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

Our office is available for any assistance needed Monday through Friday, 8:00 a.m. - 5:00 p.m. EDT by calling (850) 617-1250 and ask to speak with your county's grant manager. For issues relating to SIMON, please ask for the SIMON Help Desk; otherwise, contact your grant manager or Senior Management Analyst Supervisor Randy Smyth. JAG Funding Assistance - Florida Page 23 of 26 FY16 Program Information (Rev. 06/2016)  FFY 2016 JAG-C Project Timeline Application Timeline June 10, 2016 Florida received final state JAG appropriation from U.S. Department of Justice Funding notifications with anticipated county allocations mailed to Board of County June 22, 2016 Commissioners with copies provided to Sheriffs, Mayors, Police Chiefs, University Police Chiefs and Project Directors. BOCC requested to assign a County Coordinator and respond in writing to FDLE. July 11, 2016 BOCC deadline to respond to Office of Criminal Justice Grants (OCJG) with Certification of Participation and designation of County Coordinator. Upon receipt of BOCC COP and County Coordinator designation, OCJG provides County Ongoing Coordinator with application information. County coordinator to forward information to all application managers in their respective counties. July 31, 2016 Deadline for County Coordinators to submit required 51 % letters to OCJG advising of applications that will be submitted from agencies within their respective counties. August 26, 2016 Deadline for all applications to be submitted in SIMON. August31,2016 Deadline for hard copies of applications with original signatures and any additional certifications/forms to be received by OCJG. October 1, 2016 Start date for most JAG-C funded projects Important Post-Award Dates and Timeline for projects with October 1, 2016 start date Subrecipients requesting quarterly reimbursement must submit quarterly performance reports. Subrecipients requesting monthly reimbursement must submit monthly performance reports. Programmatic Performance reports are due in SIMON no later than 15 days after the end of the reporting period (month or quarter). Project expenditure reports are due in SIMON no later than 30 days after the end of the reporting period (month or quarter). Deadline for subrecipients to provide OCJG with a letter explaining the status and December 1, 2016 reason for delay of any projects not operational. JAG Standard Conditions require projects to be operational within 60 days of original start date. Deadline for subrecipients to provide OCJG with a second letter explaining the status and December 29, 2016 reason for delay of any projects not operational. JAG Standard Conditions require projects that are not operational within 90 days be reviewed by the Department for termination of agreement and reallocation of funding. August 31, 2017 Deadline for processing final grant adjustments in SIMON for most JAGC subawards, within 30 days of end of grant period. October 15, 2017 Financial closeout due in SIMON, no later than 45 days after end of grant period. JAG Funding Assistance - Florida Page 24 of26 FY16 Program Information (Rev. 06/2016)  ' • FFY 2016 JAG-C SIMON Application Checklist Overall Grant Application D Does your agency have an active DUNS number? D Is your SAM.gov registration current/active? D Have you and applicable grant staff read the Standard Conditions that apply to JAG subgrants? D Have you obtained a properly signed EEO certification and/or EEO plan as applicable to your grant? D Did you include any additional forms required, such as sole source, confidential funds, bulletproof vest certification, signature authority, task force agreement, etc.? D Are all sections of the grant complete and does the application designate a Project Direct with knowledge of program goals/objectives, performance and expenditure requirements, record keeping and overall grant management coordination? Problem Identification D Does the problem identification clearly describe a need/issue required to be addressed with grant funds, including the scope of the problem and who is affected by the need/issue? D Is there information describing the repercussions or impact if the need is not met? D If this is a continuation from a pre-existing subgrant, does this section provide a brief summary of project accomplishments that have been achieved, or needs that have been met, to date? Project Summary (Scope of Work) D Does the scope of work sufficiently describe the goals and objectives of the project? How will the problem identified in the previous section be addressed with this subgrant? I D Does this section identify what the project will accomplish? D Does this section identify who will receive services and/or who will provide services? D Does this section identify standards, such as the quantity of activities/services or a minimum level of service to be performed? D Does this section provide a breakdown of the deliverables that will be received? D Does this section identify how deliverables will be accounted for and documented for performance reports? (i.e. criteria for successful completion, how service providers will be managed and held accountable during the grant period, etc.) D For equipment purchases, does this section describe the equipment to be purchased, how it will be used in project operations, and how the purchase of the item(s) will address the problem identified in the previous section? JAG Funding Assistance - Florida Page 25 of 26 FY16 Program Information (Rev. 06/2016)  • Financial I Budget If the budget contains Salaries/Benefits: D Is the salary rate (hourly, biweekly, annually, etc.) provided with total# of hours, weeks, etc.? D If overtime, does the narrative provide estimated number of hours with rate of pay? D Are the benefits clearly defined and include rate, cost or percentage? D Does the narrative contain a statement of the percentage the position is paid from grant funds? D Does the narrative contain the percentage of time the position will work on grant funded activities? D Does the narrative contain information for the percentage the grant will be charged for each reporting period? D Does the narrative provide a brief description on how the position(s) being funded from the grant will accomplish grant activities? If the budget contains Contractual Services: D Does the budget clearly describe the activities each party will be contracted to perform? D Does the narrative identify costs per service(s) rendered? D Are unit costs clearly defined with supporting information in the Section Questions for Application Section #4: Financial? D Does the narrative identify deliverables or documentation required to initiate payment? D If contractual services contain consultant rates in excess of $650 per day, does the application contain the additional request (letter) for approval of consultant rates? D Does the narrative provide a brief description on how the services being procured will be used to accomplish grant activities? If the budget contains Expenses: D Does the budget list all the items that will be purchased and provide approximate costs for each? D If the purchase is a bundle, does the budget list the items included in bundle? (i.e. if purchasing a computer is it a laptop or desktop, does it include docking station and/or peripherals? If so, which ones?) D Does the narrative provide a brief description on how the purchase of these items will assist the project or be used toward accomplishing grant activities? If the budget contains Operating Capital Outlay (OCO): D Does the budget list each item to be purchased and provide the cost per item? If the item(s) purchased are included in a bundle or package, please detail what is included in the bundle. D Are shipping, handling, warranty, and/or maintenance costs included and listed in the budget (if applicable)? D If not already described in the Scope of Work, does the narrative provide an explanation on how the item(s) will be used to accomplish project activities? D If warranty is included in the purchase, does the budget ensure grant funds will only be used for up to the first year of maintenance and only for dates within the approved grant period? If the budget contains Indirect Costs: D Is an Indirect Cost Plan included, as approved by the cognizant agency? JAG Funding Assistance - Florida Page 26 of 26 FY16 Program Information (Rev. 06/2016)