely with the NEPQR team to build the business case for RNs in primary care.
Goal 2: Develop and deliver a robust program for professional development in primary care/public health, for practicing RNs, clinical preceptors and faculty, in collaboration with the Michigan Area Health Education Center (AHEC) and the clinical partners, to begin October 2018 and continue through June, 2022, with a specific plan for continuing education after the funding.
The Clinical partner is expected to do the following: • The RNs will complete the work associated with the 11 educational modules. • The RNs will work with the educational expert to evaluate the 11 educational modules to improve the modules over time. • The RNs will join the American Association of Ambulatory Care Nurses (AAACN) and the American Public Health Association (APHA).
**The RNs will attend professional development sessions related to their role in primary care or public health. ** Leadership at Oakland County Health Department will review and submit for approval form the WSU/NEPQR Leadership team all professional development requests.
Goal 3: Recruit and match a total of 70 primary care/public health-oriented senior-level BSN students, these students must be committed to practicing in non-institutional settings, with RN preceptors who will provide a longitudinal clinical experience in community based primary care/public health in medically underserved settings between Jan 2019 and May 2022. Create and implement a formative and summative evaluation process that incorporates rapid cycle quality improvement mechanisms with feedback to the academic and community partners to ensure long-term sustainability of the immersion experiences.
The Clinical partner is expected to do the following: • The clinic leadership and the RNs will agree to take 2-3 undergraduate students and pair them with RNs for a 150-hour clinical immersion experience each fall and winter semester beginning Winter 2019. • The RNs will participate in exit interviews at the end of each clinical immersion semester. • The RNs will complete online evaluations of the experience. • The RNs will assist with revisions to the immersion experience as needed each semester. • The RNs will assist the students with documentation of necessary Typhon related data. • The RN will engage in general nursing activities in the community-based primary care setting while she/he has a student and between student rotations. • The RN will engage in general nursing activities in the community based primary care setting while she/he is participating in continuing professional development work.
Goal 4: Enhance the didactic and clinical training curricula for the undergraduate senior level BSN students by integrating primary care, population health, public health and interprofessional education with an emphasis on chronic disease prevention and control, including mental health and substance use conditions, including the opioid epidemic, into the existing community health clinical course with evaluation plan in place.
The Clinical partner is expected to do the following: • The RNs and leadership will provide advice to the Project Manager regarding future needs of RN students working in primary care and public health. • Participate in interviews to determine how to enhance the role of the RN in their organization.
Return to Agenda COVID-19: A Year in Review
Dana Lasenby Executive Director & CEO Oakland Community Health Network COVID-19 Positive Cases Since March 2020, 2.8% of people served through OCHN received positive COVID-19 test results. Approximately half of persons served belong to the Adults with Mental Illness population, which accounted for 66% of COVID-19 positive cases.
541 Total
Designed with: Microsoft Power BI | Data Source: Michigan Health Information Network 36 Lives Lost Total On March 10th 2020, the first confirmed Coronavirus case was reported in Michigan. In the past year, approximately 0.17% of people served through OCHN lost their lives due to complications related to COVID-19. Death rates have slowed, with no incidences having been reported since mid-January 2021.
Designed with: Microsoft Power BI | Data Source: Oakland Community Health Network RACE DISTRIBUTION
Designed with: Canva | Data Source: Oakland Community Health Network Vaccinations Among People Served Race Gender
Males 50%
Females 50%
Unknown 0.04%
18-19 1.16% Age
20s 30s 40s 50s 60s 70+ 11% 14% 12% 24% 24% 14%
Under 18 0.46% Designed with: Infogram | Data Source: CareConnect 360 Designed with: Microsoft Power BI | Data Source: Oakland Community Health Network Approved Hotel Room Stays
Designed with: Microsoft Power BI | Data Source: Oakland Community Health Network *No COVID- related deaths were reported from the SED or SUD network
No quarantined people reported for the I/DD or SUD network
Designed with: Microsoft Power BI | Data Source: Michigan Health Information Network, Oakland Community Health Network Network Service Utilization Crisis Services & Access:
Designed with: Tableau, Infogram | Data Source: Oakland Data Information Network Common Ground Visits: Common Ground saw the least number of visits in April 2020 and steadily increased until September. Overall, Common Ground is receiving an increase in the amount of people seeking crisis services when compared to the same time the previous year.
Designed with: Tableau, Infogram | Data Source: Oakland Data Information Network Behavior Health ER Visits: The number of people admitted to the ER only has remained low. Instances of ER only visits decreased when COVID appeared in Michigan, but increased as the Stay Home Order lifted. Numbers continue to trend downward since September 2020.
Designed with: Infogram| Data Source: Relias Population Performance Individuals New to Services SUD The most pursed services after an Access screening were Substance Use and MI Adult MI. During the Stay Home Order, all networks noticed an abrupt decrease in intakes. Incrementally, more people began pursuing services as COVID- SED 19 restrictions began to lift until the holiday season.
I/DD ABA
Designed with: Microsoft Excel | Data Source: Oakland Data Information Network Network Service Utilization Highly Utilized Services Substance Use Disorders
Despite COVID-19 restrictions reducing the amount of face-to-face services being provided, the majority of services being delivered through OCHN are in-person supports.
Designed with: Microsoft Power BI | Data Source: Oakland Data Information Network Substance Use Disorders: Timeline of Utilization The number of people enrolled in SUD services decreased, along with total number of claims.
Designed with: Microsoft Power BI | Data Source: Oakland Data Information Network Network Service Utilization Highly Utilized Services
Behavior Health
Designed with: Microsoft Power BI | Data Source: Oakland Data Information Network Behavior Health: Average Number of People Enrolled in Behavior Health Services
The Stay Home order in Michigan appeared to have the biggest impact on enrollment and service utilization.
Designed with: Canva | Data Source: Oakland Data Information Network I/DD Network: Timeline of Utilization The I/DD Network retained a steady number of individuals throughout the pandemic, until February 2021
Designed with: Microsoft Power BI | Data Source: Oakland Data Information Network Adult MI Network: Timeline of Utilization The Adult MI Network saw an increase in enrollees through the COVID-19 pandemic, with an average enrollment of 6,172 people. Almost half of all service delivery was moved to a virtual platform.
Designed with: Microsoft Power BI | Data Source: Oakland Data Information Network SED Network: Timeline of Utilization The SED Network’s enrollment was unaffected through COVID-19. The network took advantage of the telehealth expansion through the Stay Home Order. Currently, families are opting for a mix of in person and virtual supports.
Designed with: Microsoft Power BI | Data Source: Oakland Information Data Network