HomeMy WebLinkAbout2018 Ordinance No. 034ORDINANCE NO. 34
SERIES 2018
BY AUTHORITY
COUNCIL BILL NO. 42
INTRODUCED BY COUNCIL
MEMBER BARRENTINE
AN ORDINANCE AUTHORIZING AN INTERGOVERNMENTAL AGREEMENT FOR AN
APPLICATION FOR A CRIME VICTIM ASSISTANCE SERVICES (CVS) GRANT FROM
THE COLORADO DEPARTMENT OF PUBLIC SAFETY, DIVISION OF CRIMINAL
JUSTICE FOR A PART TIME VICTIM ADVOCATE
WHEREAS, the Englewood City Council, authorized the Englewood Police
Department to apply for funding under the CVS Grants Program to be used for funding a
part time Victim Advocate by the passage of Resolution No. 13, Series of 2018;
WHEREAS, the Englewood Police Department has received a Grant Award Letter
from the Colorado Department of Public Safety
WHEREAS, the Colorado Department of Public Safety, Division of Criminal
Justice provides grant program funds that provide crime victim services;
WHEREAS, the grant funds assist local law enforcement agencies to
provide grand funded victim advocate personnel;
WHEREAS, over the last several years the Englewood Police Department
has seen an increase in the call for services, which translates to an increase
need for services to victims of crime;
WHEREAS, with the increase in crime victim services, the Englewood
Police Department has experienced a decrease in the number of volunteer
crime victim advocates;
WHEREAS, the grant funds will assist the Englewood Police Department
in hiring a part-time victim advocate, for the next two years;
WHEREAS, the staff seeks Council approval of an Ordinance authorizing an
intergovernmental agreement to accept a 2018 CVS grant in the amount of
$50,850.00, with a City of Englewood matching contribution of $12,713.00 for the period of
January 1, 2019 to December 31, 2020.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
ENGLEWOOD, COLORADO, THAT:
Section 1. The City Council of the City of Englewood, Colorado hereby authorizes
the intergovernmental agreement for and acceptance of the CVS Grant, a copy of which
is marked as "Exhibit A" and attached hereto.
Section 2. The Mayor is hereby authorized to sign said CVS Grant and accompanying
intergovernmental agreement on behalf of the City of Englewood.
Section 3. The funds for the CVS grant come from Federal funds awarded to the
State by the United States Department of Justice, Office of Justice Programs, Office
for Victims of Crime, Victims of Crimes Act (VOCA).
Introduced, read in full, and passed on first reading on the 19th day of November, 2018.
Published by Title as a Bill for an Ordinance in the City's official newspaper on the 22 nd
day of November 2018.
Published as a Bill for an Ordinance on the City's official website beginning on the 21 st
day of November, 2018 for thirty (30) days.
Read by Title and passed on final reading on the 3rd day of December, 2018.
Published by Title in the City's official newspaper as Ordinance No.34, Series of 2018, on the 6th
day of December, 2018.
Published by title on the City's official website beginning on the 5th day of
December, 2018 for thirty (30) days.
This Ordinance shall take effect thirty (30) days after publication following final passage.
Linda Olson, Mayor
ATTEST:
I, Stephanie Carlile, City Clerk of the City of Englewood, Colorado, hereby certify that the above
and foregoing is a true copy of the Ordinance passed on final reading and published by Title as
Ordinance No. 34, Series of 2018.
Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
GRANT AW ARD LETTER (Intergovernmental Grant Agreement)
SUMMARY OF GRANT AWARD TERMS AND CONDITIONS
SIGNATURE AND COVER PAGE
State Agency DCJ Grant Number
Colorado Department of Public Safety, Division of Criminal Justice 2018-V A-19-103-18
CMS Number
NIA
Grantee Grantee DUNS
City of Englewood, by and through the Englewood Police 075750133
Department Grant Issuance Date (Start Date)
January 1, 2019
Current Grant Maximum Amount Grant Expiration Date
Initial Term by Funding Source December 31, 2020
2016-V A-GX-0070 $16,950.00 Fund Expenditure End Date
December 31, 2020
2017-VA-GX-0037 $23,306.25 Grant Description
The police department will use grant funds to hire a part
2018-V2-GX-0050 $10,593.75 time advocate to primarily cover nights and weekends
when calls for services often increase . Advocate will
Total for All Federal Awards $50,850.00 provide crisis intervention and referral services to
Grantee Match Requirement $12,713.00 victims of crime.
Is this Award for Research and Development
(R&D)? No
THE PARTIES HERETO HAVE EXECUTED THIS CONTRACT
Each person signing this Agreement represents and warrants that he or she is duly authorized to execute this Agreement and
to bind the Party authorizing his or her signature.
GRANTEE STATE OF COLORADO
City of Englewood John W. Hickenlooper, Governor
Department of Public Safety
Stan Hilkey, Executive Director
By: Eric Keck, City Manager , City of Englewood By: Joe Thome, Director, Division of Criminal Justice
Date: Date:
In accordance with §24-30-202 , C.R.S., this Agreement is not valid until signed and dated below by the State Controller or an
authorized delegate.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
By: Lyndsay J. Clelland, Contract and Grants Coordinator,
Department of Public Safety, Division of Criminal Justice
Effective Date:
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Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
Representatives for this Grant
For the State: For Grantee:
Joe Thome, Director Eric Keck, City Manager
Division of Criminal Justice City of Englewood
Department of Public Safety 1000 Englewood Parkway
700 Kipling Street, Suite 1000 Englewood, CO 80110
Denver, Colorado 80215-5 897
Joe.Thome@state.co.us ekeck@englewoodco.gov
FEDERAL AWARD(S) APPLICABLE TO THIS GRANT A WARD
Federal Award Office I U.S. Department of Justice, Office of Justice Programs Office for Victims of Crime
CFDA I 16.575
Federal Award Number(s) 2016-V A-GX-0070 2017-VA-GX-0037 20 l 8-V2-GX-0050
Federal Award Date 09/19/2016 09/28/2017 08/09/2018
Total Amount of Federal Award (this is not the $ 37,271,902 $31,335,524 $ 56,681,557
amount of this grant agreement)
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Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
TABLE OF CONTENTS
SIGNATURE AND COVER PAGE ......................................................................................... 1
1. GRANT ...................................................................................................................................... 3
2. TERM ........................................................................................................................................ 3
3. AUTHORITY ............................................................................................................................ 4
4. DEFINITIONS .......................................................................................................................... 5
5. PURPOSE .................................................................................................................................. 8
6. STATEMENT OF WORK ........................................................................................................ 8
7. PAYMENTS TO GRANTEE .................................................................................................... 8
8. REPORTING -NOTIFICATION ........................................................................................... 10
9. GRANTEE RECORDS ........................................................................................................... 11
10. CONFIDENTIAL INFORMATION-STATE RECORDS ...................................................... 11
11. CONFLICTS OF INTEREST .................................................................................................. 12
12. INSURANCE .......................................................................................................................... 13
13. REMEDIES ............................................................................................................................. 13
14. DISPUTE RESOLUTION ....................................................................................................... 13
15. NOTICES AND REPRESENTATIVES ................................................................................. 13
16. RIGHTS IN WORK PRODUCT AND OTHER INFORMATION ........................................ 13
17. GOVERNMENTAL IMMUNITY .......................................................................................... 13
18. GENERAL PROVISIONS ...................................................................................................... 14
EXHIBIT Al, SAMPLE OPTION LETTER ............................................................................ 1
EXHIBIT A2, SAMPLE GRANT FUNDING CHANGE LETTER ........................................ 2
EXHIBIT B, GRANT REQUIREMENTS ................................................................................ 1
EXHIBIT C, SPECIAL CONDITIONS .................................................................................... 1
EXHIBIT D, FEDERAL REQUIREMENTS ............................................................................ 1
EXHIBIT E, STATEMENT OF WORK ............................................................... 1
EXHIBIT F, BUDGET .................................................................................... 1
1. GRANT
As of the Grant Issuance Date, the State Agency shown on the first page of this Grant Award Letter
(the "State") hereby obligates and awards to Grantee shown on the first page of this Grant Award
Letter (the "Grantee") an award of Grant Funds in the amounts shown on the first page of this
Grant Award Letter. By accepting the Grant Funds provided under this Grant Award Letter,
Grantee agrees to comply with the tenns and conditions of this Grant Award Letter and
requirements and provisions of all Exhibits to this Grant Award Letter.
2. TERM
A. Initial Grant Tenn and Extension
The Parties' respective performances under this Grant Award Letter shall commence on the
Grant Issuance Date and shall terminate on the Grant Expiration Date unless sooner
terminated or further extended in accordance with the terms of this Grant Award Letter. Upon
request of Grantee, the State may, in its sole discretion, extend the term of this Grant Award
Letter by providing Grantee with a written notice to Grantee in a form substantially equivalent
to Exhibit A, Sample Option Letter showing the new Grant Expiration Date. Authorized
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Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
costs incurred prior to the Effective Date, but no earlier than the Grant Issuance Date, may
be submitted for reimbursement as provided in §7.C below.
B. Early Tennination in the Public Interest
The State is entering into this Grant Award Letter to serve the public interest of the State of
Colorado as detennined by its Governor, General Assembly, or Courts. If this Grant Award
Letter ceases to further the public interest of the State or if State, Federal or other funds used
for this Grant Award Letter are not appropriated, or otherwise become unavailable to fund
this Grant Award Letter, the State, in its discretion, may tenninate this Grant Award Letter
in whole or in part by providing written notice to Grantee. If the State terminates this Grant
Award Letter in the public interest, the State shall pay Grantee an amount equal to the
percentage of the total reimbursement payable under this Grant Award Letter that
corresponds to the percentage of Work satisfactorily completed, as determined by the State,
less payments previously made. Additionally, the State, in its discretion, may reimburse
Grantee for a portion of actual, out-of-pocket expenses not otherwise reimbursed under this
Grant Award Letter that are incurred by Grantee and are directly attributable to the
uncompleted portion of Grantee's obligations, provided that the sum of any and all
reimbursements shall not exceed the maximum amount payable to Grantee hereunder. This
subsection shall not apply to a termination of this Grant Award Letter by the State for breach
by Grantee.
C. Grantee's Termination Under Federal Requirements
Grantee may request termination of this Grant by sending notice to the State, or to the Federal
Awarding Agency with a copy to the State, which includes the reasons for the termination
and the effective date of the termination. If this Grant is tenninated in this mamier, then
Grantee shall return any advanced payments made for work that will not be performed prior
to the effective date of the termination.
D. Additional Terms
The State, at its discretion, shall have the option to extend the performance under this
Agreement beyond the Initial Term for a period, or for successive periods, of 1 year or less
each successive period, at newly negotiated rates deemed necessary to meet any modification
to this Agreement as provided in §18.E.
3. AUTHORITY
Authority to enter into this Grant Award Letter exists in the law as follows:
A. Federal Authority
This Grant is funded, in whole or in part, with Federal funds awarded to the State by the
United States Department of Justice, Office of Justice Programs, Office for Victims of Crime,
Victims of Crime Act (VOCA) is supported under 42 U.S.C. § 10603 (a) ..
B. State Authority
The Division of Criminal Justice is authorized to disburse these funds by Colorado Revised Statute
24-33.503 and 507
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Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
4. DEFINITIONS
The following tenns shall be construed and interpreted as follows:
A. "Budget" means the budget for the Work described in Exhibit F, Budget.
B. "Business Day" means any day in which the State is open and conducting business, but shall
not include Saturday, Sunday or any day on which the State observes one of the holidays
listed in §24-11-101(1) C.R.S.
C. "CJI" means criminal justice infonnation collected by criminal justice agencies needed for
the perfonnance of their authorized functions, including, without limitation, all information
defined as criminal justice information by the U.S. Department of Justice, Federal Bureau of
Investigation, Criminal Justice Infonnation Services Security Policy, as amended and all
Criminal Justice Records as defined under §24-72-302 C.R.S.
D. "CORA" means the Colorado Open Records Act, §§24-72-200.1 et. seq., C.R.S.
E. "Effective Date" means the date on which this Grant Award Letter is approved and signed
by the Colorado State Controller or designee, as shown on the Signature and Cover Page for
this Grant Award Letter.
F. "Grant Award Letter" means this letter which offers Grant Funds to Grantee, including all
attached Exhibits, all documents incorporated by reference, all referenced statutes, rules and
cited authorities, and any future updates thereto.
G. "Grant Funds" means the funds that have been appropriated, designated, encumbered, or
otherwise made available for payment by the State under this Grant Award Letter.
H. "Grant Expiration Date" means the Grant Expiration Date shown on the first page of this
Grant Award Letter.
I. "Grant Issuance Date" means the Grant Issuance Date shown on the first page of this Grant
A ward Letter.
J. "Equipment" means tangible, nonexpendable property with an acquisition cost of $5,000 or
more and a useful life of more than one year. Software, regardless of cost, is not considered
equipment.
K. "Exhibits" means the following exhibits attached to this Grant Award Letter:
1. Exhibit Al, Sample Option Letter.
ii. Exhibit A2, Sample Grant Funding Change Letter.
iii. Exhibit B, Grant Requirements.
iv. Exhibit C, Special Conditions.
v. Exhibit D, Federal Requirements.
vi. Exhibit E, Statement of Work.
vii. Exhibit F, Budget.
L. "Extension Term" means the period of time by which the Grant Expiration Date is extended
by the State through delivery of an updated Grant Award Letter
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Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-V A-19-103-18
M. "Federal Award" means an award of Federal financial assistance by a Federal Awarding
Agency to the Recipient. "Federal Award" also means an agreement setting forth the terms
and conditions of the Federal Award.
N. "Federal Awarding Agency" means a Federal agency providing a Federal Award to a
Recipient. U.S. Department of Justice, Office of Justice Programs, Office for Victims of
Crime is the Federal Awarding Agency for the Federal Award which is the subject of this
Grant.
0. "Forms" are a type of document with various different blank spaces for answers or
information to document or request infom1ation and attached as exhibits or provided to the
Grantee throughout the term of this grant. Forms will be periodically updated, changed,
modified, adjusted, transformed, amended, or altered at the discretion of the State and
provided to the Grantee to best meet the needs of the information being collected and
recorded.
P. "Goods" means any movable material acquired, produced, or delivered by Grantee as set
forth in this Grant Award Letter and shall include any movable material acquired, produced,
or delivered by Grantee in connection with the Services.
Q. "Incident" means any accidental or deliberate event that results in or constitutes an imminent
threat of the unauthorized access or disclosure of State Confidential Information or of the
unauthorized modification, disruption, or destruction of any State Records.
R. "Initial Term" means the time period between the Grant Issuance Date and the Grant
Expiration Date.
S. "Matching Funds" means the funds provided Grantee as a match required to receive the
Grant Funds.
T. "Party" means the State or Grantee, and "Parties" means both the State and Grantee.
U. "PCI" means payment card information including any data related to credit card holders'
names, credit card numbers, or the other credit card information as may be protected by state
or federal law.
V. "PII" means personally identifiable infonnation including, without limitation, any
information maintained by the State about an individual that can be used to distinguish or
trace an individual's identity, such as name, social security number, date and place of birth,
mother's maiden name, or biometric records; and any other information that is linked or
linkable to an individual, such as medical, educational, financial, and employment
information. PU includes, but is not limited to, all information defined as personally
identifiable infonnation in §24-72-501 C.R.S.
W. "PHI" means any protected health information, including, without limitation any information
whether oral or recorded in any form or medium: (i) that relates to the past, present or future
physical or mental condition of an individual; the provision of health care to an individual;
or the past, present or future payment for the provision of health care to an individual; and
(ii) that identifies the individual or with respect to which there is a reasonable basis to believe
the information can be used to identify the individual. PHI includes, but is not limited to, any
information defined as Individually Identifiable Health Information by the federal Health
Insurance Portability and Accountability Act.
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Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
X. "Program" means the Victims of Crime Act (VOCA) grant program that provides the
funding for this Grant.
Y. "Recipient" means the State Agency shown on the first page of this Grant Award Letter, for
the purposes of the Federal Award.
Z. "Services" means the services to be perfonned by Grantee as set forth in this Grant Award
Letter, and shall include any services to be rendered by Grantee in connection with the Goods.
AA. "State Confidential Information" means any and all State Records not subject to disclosure
under CORA. State Confidential Infonnation shall include, but is not limited to, PII, PHI,
PCI, Tax Information, CJI, and State personnel records not subject to disclosure under
CORA.
BB. "State Fiscal Rules" means the fiscal rules promulgated by the Colorado State Controller
pursuant to §24-30-202(13)(a) C.R.S.
CC. "State Fiscal Year" means a 12-month period beginning on July 1 of each calendar year and
ending on June 30 of the following calendar year. If a single calendar year follows the term,
then it means the State Fiscal Year ending in that calendar year.
DD. "State Records" means any and all State data, information, and records, regardless of
physical form, including, but not limited to, information subject to disclosure under CORA.
EE. "Sub-Award" means this grant by the State (a Recipient) to Grantee (a Subrecipient) funded
in whole or in part by a Federal Award. The terms and conditions of the Federal Award flow
down to this Sub-Award unless the terms and conditions of the Federal Award specifically
indicate otherwise.
FF. "Subcontractor" means third-parties, if any, engaged by Grantee to aid in performance of
the Work. "Subcontractor" also includes sub-grantees.
GG. "Subgrantee" means third-parties, if any, engaged by Grantee to aid in performance of the
Work.
HH. "Subrecipient" means a state, local government, Indian tribe, institution of higher education
(IHE), or nonprofit organization entity that receives a Sub-Award from a Recipient to carry
out part of a Federal program, but does not include an individual that is a beneficiary of such
program. A Subrecipient may also be a recipient of other Federal Awards directly from a
Federal Awarding Agency. For the purposes of this Grant, Grantee is a Subrecipient.
II. "Tax Information" means Federal and State of Colorado tax information including, without
limitation, Federal and State tax returns, return information, and such other tax-related
information as may be protected by Federal and State law and regulation. Tax Information
includes, but is not limited to all infonnation defined as Federal tax information in Internal
Revenue Service Publication 1075.
JJ. "Uniform Guidance" means the Office of Management and Budget Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 CFR Part 200,
commonly known as the "Super Circular, which supersedes requirements from 0MB
Circulars A-21, A-87, A-110, A-122, A-89, A-102, and A-133, and the guidance in Circular
A-50 on Single Audit Act follow-up.
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Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
KK. "Work" means the delivery of the Goods and performance of the Services described in this
Grant Award Letter.
LL. "Work Product" means the tangible and intangible results of the Work, whether finished or
unfinished, including drafts. Work Product includes, but is not limited to, any discovery or
invention, documents, text, software (including source code), research, reports, proposals,
specifications, plans, notes, studies, data, images, photographs, negatives, pictures, drawings,
designs, models, surveys, maps, materials, ideas, concepts, know-how, sound recordings, and
any other results of the Work. "Work Product" does not include any material that was
developed prior to the Grant Issuance Date that is used, without modification, in the
performance of the Work.
Any other term used in this Grant Award Letter that is defined in an Exhibit shall be construed and
interpreted as defined in that Exhibit.
5. PURPOSE
This Grantee was selected by the Crime Victims Services Board for Award. The federal Victims
of Crime Act (VOCA) Program allows agencies to support activities that provide a broad range of
direct services to victims of crime.
6. STATEMENTOFWORK
Grantee shall complete the Work as described in this Grant Award Letter and in accordance with
the provisions of Exhibit E, Statement of Work. The State shall have no liability to compensate
or reimburse Grantee for the delivery of any goods or the performance of any services that are not
specifically set forth in this Grant Award Letter.
The State may increase or decrease the quantity of goods/services described Exhibit E, Statement
of Work and Exhibit F, Budget based upon the rates established in the Grant. If the State exercises
the option, it will provide written notice to Grantee at least 15 days prior to the end of the current
grant term in a form substantially equivalent to Exhibit Al, Sample Option Letter.
Delivery/performance of the goods/service shall continue at the same rates and terms. If exercised,
the provisions of the Option Letter shall become part of and be incorporated into the original grant.
7. PAYMENTS TO GRANTEE
A. Maximum Amount
Payments to Grantee are limited to the unpaid, obligated balance of the Grant Funds. The
State shall not pay Grantee any amount under this Grant that exceeds the Grant Maximum
Amount on the first page of this Grant Award Letter. Financial obligations of the State
payable after the current State Fiscal Year are contingent upon funds for that purpose being
appropriated, budgeted, and otherwise made available. The State shall not be liable to pay or
reimburse Grantee for any Work perfom1ed or expense incurred before the Grant Issuance
Date or after the Grant Expiration Date; provided, however, that Work performed and
expenses incurred by Grantee before the Grant Issuance Date that are chargeable to an active
Federal Award maybe submitted for reimbursement as permitted by the terms of the Federal
Award.
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Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
B. Erroneous Payments
The State may recover, at the State's discretion, payments made to Grantee in error for any
reason, including, but not limited to, overpayments or improper payments, and unexpended
or excess funds received by Grantee. The State may recover such payments by deduction
from subsequent payments under this Grant Award Letter, deduction from any payment due
under any other contracts, grants or agreements between the State and Grantee, or by any
other appropriate method for collecting debts owed to the State. The close-out of a Federal
Award does not affect the right of the Federal Awarding Agency or the State to disallow costs
and recover funds on the basis of a later audit or other review. Any cost disallowance recovery
is to be made within the Record Retention Period, as de'fined below.
C. Reimbursement of Grantee Costs
The State shall reimburse Grantee's allowable costs, not exceeding the maximum total
amount described in this Grant Award Letter for all allowable costs described in this Grant
Award Letter and shown in the Budget, except that Grantee may adjust the amounts between
each line item of the Budget without formal modification to this Agreement as long as the
Grantee provides notice to the State of the change and the State approves the change, the
change does not modify the total maximum amount of this Grant Award Letter, and the
change does not modify any requirements of the Work. The State shall reimburse Grantee for
the Federal share of properly documented allowable costs related to the Work after the State's
review and approval thereof, subject to the provisions of this Grant. The State shall only
reimburse allowable costs if those costs are: (i) reasonable and necessary to accomplish the
Work and for the Goods and Services provided; and (ii) equal to the actual net cost to Grantee
(i.e. the price paid minus any items of value received by Grantee that reduce the cost actually
incurred).
D. Close-Out.
Grantee shall close out this Grant within 45 days after the Grant Expiration Date. To complete
close out, Grantee shall submit to the State all deliverables (including documentation) as
defined in this Grant Award Letter and Grantee's final reimbursement request or invoice. The
State will withhold 5% of allowable costs until all final documentation has been submitted
and accepted by the State as substantially complete. If the Federal Awarding Agency has not
closed this Federal Award within 1 year and 90 days after the Grant Expiration Date due to
Grantee's failure to submit required documentation, then Grantee may be prohibited from
applying for new Federal Awards through the State until such documentation is submitted
and accepted.
E. Matching Funds.
Grantee shall provide the Matching Funds as provided on the Cover Page and in Exhibit F,
Budget. Grantee shall appropriate and allocate all Matching Funds to the purpose of this
Grant Award Letter. Grantee does not by accepting this Grant Award Letter irrevocably
pledge present cash reserves for payments in future fiscal years, and this Grant Award Letter
is not intended to create a multiple-fiscal year debt of Grantee. Grantee shall not pay or be
liable for any claimed interest, late charges, fees, taxes or penalties of any nature, except as
required by Grantee's laws or policies.
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Grantee: City of Englewood, by and through the Englewood Police Department
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8. REPORTING -NOTIFICATION
A. Quarterly Reports.
In addition to any Exhibit, for any Agreement having a term longer than 3 months, Grantee
shall submit, on a quarterly basis, a written report specifying progress made for each specified
performance measure and standard in this Agreement. Such progress report shall be in
accordance with the procedures developed and prescribed by the State. Progress reports shall
be submitted to the State not later than 15 Days following the end of each calendar quarter or
at such time as otherwise specified by the State. If the 15th does not fall on a Business Day,
the report is due the following Business Day.
DCJ requires the submission of a Quarterly Financial Report and Quarterly Narrative
(Programmatic) Report.
B. Performance and Final Status
Grantee shall submit all financial, performance and other reports to the State no later than the
end of the close out described in §7.D, containing an evaluation and review of Grantee's
perfomiance and the final status of Grantee's obligations hereunder.
DCJ requires the submission of a Final Financial Report only if the last Quarterly Financial
Report did not reflect all expenditures. A Final Narrative (Programmatic) Report is not
required as quarterly reports are cumulative for this Grant Award Letter.
C. Violations Reporting
Grantee shall disclose, in a timely manner, in writing to the State and.the Federal Awarding
Agency, all violations of federal or State criminal law involving fraud, bribery, or gratuity
violations potentially affecting the Federal Award. The State or the Federal Awarding
Agency may impose any penalties for noncompliance allowed under 2 CFR Part 180 and 31
U.S.C. 3321, which may include, without limitation, suspension or debarment.
D. VOCA Federal Performance Reporting
The grantee agrees to submit performance reports on the performance metrics identified by
OVC, and in the time and manner required by OVC. This information on the activities
supported by the award funding will assist in assessing the effects that VOCA Victim
Assistance funds have had on services to crime victims within the jurisdiction. Beginning
October 1, 2015, the recipient agrees to submit (and, as necessary, require sub-recipients to
submit) such information quarterly.
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Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
9. GRANTEE RECORDS
A. Maintenance and Inspection
Grantee shall make, keep, and maintain, all records, documents, communications, notes and
other written materials, electronic media files, and communications, pertaining in any manner
to this Grant for a period of three (3) years following the completion of the close out of this
Grant. Grantee shall permit the State, the federal government and any other duly authorized
agent of a governmental agency to audit, inspect, examine, excerpt, copy and transcribe all
such records during nonnal business hours at Grantee's office or place of business, unless the
State determines that an audit or inspection is required without notice at a different time to
protect the interests of the State.
B. Monitoring
The State will monitor Grantee's performance of its obligations under this Grant Award
Letter using procedures as detern1ined by the State. Grantee shall allow the State to perform
all monitoring required by the Uniform Guidance, based on the State's risk analysis of
Grantee. The State shall monitor Grantee's performance in a manner that does not unduly
interfere with Grantee's performance of the Work. If Grantee enters into a subcontract or
subgrant with an entity that would also be considered a Subrecipient, then the subcontract or
subgrant entered into by Grantee shall contain provisions permitting both Grantee and the
State to perform all monitoring of that Subcontractor in accordance with the Uniform
Guidance. Grantee's failure to comply with and/or correct monitoring findings shall
constitute a breach of this Grant Agreement.
C. Final Audit Report
Grantee shall promptly submit to the State a copy of the Grantee Agency's final audit
report in accordance with Exhibit B, Grant Requirements §1.
10. CONFIDENTIAL INFORMATION-STATE RECORDS
A. Confidentiality
Grantee shall hold and maintain, and cause all Subgrantees and Subcontractors to hold and
maintain, any and all State Records that the State provides or makes available to Grantee for
the sole and exclusive benefit of the State, unless those State Records are otherwise publically
available at the time of disclosure or are subject to disclosure by Grantee under CORA.
Grantee shall not, without prior written approval of the State, use for Grantee's own benefit,
publish, copy, or otherwise disclose to any third party, or permit the use by any third party
for its benefit or to the detriment of the State, any State Records, except as otherwise stated
in this Grant Award Letter. Grantee shall provide for the security of all State Confidential
Information in accordance with all policies promulgated by the Colorado Office of
Infonnation Security and all applicable laws, rules, policies, publications, and guidelines
including, without limitation: (i) the most recently promulgated IRS Publication 1075 for all
Tax Information, (ii) the most recently updated PCI Data Security Standard from the PCI
Security Standards Council for all PCI, (iii) the most recently issued version of the U.S.
Department of Justice, Federal Bureau of Investigation, Criminal Justice Information
Services Security Policy for all CJI, and (iv) the federal Health Insurance Portability and
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Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
Accountability Act for all PHI. Grantee shall immediately forward any request or demand for
State Records to the State's principal representative.
B. Other Entity Access and Nondisclosure Agreements
Grantee may provide State Records to its agents, employees, assigns, Subgrantees and
Subcontractors as necessary to perform the Work, but shall restrict access to State
Confidential Information to those agents, employees, assigns, Subgrantees and
Subcontractors who require access to perform their obligations under this Grant Award
Letter. Grantee shall ensure all such agents, employees, assigns, Subgrantees, and
Subcontractors sign nondisclosure agreements with provisions at least as protective as those
in this Grant, and that the nondisclosure agreements are in force at all times the agent,
employee, assign, Subgrantee or Subcontractor has access to any State Confidential
Information. Grantee shall provide copies of those signed nondisclosure restrictions to the
State upon request.
C. Use, Security, and Retention
Grantee shall use, hold and maintain State Confidential Infonnation in compliance with any
and all applicable laws and regulations in facilities located within the United States, and shall
maintain a secure environment that ensures confidentiality of all State Confidential
Information wherever located. Grantee shall provide the State with access, subject to
Grantee's reasonable security requirements, for purposes of inspecting and monitoring access
and use of State Confidential Information and evaluating security control effectiveness. Upon
the expiration or termination of this Grant, Grantee shall return State Records provided to
Grantee or destroy such State Records and certify to the State that it has done so, as directed
by the State. If Grantee is prevented by law or regulation from returning or destroying State
Confidential Information, Grantee warrants it will guarantee the confidentiality of, and cease
to use, such State Confidential Information.
D. Incident Notice and Remediation
If Grantee becomes aware of any Incident, it shall notify the State immediately and cooperate
with the State regarding recovery, remediation, and the necessity to involve law enforcement,
as determined by the State. After an Incident, Grantee shall take steps to reduce the risk of
incurring a similar type of Incident in the future as directed by the State, which may include,
but is not limited to, developing and implementing a remediation plan that is approved by the
State at no additional cost to the State.
11. CONFLICTS OF INTEREST
Grantee shall not engage in any business or activities, or maintain any relationships that conflict in
any way with the full performance of the obligations of Grantee under this Grant. Grantee
acknowledges that, with respect to this Grant, even the appearance of a conflict of interest shall be
harmful to the State's interests and absent the State's prior written approval, Grantee shall refrain
from any practices, activities or relationships that reasonably appear to be in conflict with the full
performance of Grantee's obligations under this Grant. If a conflict or the appearance of a conflict
arises, or if Grantee is uncertain whether a conflict or the appearance of a conflict has arisen,
Grantee shall submit to the State a disclosure statement setting forth the relevant details for the
State's consideration.
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Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
12. INSURANCE
Grantee shall maintain at all times during the term of this Grant such liability insurance, by
commercial policy or self-insurance, as is necessary to meet its liabilities under the Colorado
Governmental Immunity Act, §24-10-101, et seq., C.R.S. (the "GIA"). Grantee shall ensure that
any Subgrantees and Subcontractors maintain all insurance customary for the completion of the
Work done by that Subgrantee or Subcontractor and as required by the State or the GIA.
13. REMEDIES
In addition to any remedies available under any exhibit to this Grant Award Letter, if Grantee fails
to comply with any term or condition of this Grant or any terms of the Federal Award, the State
may terminate some or all of this Grant and require Grantee to repay any or all Grant funds to the
State in the State's sole discretion. The State may also terminate this Grant Award Letter at any
time if the State has determined, in its sole discretion, that Grantee has ceased performing the Work
without intent to resume perfonnance, prior to the completion of the Work.
14. DISPUTE RESOLUTION
Except as herein specifically provided otherwise or as required or permitted by federal regulations
related to any Federal Award that provided any of the Grant Funds, disputes concerning the
performance of this Grant that cannot be resolved by the designated Party representatives shall be
referred in writing to a senior departmental management staff member designated by the State and
a senior manager or official designated by Grantee for resolution.
15. NOTICES AND REPRESENTATIVES
Each individual identified on page 2, "Representatives for this Grant" shall be the principal
representative of the designating Party. All notices required or permitted to be given under this
Grant Award Letter shall be in writing, and shall be delivered either in hard copy or by email to
the representative of the other Party. Either Party may change its principal representative or
principal representative contact information by notice submitted in accordance with this §15.
16. RIGHTS IN WORK PRODUCT AND OTHER INFORMATION
The exception to this §16 is Work Products that contain criminal justice records where each
individual unit or agency will be subject to the rules and regulations.
Grantee hereby grants to the State a perpetual, irrevocable, non-exclusive, royalty free license, with
the right to sublicense, to make, use, reproduce, distribute, perform, display, create derivatives of
and otherwise exploit all intellectual property created by Grantee or any Subcontractors or
Subgrantees and paid for with Grant Funds provided by the State pursuant to this Grant.
i. State Right to Use
The State has the right to use, duplicate and disclose, the above material in whole or in
part in any manner for any purpose whatsoever and authorize others to do so.
17. GOVERNMENTAL IMMUNITY
Liability for claims for injuries to persons or property arising from the negligence of the Parties,
their departments, boards, commissions committees, bureaus, offices, employees and officials shall
be controlled and limited by the provisions of the GIA; the Federal Tort Claims Act, 28 U.S.C. Pt.
VI, Ch. 171 and 28 U.S.C. 1346(b), and the State's risk management statutes, §§24-30-1501, et
Page 13 of16 Version 0717 (DCJ 09/07/18)
Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victitn Advocate DCJ Grant#: 2018-VA-19-103-18
seq. C.R.S. No tenn or condition of this Grant Award Letter shall be construed or interpreted as a
waiver, express or implied, of any of the immunities, rights, benefits, or protections of any of these
provisions.
18. GENERAL PROVISIONS
A. Assigmnent
Grantee's rights and obligations under this Grant are personal and may not be transferred or
assigned without the prior, written consent of the State. Any attempt at assignment or transfer
without such consent shall be void. Any assignment or transfer of Grantee's rights and
obligations approved by the State shall be subject to the provisions of this Grant Award
Letter.
B. Subcontracts and Subgrants
Grantee shall not enter into any subgrant or subcontract in connection with its obligations
under this Agreement without the prior, written approval of the State. Grantee shall submit
to the State a copy of each such subgrant or subcontract upon request by the State. All
subgrants and subcontracts entered into by Grantee in connection with this Agreement shall
comply with all applicable federal and state laws and regulations, shall provide that they are
governed by the laws of the State of Colorado, and shall be subject to all provisions of this
Agreement. If the entity with whom Grantee enters into a subcontract or subgrant would also
be considered a Subrecipient, then the subcontract or subgrant entered into by Grantee shall
also contain provisions permitting both Grantee and the State to perform all monitoring of
that Subcontractor in accordance with the Uniform Guidance.
C. Captions and References
The captions and headings in this Grant Award Letter are for convenience of reference only,
and shall not be used to interpret, define, or limit its provisions. All references in this Grant
Award Letter to sections (whether spelled out or using the § symbol), subsections, exhibits
or other attachments, are references to sections, subsections, exhibits or other attachments
contained herein or incorporated as a part hereof, unless otherwise noted.
D. Entire Understanding
This Grant Award Letter represents the complete integration of all understandings between
the Parties related to the Work, and all prior representations and understandings related to the
Work, oral or written, are merged into this Grant Award Letter.
E. Modification
The State may modify the terms and conditions of this Grant by issuance of an updated Grant
Award Letter, which shall be effective if Grantee accepts Grant Funds following receipt of
the updated letter. The Parties may also agree to modification of the terms and conditions of
the Grant in a formal amendment to this Grant, properly executed and approved in accordance
with applicable Colorado State law and State Fiscal Rules. Modifications permitted under
this Agreement, other than Agreement amendments, shall conform to the policies issued by
the Colorado State Controller.
i. The State may, at the State's discretion, use an Option Letter substantially equivalent
to Exhibit Al, Sample Option Letter to modify the grant terms. If exercised, the
Page 14 ofl6 Version 0717 (DCJ 09/07/18)
Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
provisions of the Option Letter shall become part of and be incorporated into the
original grant. An Option Letter may be used to perform the following grant actions:
a. Extend the term of the grant, at the same rates stated in this Agreement.
b. Increase or decrease the quantity of services of the grant, either at the same rates
stated in this Agreement or at modified rates outlined in the Option Letter.
ii. The State may, at the State's discretion, use a Grant Funding Change Letter
substantially equivalent to Exhibit A2, Sample Grant Funding Change Letter to
increase or decrease the amount of grant funds. If exercised, the provisions of the Grant
Funding Change Letter shall become part of and be incorporated into the original grant.
F. Statutes, Regulations, Fiscal Rules, and Other Authority.
Any reference in this Grant Award Letter to a statute, regulation, State Fiscal Rule, fiscal
policy or other authority shall be interpreted to refer to such authority then current, as may
have been changed or amended since the Grant Issuance Date. Grantee shall strictly comply
with all applicable Federal and State laws, rules, and regulations in effect or hereafter
established, including, without limitation, laws applicable to discrimination and unfair
employment practices.
G. Order of Precedence
In the event of a conflict or inconsistency between this Grant Award Letter and any Exhibits
or attachment, such conflict or inconsistency shall be resolved by reference to the documents
in the following order of priority:
1. Exhibit C, Special Conditions.
ii. Exhibit D, Federal Requirements.
iii. The provisions of the other sections of the main body of this Agreement.
1v. Exhibit B, Grant Requirements.
v. Exhibit E, Statement of Work.
vi. Exhibit F, Budget
H. Severability
The invalidity or unenforceability of any provision of this Grant Award Letter shall not affect
the validity or enforceability of any other provision of this Grant Award Letter, which shall
remain in full force and effect, provided that the Parties can continue to perform their
obligations under the Grant in accordance with the intent of the Grant.
I. Survival of Certain Grant Award Letter Terms
Any provision of this Grant Award Letter that imposes an obligation on a Party after
termination or expiration of the Grant shall survive the termination or expiration of the Grant
and shall be enforceable by the other Party.
J. Third Party Beneficiaries
Except for the Parties' respective successors and assigns described above, this Grant Award
Letter does not and is not intended to confer any rights or remedies upon any person or entity
Page 15 of 16 Version 0717 (DCJ 09/07/18)
Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
other than the Parties. Any services or benefits which third parties receive as a result of this
Grant are incidental to the Grant, and do not create any rights for such third parties.
K. Waiver
A Party's failure or delay in exercising any right, power, or privilege under this Grant Award
Letter, whether explicit or by lack of enforcement, shall not operate as a waiver, nor shall any
single or partial exercise of any right, power, or privilege preclude any other or further
exercise of such right, power, or privilege.
L. Federal Requirements
Grantee shall comply with all applicable requirements of Exhibit D, Federal Requirements
at all times during the tem1 of this Grant.
Page 16 of 16 Version 0717 (DCJ 09/07 /18)
Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
EXHIBIT Al, SAMPLE OPTION LETTER
State Agency Option Letter Number
Insert Department's or IHE's Full Legal Name Insert the Option Number ( e.g. "1" for the first option)
Grantee Original Agreement Number
Insert Grantee's Full Legal Name, including "Inc.", Insert CMS number or Other Contract Number of the Original Contract
"LLC", etc ...
Current Agreement Maximum Amount Option Agreement Number
Initial Term Insert CMS number or Other Contract Number of this Option
State Fiscal Year 20xx $0.00
Extension Terms Agreement Performance Beginning Date
State Fiscal Year 20xx $0.00 The later of the Effective Date or Month Day, Year
State Fiscal Year 20xx $0.00
State Fiscal Year 20xx $0.00 Current Agreement Expiration Date
State Fiscal Year 20xx $0.00 Month Day, Year
Total for All State Fiscal Years $0.00
1.
2.
3.
OPTIONS:
A. Option to extend for an Extension Term
B. Option to change the quantity of Goods under the Agreement
C. Option to change the quantity of Services under the Agreement
D. Option to modify Agreement rates
E. Option to initiate next phase of the Agreement
REQUIRED PROVISIONS:
F. For use with Option l(A): In accordance with Section(s) Number of the Original Agreement referenced above,
the State hereby exercises its option for an additional term, beginning Insert start date and ending on the current
Agreement expiration date shown above, at the rates stated in the Original Agreement, as amended.
G. For use with Options HB and C): In accordance with Section(s) Number of the Original Agreement referenced
above, the State hereby exercises its option to Increase/Decrease the quantity of the Goods/Services or both at the
rates stated in the Original Agreement, as amended.
H. For use with Option l(D): In accordance with Section(s) Number of the Original Agreement referenced above,
the State hereby exercises its option to modify the Agreement rates specified in Exhibit/Section Number/Letter.
The Agreement rates attached to this Option Letter replace the rates in the Original Agreement as of the Option
Effective Date of this Option Letter.
I. For use with Option l(E): In accordance with Section(s) Number of the Original Agreement referenced above,
the State hereby exercises its option to initiate Phase indicate which Phase: 2, 3, 4, etc, which shall begin on Insert
start date and end on Insert ending date at the cost/price specified in Section Number.
J. For use with all Options that modify the Agreement Maximum Amount: The Agreement Maximum Amount
table on the Agreement's Signature and Cover Page is hereby deleted and replaced with the Current Agreement
Maximum Amount table shown above.
OPTION EFFECTIVE DATE:
K. The effective date of this Option Letter is upon approval of the State Controller or , whichever is later.
STATE OF COLORADO
John W. Hickenlooper, Governor
INSERT-Name of Agency or IHE
INSERT-Name & Title of Head of Agency or IHE
In accordance with §24-30-202 C.R.S., this Option is not valid
until signed and dated below by the State Conh·oller or an
authorized delegate.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
By: Name & Title of Person Signing for Agency or IHE By: _______________ _
Date: __________ _
Exhibit A Page 1 of2
Name of Agency or IHE Delegate-Please delete if contract
will be routed to OSC for approval
Option Effective Date:
Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
EXHIBIT A2, SAMPLE GRANT FUNDING CHANGE LETTER
State Agency Original Grant Number
Colorado Department of Public Safety DCJ Grant Number: Insert DCJ grant number
CMS Number: Insert CMS number if applicable or NA
Grantee Change Letter CMS Number
Insert Grantee's Full Legal Name, including "Inc.", "LLC", Insert Change Letter CMS number or NAinsert CMS
etc ... -This must match original contract number or Other Contract Number of the Original Contract
Current Grant Maximum Amount Grant Performance Beginning Date
Initial Term Insert Original Begin Date-Month Day, Year
State Fiscal Year 20xx $0.00
Extension Terms Current Grant Expiration Date
State Fiscal Year 20xx $0.00 Month Day, Year
State Fiscal Year 20xx $0.00
State Fiscal Year 20xx $0.00
State Fiscal Year 20xx $0.00
Total for All State Fiscal Years $0.00
Grantee Match Requirement $0.00
l. GRANT FUNDING CHANGE
In accordance with §Insert Section Number of the Original Grant referenced above, the State Agency listed above
commits the following funds to the grant:
A. The funding available for State Fiscal Year 20xx is Increased/Decreased by $Amount of Change, because Insert
Reason For Change.
B. The total funding avail for all State Fiscal Years as of the effective date of this Grant Funding Change Letter is
shown as the current contract maximum above.
2. TERMINOLOGY
All terminology used in this Grant Funding Change Letter shall be interpreted in accordance with the Original Grant
referenced above.
3. NO ORDER FOR WORK
This Grant Funding Change Letter modifies the available funding only and does not constitute an order or authorization
for any specific services or goods under the Grant.
4. GRANT FUNDING CHANGE LETTER EFFECTIVE DATE:
The effective date of this Grant Funding Change Letter is upon approval of the State Controller or
is later.
, whichever
STATE OF COLORADO
John W. Hickenlooper, Governor
Colorado Department of Public Safety
Stan Hilkey, Executive Director
By: Joe Thome, Director, Division of Criminal Justice
Date: -----------
Exhibit A Page 2 of2
In accordance with §24-30-202 C.R.S., this Option is not
valid until signed and dated below by the State Controller or
an authorized delegate.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
By: ______________ _
Lyndsay J. Clelland, Colorado Department of Public Safety,
Division of Criminal Justice, Contracts and Grants
Coordinator
Grant Funding Change Letter Effective
Date: ________ _
Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-V A-19-103-18
EXHIBIT B, GRANT REQUIREMENTS
The following terms as used herein shall be construed and interpreted as follows:
1. AUDIT REQUIREMENTS
A. Due Date:
i. Project Start:
The Grantee must submit the most recent audit or financial review, including the
corresponding management letter, to DCJ within thirty (30) days of request; and, if the
most recent audit/financial review has not already been submitted to DCJ, it must be
submitted within thirty (30) days of the start of this project.
ii. Project End:
The Grantee assures that it will procure an audit or financial review, incorporating this
grant award, by an independent Ceitified Public Accountant (CPA), licensed to practice
in Colorado. The audit or financial review incorporating this grant award must be
completed and received by DCJ within nine (9) months of the end of the fiscal years that
includes the end date of the grant, or within thirty (30) days of the completion of such
audit or review, whichever is earlier.
B. Report/Audit Type:
i. If your entity expended $750,000 or more in Federal funds (from all sources including
pass-through subawards) in your organization's fiscal year (12-month turnaround
reporting period), your organization is required to arrange for a single organization-wide
audit conducted in accordance with the provisions of Title 2 C.F.R. Subpart F (§ 200.500
et seq.)
ii. If your entity expends less than $750,000 in Federal funds (from all sources including
pass-through subawards) in your organization's fiscal year (12-month turnaround
reporting period), your organization is required to arrange for either an audit or financial
review as follows:
a) Grantees that have revenue greater than $300,000 from all sources during the entity's
fiscal year are required by DCJ to obtain a financial audit
b) Grantees that have revenue less than $300,000 from all sources during the entity's
fiscal year are required by DCJ to obtain a financial audit or financial review. A
compilation is not sufficient to satisfy this requirement.
C. Report/Audit Costs:
The Grantee accepts responsibility for the costs of a financial program audit to be performed by the
Department of Public Safety in the event that the audit report or financial review:
ExhibitB
i. does not meet the applicable federal audit or DCJ standards;
ii. is not submitted in a timely manner; or,
iii. does not provide an audit response plan with corresponding corrections made sufficient
to satisfy any audit findings.
Page 1 of2
Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
D. Failure to Comply:
The grantee understands and agrees that DCJ or the federal awarding office (DOJ) may withhold
award funds, or may impose other related requirements, if the grantee does not satisfactorily and
promptly address outstanding issues from audits required by Part 200 Uniform Requirements, by
the terms of this award, by the current addition of the DOJ Grants Financial Guide, or other
outstanding issues that arise in connection with audits, investigations, or reviews ofDOJ awards.
2. FINANCIAL AND ADMINISTRATIVE MANAGEMENT
A. The Grantee assures that fund accounting, auditing, monitoring, evaluation procedures and such
records as necessary will be maintained to assure adequate internal fiscal controls, proper
:financial management, efficient disbursement of funds received, and maintenance of required
source documentation for all costs incurred. These principles must be applied for all costs
incurred whether charged on a direct or indirect basis.
B. All expenditures must be supported by appropriate source documentation. Only actual, approved,
allowable expenditures will be permitted.
C. The Grantee assures that it will comply with the applicable Administrative Guide of the Division
of Criminal Justice (Guide), located at http://dcj.state.co.us/home/grants. However, such a guide
cannot cover every foreseeable contingency, and the Grantee is ultimately responsible for
compliance with applicable state and federal laws, rules and regulations. In the event of conflicts
or inconsistencies between the Guide and any applicable state and federal laws, rnles and
regulations, such conflicts or inconsistencies shall be resolved by applicable state and federal
laws, rules and regulations.
3. PROCUREMENT AND CONTRACTS
A. Grantee assures that open, competitive procurement procedures will be followed for all
purchases under the grant. All contracts for professional services, of any amount, and equipment
purchases over five thousand dollars (per item, with a useful life of at least one year) must
receive prior approval by the DCJ. Grantee shall submit Form 16-Professional
Services/Consultant Certification and/or Form 13 -Equipment Procurement Certification Form.
B. Grantee may not assign its rights or duties under this grant without the prior written consent of
the DCJ.
4. AWARD CHANGE REQUESTS
Grantee may request budget modifications by submitting a request to DCJ. DCJ reserves the right to
make and authorize modifications, adjustments, and/or revisions to the Grant Award Letter for the
purpose of making changes in budget categories, extensions of grant award dates, changes in goals and
objectives, and other modifications as described in §2.D and §18.E in the body of the Grant Award
Letter.
Exhibit B Page 2 of2
Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
EXHIBIT C, SPECIAL CONDITIONS
The following program specific requirements are imposed by the Federal sponsoring agency
concerning special requirements of law, program requirements, and other administrative requirements.
These requirements apply to this Agreement and must be passed on to subgrant award recipients.
The following Special Conditions documents, if checked, are incorporated herein. These documents
are located on the DCJ Grants website and may also be obtained from DCJ upon request.
ISi 2018 Victims of Crime Act (VOCA} Special Conditions
ISi 2017 Victims of Crime Act (VOCA} Special Conditions
ISi 2015 & 2016 Victims of Crime Act (VOCA} Special Conditions
Exhibit C Page 1 of 1
Grantee: City of Englewood, by and through the Englewood Police Department
Project: Part-Time Victim Advocate DCJ Grant#: 2018-VA-19-103-18
EXHIBIT D, FEDERAL REQUIREMENTS
The following federal requirements are imposed by the Federal sponsoring agency concerning special ;'"
requirements oflaw. These requirements apply to this Agreement and must be passed on to sub grants
and subcontractors.
The following federal requirements documents, if checked, are incorporated herein. These documents
are located on the DCJ Grants website and may also be obtained from DCJ upon request.
IZI 2018 Federal Requirements
IZI 2017 Federal Requirements
IZI 2015 & 2016 Federal Requirements
Exhibit D Page 1 of 1
EXHIBIT E -STATEMENT OF WORK
Applicant Agency: City of Englewood, by and through the Englewood Police Department
Project Title: Victim Advocate
Project Description:
Describe the oroiect, staff and services vou olan to orovide with these ~rant funds.
The Englewood Police Department is a small agency within the larger Denver Metropolitan area. We are a home rule municipality
and have a Municipal Court that also has a domestic violence program similar to a Fast Track program where victims of domestic
violence experience the criminal justice process. Our community has a higher level of poverty and homelessness than our
surrounding neighbors. Compared to our neighboring cities, calls for service are higher and more people are victims of crime.
Englewood Police Victim Assistance has historically employed two full time Advocates to provide services to victims of crime. We
have also maintained a volunteer force ranging from 8 to 11 people on average. Calls for services have increased and our
volunteer pool has declined. Englewood Is also a community In transition. We have recently added 6 new apartment complexes
that will add approximately 1200 people to our population. At this time, the Victim Assistance Unit would like to add a part-time
Advocate to assist with the increase in call load and to provide more in-depth services to victims of crime who interact with the
Englewood Police Department.
Englewood Victim Assistance has two full time staff members, both who have been with the Department for a long time, are
highly trained and experienced, and who are committed to victims of crime. At times, we have had interns to help us provide in-
depth services to victims in our community. During the regular work day, the two full-time Advocates are generally able to
respond to needs of victims. The Victim Assistance Unit runs extremely well during the day time hours; however, crime does not
occur from 8:00am to 5:00pm. We have identified a gap in service that can be filled with a part-time Advocate and fill-In from our
current volunteers. We have had difficulty maintaining volunteers over the last 5 years and getting shifts covered on nights and
weekends has become problematic. We have relied on neighboring agencies to cover some of the on-call hours. This has been a
wonderful help, but it does not allow for continuity of services for victims. At times, we don't receive reports from the on-call
Advocates and victims may need to repeat their stories or start over with a new Advocate. Hiring a part time Advocate would
provide victims with compassionate and professional advocacy over the weekend and some nights. We have also experienced a
higher rate of felonious assaults, sexual assault, and domestic violence. These cases require more in-depth and personal
advocacy, which takes time and dedication.
The project would aim to hire a part-time Advocate who would work some nights and weekend hours. Calls for service increase
on Friday and Saturday during our swing-shift and the Advocate would work these hours as well as a week day so that the
Advocate can make referrals to community agencies and provide follow-up assistance to victims. The Advocate would provide
crisis intervention to victims on scene or over the phone as well as provide information on the Rights under the Victim Rights Act.
The Advocate would attempt to help the victim recover from the crime through support, information on Victim Compensation,
resources, information on the criminal justice process, and assuring safety of the victim. Providing professional advocacy during
nights and weekends will alleviate the need for as many volunteers and provide continuity of care for victims. The Advocate
would respond to crimes that fall under the Victim Rights Act and assist with felonious crimes, sexual assault, domestic violence,
crimes against children, elder abuse, vehicular assaults or homicides, homicides, and other incidents that would result in trauma.
The Advocate will increase the response to after hours on-call by 80% and will respond within 30 minutes to the scene. During the
day time hours, response expectations are 10 minutes. Victims will indicate an increased understanding of the criminal justice
process. Advocates will participate in 4 SART team meetings per year to network and learn best practices for victims of crime.
Advocates will also attend the Colorado Organization for Victim Assistance Conference to network and broaden skills and stay up
to date with best practices. The Victim Assistance Unit will provide a response to approximately 1,000 victims of crime per year.
With the additional Advocate, we would like to increase service to 200 more victims per year.
The Advocate will be part of the Victim Assistance Team that will provide direct services to victims under the Victim Rights Act
C.R.S. 24-4.1-302.5. Victims of crime will be informed of their Rights, they will be supported during their interactions with Law
Enforcement, they will be provided the case number, contact information for the Detective or Court that is hearing the case,
appropriate Community Agency referrals, referral to Victim Compensation, Safety planning, immediate physical needs will be
met, they will be treated with fairness, dignity, and respect, and all aspects of the statue will be met through personal interaction
with the Advocate.
We are mandated by the Victim Rights Act and it is also the mission of the Englewood Police Department and the Victim
Assistance Unit to treat all victims with fairness, dignity, and respect. We also strive to assist victims with their recovery from
crime. Victims of crime recover better from trauma if they receive compassionate and professional services as soon as available.
In adding another Advocate, we will be able to provide more timely and in-depth Advocacy to the victims in our community.
Page 1 of 6
Project Purpose Area: Victims Services
Complete these data grids only if your project will provide DIRECT victim services. Provide only the number
of victims (primary and secondary) who will receive services from Crime Victim Services (CVS) grant-funded
personnel during each of the 24-month periods in the tables below.
Types of Crimes Estimated Numbers
of Victims
Adult Physical Assault 100
Adult Sexual Assault 15
Adults Sexually Abused/ Assaulted as Children
Arson 3
Bullying (Verbal, Cyber or Physical) 10
Burglary 135
Child Physical Abuse or Neglect 35
Child Pornography
Child Sexual Abuse/ Assault 20
Domestic and/or Family Violence 133
DUI/DWI Incidents 10
Elder Abuse or Neglect 15
Hate Crime: Racial/Religious/Gender/Sexual Orientation/Other
Human Trafficking: Labor
Human Trafficking: Sex
Identity Theft/Fraud/Financial Crime
Kidnapping (noncustodial)
Kidnapping (custodial)
Mass Violence (domestic/international)
Other Vehicular Victimization (e.g. Hit a: Run)
Robbery 20
Stalking/Harassment 4
Survivors of Homicide Victims 10
Teen Dating Violence 10
Terrorism (domestic/international)
Other: please explain
UNDUPLICATED TOTAL 520
Page 2 of 6
Types of Services Estimated Numbers
of Victims
Information about the criminal justice process 520
Information about victim rights, how to obtain notifications, etc. 520
Referral to other victim service programs SO
Referral to other services, supports 8: resources (legal, medical, faith-based, 200
address confidentiality, etc.)
· -· '-'f!illl.. , ~%~, mecs<li ~"WfA"dr,ori'!!> ,f,~· ~t;om "~1;11weM1t1s•fi!1es~1,,51~~,1 .. ,,~t-~~~:ii~•~1'
'3i t;._!'"J';i _ -r:c ·__ ~rti~~•~,,,_~~ _ _·_.f-';.-c''~,.Jkl.c_;;;;,,~l>.,.½,<J~~•t\,;;_,,,,µ~• _{;7,!J, · · ·-a:.,,_,S:.~c-c2 .a,.,-.:: .. ,/;;s•,_.;,,-J!;J.k :;_c';.,i. \c,,,-~g~;-i~~c,<t.-=-.-.-;;~lb.'::(fb~}l~;;:C:libtJ.•;c.,/.\filk1?,5p',ff)!'fm::11"¾1(;~-~•-c<.~~J
Victim advocacy/accompaniment to emergency medical care so
Victim advocacy/accompaniment to medical forensic exam 15
Law enforcement interview advocacy/ accompaniment 50
Individual advocacy (assistance in applying for public benefits, return of personal so
property or effects)
Performance of medical forensic exam or interview, or medical evidence o
collection
Immigration assistance (e.g. special visas, continued presence application, and 10
other immigration relief)
Intervention with employer, creditor, landlord or academic institution 25
Child or dependent care assistance (includes coordination of services) 15
Transportation assistance (includes coordination of services) so
Interpreter services 10
Crisis intervention (in-person, includes safety planning, etc.)
Hotline/ crisis line counseling
On-scene crisis response
Individual counseling
Support groups (facilitated or peer)
Other therapy (traditional, cultural or alternative healing; art, writing or play
therapy, etc.)
Emergency financial assistance
Notification of criminal events
Victim impact statement assistance
Assistance with restitution (includes assistance in requesting and when collection
efforts are not successful)
Civil legal assistance in obtaining protection or restraining order
Civil legal assistance with family law issues (custody, visitation or support)
Other emergency justice-related assistance
Immigration assistance (e.g. special visas, continued presence application, and
other immigration relief)
Prosecution interview advocacy/accompaniment (includes accompaniment with
prosecuting attorney and victim/witness)
Law enforcement interview advocacy/accompaniment
Criminal advocacy/ accompaniment
Other legal advice and/ or counsel
Page 3 of 6
300
0
250
0
0
0
0
50
20
20
20
0
0
0
50
50
50
Project Specific Goals and Objectives:
Applicants are limited to four goals and no more than three objectives for each goal. Objectives must be
measurable and related to the personnel/ consultants requested in the grant and any match personnel. Do not
repeat services you have already addressed in the project purpose area grids. Please use 8 point font inside the
boxes.
Goal 1: The Advocate will provide direct services to meet the needs of crime victims in Englewood
Objective/Position Title Intended Outcome/Impact Data Collection Timeframe
Responsible
1.1 The Advocate will provide on-scene Victims will report Staff notes/callout logs During the 24 month
crisis intervention to 300 crime victims that they feel and victim report via Grant cycle
informed of their surveys
Rights and resources
that may assist them
1.2 The Advocate will assist 50 victims of Victims will Staff documentation During the 24 month
domestic violence through the participate in the and Court notes Grant cycle
Englewood Municipal Court criminal justice
process with support,
knowledge, and
access to services
1.3 The Advocate will assist 200 crime Victims will be Staff documentation of During the 24 month
victims by phone for case updates, informed as the case victim notification of Grant cycle
information on critical stages, and on-moves through the case status as it
going support and provide Victim Rights criminal justice proceeds through the
notifications. system. criminal justice system
Goal 2: The Advocate will provide support to victims and encourage financial and emotional recovery through
appropriate referrals
Objective/Position Title Intended Outcome/Impact Data Collection Timeframe
Responsible
2.1 The Advocate will assist 250 crime Victims will have Staff documentation During the 24 month
victims with the application for Victim access to financial and Victim Grant cycle
Compensation resources to aid in Compensation
recovery Applications received.
2.2 The Advocate will make 200 referrals to Victims will recover Staff documentation During the 24 month
community based financial resources to faster when Grant cycle
assist victims in recovery through immediate needs are
payment of rent, cell phone bills, met through referral
prescriptions, and travel. to community
agencies
2.3
Page 4 of 6
Goal 3: The Advocate will maintain best practices by networking and participating in community task force meetings
Objective/Position Title Intended Outcome/Impact Data Collection Timeframe
Responsible
3.1 The Advocate will attend 3 Sexual The Advocate will Staff documentation During the 24 month
Assault Response Team meetings. network with those Grant cycle
working to end sexual
assault and learn best
I practices to better
I serve victims
3.2 The Advocate will attend 4 Englewood The Advocate will Staff documentation During the 24 month
Schools interagency team meetings network with the Grant cycle
school counselors and
others on the team to
best assist victims of
crime from
Englewood Schools
3.3 The Advocate will participate in 6 The Advocate will Staff notes and Human During the 24 month
Multidisciplinary Team meetings with network with Services Grant cycle
Arapahoe County Human Services. caseworkers from documentation
Human Services in
order to identify
victims of crime and
offer advocacy,
resources, and victim
compensation
Goal 4:
Objective/Position Title Intended Outcome/Impact Data Collection Timeframe
Responsible
4.1
4.2
4.3
Page 5 of 6
Overall Project Evaluation:
Describe the approach for evaluating the project in response to the stated objectives, intended
outcomes/impact and data collection. See instructions for further information.
The project will have met its goals and objectives by increasing services to victims of crime and providing all victims
with ongoing support during the criminal justice process. The project will have provided all victims with information
on their Rights as well as referrals to resources that may assist victims with recovery. Our goal is to provide safety and
support for victims as well as to educate victims of the Court process and services available. One measure of success
is the rate of acceptance of Victim Compensation applications for counseling. We constantly encourage victims to
participate in counseling, We hope our efforts to encourage counseling for victims will help them recover. The
program also refers victims to community resources to aid with financial recovery. In particular, we refer frequently to
Catholic Charites and Integrated Community Family Services (IFCS) to assist those fleeing violence with financial
assistance for various financial needs, such as rent, cell phone replacement, bus tickets, and moving expenses.
This project success will also be measured by the amount of services provided to victims. We hope to provide services
to 200 more victims per year and to close the gap in services that exists on some nights and weekends. The project
will be successful if we can maintain coverage for the after-hours calls with the new part-time Advocate and the
volunteers. Victims will receive professional and compassionate Advocacy from the program and they will have
knowledge of their Rights, feel supported, and receive appropriate referrals for assistance in recovery. The project will
also be successful through community networking and participation in Multi-Disciplinary Teams and training.
To evaluate the program's success, we aim to:
Provide direct services to 200 more victims per year;
To provide crisis intervention to 250 victims on-scene;
To assist 250 victims with applications for Victim Compensation;.
To provide 100 victims with case updates and support through the criminal justice process;
To assist 50 victims through the Englewood Municipal Court process;
To provide 200 victims with referrals to community based assistance;
To participate in Multi-Disciplinary teams to further knowledge and networking; and
To provide continuous coverage for Victim Assistance through volunteers and the new part-time Advocate.
Page 6 of 6
EXHIBIT F -BUDGET and BUDGET NARRATIVE
Applicant Agency: City of Englewood, by and through the Englewood Police Department
Project Title: Victim Advocate
• lease do nat enter any lnfarmatlon In these twa summary grids • they will automatically calculate from the next three tabs within this worksheet}
Personnel Summary
Page 1 of 7
EXHIBIT F -BUDGET and BUDGET NARRATIVE
PERSONNEL
The Part-Time Victim Advocate will work 20 hours per week. Anticipated shifts are swing shift weekends and one week day shift. This request is for salary. Salary
request for two years of $47,850.00.
Page 2 of 7
EXHIBIT F -BUDGET and BUDGET NARRATIVE
2-Yr. Budget for All other Budget Categories
(Supplies & Operating/ Travel/ Equipment/ Consultants-Contracts/ Indirect Cost)
TOTAL Supplies & Operating: $2,400
As part of best practice, we would like to send 3 advocates each year to the COVA conference,
Lodging for the COVA Conference Three nights each year at $300 x 2 years = $600
$600
$0
Total Travel: $600
irav~1:a1.1cii~i'.Nafr1\'ii~eiJ~s'tif~lf16tr:~if!.ltwI!.t •·,;~'i~lf";;'~8~t'f<(¥!4~~~1t~''\:~;wrr::iJ:\~,Jt1\J~fi~~it/~ii'.·:t&tk'u~
Colorado Organization for Victim Assistance hosts an annual conference that will help the two full time and one part time Advocates network and provide
best practices.
$0
TOTAL Consultants/ Contracts: $0
ndirect Costs Budge,t Narrative/ Justification below:.· · . ·
Page 3 of7
EXHIBIT F -BUDGET and BUDGET NARRATIVE
2 Year -Project Match (Cash and/or In-Kind)
Match Budget Narrative and Justification below:
Volunteers will be used to provide victim advocacy. 1,271.30 total hours over the two year grant period x $10/hour = $12,713
Page 4 of 7
EXHIBIT F -BUDGET and BUDGET NARRATIVE
':_ --:-F,ina·n·cial Man .ageme~'t QJ~stio ·n·s ·:··.. ' -<<~~'./;~:i•::•• .. ·'
. ' .. ,..,_:cr{~.fe . Vict,irns_-~-~rvice·~ Gr'.~'.~t ':e:~og~~rn -; .·,·.:' ',:---~)bfi{
This:.':;~~:~;;~~ ~1;~:et;;:~I~te~}t{o~;~th ·t~:~:ii~=~!~1!1~;1~:;:git~~:;::i:1r'~it~l~t~",,
irant/projed:.Coritpletl! this:form incExceh Upload the completed electro11it,:viirsion on the ~.'Documents:' -. ·
ab in ZoOmG~~n.t .. s._;_=_: ->{,.::;, ::}\:. · ·<_; ;':-· -·-\\,_);:C: >·:/, • · ·. '. · :':·:/" ·-·._' \-r ::': ,-.,,· ..... , ·--::,:,;;;),.
---= ; ·'--\fL :-:. ·t>:?/:i_-::iH/t ·· ; ___ ,::-:t;_/:t
C •• ,•; ',. :f• •:> }:'?/ ,_:, • ' ' 'Cf •: '::••'i\~f•• et'_:.:. ; /•'/• '., • :'::•.> "••. •, '
Enter y9ur re~ponsejr(thefield BELOW the quest'iop~ The ,tjuest1 ,_ s tha~ u~e ·a dropdo~n !llenu, c k·on
th~ spac~ beldw.th~ questit>n' ~nd ~n ~rro~ will ;~'ppear t~ the ~ight of th~' fie.Id sh~~i~g you th~ drd . '' '. '
o.~~_}_;.; __ '._n_.: .. _·s··•_·_·_?_~_\:_ ..•. ·-:.•_.;_·t:c; i_fI_/•)~~::;, ?~' /f: ·.:-{·/. \;, .. < +:'.'.// . :t\:/:· .. t\< \::·},'.,~:}\ .· · ·' / ,· __ ·
. . -. -. ... . ..... -... . . _;,_;;_._K._. __ :\_'.·_·-.:·••_:·· ,--·--_:.::,_.:.~c,;_t -:·\.·f<{::.:_::,, ____ ._· ___ ·_";; __ '., ,,_,;?i\~:~--:·;(--.;.--;i/_:) -~. _.·.-.:---:· . --,-.
__ , .. ,·,·,~--., •. _'',;--;, ~-, --,···c -., . • _ .. __ .. . , ,.,.,;e:.i•:~_;::,.:=r·· ./i./i?~;;-;;· • . i ·;;·'.! :~qii~J}'.··• -·\ -.::\/'.• :,_>.;, {,\;~:}(~/·( •· i ,.-:.~:~_;:_.-·,
'i .. W~at ac·~~un;i~g syst~m doe~ your 0°;ga~izaiion use;·. ~is~~~::~~~
syst'em; (ma~imum le~gttr;:l,OOO 'char~cters)):J:-~·· -•(f'_ : :':::t
New World (a Tyler Product). New World Is a full service Enterprise Resource Planning (ERP) providing functionality for Financial
functions and HR functions. The City successfully migrated from Oracle to New World in 2017.
2; This grant will .be ori a cost reiniburse'ment basis ; :Wha _t ·will be your; organization's source of cash · and':
how wiU,your ,organization niariage 'its cash flow bet~een the time C~$tS are incurr~d a'rid reirilbui:sed? .. · •.
(maximum le~gth::;; 1,000 charabters)1::'( . ,_.'; ,: ' <.;.· .. , .i, : :'::'.' /.. . •; ;/ . '':),_ \/'\,\'.: ::-
The City's source of cash is through Tax Revenue. The cash flow will be managed from City general fund reserves. These reserves
are currently at 24.7% of Annual expenditures of approximately $900M. Reimbursement received will be contributed back into the
reserves.
3a;-Whkh. ofthe following applies to.y'our ·ijgency? (selectan:optionfrom the dropdbwnbox)z_, .·
!Agency h~so~er $300,000 in revenuefromall combin;dsources.
Submit.the mostrecentFin:ancial AJidiUoDGJvia.ZoOmGtants ''Documents'.f /:. .,,:, _.-··--·}frf. ' '-· .
3b; oaie 'of ;,,6st ;~ce -~t ·A~1i3Audit.~ Fin;ncial Audit :6r Fi~ancfal R~\fi~;,? '. :'.' .'• . f-•·. I .
3c. Date the recent A-133 Audit; Financial Audit or Financial Review was sent to DCJ?' · · . , '
. 3d ·._ Were there any findings; ctuestiQned costs or 1Jnal.lo<;ated costs? .(select an optionfro_m the drop down :>
l:iax) ·•.···•··.••"-·<·>.•'•.• ·\·._:;).'\.<'.• •>·'.;._: :::::_.;-;:,.:,_< :: ._:tar<\···.·_.,,.,,.·
No
Page 5 of 7
EXHIBIT F -BUDGET and BUDGET NARRATIVE
, ·.. Criteria fo'r managing grant _funds · , · < ,.: , . ':. :·, : .. "
, Please respond to thef~llowing ~ue~tiqnsxegardin'g whether yo~r accounting :systern rniiiets'tbe ::~riterla:for
• managing grantfGnds.:rh~se ~re.items that wili he m~nitored bv the Division··~t <:ritnl 'riafJustke /dcJ) staff
· .. i ... ·. :;,,~: •· :< ........ •: ::;··· .'.:_ --~: eit~e.r bysite 'yisit,~or '~therr~<p,orting'mechanis~ ;·;;·,. · ..• : \:),)['.\\}?';\ '\ .. }:i • '
4. Does your accounting sy$tem separate all re'!,enues an~ expenditures.~y funding .source?· (s~lectan :
dptiOn from the dropdciwn b~x}' ; > . ' •, . ·, :-•\('.: :/·t: \?i, ,,: .•
Yes
s; Does VClUr accounting system track revenues ·,and exper1di,ures for each grant a\Nard sep~rately thrcn.igh,, i
·a sub-ledger system? (select ;a'n optibn from the dropdowri b'ox) :. :' '. . • .;; ;' ' . :·' ; t'' \:'i ::' ' ' , '.: :·: ":, ..•.•.
Yes
6~ Doe; ypur accounting , system allow expenditures to be classified by tti'e broad budget ,categories Usted in
the approved ·budg~t'iny~ur g~ant; i'.e. Pers~nnel; Suppli~s and .Opl:!ratir,g, Tr.ave(Equi~~int and./:;. : . ! .
. Pr'ofessional Services? {select ~n optionfrornthe dtopdo~n :box), .f ;.: ··,,· ,,, '.; '. •' ··:: C'\ C .
Yes
·••·-A· ... ;;;.·· :-: ; , · .. ::-::.· ,·, · .. '.•.-\·_ {:· :s, t•· ... · c, · •t.:_-·:· .. :.,:> · .. ·":, .··· .·~,,·· · :-;; '\r, -:::: :;.,:,:.\t-:\t} ,y ; ·r :.. ··•: .>. 1: Does ·your organization have written financial policies and procedures (specific to gra!lts)in;place.thaf ;
de~cribciitems such ,.as: meeting aU 'gra_nt '~equirerrients, th¢ prepar~tio11 .of g~~nt;fin~-n~i~I rep'cirts a~;d:<.,(, ;
'statements, ·1:he.di~closLire of finandai doc~m~'nts, tt:ie ability for staff to prevent an'~ detect)\ :· : /\: .. ,. ' ...
misstat~rrients .i~ fihancial re~ortingia methdd to trace funds, and : a 'prbce~s to ,ht,d~tai'h anks~fegu~rd all >
cash, real 'and p~rsonal property,;and .~thera~~~ts:? {sele~t.'an opticmfrom tng·~f bpdow k bbX);{ :,;:.~ ; ;\ .· ·• ', ·.
No
S; ls this grant·request for less than $100~000? (select an option from the clr.opdc;nvn b~x}·>
Yes
9; Is this grant request far 'a riew project?. {select ah option from the .dropdowr,box) :/• , ~-
Yes
lQ; Has.youroi'ganizatJonbeen.inexistencefor;three (3)years ormore?(st(!lect c1n ·optiori from the ·,.·'. .
. dropdownbo~).·,;. •· :.• .. '.••·'. .. '. i· .. ·· .. ·ii ·.•··>·, .· ·:, <'·:· .. , ;_ , :·, ·. :'.)-. :· ::\ '::· .. ·•--· \''y,:':_)s: \;.,:\;'.: . : (J :--_·. ·•·J. ··•·
Yes
11, Does _ th~ staffa_ssigned to this pr_oje~t ha~et_Vl/0 :(2) c:,r rnor,e ye~r's 'p,rior.:_exj>e.ri~n,cewithj>_rojects with,··';'
thisame or simiiar requirements? {selectan bptioh from the drop'i:i'owr(bdx f. ·:•t; ';' '/\,•·•·:\'.. :;_, :<· \.'·
Yes
., . . ,' ·-:.-~:_,;;_:\ ,, >-.\ '~-.~~t,: -•. ,_' , ... , .-. . ·,-~:'./, ' .. --. , .;,,,: y_-;.-;,:{\':/~:+:·: ' ,-_ >~/
12;: Does your-organf~atio:ri have. i~ter~al c~ntro1~\n. pl~cel's~ch . as: -~--re~'iJ~ -pr~cess t<> d;terminl, ·. ·:· / · ..
reasonable~eSSj alloW~bility ~nd ~llo~ability of costs, ·separatiofr of duties}du~I sign;tur~:s on c~rtclin'/:i
checks ,'rec~ncfUationfor other fiduciary ' oversighti {select an option fro 'rri,the 'a rdpdo~ri b:ox) ·. ·•·:: :::;: .·
Yes
13, Does your, organization reconcile sub-ledgers to your general· ledger at.least monthly or quarterly If the ·.
ap'plic~nt is: af:tov~rn-mental entity? {select an option from the dropd6~r{ 6ox)\: · ..•. · -, :' .· . . . . . .
Yes
14. Are.accounti.ng-·recordss1.1pportecl by sourcedocun,entationsuc~ ashwoiC~~,r.aceipts,Jitnesheets,·.···.,·
etc.?-(sel~ct an bptibhfromihe. dfopdqwh b6~}-< ·•
Yes
Page 6 of 7
EXHIBIT F -BUDGET and BUDGET NARRATIVE
15~ Does yo,N organization routi~ely record the· granfnumber o'r other unique identifier 01"1 all . sour-ce{/ :; __ -'-->:.-/\"->_</ ::"·/, --'._'-:._<=::.-···_;:.:/<-.·-, -_ic::.-, -:--·:-: ~ ·_}-·-•_'.:'·:·:-:·:,::.·· ,_· __ ·_-'_.-·---_\-i·-'(t-~·:·. :•~:--_,~ ---.:-.:_,_..:·· :·•<,.: ·:, · < ---:·, · __ ._:_, __ •:>:,: __ ,.-'..-'._'-:'.:-'(',:. __ ·:. _ _-:.:_·:,_:_~::_;'."_:; ---,._. _ t_-<· \-> :'.--:_,,-_--_,:•-.:,c .. -:·: :"-_:":('··:.,_.;. _·::·-:•.'.-·;_+}_>·•
,:loc1.1n1ents .such as invokes, receipts, time r~cords; deposit recor~s/ etc.? (~elect an option from '.~tie '.' .". .. ·. dropdowri box),: . . :,,,'.:: . . \.·· . · .. ·. ... . •. . . . . . . . . . ·. '· . _: . ' : '
No
;~ Doet~ou r oig~;liStiC>i ljiaiOta1'n"t1;;,i ,te~~~ppro\ie·~ by, the'. ~,'{,p~~i~/.;;p.;.;;(>~,:;;nif ;,J1:.t. ,:le.
liiector for .ea~h .em .ploy~~paidby.ih 'e~e grant funds? (~·elecfan option fro 'rii the d~opdownbbx) .''.\ \
es
.11~?wi1i:t~i~-gi~~-t fu~d::d ·~roj·~~i -~~ner~i~-~f:~ram .• in~~~e? (s~I~~t an·.~pti~n trJ~··~~~-dro~~bi~··~}t'{;:,
No
.17b ; If "Yes", does your accounting system have the -ability to track. these funds separately? (select an:':.
option from the dropdown box) · . : · · .. _ S: .,-/ •-; :. · · • · ,' · •; · ·
,.
'·. _··· ' . '<?· . . . ~ : ; . '• ·-.. . . .· .. ,'. . . ..: .. ::;;,:c·1·\ .
18. [Non-g9vernmental agendes only] Do the Boardbylaw~ and policies descri~e.the involvement of the > ·.
Board in th~-financial ~ve~sightand dir'e-~tionof younige~cy? (select a~ ~ptici'rifr6m the d~opdown box) ·
19. Does your accounting system have . the ability to ~ra~k in-kind and/or cash match funds? (select an
optionfromthe dropdown box).·-•· _.: ,· :: · :
Yes
20; Are you able to ensure _ that you wilJ not be using these grant funds _to provide services that willbe paid ·:
'6y ,Victim 'C~mpen~ati~m? (seiectan 'opti~n fromthe'dropcio'\A/n box) ::,::\\'it' ·:.·>': ,· · .. ·. . ••.•.. : • : _ .... ·· -•··. •· .. :
Yes
·_1$~· .• lfyou answeredi~'Norttq.~ny one.question{4~7,1.2-16r18:20)\~bqt~{ P,lea.s.e•··pro~ide,.µriet,xpl.~_11atipn ·
beiow1• Pl~ase ref~·r to question #.)m~ximum lengt.h ~ 500 characte~s): ".'\~r.,·,•• :/'/ . . . . . . ' . · ... · · )
7. Grant funding Is not a large portion of our revenues. Grant activity is tracked by project number and reviewed by the grant
manager and accounting to ensure compliance with the grant terms before reimbursement is requested.
15. The grant identification number (project number) is not recorded on source documents, however, each is reviewed against the
accounting record prior to requesting reimbursement. Email response: Finance department will code and track separately for this
new position.
Page 7 of 7