Okaloosa County BOCC — July 6, 2016 — FY 16 Grant Solicitation okaloosa — reading text

your problem statement(s) with factual information. Use both quantitative and descriptive data that relates to the specific geographic area(s) and problem. If this is a new subaward, highlight identified unmet needs the project will address this year. If this is a continuation of a pre-existing subaward, provide a brief summary of project accomplishments in meeting identified needs to date. Project Summary (Scope of Work) The Project Summary is a brief description of how the proposed project will focus on the problem. Be aware that this text entry area is limited to approximately 7,000 characters and does not have spell check or special formatting; therefore, we recommend information first be entered into a word processing program and then copied into SIMON. Be sure to address any of the following items that are relevant to your project: 1. What will the project accomplish? 2. Who will receive services? (Participants must be involved with the criminal justice system.) 3. Who will provide services? 4. What other agencies will participate? For a multijurisdictional task force, provide a copy of the task force agreement. The agreement must address how assets will be divided if the task force is disbanded. 5. If your project includes significant equipment purchases, describe the equipment to be purchased and how it will be used in project operations. 6. State what documentation will be provided to document deliverables. 7. Do not use brand or model names or include quantities or dollar amounts. JAG Funding Assistance - Florida Page 14 of 26 FY16 Program Information (Rev. 06/2016)  8. Give a general description of cost covered by grant funds. 9. Answer all section questions. Technology Related Projects Subawards that may involve technology related projects, information sharing initiatives, or other projects that would result in the local system connecting to or interfacing with the state or national enforcement network must include the following statement in the Project Summary/Scope of Work: "This project requests federal grant funding for a law enforcement or criminal justice technology related project and may be subject to review and approval by the State Information Technology (IT) Point of Contact. By utilizing funds for this project, the subrecipient and implementing agency agree to conform to all state and national standards for technology and information sharing systems that connect to, and/or interface with state and national systems, and/or reside on the state Criminal Justice Network (CJNet). These standards include, but are not limited to, the FBI CJIS Security Policy and any rules, regulations or guidance enacted by the Criminal and Juvenile Justice Information System (CJJIS) Council under F.S. 943.06." Administration Officials/Contact The Chief Officials and Chief Financial Officers are filled automatically based on organization data. To modify these individuals, please consult the user manual, Chapter 7. A Project Director must be assigned by selecting the "Assign Role" button. If the decision is made to divide tasks, select the "Assign Role" button and assign other contact positions. If an individual is assigned as the subrecipient or implementing agency chief official designee, written documentation of signature authority for that person must be on file and available for review at monitoring. Financial General Financial Info Financial reports may be submitted monthly or quarterly and are due within 30 days after the end of the reporting period. Receipt of funds will be contingent on timely reporting. Project Budget. Budget Status 1. When entering information under Financial, Project Budget, the CALCULATE button and the SAVE button must be clicked for the changes to be permanent; clicking the SAVE button without first calculating will not save the changes. 2. Please show all funds budgeted to the next highest dollar; do not include cents. (Example, show $4,505.25 as $4,506.) Since match dollars are not required, please leave the match amounts at zero. 3. The amounts in the Budget Categories must match the amounts in the Budget Narrative. Project Budget, Budget Narrative 1. General Instructions a. You must briefly describe the budget categories requested. Be aware that this text entry area is limited to approximately 9,000 characters. b. If the budget includes services based on unit costs, in the space provided under Financial Section Questions, be sure to provide a definition and cost for each service and to describe the basis for unit costs and to state when the basis was established or updated. I JAG Funding Assistance - Florida FY16 Program Information (Rev. 06/2016) Page 15 of 26 I l I  c. The Budget Narrative may reflect costs in any of the five budget categories (Salaries and Benefits, Contractual Services, Expenses, Operating Capital Outlay (OCO), Indirect Costs). A category title and a subtotal for each category in the budget narrative must be identified, as well as the total project costs. d. Describe the line items in each applicable budget category for which the application is requesting subaward funding. Provide sufficient detail to show cost relationships to project activities. Do not use model/brand names. e. Do not allocate or include as a cost any item approved or requested on another federally financed program. f. Federal funds may not supplant state or local funds; this includes overtime pay for a given activity. For additional guidance, please refer to the USDOJ Financial Guide at http://ojp.gov/financialquide/DOJ/ g. If actual project costs will exceed the available grant funding, make a statement that the subrecipient will cover all costs in excess of the amount available. 2. Required Criteria for Documenting Allowable Project Costs a. Costs are necessary and reasonable for proper and efficient project administration and implementation and not a general expense to carry out a subrecipient's overall responsibilities. b. Costs are authorized by Federal Code or Florida Statutes or local laws and regulations are in effect at the time subaward is awarded. c. Costs are treated consistently with policies, regulations, and procedures that apply uniformly to other subrecipient activities. d. Costs reflect the net of all applicable credits. Applicable credits means receipts or reduction of expenditure transactions that offset or reduce expense items. Applicable credits may include purchase discounts, rebates or allowances, recoveries or indemnities on losses, sales of publications, etc. Applicable credits may also occur when the subrecipient or implementing agency receives federal funds from sources other than this subaward to finance operations or capital items. 3. Budget Categories a. Salaries and Benefits- Funds used to support payment of salaries and benefits to government employees dedicated to project activities. b. Positions created with subaward funds must be in excess of the current number of appropriated positions in the implementing agency. If Salaries and Benefits are included in the budget cost as actual costs for staff in the implementing agency, is there a net personnel increase or a continued net personnel increase from the initial year? If no, state that no benefits will be charged to the grant. If yes, please list number and title of position and type of benefits. Be sure to answer the Financial Section Question about net personnel increase. c. For full and part time positions, list the number and type of positions anq the salary for each position (do not give names of individuals in the positions funded). State what percentage of the position's salary will be charged to the grant. If the position was grant-funded in a prior year, the percentage of the position's salary funded cannot exceed the percentage paid for the same position in prior years with grant funds. d. For each position, include the following statement in the Budget Narrative: "This position will work XX% of time on project and the grant will pay for XX% of the salary/benefits." e. If the grant will pay for less than 100% of the salary and benefits for a position that is working 100% of its time on the grant, include one of the following statements in addition to the statement JAG Funding Assistance - Florida Page 16 of 26 FY16 Program Information (Rev. 06/2016)  required in #3 above: i. The grant will be charged at 100% of salaries and benefits until all funds budgeted for the position are expended. The agency will continue to fund the position through the end of the grant period. ii. The grant will be charged at XX.% for each reporting period for the life of the grant. f. If the position will spend 100% of its time on grant-related activities, regardless of the percentage of costs to be reimbursed by the grant, the subrecipient will be required to submit a Certification for Employees Working Solely on a Single Federal Award every six months and at closeout. g. For overtime, list the types of positions that will be paid overtime, the estimated number of hours to be worked and estimated rate of pay. h. For all positions, including overtime, list all benefits to be paid by type (such as retirement, health insurance, social security). For overtime, do not include any benefits that are paid in full on the individual's straight-time salary. If no benefits will be paid, state "No benefits will be charged to the grant" in the Budget Narrative. i. The Project Summary should include a brief description, for all grant-funded positions, that clearly identifies