Res. No. 133-09-12942RESOLUTION NO.: 133 -09 -12942
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF SOUTH MIAMI,
FLORIDA, AUTHORIZING THE CITY MANAGER TO SUBMIT A GRANT APPLICATION TO THE
UNITED STATES DEPARTMENT OF JUSTICE'S OFFICE OF JUSTICE PROGRAMS THROUGH THE
AMERICAN RECOVERY AND REINVESTMENT ACT (ARRA) OF 2009 JUSTICE ASSISTANCE
GRANT PROGRAM; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the American Recovery and Reinvestment Act (ARRA) of 2009 was signed into law
by President Obama, on February 17, 2009 with the purposes of stimulation the economy by creating
and retaining jobs and improving public infrastructure;
WHEREAS, the City of South Miami is eligible to apply for funding from the United States
Department of Justice's Office of Justice Programs through the ARRA Justice Assistance Grant; and
WHEREAS, pursuant to the terms of the grant application, the application must be reviewed by
the governing body and the public must have an opportunity to comment on the project; and
WHEREAS, the South Miami Mayor and City Commission wish to review the application and
allow the public to comment on the project; and
WHEREAS, the South Miami Mayor and City Commission authorize the City Manager to submit
the grant application to the United States Department of Justice's Office of Justice Programs through the
ARRA Justice Assistance Grant Program for police equipment.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA THAT:
Section 1: The Mayor and City Commission authorize the City Manager to submit a grant
application to the United States Department of Justice's Office of Justice Programs through the ARRA
Justice Assistance Grant for police equipment. The application entails the following projects purchases:
a) Vehicle; and b) Computers.
Section 2: The attached exhibit is incorporated by reference into this resolution.
PASSED AND ADOPTED this 4 th
ON
day of August , 2009.
READ AN APR @V AS TO F COMMISSION VOTE:
Mayor Feliu:
— Vice Mayor Beasley:
Commissioner Palmer:
ATT R EY Commissioner Newman:
Commissioner Sellars:
I ude File Name and Path
E
Yea
Yea
Yea
Yea
recused
South Miami
All•AmeticaCily
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER - OFFICE MEMORANDUM 2001
To: The Honorable Mayor & Members of the City Commission
Via: W. Aj' Ba ogun, City Manager rOMl 5 ~ ,
From: Car . Aubrun, Grants Writer and Administrator
Date: August 4, 2009 Agenda Item No.:
Subject: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
SOUTH MIAMI, FLORIDA, AUTHORIZING THE CITY MANAGER TO SUBMIT
A GRANT APPLICATION TO THE UNITED STATES DEPARTMENT OF
JUSTICE'S OFFICE OF JUSTICE PROGRAMS THROUGH THE AMERICAN
RECOVERY AND REINVESTMENT ACT (ARRA) OF 2009 JUSTICE
ASSISTANCE GRANT PROGRAM; AND PROVIDING FOR AN EFFECTIVE
DATE.
Request: To authorize the City Manager to submit a grant application to U.S. Department
of Justice's Office of Justice Programs through the American Recovery and
Reinvestment Act (ARRA) Justice Assistance Grant Program for the South Miami
Police Department.
Background: On February 19, 2009, President Obama signed the American Recovery
& Reinvestment Act (ARRA) of 2009 into law. The ARRA was an effort to
revitalize the economy by creating and retaining jobs. One of the
provisions for the ARRA was to earmark funds for local law enforcement
through a formula based Justice Assistance Grant. After consultation with
the State Administrative Agency (Florida Department of Law Enforcement
— F.D.L.E.), and US Department of Justice, an application was submitted
on -line for police equipment (two police vehicles and four laptops). As
part of required submission documents, the application is subject to
review by the governing body and the public must have the ability to
comment on the project. The City has been notified of a funding award
for one (1) vehicle and two (2) computers. In the event that the City
receives a contract agreement, a resolution will be brought to the City
Commission for approval.
Cost:
No match required
Funding Source: U.S. Department of Justice
Backup Documentation:
❑ Proposed Resolution
❑ OMB No. 1121 -0323 Overview Package
❑ Grant Application Submission
❑ Notice of Award Email
U.S. Department of Justice
Office of Justice Programs
Bureau of Justice Assistance
OMB No. 1121 -0323
y� ;j
ik,�1r *mmiuun
�t1<,
The U.S. Department of Justice, Office of Justice Programs' (OJP) Bureau of Justice Assistance
(BJA) is pleased to announce that it is seeking applications for funding under the Recovery Act
Edward Byrne Memorial Justice Assistance Grant (JAG) Program.
On February 17, 2009, President Obama signed into law the landmark American Recovery and
Reinvestment Act of 2009 (the "Recovery Act "). As one of its many elements, the Recovery Act
provides the U.S. Department of Justice (DOJ) with funding for grants to assist state, local, and
tribal law enforcement (including support for hiring), to combat violence against women, to fight
internet crimes against children, to improve the functioning of the criminal justice system, to
assist victims of crime, and to support youth mentoring. DOJ is committed to working with our
national, state, local and tribal partners to ensure this funding invests in the American workforce.
Specifically, under this solicitation, BJA will be making awards to assist local and tribal efforts to
prevent or reduce crime and violence.
Recovery Act:
Edward Byrne Memorial Justice Assistance Grant
(JAG) Formula Program: Local Solicitation
Eligibility
Applicants are limited to units of local government listed in the Recovery Act JAG allocation list
for JAG funds.
(See "Eligibility," page 2)
Deadline
Registration with Dip's Grants Management System is required prior to application
submission.
Applicants must obtain a DUNS number from Dun and Bradstreet prior to application
submission. Applicants, including those applying through GMS, must register with the
Central Contractor Registration (CCR) database.
(See "Deadline: Registration," page 1)
All applications are due by 8:00 p.m. Eastern Time. on May 18, 2009.
(See "Deadline: Applications," page 2)
important Note to Prospective Applicants
This solicitation is issued pursuant to the American Recovery and
Reinvestment Act of 2009 (Public Law 111 -5), which was signed into
law by President Obama on February 17, 2009. As of the date this
solicitation is issued, government -wide guidance is still forthcoming
on various aspects of the Act.
Applicants are strongly advised to check the appropriate web site
and www.oip.usdoi.gov/recovery/solicitationrequirements.ht m
periodically (including before submitting an application) for updates
to this solicitation and its associated requirements. Additional
information may become available that could affect project proposal
narratives, timelines, budget requests, certifications, and other
matters related to applications.
Award recipients will be required to follow any applicable provisions
of government -wide guidance that may be issued pursuant to the
Recovery Act.
Contact Information
For assistance with the requirements of this solicitation, contact: BJA toll -free at 1- 866- 268 -0079
or e -mail JAG Recoveryna usdoi.gov. This e -mail account will be checked hourly. A response will
be provided within one business day. You may also contact your BJA State Policy Advisor at
www.oip.usdoi.gov/BJA/resource/stcont.htm, or Eileen M. Garry, Deputy Director for Programs,
at 202 - 307 -6226 or eileen.gara(d,)usdoj.gov.
This application must be submitted through OJP's Grants Management System (GMS). For
technical assistance with submitting the application, call the GMS Support Hotline at 1 -888-
549 -9901, option 3. The GMS Support Hotline hours of operation are Monday- Friday from 7:00
a.m. to 9:00 p.m. e.t. For step -by -step GMS guidance, please utilize OJP's online Grants
Management System training tool: www.olp.usdoi.gov/gmscbt/.
Release date: March 6, 2009
OMB No. 1121 -0323
Approval Expires 9130/2009
CONTENTS
Overview of the Edward Byrne Memorial Justice Assistance Grant Program
1
Deadline: Registration
1
Deadline: Applications
2
Eligibility
2
Additional Requirements Related to the Recovery Act
American Indian Tribes and Alaska Native Tribes and /or Tribal Organizations
JAG Program - Specific Information
3
Accountability and Transparency under the Recovery Act
6
Performance Measures
9
How to Apply
10
What an Application Must Include:
10
Standard Form 424
Program Narrative
Budget and Budget Narrative
Review Narrative
Abstract
Certifications
Review Process
11
Additional Requirements
11
Appendix. Templates for Required Certifications
13
OMB No. 1121 -0323
Approval Expires 9/3012009
Recovery Act: Edward Byrne Memorial Justice Assistance Grant
(JAG) Formula Program: Local Solicitation
CDFA #16.804
Overview of the Edward Byrne Memorial Justice Assistance Grant
Program
This grant program is authorized by the American Recovery and Reinvestment Act of 2009
(Public Law 111 -5) (the "Recovery Act ") and by 42 U.S.C. 3751(a).
The stated purposes of the Recovery Act are: to preserve and create jobs and promote
economic recovery; to assist those most impacted by the recession; to provide investments
needed to increase economic efficiency by spurring technological advances in science and
health; to invest in transportation, environmental protection, and other infrastructure that will
provide long -term economic benefits; and to stabilize State and local government budgets, in
order to minimize and avoid reductions inessential services and counterproductive State and
local tax increases.
The Recovery Act places great emphasis on accountability and transparency in the use of
taxpayer dollars. Among other things, it creates a new Recovery Accountability and
Transparency Board and a new website — Recovery.gov — to provide information to the public,
including access to detailed information on grants and contracts made with Recovery Act funds.
The Edward Byrne Memorial Justice Assistance Grant (JAG) Program is the primary provider of
federal criminal justice funding to state and local jurisdictions. JAG funds support all
components of the criminal justice system, from multijurisdictional drug and gang task forces to
crime prevention and domestic violence programs, courts, corrections, treatment, and justice
information sharing initiatives. JAG funded projects may address crime through the provision of
services directly to individuals and /or communities and by improving the effectiveness and
efficiency of criminal justice systems, processes, and procedures.
Deadline: Registration
Registering with OJP's Grants Management System (GMS)
Applications must be submitted through OJP's online Grants Management System (GMS). To
access the system, go to hftps://qrants.oip.usdoi.gov. Applicants should begin the process
immediately to meet the GMS registration deadline, especially if this is the first time they have
used the system. Each application requires a separate GMS registration. The registration
process for organizations includes: (1) Obtaining a Data Universal Numbering System (DUNS)
number; (2) Registering your organization with the Central Contractor Registration (CCR)
database; and (3) Registering with GMS prior to applying.
The deadline to register is 8:00 p.m. Eastern Time on May 18, 2009.
A DUNS number is required. All applicants under this solicitation must include a DUNS (Data
Universal Numbering System) number in their application. Applications without a DUNS number
are incomplete.
A DUNS number is a unique nine -digit sequence recognized as the universal standard for
identifying and keeping track of entities receiving Federal funds. The identifier is used for
OMB No. 1121 -0323
Approval Expires 9/30/2009
tracking purposes and to validate address and point of contact information for federal assistance
applicants, recipients, and subrecipients. The DUNS number will be used throughout the grant
life cycle. Obtaining a DUNS number is a free, simple, one -time activity. Obtain one by calling 1-
866- 705 -5711 or by applying online at hftp://fedpov.dnb.com/webform/displgyHomePage.do.
Central Contractor Registration (CCR) is required. In addition to the DUNS number
requirement, OJP requires that all applicants (other than individuals) for federal financial
assistance maintain current registrations in the Central Contractor Registration (CCR) database.
The CCR database is the repository for standard information about federal financial assistance
applicants, recipients, and subrecipients. Organizations that have previously submitted
applications via Grants.gov are already registered with CCR, as it is a requirement for
Grants.gov registration. Please note, however, that applicants must update or renew their CCR
registration at least once per year to maintain an active status. Information about registration
procedures can be accessed at www.ccr.goy.
Deadline: Applications
The due date for applying for funding under this announcement is 8:00 p.m. Eastern Time on
May 18, 2009.
Eligibility
Applicants are limited to units of local government appearing on the Recovery Act JAG
allocation list. For JAG Program purposes, a unit of local government is: a town, township,
village, parish, city, county, or other general purpose political subdivision of a state; any law
enforcement district or judicial enforcement district that is established under applicable state law
and has authority to, in a manner independent of other state entities, establish a budget and
impose taxes; or, it may also be a federally recognized Indian tribe or Alaskan Native
organization that performs law enforcement functions as determined by the Secretary of the
Interior. In Louisiana, a unit of local government means the office of a district attorney or a
parish sheriff.
Additional Requirements Related to the Recovery Act (including certification
requirements):
Reporting on the Use of Funds. In order to be eligible to receive funds under this solicitation,
applicants must certify that they will satisfy the reporting requirements of section 1512(c) of the
Recovery Act, which requires detailed reporting (including reporting on subawards) not later
than ten calendar days after the end of each calendar quarter. Detailed information on
section 1512(c) appears below, under "Accountability and Transparency under the Recovery
Act." A template for the certification is included in the appendix. Applicants may expect that a
standard form and /or standard reporting mechanism will be made available at a future date.
Certification regarding Infrastructure Investments. Pursuant to section 1511 of the Recovery Act,
a State or local government (including a federally- recognized Indian tribal government) may not
receive funds for an infrastructure investment (for example, construction or major renovation of
a correctional facility) unless the Governor, mayor, or other chief executive, as appropriate,
certifies that the infrastructure investment has received the full vetting required by law and that
the chief executive accepts responsibility that the infrastructure is an appropriate use of
taxpayer dollars. The certification must include a description of the infrastructure investment, the
estimated total cost, and the amount of Recovery Act funds to be used, and must be posted on
OMB No, 1121 -0323 2
Approval Expires 9/30/2009
a web site that is linked to Recovery.gov. (Refer to the OJP Recovery Act Additional
Requirements web page at www oio usdoi qov/ recovery /solicitationreguirements.htm for the text
of section 1511.)
Consistent with section 1511, all applicants under this solicitation must complete a "General
Certification as to Requirements for Receipt of Funds for Infrastructure Investments," a template
for which is included in the appendix. Recipients that are awarded funds for one or more
infrastructure investment projects must also submit and post a certification that satisfies section
1511 as to each such specific project prior to obligating, expending, or drawing down funds for
such a project. Applicants or recipients that intend to prepare a section 1511 certification should
consult the OJP Recovery Act Additional Requirements web page at .
www.oip,usdoi.gov/recovery/solicitationrequirements.ht . If a standard form becomes available,
OJP will include a notice in the appropriate section of the web page.
American Indian Tribes and Alaska Native Tribes and /or Tribal Organizations: If a grant
application is being submitted on behalf of a tribe or tribal organization, a current authorizing
resolution of the governing body of the tribal entity or other enactment of the tribal council or
comparable government entity authorizing the inclusion of the tribe or tribal organization named
in the application must be included with the application.
JAG Program- Specific Information
All awards are subject to the availability of appropriated funds and any modifications or
additional requirements that may be imposed by law. Applicants also should anticipate
that awards under the Recovery Act will be one -time awards and accordingly should
propose project activities and deliverables that can be accomplished without additional
DOJ funding.
Established to streamline justice funding and grant administration, the JAG Program allows
states, tribes, and local governments to support a broad range of activities to prevent and
control crime based on their own local needs and conditions. JAG blends the previous Byrne
Formula and Local Law Enforcement Block Grant (LLEBG) Programs to provide agencies with
the flexibility to prioritize and place justice funds where they are needed most.
Formula
The Bureau of Justice Statistics (BJS) calculates, for each state and territory, a minimum base
allocation which, based on the statutory JAG formula, can be enhanced by (1) the state's share
of the national population and (2) the state's share of the country's Part 1 violent crime statistics.
Once the state funding is calculated, 60 percent of the allocation is awarded to the state and 40
percent to eligible units of local government. States also have a variable percentage of the
allocation that is required to "pass through" to units of local government. This amount, also
calculated by BJS, is based on each state's crime expenditures. Additionally, the formula
calculates direct allocations for local governments within each state, based on their share of the
total violent crime reported within the state. Local governments that are entitled to at least
$10,000 awards may apply directly to BJA for Local JAG grants.
NOTE: Beginning in 2009, the formula calculation for the local portion of the JAG statute has
changed significantly as a result of final implementation of the JAG statute. The statute, 42
U.S.C. 3755(d)(2)(B), specifies that for Fiscal Years 2005 through 2008, allocations to units of
local government would follow the Local Law Enforcement Block Grant (LLEBG) formula.
Pursuant to the statute; however, calculations for FY 2009 (and subsequent JAG calculations)
OMB No. 1121 -0323 3
Approval ExpFes 9/30/2009
require that units of local government must have submitted to the FBI at least three years of
Uniform Crime Report (UCR) data during the most - recent ten -year period for which UCR data
are available (here, 1998 -2007) in order to be eligible. As a result of this statutory requirement,
several local governments that were eligible in prior years for JAG formula funding are ineligible
this year due to a lack of compliant UCR data reporting.
Award Amount
The JAG allocation list established by the Bureau of Justice Statistics (BJS), and indicates the
amount for which each unit of local government is eligible to apply. For a listing of eligible units
of local government and eligible amounts, go to
www.oip,usdoi.gov/BJA/recoven JAG /recoveryailocations.html.
Purpose Areas
JAG funds may be used for state and local initiatives, technical assistance, training, personnel,
equipment, supplies, contractual support, information systems for criminal justice, and criminal
justice - related research and evaluation activities that will improve or enhance:
• Law enforcement programs.
• Prosecution and court programs.
• Prevention and education programs.
• Corrections and community corrections programs.
• Drug treatment and enforcement programs.
• Planning, evaluation, and technology improvement programs.
• Crime victim and witness programs (other than compensation).
Responsibilities
The Chief Executive Officer (CEO) of an eligible unit of local government or a local agency
designated by the CEO must submit the application for JAG funds. A unit of local government
receiving a JAG award will be responsible for the administration of the funds including:
distributing the funds; monitoring the award; submitting reports including performance measures
and program assessment data; and providing ongoing oversight and assistance to any
subrecipients of the funds.
Administrative Funds
A unit of local government may use up to 10 percent of the award for costs associated with
administering JAG funds.
Disparate Certification
A disparate allocation occurs when a city or municipality is scheduled to receive one and one -
half times (150 percent) more than a county with concurrent jurisdiction, while that county bears
more than 50 percent of the costs associated with prosecution or incarceration of the
municipality's Part 1 violent crime. Multiple disparate allocations occur when multiple cities or
municipalities are collectively eligible to receive four times (400 percent) more than the county.
JAG disparate jurisdictions are certified by the Director of the Bureau of Justice Assistance
(BJA), based in part on input from the state's Attorney General. For a listing of disparate
jurisdictions, go to www.oip.usdoj.gov/BJA/recovervJAG/recoveryallocations.html.
* Jurisdictions certified as disparate must identify a fiscal agent that will submit a joint
application for the total eligible allocation. The joint application must specify the award
distribution to each unit of local government and the purposes for which the funds will be
OMB No. 1121 -0323 4
Approval Expires 9130/2009
used. When beginning the JAG application process, a Memorandum of Understanding
(MOU) that identifies which jurisdiction will serve as the applicant/fiscal agent for joint funds,
must be completed, and signed by the Authorized Representative for each participating
jurisdiction. The signed MOU should be attached to the application. For a sample MOU, go
to www.oip.usdoi,gov/BJA/recovervJAG/JAGrecgygrVMOU.p�df,
Governing Body Review
The applicant agency (fiscal agent) must make the grant application available for review by its
governing body (or to the organization designated by that governing body) not fewer than 30
days before the application is submitted to BJA.
Public Comment
The Local JAG application must include a statement that the application was made public and
that, to the extent of applicable law or established procedure, an opportunity to comment was
provided to citizens and neighborhood or community organizations.
Length of Awards
Awards are made in the first fiscal year of the appropriation and may be expended during the
following 3 years, for a total of 4 grant period years.
Trust Fund
Each unit of local government may draw down any or all JAG funds after acceptance of the
award. To do so, a trust fund must be established in which to deposit the funds. The trust fund
may or may not be an interest- bearing account. If subrecipients draw down JAG funds in
advance, they also must establish a trust fund in which to deposit funds.
Recipients of funds, however, should be aware that the authority to retain such advance funding
may be withdrawn should the recipient persistently remain delinquent in applicable reporting
required by the Recovery Act. Specific information relating to this will be detailed in grant award
documents.
Prohibited Uses
No JAG funds may be expended outside of the JAG purpose areas. Even within the purpose
areas, however, JAG funds may not be used directly or indirectly for security enhancements or
equipment for nongovernmental entities not engaged in criminal justice or public safety. Nor
may JAG funds be used directly or indirectly to provide for any of the following matters unless
BJA certifies that extraordinary and exigent circumstances exist, making them essential to the
maintenance of public safety and good order:
• Vehicles (excluding police cruisers), vessels (excluding police boats), or aircraft (excluding
police helicopters).
• Luxury items.
• Real estate.
• Construction projects (other than penal or correctional institutions).
• Any similar matters.
Non - Supplanting
Federal funds must be used to supplement existing state and local funds for program activities
and must not replace those funds that have been appropriated for the same purpose. See the
OJP Financial Guide (Part 11 Chapter 3). Additional information appears on the "OJP Recovery
Act Additional Requirements" web page at
www,olp.usdoi.gov/recovery/solicitationrequirements.htm.
OMB No. 1121 -0323 5
Approval Expires 9/30/2009
Recovery Act: Buy American
All applicants that propose to use grant funds to construct, alter, maintain, or repair a public
building or public work should be aware that the Recovery Act (in section 1605) contains a "Buy
American" provision that applies to iron, steel; and manufactured goods, subject to certain
exceptions. The provision is to be applied in a manner consistent with United States obligations
under international agreements. Government -wide guidance on this provision is not yet
available, but is expected. For the text of section 1605, please refer to the " "OJP Recovery Act
Additional Requirements" web page at
www.oip.usdoi.gov/recovery/solicitationrequirements.htm.
Recovery Act: Wage Rate Requirements
All applicants should be aware that the Recovery Act contains a provision on wage rate
requirements that concerns projects funded or assisted by Recovery Act funds that employ
laborers and mechanics. See section 1606 of the Recovery Act, the text of which appears on
the "OJP Recovery Act Additional Requirements" web page at
www.oip,usdoi.gov/recovery/solicitationrequirements.htm. Government -wide guidance on this
provision is not yet available, but is expected.
Recovery Act: Preference for Quick -Start Activities
Pursuant to section 1602 of the Recovery Act, recipient of funds under this solicitation for
infrastructure investment are to give preference to activities that can be started and completed
expeditiously, and also are expected to use grant funds in a manner that maximizes job creation
and economic benefit. For the details of this requirement, please refer to the text of section
1602, which appears on the "OJP's Recovery Act Additional Requirements' web page at
www.oip.usdoi.gov/recoverV/solicitafionrequirements.ht m.
Recovery Act: Contracts
Generally speaking, the Recovery Act places special emphasis on the use of fixed -price
contracts awarded through competitive procedures. As information becomes available, OJP will
provide guidance to applicants as to what, if any, particular procurement requirements or
procedures may apply to contracts awarded with Recovery Act grant funds, apart from those
that appear in 28 C.F.R. Part 66 and 28 C.F.R. Part 70.
Recovery Act: Limit on Funds
The Recovery Act specifically provides that funds may not be used by any state or local
government, or any private entity, for any casino or other gambling establishment, aquarium,
zoo, golf course, or swimming pool.
Recovery Act: Use of Funds in Conjunction with Funds from Other Sources.
Recovery Act funds may be used in conjunction with other funding as necessary to complete
projects, but tracking and reporting of Recovery Act funds must be separate, to meet the
reporting and other requirements of the Recovery Act and other applicable law. There can be no
commingling of funds. (See "Accountability and Transparency under the Recovery Act," below.)
Accountability and Transparency under the Recovery Act
Separate Tracking and Reporting of Recovery Act Funds and Outcomes
Consistent with the special purposes and goals of the Recovery Act, and its strong emphasis on
accountability and transparency, it is essential that all funds from a Recovery Act grant be
tracked, accounted for, and reported on separately from all other funds (including DOJ grant
OMB No, 1121 -0323 6
Approval Expires 9/30/2009
funds from non - Recovery Act grants awarded for the same or similar purposes or programs).
Recipients must also be prepared to track and report on the specific outcomes and benefits
attributable to use of Recovery Act funds.
The accounting systems of all recipients and subrecipients must ensure that funds from any
award under this Recovery Act solicitation are not commingled with funds from any other
source.
Misuse of grant funds may result in a range of penalties, including suspension of current and
future funds, suspension or debarment from federal grants, recoupment of monies provided
under a grant, and civil and /or criminal penalties.
Quarterly Financial and Programmatic Reporting
Consistent with the Recovery Act emphasis on accountability and transparency, reporting
requirements under Recovery Act grant programs will differ from and expand upon OJP's
standard reporting requirements for grants. In particular, section 1512(c) of the Recovery Act
sets out detailed requirements for quarterly reports that must be submitted within 10 days of the
end of each calendar quarter. Receipt of funds will be contingent on meeting the Recovery Act
reporting requirements.
Under this Recovery Act program, quarterly financial and programmatic reporting will be
required, and will be due within 10 calendar days after the end of each calendar quarter,
starting July 10, 2009.
Programmatic and Financial Reporting
Periods
Due Dates
October- December
January 10
January- March
Aril 10
April-June
JuIv 10
July-September,.
October 10
The information from grantee reports will be posted on a public website. To the extent that grant
funds are available to pay a grantee's administrative expenses, those funds may be used to
assist the grantee in meeting the accelerated time -frame and extensive reporting requirements
of the Recovery Act.
Recovery Act grant recipients may expect that the information posted by OJP will identify
grantees that are delinquent in their reporting. In addition, in keeping with standard OJP
practice, grant recipients who do not submit required reports by the due date will not be
permitted to draw down funds thereafter, during the pendency of the delinquency, and may be
subject to other appropriate actions by OJP, including, but not limited to, restrictions on eligibility
for future OJP awards, restrictions on draw -down on other OJP awards, and suspension or
termination of the Recovery Act award.
Funding recipients may expect that a standard form and /or reporting mechanism may be
available. Additional instructions and guidance regarding the required reporting will be provided
as they become available. For planning purposes, however, all applicants should be aware that
the Recovery Act section 1512(c) provides as follows:
OMB No. 1121 -0323
Approval Expires 9130/2009
Recipient Reports: Not later than 10 days after the end of each calendar quarter, each
recipient that received recovery funds from a Federal agency shall submit a report to that
agency that contains —
(1) the total amount of recovery funds received from that agency;
(2) the amount of recovery funds received that were expended or obligated to
projects or activities; and
(3) a detailed list of all projects or activities for which recovery funds were expended
or obligated, including- -
(A) the name of the project or activity;
(B) a description of the project or activity;
(C) an evaluation of the completion status of the projector activity;
(D) an estimate of the number of jobs created and the number of jobs
retained by the project or activity; and
(E) for infrastructure investments made by State and local governments, the
purpose, total cost, and rationale of the agency for funding the infrastructure
investment with funds made available under this Act, and name of the person
to contact at the agency if there are concerns with the infrastructure
investment.
(4) Detailed information on any subcontracts or subgrants awarded by the recipient
to include the data elements required to comply with the Federal Funding
Accountability and Transparency Act of 2006 (Public Law 109 -282), allowing
aggregate reporting on awards below $25,000 or to individuals, as prescribed by the
Director of the Office of Management and Budget.
Subawards under Recovery Act Grants
Reporting; DUNS and CCR. As indicated above, quarterly reporting requirements for Recovery
Act awards include reporting with respect to subawards. In order to facilitate that reporting,
award recipients must work with their first -tier subawardees (if any) to ensure that, no later than
the due date of the award recipient's first quarterly report after a subaward is made, the
subawardee has a DUNS numbers and is registered with the Central Contractor Registration
(CCR) database. See "Deadline: Registration," above, for more information on CCR and DUNS
numbers.
Monitoring of subawards. All applicants should bear in mind that any recipient of an award
under this solicitation will be responsible for monitoring of subawards under the grant in
accordance with all applicable statutes, regulations, OMB circulars, and guidelines, including the
OJP Financial Guide. Primary recipients will be responsible for oversight of subawardee
spending and monitoring of specific outcomes and benefits attributable to use of Recovery Act
funds.
Reporting Fraud, Waste, Error, and Abuse
Each grantee or subgrantee awarded funds made available under the Recovery Act is to
promptly refer to an appropriate inspector general any credible evidence that a principal,
employee, agent, contractor, subgrantee, subcontractor, or other person has submitted false
claim under the False Claims Act or has committed a criminal or civil violation of laws pertaining
to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving Recovery Act funds.
You may report potential fraud, waste, abuse, or misconduct to the U.S. Department of Justice,
Office of the Inspector General (OIG) by—
OMB No. 1121 -0323
Approval Expires 9/30/2D09
mail: Office of the Inspector General
U.S. Department of Justice
Investigations Division
950 Pennsylvania Avenue, N.W.
Room 4706
Washington, DC 20530
e -mail: oig.hotline @usdoj.gov
hotline: (contact information in English and Spanish): (800) 869 -4499
or hotline fax: (202) 616 -9881
Additional information is available from the DOJ OIG web site at)6 usdoj. OV /oiq/.
The Recovery Act provides certain protections against reprisals for employees of non - Federal
employers who disclose information reasonably believed to be evidence of gross management,
gross waste, substantial and specific danger to public health or safety, abuse of authority, or
violations of law related to contracts or grants using Recovery Act funds. For additional
information, refer to section 1553 of the Recovery Act.
Performance Measures
To assist in fulfilling the accountability objectives of the Recovery Act, as well as the
Department's responsibilities under the Government Performance and Results Act of 1993
(GPRA), Public Law 103 -62, applicants who receive funding under this solicitation must provide
data that measure the results of their work. in addition, applicants must discuss their data
collection methods in the application. The following are required measures for awards made
under the Recovery Act:
Objective !
:: Performance Measures
+Data the. grantee provides:'
for 3•mon.- reporting period
Description
(Plain language explanation I
of what exactly is being .
'rovided
Recovery Act:
Number of jobs saved (by type) due to
Recovery Act funding.
a) How many jobs were
prevented from being,
An unduplicated number of
jobs that would have been
Preserving jobs
eliminated with the Recovery
eliminated if not for the
Act funding during this
Recovery Act funding during
reporting period?
the three -month
quarter. Report this data for
b) How many jobs that were
each position only once during
eliminated within the last 12
the grant. A job can include full
months were reinstated with
time, part time, contractual, or
Recovery Act funding?
other employment relationship.
Recovery Act:
Number of jobs created (by type) due to
How many jobs were created
An unduplicated number of
Creating jobs
Recovery Act funding.
- -
with Recovery Act funding this
reporting period?
jobs created due to Recovery
Act funding during the three
-
month quarter. Report this
data for each position only
once during the grant. A job
can include full time, part time,
contractual, or other
employment relationship.
OMB No. 1121 -0323
Approval Expires 9/30/2009
In addition, new performance measures specific to the JAG Program have been developed by
BJA with input from criminal justice members in the field (including SAAB). The performance
measures can be found at: www.oip.usdoi.gov/BJAI.granttJAG Measures.gdf.
How to Apply
Grants Management System Instructions. Applications must be submitted through OJP's
online Grants Management System (GMS). To access the system, go to
https:Hgrants ojp.usdoi qov. Applicants should begin the process a few weeks prior to the GMS
registration deadline, especially if this is the first time they have used the system. Each
application requires a separate GMS registration. For a step -by -step guide, visit
http://www.ojp.gov/qmscb and refer to the section entitled "External Overview: Locating &
Applying for Funding Opportunities." For additional assistance, call the GMS Support Hotline at
1- 888- 549 -9901 from 7:00 a.m. to 9:00 p.m. Eastern Time.
Note: OJP will not review any application whose attachments are in Microsoft Vista or
Microsoft 2007 format. Applications submitted via GMS must be in the following formats:
Microsoft Word ( *.doc), Word Perfect ( *.wpd), Microsoft Excel ( *.xis), PDF files ( *.pdo, or Text
Documents ( *.txt). GMS is not yet compatible with Vista and cannot yet process Microsoft Word
2007 documents saved in the new default format with the extension ".docx." Please ensure that
any Word documents you are submitting are saved using "Word 97 -2003 Document ( *.doc)"
format. Additionally, GMS does not accept executable file types as application attachments.
These disallowed file types include, but are not limited to, the following extensions: ".com,"
.bat, .exe; .vbs.... cfg ... ... dat," ".db," ".dbf... ... dli,' ... Inl ... .log," ... ore ," "sys," and ".zip."
Recovery Act CFDA Number: The Catalog of Federal Domestic Assistance (CFDA) number
for this solicitation is 16.804, titled "Recovery Act: Edward Byrne Memorial Justice Assistance
Grant (JAG) Program /Grants to Units of Local Territories."
What an Application Must Include
Standard Form 424
Program Narrative (Attachment 1)
Applicants must submit a program narrative that describes the proposed program activities for
the 4 -year grant period. The narrative must outline the type of programs to be funded by the
JAG award and provide a brief analysis of the need for the programs. Narratives must also
identify anticipated coordination efforts involving JAG and related justice funds. Certified
disparate jurisdictions submitting a joint application must specify the funding distribution to
each disparate unit of local government and the purposes for which the funds will be used.
The program narrative must include:
• Project objectives that are linked to meaningful and measurable outcomes consistent with
the goals of the Recovery Act, and the likelihood of achieving such outcomes, such as job
creation and preservation.
• Organization capabilities and competencies, including a description of how the organization
will track all drawdowns and grant expenditures separately from other federal funding.
• Activities that can be started and completed expeditiously, and in a manner that maximizes
job creation and economic benefits.
• Timeline or project plan identifying when the goals and objectives will be completed.
OMB No. 1121 -0323 10
Approval Expires 9/3012009
Performance measures established by the organization to assess whether grant objectives
are being met.
Budget and Budget Narrative (Attachment 2)
Applicants must submit a budget and budget narrative outlining how JAG funds, including
administrative funds if applicable, will be used to support and implement the program. A sample
budget form may be found at www.oip.usdol.gov/fundin.q/forms/budget detail pdf.
Review Narrative (Attachment 3)
Applicants must include in this attachment documentation regarding the following requirements:
• Include the date that the JAG application was made available for review by the applicant's
governing body. This governing body notification must occur no less than 30 days before
submission to BJA.
• Include a statement that the application was made public and that, to the extent of
applicable law or established procedure, an opportunity to comment was provided to citizens
and neighborhood or community organizations.
• If the applicant is part of a disparate jurisdiction, include the Memorandum of Understanding
(MOU), which has been executed and signed by each jurisdiction's Authorized
Representative, outlining each jurisdiction's allocation and indicating which jurisdiction is
serving as the applicant/fiscal agent for the joint funds.
Abstract (Attachment 4)
Applicants must provide an abstract which includes the applicant's name, title of the project, the
goals of the project, a description of the strategies to be used, major deliverables, and
coordination plans. The abstract must not exceed one -half page, or 400 -500 words.
Certifications (Attachment 5)
See the Appendix.
Review Process
OJP is committed to ensuring a standardized process for awarding grants. The Bureau of
Justice Assistance reviews the application to make sure that the information presented is
reasonable, understandable, measurable, and achievable, as well as consistent with program or
legislative requirements as stated in the solicitation.
Absent explicit statutory authorization or written delegation of authority to the contrary, all final
grant award decisions will be made by the OJP Assistant Attorney General (AAG).
Additional Requirements
Successful applicants selected for awards under this Recovery Act solicitation must agree to
comply with additional applicable requirements prior to receiving grant funding. We strongly
encourage you to review the list below pertaining to these additional requirements prior to
submitting your application. Additional information for each can be found at
www.oip.usdol.gov/recoverV/solicitationrequirements.htm.
• Civil Rights Compliance
OMB No. 1121 -0323
Approval Expires 9130/2009
• Funding to Faith -Based Organizations
• Confidentiality and Human Subjects Protection
• Anti - Lobbying Act
• Financial and Government Audit Requirements, includes Single Audit Act Requirements
• . National Environmental Policy Act (NEPA)
• DOJ Information Technology Standards
• Single Point of Contact Review
• Non - Supplanting of State and Local Funds
• Criminal Penalty for False Statements
Compliance with Office of Justice Programs Financial Guide
• Suspension or Termination of Funding
• Non - Profit Organizations
• For - Profit Organizations
• Government Performance and Results Act (GPRA)
• Rights in Intellectual Property
• Federal Funding Accountability and Transparency Act (FFATA) of 2006
• Recovery Act Reporting Requirements; Section 1512(c) of the Recovery Act
• Section 1511 of the Recovery Act: Certifications
• Section 1602 of the Recovery Act: Preference for Quick -Start Activities
• Section 1604 of the Recovery Act: Limit on Funds
• Section 1605 of the Recovery Act: Buy American
• Section 1606 of the Recovery Act: Wage Rate Requirements
• Section 1607 of the Recovery Act: Additional Funding Distribution and Assurance of
Appropriate Use of Funds
• Section 1609 of the Recovery Act: Relating to National Environmental Policy Act
OMB No. 1121 -0323 12
Approval Expires 9130(2009
Appendix. Templates for Required Certifications
Instructions: Scan signed certifications and submit image files electronically as part of your
application package.
OMB No. 1121 -0323 13
Approval Expires 9/30/2009
U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
Recovery Act — Justice Assistance Grant (JAG) Program
Certification as to Recovery Act Reporting Requirements
On behalf of the applicant entity named below, I certify the following to the Office of Justice
Programs, U.S. Department of Justice:
1 have personally read and reviewed the section entitled "Accountability and
Transparency under the Recovery Act" in the program announcement for the Recovery
Act grant program identified above. I have also read and reviewed section 1512(c) of the
American Recovery and Reinvestment Act of 2009 (Public Law 111 -5), concerning
reporting requirements for grants. I agree that the applicant will comply with the reporting
requirements set forth therein with respect to any grant the applicant may receive under
the Recovery Act grant program identified above.
I acknowledge that a false statement in this certification may be subject to criminal
prosecution I, including under 18 U.S.C. § 1001. 1 also acknowledge that Office of Justice
Program grants, including certifications provided in connection with such grants, are
subject to review by the Office of Justice Programs, and /or by the Department of
Justice's Office of the Inspector General.
I have authority to make this certification on behalf of the applicant entity (that is, the entity
applying directly to the Office of Justice Programs).
Signature of Certifying Official
Printed Name of Certifying Official
Title of Certifying Official
Full Name of Applicant Entity
Date
OMB No. 1121 -0323 14
Approval Expires 9130/2009
U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
Recovery Act — Justice Assistance Grant (JAG) Program
General Certification as to Requirements for Receipt of Funds
for Infrastructure Investments
On behalf of the applicant State or unit of local government (including tribal government) named
below, I certify the following to the Office of Justice Programs ( "OJP "), U.S. Department of
Justice:
I have personally read and reviewed the section entitled "Eligibility" in the program
announcement for the Recovery Act grant program named above. I also have personally
read and reviewed section 1511 of the American Recovery and Reinvestment Act of
2009 (the "Recovery Act "), which requires a specific certification prior to receipt of
Recovery Act funds for infrastructure investments.
Initial the statement that applies:
_ The applicant identified below does not intend to use any portion of any
funds received under this Recovery Act grant program for any
infrastructure investment. Should this intention change, the applicant will
promptly notify OJP, and (except to the extent, if any, that OJP has given
prior written approval to expend funds to conduct the review and vetting
required by law) will not draw down, obligate, or expend any funds
received under this Recovery Act program for any infrastructure
investment project until section 1511 of the Recovery Act has been
satisfied, and an adequate project - specific certification has been
executed, posted, and submitted to OJP.
The applicant identified below does intend to use some or all of any
funds received under this Recovery Act grant program for one or more
infrastructure investment projects. Except to the extent, if any, that OJP
has given prior written approval to expend funds to conduct the review
and vetting required by law, I agree that the applicant entity will execute,
post, and submit to OJP, prior to obligating, expending, or drawing down
funds for such project, a project- specific certification that satisfies all of
the requirements of section 1511 (including execution by the Governor,
mayor, or other chief executive, as appropriate) for each such
infrastructure investment project.
OMB No. 1121 -0323 15
Approval Expires 9/30/2009
Page 2 of 2
U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
General Certification as to Requirements for Receipt of Funds
for Infrastructure Investments
I acknowledge that a false statement in this certification may be subject to criminal
prosecution, including under 18 U.S.C. § 1001. I also acknowledge that Office of Justice
Program grants, including certifications provided in connection with such grants, are
subject to review by the Office of Justice Programs and /or by the Department of
Justice's Office of the Inspector General.
I have authority to make this certification on behalf of the applicant (that is, the governmental
entity applying directly to the Office of Justice Programs).
Signature of Certifying Official
Printed Name of Certifying Official
Title of Certifying Official
Full Name of Applicant Government Entity
Date
OMB No. 1121 -0323 16
Approval Expires 9/30/2009
City of South Miami
Byrne JAG Formula Program
Local Solicitation
Abstract
Applicant Name: City of South Miami
Project Title: Patrol Unit Upgrade
The City of South Miami's Police Department (SMPD) intends to secure two (2) police
vehicles and computer equipment in order to upgrade its patrol unit. The equipment will
assist with job retention within the City. The equipment will be secured by collaboration
between SMPD and the Purchasing Manager. The City will utilize best pricing in order to
maximize funds allocated for patrol unit upgrade(s). All reporting will be submitted by
the City's Grant Administrator.
City of South Miami
Byrne JAG Formula Program
Local Solicitation
Program Narrative
The City of South Miami has been in existence since 1927. For over 80 years, the City
has been addressing various needs of the community. Needs addressed have been elderly
meals projects, aftercare for school -age children, and crime prevention. Through several
departments (Human Resources, Finance, Planning and Zoning, Building, Public Works,
Police, and Parks and Recreation), the city has provided services, which are comparable
to larger -sized municipalities. The South Miami Police Department (SMPD) is a full -
service law enforcement agency with 49 sworn positions serving the 2.5- square mile
city. The full time residential, tri- ethnic population is approximately 10,500, but the
number of people served and protected by the SMPD is much greater due to several
factors.
Geographically, South Miami is approximately 3 miles south of the City of Miami.
South Miami borders the U.S. Highway 1 (South Dixie Highway) carries tens of
thousands of vehicles through the city on a daily basis and there are several main arterial
roadways that provide commuters the ability to pass through the city. The SMPD is
empowered to enforce the law and to ensure public and social order through the
legitimized use of force. The response times, visibility and professionalism of the
department are second to none in the South Florida area. The commitment to traffic
enforcement is evident with over 15,000 citations issued in the most current year. This
agency has also risen as a leader in DUI enforcement in the area. In addition, the City has
inter -local agreements with municipalities such as Miami -Dade County, City of Miami,
City of Coral Gables, etc. to provide services which include special task forces and first
responder services.
The South Miami Police Department is staffed as follows: a) chief; b) major; e) captains;
d) lieutenants; e) sergeants; f) officers; and g) detectives. The department is almost
completely automated with computer -aided dispatch, reports and citations completed via
computer, laptops in all patrol vehicles with access to State and Federal criminal
databases and other features. The South Miami Police Department is seeking funding to
secure two (2) police cruisers, and computer equipment and software for police cruisers.
These items are essential to the day -to -day operations and will allow for more efficiency
and effectiveness.
Project Objectives:
Our goal is to secure funding that will allow us to purchase essential equipment, while
retaining positions within the SMPD. Funding will allow us to immediately begin the
purchasing process and begin to report the outcomes that are achieved through the
project. The vehicles and computers will be accessible to officers acting as first
responders. On a weekly basis, these officers will work 40 hours per week and will be
paid bi- monthly. Equipment training will be provided to the officers in order ensure
proper usage and minimize depreciation beyond the life of the project. These purchases
may also create an opportunity for the local auto industry to create or retain positions.
City of South Miami
Byrne JAG Formula Program
Local Solicitation
Tracking:
All data will be tracked from within the SMPD and relayed to the City's Grants
Administrator for reporting. Purchase invoices, receipts, cancelled checks, equipment
tags, time sheets and payroll documents will be part of the data collected for reporting.
City staff will request information from vendors regarding potential job creation from
transactions with the City. The department will have ability to retain no less than (2) staff
positions with funding from this grant.
As an instrument of government and the recipient of grant funds, the City is subject to
audits, reporting and public records. For a number of years, the City has been the
recipient of "Certificate of Achievement for Excellence in Financial Reporting" from the
Government Financial Officers Association of the United States and Canada. The finance
department will create both an expense and revenue account for the awarded funds. The
City's policies and procedures are in place to secure the vehicles and the computers.
Performance Measures:
Performance will be measured by time sheets and payrolls to determine job retention,
once the equipment has been procured and training has been completed. Performance will
also be measured based on a reasonable time frame to purchase the equipment and the
number of jobs retained or created as a results of these purchases from the City. Incident
response time and police reports may also be used to randomly monitor services for
quality assurance.
ACTIVITY
ESTIMATED
TIME
COMPLETION DATE
Execute Contract with Funder
2 WEEKS
OCT. 19, 2009
Designate Appropriate Staff
1 DAY
OCT. 19, 2009
Contacting Local Vendors
For Quotes
4 WEEKS
NOV.20, 2009
City Commission Approval for
Vendors
4 WEEKS
NOV. 20, 2009
Secure Purchase Orders
4 WEEKS
DEC 18, 2009
Receive Purchased Equipment
8 WEEKS
FEB. 18, 2010
Train Officers on Equipment Usage
1 DAY
FEB. 18, 2010
Officers Patrolling
1 DAY
FEB. 19, 2010
Required Reporting
TBA
I AS REQUIRED
2
Budget Narrative:
A. Personnel
_.ni i....,,,a..,. +r.o d;, -nr+ ennurvicinn of the Police Denartment.
B. Fringe Benefits
The City of South Miami will cover all costs for fringe benefits for personnel.
C. Travel
No travel fees are being requested.
D. Equipment
This grant will fund one police vehicles and computer equipment, which will be utilized
by police officers.
E. Supplies
No supplies are requested.
F. Construction
No construction costs will be related to the project.
G. Consultants /Contracts
No consultants will be used.
H. Other
No other fees.
I. Indirect Costs
There are no indirect costs.
-
Certified Law Enforcement Officer. Responsible for
Police Officer
FT
2
patrolling and crime prevention.
Bachelors' Degree and three year of grants management
or fund raising experience. Responsible for
Grants Writer &
reimbursement, reports, audits and leveraging for
Administrator
FT
1
pro ram.
B. Fringe Benefits
The City of South Miami will cover all costs for fringe benefits for personnel.
C. Travel
No travel fees are being requested.
D. Equipment
This grant will fund one police vehicles and computer equipment, which will be utilized
by police officers.
E. Supplies
No supplies are requested.
F. Construction
No construction costs will be related to the project.
G. Consultants /Contracts
No consultants will be used.
H. Other
No other fees.
I. Indirect Costs
There are no indirect costs.
Budget Worksheet
Complete the budget worksheet, with computations.
(Note: Fields expand in size as data and text is entered.)
A. Personnel 0
Name Computation Cost
B. Fringe Benefits 0
Name Computation (Rate) Cost
C. Travel 0
Purpose Location Item Corn utation Cost
D. Equipment 50,000
Item
Computers & licenses software 4x2,500 10,000
Police Vehicles 2x 20,000 40,000
E. Supplies 0
Supply Item Computation Cost
F. Construction
Description Computation Cost
G. Consultants /Contracts 0
Consultant Fees
Name Service Computation Cost
Contracts
Item Cost
H. Other 0
Cost
Total Direct Costs 50,000
I. Indirect Costs
A. Personnel/Salary Costs
B. Fringe Benefits
C. Travel
D. Equipment
E. Supplies
F. Construction
G. Consultants /Contracts
H. Other
I. Indirect Costs
TOTAL PROJECT COSTS
Federal Request
Applicant Funds, if any,
to be applied to this project
Budget Summary Page
$ 0
$ 0
$ 0
$ 50.000.00
$ 0
Unallowable
$
0
$
0
$0
$ 50,000.00
$ 50,000.00
Aubrun, Carol
From: Balogun, Ajibola
Sent: Sunday, July 12, 2009 8:09 PM
To: Aubrun, Carol
Subject: FW: GMS Award 2009 -SB -B9 -2377
Carol - please review the e -mail below and let us discuss tomorrow afternoon. Thanks!
- - - -- Original Message---- -
From: donot-reply@ojp.usdoj.gov [mailto:donot- reply @ojp.usdoj.gov)
Sent: Friday, July 10, 2009 11:26 PM
To: Balogun, Ajibola; Aubrun, Carol
Subject: GMS Award 2009 -SB -B9 -2377
Congratulations. You have been awarded a grant by the Office of Justice Programs at the
Department of Justice. Accepting your award is a two step process.
The first step is to designate a Financial Point of Contact (FPOC) for your award. To
designate a FPOC please follow these steps:
1. Log into GMS.
2. Click the "Awards" link on the navigation bar on the left hand side.
3. Click the "View Award Instructions" link to the right of the award you want to
accept.
4. A new page displays with this message near the top: "The FPOC designation must be
submitted before the Award Package can be accessed." The page contains text boxes
highlighted in light yellow to capture the FPOC registration information.
a. If information for the FPOC of this award already exists in GMS, the first
table entry will contain a box with the text "Available Financial Points of Contact."
There is a box with a dropdown arrow to allow the selection of the FPOC. Select the name
and click the "Load POC" box. GMS will populate the data entry fields with information
from the user Profile. Click the button near the bottom of the page labeled "Submit."
b. If the name of the FPOC is not one of the choices using the dropdown arrow,
type the appropriate information in each of the fields. Fields with an asterisk ( *) are
required. Click the button near the bottom of the page labeled "Submit." The FPOC will
receive an email requesting them to complete the FPOC registration.
5. Click "Yes" on the confirmation page.
6. You are allowed to assign more than one FPOC to each award. You are able to
change the FPOC under the "Manage Users" link on the GMS home page.
NOTE: If you come to the Financial Point of Contact designation screen and the
information in the fields are already grayed out and no "Submit" button is available, then
the Financial Point of Contact has already been chosen. You will have to accept your award
and await confirmation before you can change this designation. If, at that time, you need
instructions on how to proceed, you can review the "Creating a Financial Point of Contact
instructions" or contact the GMS Helpdesk for assistance.
The second step is to click on the "Award Document" link and download the award documents.
If you choose to accept the award and ALL the special conditions, please:
1. Print the Award Document and Special Conditions.
2. Have the Award Document signed by the Authorized Grantee Offical (Note: In Box 18
of the Award Document, the name and the title of the authorized grantee official are
preprinted. The person named as the official in Box 18 should sign the Award Document in
Box 19 and enter the signature date in Box 19A).
3. Have the Authorized Grantee Official initial the bottom right corner of each page
listing any Special Conditions of the Award Document.
4. Return BOTH the Award Document and the Special Conditions pages to the Office of
Justice Programs, Control Desk by email to acceptance @usdoj.gov or by fax to (toll free)
1- 866- 388 -3055 or (local) 202 - 354 -4081. Select only ONE of these submission options to
avoid duplicate submissions.
If you choose not to accept the award, or if you do not agree with the terms /conditions of
i
the award and would like to discuss options, then please contact your OJP program manager,
Yolaine Faustin at 2023531720.
If the Authorized Grantee Official named on the Award Document is no longer authorized to
accept this award on behalf of your organization, do not alter the pre - printed name in box
18. Please go to the Grant Adjustment Notice (GAN) link and request an adjustment to the
name of the authorized offical. This GAN must be approved before you can accept the award.
Once the GAN to change the name of the authorizing official has been approved, you should:
1. Print the approved GAN;
2. Print the original award document;
3. Have the new approving official sign the acceptance next to the former official's
name and initial the special conditions page(s);
4. Email or fax the signed acceptance, special conditions, and the approved GAN to
the Control Desk as noted above in #4;
If you have programmatic questions, contact Yolaine Faustin at 2023531720. For financial
questions, contact OCFO Customer Service at 1 -800- 458 -0786. For questions about retrieving
or printing these documents, designating a Financial Point of Contact, or creating a Grant
Adjustment, please contact the GMS Help Desk at 1- 888 - 549 -9901 option #3 or email them at
gms.helpdesk @usdoj.gov.
Web link to GMS: https: / /grants.ojp.usdoj.gov
Please follow these links to access important OJP instructions:
Creating a financial point of contact instructions:
http://www.ojp.usdoj.gov/funding/pdfs/fsr—user—manual.pdf
Post Award Instructions: http: / /www.ojp.usdoj.gov/ funding / pdfs /post_award_instructions.pdf
OJP Financial Guide: http:// www .ojp.usdoj.gov /financialguide/
Please do not reply to this message. You can contact your program manager Yolaine Faustin
at 2023531720
2