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

the work related to the project. j. Pay and benefits cannot be increased because of federal monies. Employees are to be paid their actual regular hourly rate I overtime hourly rate not the estimated amount reflected on the approved budget narrative. Benefits claimed can only be what are normally claimed for position(s) in the approved budget. Contractual Services- Funds paid to an individual, organization, or other unit of government for specified services provided under terms of the contract between the subrecipient and the contract provider. Briefly describe how these services will be procured. The contract must include, by reference, the Standard Conditions section of the Subaward Application. Project contractual services must comply with the following requirements: 1. Local units of government must use their respective rules and regulations. In the absence of local rules and regulations, or if state regulations are more restrictive, state regulations must be used as a guide. 2. If the relationship with the service provider is contractual, describe the procurement process (competitive bids or sole source). If sole source procurement is used, review the information regarding Sole Source Justification under Certifications in this document. 3. Arrangements with individuals must ensure that dual compensation is not involved; the contractual arrangement is written, formal, proper and otherwise consistent with the subrecipient's usual practices for obtaining such services; time and services for which payment will be made and rates of compensation will be supported by adequate documentation; and transportation and subsistence costs for travel performed are at an identified rate consistent with the subrecipient's general travel reimbursement practices. 4. Arrangements with other government units must ensure that work or services claimed for reimbursement are directly and exclusively devoted to subaward purposes and charged at rates not in excess of actual costs to the contractor government agency. 5. Compensation for consultants employed by state and local governments will only be allowed when units of government will not provide their services without cost. In these cases, the rate of compensation must not exceed the daily rate paid by the unit of government. 6. Compensation for individual consultant services must be reasonable and consistent with that paid for similar services in the market place. Federal regulations provide that the maximum rate for each consultant is $650 (excluding travel and subsistence costs) for an eight-hour day. An eight-hour day may include preparation, evaluation and travel time in addition to time required for actual performance. JAG Funding Assistance - Florida Page 17 of26 FY16 Program Information (Rev. 06/2016)  A request for compensation for over $650 a day requires prior approval and additional justification. Consultants hired through a competitive bidding process, not sole source, the $650 threshold does not apply. 7. Contractors must not appear on the federal government's Excluded Parties list (https:/lwww.sam.gov). If the service provider is a non-profit organization and being reimbursed from the Subrecipientllmplementing Agency, the budget narrative should reflect unit costs or unit rates for each service provided, not Salary and Benefits, Expenses, Operating Capital Outlay or Indirect Costs. If the grant will pass through funds to a county or city other than the subrecipient or implementing agency, please call your grant manager for instruction regarding which costs may be charged directly and which must be unit costs. Expenses- Funds paid for expenses necessary for project activities. 1. Expenditures should be assigned to Expenses or Operating Capital Outlay (OCO) based on the subrecipient's or the implementing agency's established policy. If the organization does not have an established policy, the State policy applies to the subaward. The State policy is that Expense items are consumable, expendable items that have a unit cost less than $1,000 and/or a useful life of less than one (1) year. 2. Itemize all expense items for purchase. Any items not specifically listed in the budget will be disallowed. 3. Do not use the terms "such as," "etc." or "misc." Do not use brand or model names. 4. All expense items must contribute directly to the project requesting funding and not be used for routine agency operations. 5. Allowable expense costs include: a. Advertising for personnel recruiting and competitive bidding. b. Printing and reproduction. Describe items to be printed and/or reproduced. c. Rental of staff offices and conference space. d. Communications expenses should be itemized (communications may include telephones, cell phones, pagers and related service charges, air cards and internet access including wireless service). e. Publicity. List purpose and types of media. f. Office supplies such as paper products, pens, paperclips, and printer cartridges. For office supplies only, you may say, "For example ... "and give a representative list; you do not have to list all office supplies for purchase. g. Postage and shipping fees. h. Office equipment or furniture. List all items for purchase; for instance, desks, chairs, filing cabinets, bookcases, printers, fax machines, and shredders. i. Registration or tuition fees for conferences or training seminars and related travel expenses and travel related to field trips. All trips must be specifically identified in the budget with as much information as is available. If the location or dates of an event are unknown, give the name and purpose of the event. All travel must clearly relate to the program requesting funding. List all travel expenses for funding on the grant, such as lodging, per diem, meals, airfare, rental vehicle, mileage, and incidental expenses. j. Travel and Training costs (food and/or beverages for meetings, conferences, training, or other events are NOT allowable). JAG Funding Assistance - Florida Page 18 of26 FY16 Program Information (Rev. 06/2016)  k. Confidential Funds. Prior to expenditure of confidential funds, the subrecipient must submit an I executed Confidential Funds Certification Form. I. Vehicle expenses. Itemize by type (such as gas, oil changes, other routine maintenance, and repairs). m. Utility expenses. Itemize by type of service. n. Computer equipment and accessories below your OCO threshold. List all associated items for purchase including printers. These items may be requested as computer and associated peripheral equipment, including printers and monitors, if required to purchase separately. o. Travel and Training Costs. 6. See above for pre-approval requirements related to vehicles, body armor/bulletproof vests, meth mitigation plans, publications and other media, NEPA, sole source purchases and automated data processing equipment. Operating Capital Outlay (OCO) or Equipment- Funds paid for equipment necessary for project activities. 1. Expenditures should be assigned to Expenses or OCO based on the subrecipient's or the implementing agency's established policy. If the organization does not have an established policy, the State policy applies to the subaward. The State policy is that OCO includes equipment and other non-consumable, non-expendable items that have a unit cost of $1,000 or more and/or a useful life of more than one (1) year. Please identify the threshold for OCO items in the Financial Section Questions. 2. Itemize all OCO items for purchase and give a cost per item. NOTE: All radios (mobile or hand-held) must be P25 compliant. Indirect Costs- Costs that are not readily assignable to a particular project but are necessary to the operation of the organization and the performance of the project. 1. If indirect cost is included in the budget, please indicate the basis for the plan (for example, percentage of salaries and benefits) in the space provided under Financial Section Questions. 2. Submit a copy of the current approved indirect cost plan, with the project application and provide documentation of the appropriate approval of this plan. The approval must be from the federal cognizant agency. 3. State agencies must have prior approval of their indirect cost plan from a cognizant federal agency. 4. The OCJG reserves the right to deny reimbursement of subaward indirect costs. 5. Guidelines for calculating Indirect Cost a. If the Indirect Cost is 3.4%, figured on a total federal dollar amount of $75,000, use the following calculation: $75,000 / 1.034 = $72,533.85 then $72,533.85 x 0.034 = $2,466.15, the allowable Indirect Cost. b. If the Indirect Cost is based on Salaries and Benefits, the calculation will only be against the Salaries and Benefits budget category. c. Answer all Section Questions. Failure to submit required financial information will result in an application being returned in SIMON for inclusion of the missing information OR the attachment of a withholding of funds special condition at the time of award. JAG Funding Assistance - Florida Page 19 of 26 FY16 Program Information (Rev. 06/2016) Performance Please review the JAG Performance Information document carefully. Performance reports will be due within 15 days after the end of the reporting period. Receipt of funds will be contingent on timely reporting. Federal and State Purpose Areas 1. Choose ONLY one Federal Purpose Area for the project. 2. Choose as many State Purpose Areas as fit the project beginning with State Purpose Area 1G-General Questions that is required for all projects. a. State Purpose Area 1G requires a description of anticipated program