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HomeMy WebLinkAboutC10-349 Colorado Department of Justice Grant Award t . (6 .9<,,,, (t , o COLORADO DIVISION OF CRIMINAL JUSTICE • *4/ STATEMENT OF GRANT AWARD (SOGA) (First year of Approved Funding) FEDERAL PROGRAM INFORMATION CFDA Number: 16.575 Federal Agency: U.S. Dept. of Justice, Office of Justice Programs, Office for Victims of Crime Federal Award Name & Number: Victims of Crime Act, Crime Victim Assistance Program — 28 -VA -GX -0019, 29 -VA -GX -0006, 10 -VA -GX -0106 Subgrantee Agency Name: Eagle County, Sheriffs Office • Project Director: Ms. Deena Ezzell Address: P.O. Box 359 Eagle, CO 81631 • Grant Number: 10- VA -5 -26 Project Title: Victim Services Unit Grant Period: January 1, 2011 through December 31, 2011 Date Issued: October 6, 2010 40 In accordance with provisions of the Colorado Revised Statutes §24- 33.5 -502, the Division of Criminal Justice hereby awards a grant to the above -named subgrantee. The attached grant application (Exhibit A), including Special Provisions and Certified Assurances, is incorporated herein as a part of this document. APPROVED BUDGET Budget Category Federal Cash Match In -Kind Match Total Personnel $27,000.00 $6,750.00 $0.00 $33,750.00 Supplies and Operating $0.00 $0.00 $0.00 $0.00 Travel $0.00 $0.00 $0.00 $0.00 * Equipment $0.00 $0.00 $0.00 $0.00 * Professional Services $0.00 $0.00 $0.00 $0.00 TOTAL AWARD AMOUNT $27,000.00 $6,750.00 $0.00 $33,750.00 * Purchase of equipment requires prior completion and approval of DCJ Form 13. * Professional services require prior completion and approval of DCJ Form 16. uirrwrttnummtutimen aritirniittttNi muntrins`umitunomm a mmiatimi aittuiemai stuns mmuntwutnn inium iuuttilial u suss ituuutmultrmiu SPECIAL CONDITIONS 1. Subgrantees must maintain current registration in the Central Contractor Registration (CCR) database, htto: / /www.ccr.aov /. Subgrantee must demonstrate that their agency has an active registration in the CCR database. In addition, the subgrantee acknowledges that it must renew this registration annually. Failure to provide documentation or to renew CCR registration may constitute a default and DCJ may initiate Termination for Cause procedures as referenced in Section B, #6(c) of the Special Provisions and Certified Assurances. 2. When a single position is funded by more than one funding source, the subgrantee shall inform the Office for Victims Programs if the 0 total combined funding received is more than 100% of the cost of the position, and shall resolve the allocation of funds to the satisfaction of the Division of Criminal Justice. 3. This Statement of Grant Award (SOGA) provides one year of funding for this project. Upon compliance with all the programmatic and financial requirements during the first year of approved funding, the subgrantee will be issued another SOGA for a second year. Funding is contingent upon the availability of federal funds. Page 1 of 3 N° -5M . STATEMENT OF GRANT AWARD # 4 INSTRUCTIONS 1. Grant activities must be based on the approved budget shown on page 1 of 9 p g this Statement of Grant Award, and the apprce detailed budget(s), which supersedes any earlier budget request submitted, and which may be different from the budget originally submitted in your application. The subgrantee must secure prior written approval from DCJ if there is to be a change in any budget (category (see DCJ Form 4 -A). 2. The Financial Officer of the project must be provided a copy of this document in order to adequately prepare the necessary financial reports. 3. The Subgrantee Agency affirms that the parties' agreement consists of a two -part document, the Statement of Grant Award (SOGA) and Exhibit A, attached to the SOGA, which contains the Grant Application includin e Summa Application ( including Project Budget Summary, and other Documents), the Certifications, the State Special Provisions, the Grant Requirements, the Federal Certified Assurances, and signatures of persons authorized to sign on behalf of the Subgrantee Agency on each part of the two -part document. 4. Review (Carefully the current applicable Administrative Guide of the Division of Criminal Justice for this grant program, that includes procedures regarding this document, drawdown of grant funds, reporting requirements and requesting grant modifications. 5. This grant award shall be effective upon the final approval by the State Controller or designee. No payment shall be made pursuant to the grant prior to State Controller approval. 6. This grant award may be voided in whole without further cause if it is not signed by the subgrantee's Authorized Official and returned to the Division of Criminal Justice within 45 days of the date of issuance. 7. The signpture of the Authorized Official below should be the same as the one on the grant application. The subgrantee must promptlylnotify the Division of Criminal Justice of any changes in the Authorized Official, Project Director, or Financial Officer, by completirhg and submitting DCJ Form 4 -B. ADDITIONAL DCJ REQUIREMENTS (1) Comme cement within 60 Days. If the Division concludes that the project has not commenced within 60 days of the start date 0 the grant eriod, the subgrantee must report the following by letter to the Division of Criminal Justice: a. a steps taken to initiate the project; b. tie reasons for delay; and, c. the expected starting date. (2) Operatio aI Within 80 Days. If the Division concludes that the project is not operational within 80 days of the original start date of the grant eriod, the Division of Criminal Justice may begin termination or reduction in grant award proceedings as described in "Special rovisions & Certified Assurances ", Section entitled "Termination or Reduction in Grant Award." (3) All subgrats are conditioned on the ability to report to the Division of Criminal Justice all the information contained on DCJ Forms 1 -A and 2 VOCA, the quarterly narrative and financial reporting forms. Technical assistance is available upon request. (4) These furids cannot be guaranteed beyond the end date of the grant period on page 1 of this SOGA. Unexpended funds remaining let the end of the grant period must be returned to the Division of Criminal Justice. RETURN: ALL SETS of the otatement of Grant Award with ORIGINAL SIGNATURES to: Division of Criminal Justice, Office of Victims Programs, 700 Kip ling Street, Suite 1000, Denver, CO 80215. After other required signatures are obtained, the white SOGA copy with approved application will be returned to your Project Director. ill Version 8-08 Paae2a3 'DIVISION OF CRIMINAL JUSTICE • 1, Sara J. Fisher , hereby certify that I have received and accept the terms contained in the Supplemental Provisions for Federally Funded Contracts, Grants, and Purchase Orders subject to The Federal Funding Ac4ountability and Transparency Act of 2006 (FFATA), as amended as of 10.15 -10. I understand that these Supplemental Provisions will be maintained with the Statement of Grant Award (SOGA) in my grant file at my agency. 1111 AS4l.t SIGNAT E of Authorized Official Sara .7_ Fisher, Board of C: 11nty CnmmisGinnerc, Chairman o ' w Print Name & Title of Authorized Official Date Signed 10- VA -5 -26 DCJ Sub rant Number g u be r • DCJ 1 Supplemental FFATA Provision Certification , - 9703281448 02:41:32 p.m. 12 -28 -2010 4/4 , t STATEMENT OF GRANT AWARD CMS # . 6 ii V THE PARTIES HERETO HAVE EXECUTED THIS BINDING SUBGRANT AWARD `Persons signing for Subgrantee hereby swear and affirm that they are authorized to act on Subgrantee's behalf and acknowledge that the State is relying on their representation to that effect. SUBGRANTEE: STATE OF COLORADO: Eagle County, Sheriffs Office Bill Ritter, Jr. GOVERNOR Legal Name of Subgrantee Agency r By: (Y1 By: / , ,, 'Signatur A uthorized Official • • .. TOR Colorado Div on of Criminal Justice J- 'NNE M. SMITH Sara J. Fisher, Chairman Date Signed: , /7 -- / D Print Name & Title of Authorized Official Date Signed: (1 /Oil 0 STATE OF COLORADO LEGAL REVIEW: See Contract Routing Waiver # 89 (or, if not waived) John W. Suthers, Attorney General By: Signature — Assistant Attorney General Date Signed: ALL CONTRACTS & SUBGRANT AWARDS MUST BE APPROVED BY THE STATE CONTROLLER CRS 24 -30 -202 requires that the State Controller approve all state contracts. This subgrant award is not valid until signed and dated below by the State Controller or delegate. If performance begins prior to the date below, the State of Colorado may not be obligated to pay for the goods and /or services provided. STATE CONTROLLER: David J. McDermott, CPA By: -- ) r.s ._ .. A ... t G j t______. Date Signed: - 1 1 /2ct 1 ' Cr Version 8 -08 Page 3 of 3 ♦ • STATEMENT OF GRANT AWARD • CMS # • THE PARTIES HERETO HAVE EXECUTED THIS BINDING SUBGRANT RA T AWARD *Persons signing for Subgrantee hereby swear and affirm that they are authorized to act on Subgrantee's behalf and acknowledge that the State is relying on their representation to that effect. SUBGRANTEE: STATE OF COLORADO: Eagle County, Sheriff's Office Bill Ritter, Jr. GOVERNOR L egal Name of Subgrantee Agency By: Sij/111 *Signature A uthorized Official By: DIRECTOR Colorado Division of Criminal Justice JEANNE M. SMITH Sara J. Fisher, Chairman Date Signed: Print Name & Title of Authorized Official Date Signed: 1 If 0 /1 0 - STATE OF COLORADO LEGAL REVIEW: 0 See Contract Routing Waiver # 89 (or, if not waived) John W. Suthers, Attorney General By: Signature — Assistant Attorney General Date Signed: ALL CONTRACTS & SUBGRANT AWARDS MUST BE APPROVED BY THE STATE CONTROLLER CRS 24 -30 -202 requires that the State Controller approve all state contracts. This subgrant award is not valid until signed and dated below by the State Controller or delegate. If performance begins prior to the date below, the State of Colorado may not be obligated to pay for the goods and /or services provided. STATE CONTROLLER: David J. McDermott, CPA By: • Date Signed: Version 8 -08 Page 3 of 3 1 • SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 1 of 14 SpecialProvisions & Certified Assurances must remain attached to the application CHECK BELOW TO INDICATE WHICH CATEGORY BEST DESCRIBES YOUR AGENCY: Inter- Governmental Grant Grant to a Colorado State Agency (Section A does not apply) ✓ Grant to a Unit of Local Government, Tribal Government, or Special District. Grant to a Non - Profit, Private Organization (Non- Governmental) The applicant certifies by signing that the project described in this application meets all the requirements of the applicable governing legislation as indicated below; that all information contained in the application is correct; that there ha& been appropriate coordination with affected agencies; and, that the applicant will read, understand and comply With all provisions of the governing legislation and all other applicable federal and state laws, rules and regulatiois that have been or may hereafter be established. The applicant further understands and agrees that any subgranti award received as a result of this application shall be subject additionally to the grant conditions set forth in the Statelment of Grant Award, and in the current applicable Administrative Guide of the Division of Criminal Justice. GOVERNING LEGISLATION FOR THIS GRANT PROGRAM: Victims pf Crime Act Assistance Funds (VOCA). From the United States Department of Justice, Office of Justice Programs, under federal statutory authority Victims of Crime Act of 1984 VOCA as amended, Public 73 1984 ( VOCA), c Law 98 -d ,Chapter XIV, 42 U.S.C. 10601, et seq., Section 1402, Section 1404, and under applicable program rules and regulations established by the federal program office. A. STANDARD STATE SPECIAL PROVISIONS Revised 1 -1 -09 1. CONTROLLER'S APPROVAL. CRS 24 -30 -202 (1) this subgrant award shall not be valid until it has been approved by the Colorado State Controller designee. a or 2. FUN AVAILABILITY. CRS 24 -30 -202 (5.5) inancial obligations of the State payable after the current fiscal year are contingent upon funds for that urpose being appropriated, budgeted, and otherwise made available. 3. GO RNMENTAL IMMUNITY. N o term or condition of this subgrant shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protection, or other provisions, of the Colorado Governmental Ilnmunity Act, CRS §24 -10 -101, et seq., or the Federal Tort Claims Act, 28 U.S.C. § §1346(b) and 2671 , et steq. as applicable now or hereafter amended. 4. INDEPENDENT CONTRACTOR. HIS PROVISION IS NOT APPLICABLE TO GRANTS TO COLORADO STATE AGENCIES): THE SUBGRANTEE AGENCY SHALL PERFORM THE DUTIES FUNDED UNDER THIS GRANT AS AN INDEPENDENT CONTRACTOR AND NOT AS AN EMPLOYEE OF THE STATE. NEITHER THE SUBGRANTEE AGENCY NOR ANY AGENT, SUB - CONTRACTOR, OR EMPLOYEE OF THE SUBGRANTEE AGENCY SHALL BE OR SHALL BE DEEMED TO BE AN AGENT OR EMPLOYEE OF 11HE STATE BY VIRTUE OF THIS SUBGRANT. SUBGRANTEE AGENCY SHALL PAY WHEN DUE ALL RIEQUIRED EMPLOYMENT TAXES AND INCOME TAX AND LOCAL HEAD TAX ON ANY MONIES PAID PURSUANT TO THIS GRANT. SUBGRANTEE AGENCY ACKNOWLEDGES THAT THE SUBGRANTEE AGENCY AND ITS EMPLOYEES ARE NOT ENTITLED TO UNEMPLOYMENT INSURANCE BENEFITS UNLESS THE SUBGRANTEE AGENCY OR THIRD PARTY PROVIDES SUCH COVERAGE AND THAT THE STATE DOES NOT PAY FOR OR OTHERWISE PROVIDE SUCH COVERAGE. SUBGRANTEE AGENCY SHALL NOT HAVE AUTHORIZATION, EXPRESS OR IMPLIED, TO BIND THE STATE TO ANY AGREEMENTS, LIABILITY, OR UNDERSTANDING EXCEPT AS EXPRESSLY SET FORTH HEREIN. IF THIS GRANT PROVIDES FUNDS FOR ANY PERSONAL SERVICES, SUBGRANTEE AGENCY SHALL PROVIDE AND KEEP IN FORCE WORKERS COMPENSATION (AND SHOW PROOF OF SUCH INSURANCE) AND UNEMPLOYMENT COMPENSATION INSURANCE IN THE AMOUNTS REQUIRED Rev. September 2010 SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 2 of 14 Special Provisions & Certified Assurances must remain attached to the application BY LAW AND SHALL BE SOLELY RESPONSIBLE FOR ITS ACTS OF ITS EMPLOYEES, • INDEPENDENT SUB - CONTRACTORS AND AGENTS. 5. COMPLIANCE WITH LAW. The Subgrantee Agency 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. 6. CHOICE OF LAW. Colorado law, and rules and regulations issued pursuant thereto, shall be applied in the interpretation, execution, and enforcement of this subgrant. Any provision included or incorporated herein by reference, which conflicts with said laws, rules, and regulations shall be null and void. Any provision incorporated herein by reference which purports to negate this or any other Special Provision in whole or in part shall not be valid or enforceable or available in any action at law, whether by way of complaint, defense, or otherwise. Any provision rendered null and void by the operation of this provision shall not invalidate the remainder of this subgrant, to the extent capable of execution. 7. BINDING ARBITRATION PROHIBITED. The State of Colorado does not agree to binding arbitration by any extra- judicial body or person. Any provision to the contrary in this subgrant award or incorporated herein by reference shall be null and void. 8. SOFTWARE PIRACY PROHIBITION. (Governor's Executive Order D 002 00) State or other public funds payable under this subgrant shall not be used for the acquisition, operation, or maintenance of computer software in violation of federal copyright laws or applicable licensing restrictions. The Subgrantee Agency hereby certifies and warrants that, during the term of this subgrant and any extensions, the Subgrantee Agency has and shall maintain in place appropriate systems and controls to prevent such improper use of public funds. If the State determines that the Subgrantee Agency is in violation of this provision, the State may exercise any remedy available at law or equity or under this Subgrant, including, without limitation, immediate termination of the Subgrant and any remedy consistent with federal copyright laws or applicable licensing restrictions. • 9. EMPLOYEE FINANCIAL INTEREST /CONFLICT OF INTEREST CRS § §24 -18 -201 & CRS 24 -50 -507. The signatories aver that to their knowledge, no employee of the State has any personal or beneficial interest whatsoever in the service or property described in this subgrant award. The Subgrantee Agency has no interest and shall not acquire any interest, direct or indirect, that would conflict in any manner or degree with the performance of Subgrantee Agency's services and Subgrantee Agency shall not employ any person having such known interests. 10. VENDOR OFFSET. CRS § §24 -30 -202 (1) & CRS 24 -30 -202.4 [Not applicable to intergovernmental grants] Subject to CRS §24 -30 -202.4 (3.5), the State Controller may withhold payment under the State's vendor offset intercept system for debts owed to State agencies for: (a) unpaid child support debts or child support arrearages; (b) unpaid ba lance of fax, accrued interest, or other charges specified in CRS §39 -21 -101, et seq.; (c) unpaid loans due to the Student Loan Division of the Department of Higher Education; (d) amounts required to be paid to the Unemployment Compensation Fund; and (e) other unpaid debts owing to the State as a result of final agency determination or judicial action. 11. FEDERAL FUNDING. This subgrant is subject to and contingent upon the continuing availability of federal funds for the purposes hereof. 12. PUBLIC CONTRACTS FOR SERVICES. CRS §8- 17.5 -101. [Not Applicable to agreements relating to the offer, issuance, or sale of securities, investment advisory services or fund management services, sponsored projects, intergovernmental agreements, or information technology services or products and services] The Subgrantee Agency certifies, warrants, and agrees that it does not knowingly employ or contract with an illegal alien who will perform work under this subgrant and will confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform work under this subgrant, through participation in the E- Verify Program or the Department program established pursuant to CRS §8- 17.5- 102(5)(c), the Subgrantee Agency shall not knowingly employ or contract with an illegal alien to perform work under this subgrant or enter into a contract with a subcontractor that fails to certify to the Subgrantee Agency that the subcontractor shall not 9 y a t knowingly employ or contract with an illegal alien to perform work under this subgrant. The Subgrantee Agency (a) shall not use E- Verify Program or Department program procedures to undertake pre - employment screening of job applicants while Rev. September 2010 SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 3 of 14 Special Provisions & Certified Assurances must remain attached to the application this subgrant is being performed, (b) shall notify the subcontractor and the contracting State agency within three days if the Subgrantee Agency has actual knowledge that a subcontractor is employing or contracting 411 with an illegal alien for work under this subgrant, (c) shall terminate the subgrant if a subcontractor does not stop employing or contracting with the illegal alien within three days of receiving the notice, and (d) shall comply with reasonable requests made in the course of an investigation, undertaken pursuant to CRS §8- 17.5- 102(5), by the Colorado Department of Labor and Employment. If the Subgrantee Agency participates in the Department program, the Subgrantee Agency shall deliver to the contracting State agency, Institution of Higher Education or political subdivision a written, notarized affirmation, affirming that the Subgrantee Agency has examined the legal work status of such employee, and comply with all of the other requirements of the Department program. If the Subgrantee Agency fails to comply with any requirement of this provision or CRS §8- 17.5 -101 et seq., the contracting State agency, Institution of Higher Education or political subdivision may terminate this subgrant for breach and, if so terminated, the Subgrantee Agency shall be liable for damages. 13. PUBLIC CONTRACTS WITH NATURAL PERSONS. CRS §24- 76.5 -101. Subgrantee Agency, if a natural person eighteen (18) years of age or older, hereby swears and affirms under penalty of perjury that he or she (a) is a citizen or otherwise lawfully present in the United States pursuant to federal law, (b) shall comply with the provisions of CRS §24- 76.5 -101 et seq., and (c) has produced one form of identification required by CRS §24- 76.5 -103 prior to the effective date of this subgrant. B. GRANT REQUIREMENTS (FINANCIAL & ADMINISTRATIVE MANAGEMENT a. The Subgrantee Agency 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 Subgrantee Agency assures that it will comply with the provisions of the current applicable Administrative Guide of the Division of Criminal Justice which is hereby incorporated by reference. However, such a guide cannot cover every foreseeable contingency, and the Subgrantee Agency is ultimately responsible for compliance with applicable state and federal laws, rules and regulations. 2. PAYMENT & REPORTING a. The Division of Criminal Justice will pay the Subgrantee Agency the reasonable and allowable costs of performance, in accordance with current Colorado State Fiscal Rules, not to exceed the amount specified herein as the Total Award Amount, as identified on the Statement of Grant Award. The Division's requirements for invoice and cost reporting submissions are contained in the DCJ Form 3 - Cash Request Procedures, and DCJ Form 1 -A - Subgrant Financial Report, which are hereby incorporated by reference. C. The Subgrantee Agency assures that it shall maintain data and information to provide accurate quarterly program narrative and financial reports to the Division. Said reports shall be provided in such form and contain such data and information as the Division of Criminal Justice reasonably requires to administer the program. d. The Subgrantee Agency assures that quarterly financial and narrative reports shall be submitted within 15 days of the end of each calendar quarter and shall be current and actual. 0. The Subgrantee Agency further assures that final financial and narrative reports shall be submitted on the forms provided by the Division of Criminal Justice within 45 days of the end date of the subgrant. f, The Division reserves the right to make and authorize modifications, adjustments, and /or revisions to the Grant Award for the purpose of making changes in budget categories, extensions of grant award dates, changes in goals and objectives, and other modifications which do not change the total amount of the Grant Award. The Division's requirements for such grant adjustments are contained in the procedures for DCJ Forms 4A, 4B, 4C, and 4D, which are hereby incorporated by reference. g. The Division may withhold payment in the event the Subgrantee Agency fails to comply with conditions, including all financial reporting requirements and certifications contained in this grant award. Rev. September 2010 . . ' SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 4 of 14 ` Special Provisions & Certified Assurances must remain attached to the application 3. PROCUREMENT AND CONTRACTS • a. The Subgrantee Agency 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 Division of Criminal Justice. b. The Subgrantee Agency assures that no contract or agreement will be made for execution of project activities or provisions of services (other than purchase of supplies or standard commercial or maintenance services) that is not incorporated in the approved application or approved in advance by the Division of Criminal Justice. c. The Subgrantee Agency assures that contractors /vendors who assist the Subgrantee Agency to develop specifications, requirements, statements of work and /or Request For Proposal for a proposed procurement shall be excluded from bidding or submitting a proposal to compete for the award of such procurement. d. The Subgrantee Agency assures that where activities supported by this subgrant produce any discovery or invention, original computer programs, writing, sound recordings, pictorial reproductions, drawing or other graphical representation and works of any similar nature, the following requirements apply: i. The Division of Criminal Justice reserves a royalty -free, non - exclusive, and irrevocable license to reproduce, publish, or otherwise use, and authorize others to use, for Federal government purposes: The copyright in any work developed under an award or subaward; and 2) Any rights of copyright to which a recipient or subrecipient purchases ownership with support. P pP ii. If any program produces patentable items, patent rights, processes or inventions, in the course of work sponsored by the Federal award or subaward funds, such facts must be promptly and fully reported to the awarding agency, Division of Criminal Justice. The awarding agency shall determine whether protection on the invention or discovery shall be sought. The awarding agency will also determine how rights in the invention or discovery (including rights under any patents issued thereon) shall be allocated and administered in I order to protect the public interest pursuant to published Presidential and government memorandums and guidelines, and the regulations promulgated by p the Department of Commerce in 37 CFR Part 401. • iii. When issuing statements, press releases, requests for proposals, bid solicitations, and other published documents describing projects or programs funded in whole or in part with these grant funds, all Subgrantee Agencies must clearly: a) State the percentage of the total cost of the program or project, which will be financed with this grant money; b) State the dollar amount of state or federal funds for the project or program; c) Use the phrase - "This project was supported by federal grant # , issued by the Colorado Division of Criminal Justice." e. The Subgrantee Agency may not assign its rights or duties under this grant without the prior written consent of the Division of Criminal Justice. 4. AUDIT, RECORD - KEEPING, AND MONITORING /INSPECTION a. The Subgrantee Agency assures that it will procure an audit or financial review, incorporating this subgrant, by an independent Certified Public Accountant (CPA), licensed to practice in Colorado incorporating this subgrant. If the agency expends more than $500,000 per year in combined federal funds, a Single Audit must be conducted in accordance with OMB Circular A -133 (Audits of States, Local Governments, and non - profit organizations). If the agency expends less than $500,000 per year in combined federal funds, the following policy applies: Agencies with total annual revenue from all sources of $200,000 or more shall procure a financial audit; a financial review shall not be sufficient to meet this requirement. Agencies with total annual revenue of less than $200,000 shall procure either a financial review or financial audit. i. At such time as the audit or financial review is completed, ONE COPY OF THE REPORT, INCLUDING THE CORRESPONDING MANAGEMENT LETTER, MUST BE FORWARDED TO THE DIVISION OF CRIMINAL JUSTICE for clearance. The audit or financial review incorporating this subgrant must be completed and received within 12 months of the end of the fiscal years that includes the end date of the grant. ii. The Subgrantee Agency 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: a) does not meet the applicable A -133 or DCJ standards; b) is not submitted in a timely manner; or, c) does not provide an audit response plan with corresponding corrections made sufficient to satisfy any audit findings. Rev. September 2010 SPECIA L PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 5 of 14 Special Provisions & Certified Assurances must remain attached to the application b. The Subgrantee Agency assures that: It will retain all project records, as will facilitate an effective audit, for seven years after the end of the state fiscal year that includes the end date of the grant. (For example if the • grant ended 9/30/2001, the state FY would be Jul 1 2001 -June 30, 2 2. files 00 The i es could be destroyed after 6/30/2009); except, ii. If an audit is in progress and /or the findings of a completed audit have not been resolved satisfactorily, then records must be retained beyond the seven -year period until such issues are resolved. C. The Subgrantee Agency assures that it will keep copies of all documents, correspondence, and required receipts related to this subgrant in a separate file bearing the project title and grant number. d. The Division may periodically request submission of supporting financial and programmatic documentation, subcontracts, general and sub - ledgers for the purpose of monitoring compliance with the grant award via desk review, or in preparation for an on -site monitoring visit. Routine or special on -site visits may be conducted at the subgrant agency, and at the location of any collaborating entities, for the same 9 e purpose. Subgrantee Agencies will be notified in advance e of any on -site monitoring visit. e. The Subgrantee Agency assures that the Division of Criminal Justice, Colorado Department of Public Safety, and any representatives of the Office for Victims of Crime (OVC) and /or the Office of the Chief Financial Officer (OCFO), shall have access for purposes of monitoring, audit and examinations to any bonds, documents, papers and records of the Subgrantee Agency and to relevant books and records of subcontractors of the Subgrantee Agency. It is the responsibility of the Subgrantee Agency to notify any of its project collaborators and subcontractors of these provisions. f. The Subgrantee Agency assures that signatories of the application and subgrant award and personnel p employed through this subgrant will appear when requested 9 pp q ted at any . Y administrative hearing, monitoring site visit, conference or meeting conducted by the Division of Criminal Justice. 5. COLORADO VICTIM RIGHTS ACT (Applies to Government Agencies Only) The Subgrantee Agency assures that the application signatories, all staff and all volunteers assigned to the funded project have read and understand the rights afforded to crime victims pursuant to § 24 -4.1 -302.5 C.R.S., and the services delineated pursuant to §§ 24 -4.1 -303 and 24-4.1 -304 C.R.S., commonly known as the Victim Rights Act, and enabling legislation. 6. TERMINATION or REDUCTION IN GRANT R NT AWARD the Division will monitor the erfor p mance of the Subgrantee Agency against goals and performance Standards required herein. The Division will provide reasonable assistance to the Subgrantee Agency oncerning project goals, performance standards and subgrant requirements. Any determination of ubstandard performance on the part of the Subgrantee Agency shall be within the discretion of the Division, ased upon the Division's review of the terms and conditions of the Grant Award, the application and project ummary, the grant terms and assurances, and the requirements of applicable law. Substandard performance, as determined by the Division, shall constitute non - compliance, which may result in termination for cause, or reduction of the Grant Award for cause, as follows: Reduction In Grant Award Amount for Cause The Division may reduce the total Statement of Grant Award amount for cause, without compensation for reduction costs. ii. If the state reduces the grant amount for cause, it will first give ten (10) days written notice to the Subgrantee Agency, stating the reasons for reduction, steps taken to correct the problems, and the date the subgrant award amount will be reduced in the event problems have not been corrected to the satisfaction of the Division. In the event this grant is reduced for cause, the Division will only reimburse the Subgrantee Agency for acceptable work or deliverables received up to the date of reduction. iv. In the event this grant is reduced for cause, final payment to the Subgrantee Agency may be withheld at the discretion of the Division until completion of final Division review, b. Termination for Convenience: Either party may terminate the grant with thirty days written notice of intent to cancel or terminate. ii. If the grant is terminated for convenience by either the Subgrantee Agency or the state, the Subgrantee Agency shall be paid the necessary and allowable costs incurred through the date of termination, but not exceeding a prorated amount based on the number of IP days of project operation prior to the date of termination. c. Termination for Cause: Rev. September 2010 SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 6 of 14 Special Provisions & Certified Assurances must remain attached to the application The Division may terminate the grant for cause without compensation for termination • costs. ii. If the state terminates the grant for cause, it will first give ten (10) days written notice to the Subgrantee Agency, stating the reasons for termination, steps taken to correct the problems, and the date the subgrant will be terminated in the event problems have not been corrected to the satisfaction of the Division. In the event this grant is terminated for cause, the Division will only reimburse the Subgrantee Agency for acceptable work or deliverables received up to the date of termination. iv. In the event this grant is terminated for cause, final payment to the Subgrantee Agency may be withheld at the discretion of the Division until completion of final Division review. d. Any equipment purchased under this grant would revert, at the option of the Division, to the Division of Criminal Justice upon termination of the grant for any of the above reasons. 7. ORDER OF PRECEDENCE Any inconsistency or conflict in this grant shall be resolved by giving precedence in the following order: (a) Special Provisions and Certified Assurances, (b) Statement of Grant Award; and, (c) the final approved Subgrant Application. 8. DISPUTE RESOLUTION (THIS PROVISION APPLIES ONLY TO INTERAGENCY AGREEMENTS): Any failure of either party to perform in accordance with the terms of this agreement shall constitute a breach of the agreement. Any dispute concerning the performance of this agreement which cannot be resolved at the divisional level shall be referred to superior departmental management staff designated by each depa rtment. Failing resolution at that level, disputes shall be presented to the executive directors of each department for resolution. Failing resolution by the executive directors, the dispute shall be submitted in writing by both parties to the State Controller, whose decision on the dispute will be final. C. FEDERAL CERTIFIED ASSURANCES • 1. FEDER PUBLIC POLICY ASSURANCES a. The Subgrantee Agency hereby agrees that it will comply, and all of its contractors will comply with the applicable provisions of: i. Title I of the Omnibus Crime Control and Safe Streets Act of 1968, as amended; ii. The Juvenile Justice and Delinquency Prevention Act and /or the Victims of Crime Act, as appropriate; All other applicable Federal laws, orders, circulars, regulations or guidelines. b. The Subgrantee Agency hereby agrees that it will comply, and all of its contractors will comply with the provisions of 28 CFR applicable to grants and cooperative agreements including: Part 18, Administrative Review Procedure; ii. Part 22, Confidentiality of Identifiable Research and Statistical Information; iv. Part 23, Criminal Intelligence Systems Operating Policies; v. Part 30, Intergovernmental Review of Department of Justice Programs and Activities; vi. Part 35, Nondiscrimination on the Basis of Disability in State and Local Government Services; vii. Part 38, Equal Treatment for Faith Based Organizations vi. Part 42, Nondiscrimination /Equal Employment Opportunity Policies and Procedure; vii. Part 61, Procedures of Implementing the National Environmental Policy Act; viii. Part 63, Floodplain Management and Wetland Protection Procedures; and, ix. Federal Laws or regulations applicable to Federal Assistance Programs. 2. FINANCIAL &ADMINISTRATIVE MANAGEMENT a. The Subgrantee Agency assures that it will comply with appropriate federal cost principles and administrative requirements applicable to grants as follows: For state, local or Indian tribal government entities; a) 2 CFR Part 225, Cost Principles for State, Local & Indian Tribal Govemments (codified at 28 CFR Part 66, by reference and (formerly known as OMB Circular A -87) • b) OMB Circular A -102, Common Rule - Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Govemments c) 28 CFR 66, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Govemments Rev. September 2010 SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 7 of 14 Special Provisions & Certified Assurances must remain attached to the application ii. For non - profit organizations; a) 2 CFR Part 230, Cost Principles for Non -Profit Organizations(forrnerly known as OMB CircularA -122) • b) 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations (codified at 28 CFR Part 70 and formerly known as OMB Circular A -110) c) 28 CFR 70, Uniform Administrative Requirements for Grants and Cooperative Agreements with Institutions of Higher Education, Hospitals, and other Non -Profit Organizations iii. For colleges and universities; a) 2 CFR Part 220, Cost Principles for Educational Institutions (codified at 28 CFR Part 66, by reference and formerly known as OMB CircularA -21) b) 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and Other Nonprofit Organizations(codified at 28 CFR Part 70 and formerly known as OMB Circular A -110) c) 28 CFR 70, Uniform Administrative Requirements for Grants and Cooperative Agreements with Institutions of Higher Education, Hospitals, and other Non -Profit Organizations iv. For each agency spending more than $500,000 per year in federal funds from all sources; a) OMB Circular A -133, Audits of States, Local Govemments and Nonprofit Organizations b. The Subgrantee assures that it will comply with the provisions of the U.S. Department of Justice, Office of the Chief Financial Officer, Office of Justice Programs, Financial Guide for Grants, current edition. (For practical purposes, the requirements pertinent to the management of these funds have been extracted from the above documents and are contained in the current applicable Administrative Guide of the Division of Criminal Justice, which is hereby incorporated by reference. However, such a guide cannot cover every foreseeable contingency, and the Subgrantee is ultimately responsible for compliance with applicable state and federal laws, rules and regulations.) 3. NON - SUPPLANTING OF FUNDS 0. The Subgrantee Agency certifies that any required matching funds used to pay the non - federal portion of the cost of this subgrant are in addition to funds that would have otherwise been made available for the purposes of this project. b. The Subgrantee Agency certifies that federal funds made available under this grant: Will not be used to supplant state or local funds; ii. Where there is a reduced or unchanged local investment, then the Subgrantee Agency shall give a written explanation demonstrating that the Subgrantee Agency's reduced or unchanged commitment would have been necessitated even if federal financial support under this federal grant program had not been made available. 4. PROHIBITIONS ON LOBBYING WITH FEDERAL FUNDS (Subgrantee Agencies receiving $100,000 or r►iore in total federal funds per year. See 28 CFR Part 69.) the prospective Subgrantee Agency certifies, by submission of this proposal, that: a. No federal funds received through this subgrant will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the making of any federal grant, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal grant or cooperative agreement; and, b. If any funds other than funds through this subgrant will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this subgrant, the prospective Subgrantee Agency shall complete and submit Standard Form -LLL, "Disclosure of Lobbying Activities." 5. dERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION (Subgrantee Agencies receiving $100, 000 or more in total federal funds per year. See, 28 CFR Part 67.) The prospective Subgrantee Agency certifies, by submission of this proposal, that neither it nor its principals, subcontractors or suppliers: • a. Are presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded from participation in this transaction by any Federal department or agency; Rev. September 2010 SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 8 of 14 Special Provisions & Certified Assurances must remain attached to the application 1 b. Have not within a three -year period preceding this application been convicted of or had a civil • judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (5)(b) of this certification; and d. Have not within a three -year period preceding this application had one or more public transactions (Federal, State, or local) terminated for cause or default; and e. Where the prospective Subgrantee Agency is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application. 6. CERTIFICATION REGARDING DRUG FREE WORKPLACE (See, 28 CFR Part 67, Subpart F.) The prospective Subgrantee Agency certifies, by submission of this proposal, that it will comply with the Drug Free Workplace Act of 1988, as implemented at 28 CFR Part 67, Subpart F. 7. CIVIL RIGHTS COMPLIANCE (See, 28 CFR Part 42.) a. Upon award, each Subgrantee Agency will be provided DCJ's Form 30, entitled "Certification of Compliance with Regulations Regarding Federal Civil Rights Requirements and Equal Employment Opportunity Plans (EEOP) ", and will be required to do the following: i. The Project Director must submit the form to the Subgrantee Agency's Authorized Official for this grant; ii. The Authorized Official must review the form in conjunction with subgrant agency personnel responsible for reporting civil rights findings of discrimination; iii. The Authorized Official must accurately complete the required information and provide all information requested; iv. The Authorized Official must provide an original signature on the form as indicated; and, v. The DCJ 30 Form with original signature must be returned to the Division with the • b. Statement of Grant Award (SOGA). Any Subgrantee Agency findings of discrimination must be reported to the Division of Criminal Justice within 45 days of receipt of this grant award, and to the Office for Civil Rights, Office of Justice Programs, U.S. Department of Justice, 8. NON - DISCRIMINATION The following federal non - discrimination cites apply in particular: the nondiscrimination requirements of the Omnibus Crime Control and Safe Streets Act of 1968, as amended; Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Subtitle A, Title II of the Americans with Disabilities Act of 1990, 42 U.S.C. 12101, et. seq. and Department of Justice Regulations on Disability Discrimination, 28 CFR Part 35 and Part 39;Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975; the Department epartme t of Justice Nondiscrimination Regulations 28 CFR Part 42, Subparts C, D, E, and G; and Executive Order 11246, as amended by Executive Order 11375, and their implementing regulations, 41 CFR Part 60.1 et seq., as applicable to construction contracts. 9. NATIONAL ENVIRONMENTAL POLICY ACT (NEPA) AND NATIONAL HISTORIC PRESERVATION ACT (NHPA) COMPLIANCE (42 USC § §4321 -4370 and 16 USC §470) a. The Subgrantee Agency agrees to assist the Division of Criminal Justice and the Office of Justice Programs, U.S. Department of Justice, in complying with the National Environmental Policy Act, the National Historic Preservation Act (NHPA) and other related federal environmental impact analyses requirements in the use of these grant funds either directly by the Subgrantee Agency or by a subcontractor. As long as the activity needs to be undertaken in order to use these grant funds, this NEPA requirement first must be met whether or not the activities listed below are being specifically funded with these grant funds. The activities covered by this special condition are: i. New construction; ii. Minor renovation or remodeling of a property either listed on or eligible for listing on the National Register of Historic Places, or located within a 100 -year flood plain; iii. Renovation, lease or any other proposed use of a building or facility that will either result in a change in its basic prior use, or significantly change its size. III iv. Implementation of a new program involving the use of chemicals other than chemicals that are either purchased as an incidental component of a funded activity and traditionally used, for example, in office, household, recreational or educational environments. 10. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT Rev. September 2010 • SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 9 of 14 Special Provisions & Certified Assurances must remain attached to the application (THIS PROVISION APPLIES ONLY TO ENTITIES THAT PROVIDE MEDICAL CARE AND TREATMENT) The Subgrantee Agency acknowledges that it is a covered health care provider under the Health Insurance • Portability and Accountability Act, 42 U.S.C. 1320d- 1320d -8, and its implementing regulations and agrees to comply with the requirements of HIPAA concerning any uses and disclosures of protected health information. 11. UNIFORM RELOCATION ASSISTANCE AND REAL PROPERTY ACQUISITIONS ACT OF 1970 (Government Entities Only) The prospective Subgrantee Agency certifies, by submission of this proposal, that it will comply with the requirements of the Uniform Relocation Assistance and Real Property Acquisitions Act of 1970, which govern the treatment of persons displaced as a result of federal and federally- assisted programs. 12. POLITICAL ACTIVITY OF CERTAIN STATE AND LOCAL EMPLOYEES (5 U.S.C. §§ 1501 -08 and §§ 7324 -28 — applies to Government Entities Only) The prospective Subgrantee Agency certifies, by submission of this proposal, that it will comply with requirements of 5 U.S.C. §§ 1501 -08 and §§ 7324 -28, which limit certain political activities of State and local government employees whose principal employment is in connection with an activity financed in whole or part by federal assistance. 13. REPORTING FRAUD, WASTE, ERROR AND ABUSE Each Subgrantee Agency must promptly refer to the Department of Justice, Office of the Inspector General any credible evidence that a principal, employee, agent, contractor, subgrantee, subcontractor, or other person has either 1) submitted a false claim for grant funds under the False Claims Act; or 2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving grant funds. Potential fraud, waste, abuse, or misconduct should be reported to the U.S. Department of Justice, Office of the Inspector General (OIG) by: a) mail: Office of the Inspector General U.S. Department of Justice Investigations Division 950 Pennsylvania Avenue, N.W. Room 4706 Washington, DC 20530; b) email: oig.hotline @usdoi.00v; c) hotline: (contact information in English and Spanish): (800) 869 -4499; or • d) hotline fax: (202) 616 -9881. D. SUBRECIPIENT ORGANIZATION ELIGIBILITY REQUIREMENTS VOCA establishes eligibility criteria that must be met by all organizations that receive VOCA funds. These funds are to be awarded to subrecipients only for providing services to victims of crime through their staff. Each subrecipient organization shall meet the following requirements. 1. PUBLIC OR NONPROFIT ORGANIZATION To be eligible to receive VOCA funds, organizations must be operated by a public or nonprofit organization, or a combination of such organizations, and provide services to crime victims. 2. RECORD OF EFFECTIVE SERVICES Demonstrate a record of providing effective services to crime victims. This includes having the support and approval of its services by the community, a history of providing direct services in a cost - effective manner, and financial support from other sources. 3. NEW PROGRAMS Those programs that have not yet demonstrated a record of providing services may be eligible to receive VOCA funding, if they can demonstrate that 25 -50 percent of their financial support comes from non - federal $ources. It is important that organizations have a variety of funding sources besides federal funding in order 1D ensure their . financial stability. States are responsible for establishing the base level of non - federal Support required within the 25 -50 percent range. 4. PROGRAM MATCH REQUIREMENTS The purpose of matching contributions is to increase the amount of resources available to the projects Supported by grant funds. Matching contributions of 20% (cash or in -kind) of the total cost of each VOCA project (VOCA grant plus match) are required for each VOCA- funded project and must be derived from non- federal sources, except as provided in the OJP Financial Guide, effective edition (Part III. Post Award III Requirements, Chapter 3. Matching or Cost Sharing). All funds designated as match are restricted to the Rev. September 2010 SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 10 of 14 Special Provisions & Certified Assurances must remain attached to the application same uses as the VOCA victim assistance funds and must be expended within the grant period. Match must be provided on a project -by- project basis. Any deviation from this policy must be approved by OVC. • For the ur oses of this program, in -kind match may P p g y include donations of expendable equipment, office supplies, workshop or classroom materials, work space, or the monetary value of time contributed by professionals and technical personnel and other skilled and unskilled labor, if the services they provide are an integral and necessary part of a funded project. The value placed on donated services must be consistent with the rate of compensation paid for similar work in the subrecipient's organization. If the required skills are not found in the subrecipient's organization, the rate of compensation must be consistent with the labor market. In either case, fringe benefits may be included in the valuation. The value placed on loaned or donated equipment may not exceed its fair market value. The value of donated space may not exceed the fair rental value of comparable space as established by an independent appraisal of comparable space and facilities in privately owned buildings in the same locality. a. Record Keeping. VOCA recipients and their subrecipients must maintain records that clearly show the source, the amount, and the period during which the match was allocated. The basis for determining the value of personal services, materials, equipment, and space must be documented. Volunteer services must be documented, and to the extent feasible, supported by the same methods used by the subrecipient for its own paid employees. The state has primary responsibility for subrecipient compliance with the requirements. State grantees are encouraged not to require excessive amounts of match. b. Exceptions to the 20% match: OVC sets lower match requirements for: Native American Tribes /Organizations Located on Reservations. The match for new or existing VOCA subrecipients that are Native American tribes /organizations located on reservations is 5% (cash or in -kind) of the total VOCA project. For the purpose of this grant, a Native American tribe /organization is defined as any tribe, band, nation, or other organized group or community which is recognized as eligible for the special programs and services provided by the U.S. to Native Americans because of their status as Native Americans. A reservation is defined as a tract of land set aside for use of, and occupancy by, Native Americans. ii. The U.S. Virgin Islands, and all other territories and possessions of the U.S., except Puerto Rico, are not required to match VOCA funds. See 48 U.S.C. 1469a(d). OVC may waive the match requirement if extraordinary need is documented by State VOCA administrators. 5. VOLUNTEERS Subrecipient organizations must use volunteers unless the state grantee determines there is a compelling reason to waive this requirement. A "compelling reason" may be a statutory or contractual provision concerning liability or confidentiality of counselor /victim information, which bars using volunteers for certain positions, or the inability to recruit and maintain volunteers after a sustained and aggressive effort. 6. PROMOTE COMMUNITY EFFORTS TO AID CRIME VICTIMS Promote, within the community, coordinated public and private efforts to aid crime victims. Coordination may include, but is not limited to, serving on state, federal, local, or Native American task forces, commissions, working groups, coalitions, and /or multi - disciplinary teams. Coordination efforts also include developing written agreements that contribute to better and more comprehensive services to crime victims. Coordination efforts qualify an organization to receive VOCA victim assistance funds, but are not activities that can be supported with VOCA funds. 7. HELP VICTIMS APPLY FOR COMPENSATION BENEFITS Such assistance may include identifying and notifying crime victims of the availability of compensation, assisting them with application forms and procedures, obtaining necessary documentation, and /or checking on claim status. 8. COMPLY WITH FEDERAL RULES REGULATING GRANTS Subrecipients must comply with the applicable provisions of VOCA, the Program Guidelines, and the requirements of the OJP Financial Guide, effective edition, which includes maintaining appropriate programmatic and financial records that fully disclose the amount and disposition of VOCA funds received. This includes: financial documentation for disbursements; daily time and attendance records specifying time devoted to allowable VOCA victim services; client files; the portion of the project supplied by other sources of revenue; job descriptions; contracts for services; and other records which facilitate an effective audit. Rev. September 2010 SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 11 of 14 Special Provisions & Certified Assurances must remain attached to the application 9. MAINTAIN CIVIL RIGHTS INFORMATION • Maintain statutorily required civil rights statistics on victims served by race, national origin, sex, age, and disability, within the timetable established by the state grantee; and permit reasonable access to its books, documents, papers, and records to determine whether the subrecipient is complying with applicable civil rights laws. This requirement is waived when providing a service, such as telephone counseling, where soliciting the information may be in appropriate or offensive to the crime victim. 10. COMPLY WITH STATE CRITERIA Subrecipients must abide by any additional eligibility or service criteria as established by the state grantee including submitting statistical and programmatic information on the use and impact of VOCA funds, as requested by the grantee. 11. SERVICES TO VICTIMS OF FEDERAL CRIMES Subrecipients must provide services to victims of federal crimes on the same basis as victims of state /local crimes. 12. NO CHARGE TO VICTIMS FOR VOCA- FUNDED SERVICES Subrecipients must provide services to crime victims, at no charge, through the VOCA- funded project. Any deviation from this provision requires prior approval by the state grantee. Prior to authorizing subrecipients to generate income, OVC strongly encourages administrators to carefully weigh the following considerations regarding federal funds generating income for subrecipient organizations. a. The purpose of the VOCA victim assistance grant program is to provide services to all crime victims regardless of their ability to pay for services rendered or availability of insurance or other third -party payment resources. Crime victims suffer tremendous emotional, physical, and financial losses. It was never the intent of VOCA to exacerbate the impact of the crime by asking the victim to pay for services. b. State grantees must ensure that they and their subrecipients have the capability to track program income in accordance with federal financial accounting requirements. All VOCA- funded program and match income, no matter how large or small, is restricted to the same uses as the VOCA grant. Program income can be problematic because of the required tracking systems needed to monitor VOCA- funded income and ensure that it is used only to make additional services available to crime victims. For example: VOCA often funds only a portion of a counselor's time. Accounting for VOCA program income generated by this counselor is complicated, involving careful record keeping by the counselor, the subrecipient program, and the state. 13. CLIENT — COUNSELOR CONFIDENTIALITY Maintain confidentiality of client - counselor information, as required by state and federal law. 14. CONFIDENTIALITY OF RESEARCH INFORMATION e xcept as otherwise provided by federal law, no recipient of monies under VOCA shall use or reveal any research or statistical information furnished under this program by any person and identifiable to any specific private person for any purpose other than the purpose for which such information was obtained in accordance with VOCA. Such information, and any copy of such information, shall be immune from legal process and shall not, without the consent of the person furnishing such information, be admitted as vidence or used for any purpose in any action, suit, or other judicial, legislative, or administrative proceeding. See Section 1407(d) of VOCA codified at 42 U.S.C. 10604. These provisions are intended, among other things, to ensure the confidentiality of information provided by crime victims td counselors working for victim services programs receiving VOCA funds. Whatever the scope of application given thi$ provision, it is clear that there is nothing in VOCA or its legislative history to indicate that Congress intended to override or repeal, in effect, a state's existing law governing the disclosure of information which is supportive of VOCA's fundamental goal of helping crime victims. For example, this provision would not act to override br repeal, in effect, a state's existing law pertaining to the mandatory reporting of suspected child abuse. (See Perjnhurst School and Hospital v. Halderman, et al., 451 U.S. 1 (1981).) Furthermore, this confidentiality provision should not be interpreted to thwart the legitimate informational needs of public agencies. For example, this provision does not prohibit a domestic violence shelter from acknowledging, in response to an inquiry by a law enforcemlent agency conducting a missing person investigation, that the person is safe in the shelter. Similarly, this provision does not prohibit access to a victim service project by a federal or state agency seeking to determine whether federal and state funds are being utilized in accordance with funding agreements. Rev. September 2010 SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 12 of 14 Special Provisions & Certified Assurances must remain attached to the application ill E. PROGRAM SPECIFIC REQUIREMENTS The following program specific requirements are imposed by the State sponsoring agency concerning special requirements of law, program requirements, and other administrative requirements which must be P assed on to subgrant award recipients. These requirements are more likely to change from year -to -year than the special provisions and federal certified assurances shown above, and usually vary across offices within the Division. 1. FUTURE FUNDING The capacity for VOCA funds to provide future continuation dollars for projects is undetermined at this time. Subgrantee Agencies are advised to seek other funding sources, especially for personnel dollars. 2. STATE CONFIDENTIALITY OF VICTIMS INFORMATION The Subgrantee Agency certifies that the signing authorities, all staff and volunteers assigned to the VOCA- funded project have read and understood, state laws and applicable rules of professional conduct related to issues of confidentiality and privilege, particularly with respect to releasing identifying information about victims of crime, including, but not limited to, those found in C.R.S. §13 -90 -107. F.GENERAL PROVISIONS 1. INDEMNIFICATION. a. To the extent authorized by law, the Subgrantee Agency shall indemnify, save, and hold harmless the State, its employees and agents, against any and all claims, damages, liability and court awards including costs, expenses, and attorney fees and related costs, incurred as a result of any act or omission by the Subgrantee Agency, or its employees, agents, subcontractors, or assignees pursuant to the terms of this subgrant award. FOR GRANTS TO STATE AGENCIES AND HIGHER EDUCATION ONLY: b. A self - insured, Subgrantee state Agency agrees that its Self- Insurance Program shall BE RESPONSIBLE FOR any and all claims, damages, liability and court awards, including costs, expenses, and attomey fees and related costs, incurred as a result of any act or omission by the Subgrantee Agency, or its employees, agents, subcontractors, or assignees pursuant to the terms of this subgrant award. 2. STATEWIDE CONTRACT MANAGEMENT SYSTEM (This section shall apply when the Effective Date is on or after July 1, 2009 and the maximum amount payable to Subgrantee hereunder is $100, 000 or higher) By entering into this subgrant, Subgrantee agrees to be governed, and to abide, by the provisions of CRS §24- 102 -205, §24- 102 -206, §24- 103 -601, §24- 103.5 -101 and §24- 105 -102 concerning the monitoring of vendor performance on state contracts and inclusion of contract performance information in a statewide contract management system. . Subgrantee performance shall be evaluated in accordance with the terms and conditions of this subgrant, State law, including CRS §24- 103.5 -101, and State Fiscal Rules, Policies and Guidance. Evaluation of Subgrantee's performance shall be part of the normal contract administration process and Subgrantee's performance will be systematically recorded in the statewide Contract Management System. Areas of review shall include, but shall not be limited to quality, cost and timeliness. Collection of information relevant to the performance of Subgrantee's obligations under this subgrant shall be determined by the specific requirements of such obligations and shall include factors tailored to match the requirements of the Project Plan of this subgrant. Such performance information shall be entered into the statewide Contract Management System at intervals established in the Project Plan and a final review and rating shall be rendered within 30 days of the end of the Subgrant term. Subgrantee shall be notified following each performance and shall address or correct any identified problem in a timely manner and maintain work progress. Should the final performance evaluation determine that the Subgrantee demonstrated a gross failure to meet the performance measures established under the Project Plan, the Executive Director of the Colorado Department of Personnel and Administration (Executive Director), upon request by the Colorado Division of Criminal Justice, and showing of good cause, may debar Subgrantee and prohibit Subgrantee from bidding on future contracts. Subgrantee may contest the final evaluation and result by: (i) filing rebuttal statements, S which may result in either removal or correction of the evaluation (CRS §24- 105 - 102(6)), or (ii) under CRS §24- 105 - 102(6), exercising the debarment protest and appeal rights provided in CRS § §24- 109 -106, 107, 201 or 202, which may result in the reversal of the debarment and reinstatement of Subgrantee, by the Executive Director, upon showing of good cause. Rev. September 2010 • • SPECI L PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 13 of 14 Specia Provisions & Certified Assurances must remain attached to the application 3. The Subgrantee Agency shall comply with all applicable revisions or additional requirements that may be imposed by law and any future state and federal guidance including clarifications of requirements. Any revisions to such provisions or regulations shall automatically become a part of these Special Provisions and Certified Assurances, without the necessity of either party executing any further instrument. The State of Colorado may provide written notification to the Subgrantee Agency of such revisions, but such notice shall not be a condition precedent to the effectiveness of such revisions. • Rev. September 2010 f . SPECIAL PROVISIONS AND CERTIFIED ASSURANCES SPCA PAGE 14 of 14 Special Provisions & Certified Assurances must remain attached to the application • SIGNATURE PAGE - > - > - > TO BE COMPLETED BY ALL APPLICANTS (ORIGINAL SIGNATURES REQUIRED - Please sign in BLUE ink. See instructions for description of proper signatories.) The Subgrantee Agency and responsible signatories certify by signing that they have read the Application including the Special Provisions and Certified Assurances, and are fully cognizant of their duties and responsibilities for this project. The Subgrantee Agency understands and agrees that any subgrant award received as a result of this application shall incorporate by reference the information contained herein. Responsibility for narrative and fiscal reporting requirements are delegated to the designated Project Director, who will sign all such reports. This delegation is for purposes of reporting to the Division and for operational ease, and in no way limits the authority and responsibility of the Authorized Official. In accordance with the Colorado Revised Statutes 24 -72- 202.6, information supplied in this application is considered a public record. AUTHORIZED OFFICIAL Name i_— Sara J. Fisher , Position Chairman, Eagle County Board of County Commissioners-_ Agency Eagle County Mailing Address p . • . Box 850 City, State, Zip Ea • - • : Telephone # 970 328 - 8600 Fax # 970 - 328 - 8629 E-mail Address Saraa.Fisher @eaglecounty.us I Signature /t ,`_ Date �C ,I',0 •lC� i FINANCIAL OFFICER Name • - Position Kim Andree _ Administrative Lieutenant Agency Eagle County Sheriff's Office Mailing Address P.O. Box 359 City, State, Zip Eagle, CO 81631 Telephone ti 970 - 328 - 8600 Fax # 970- 328 -1448 E-mail Address kin, an. - -C- - • . Signature Date - 41 I it -iv- i0 • PROJECT DIRECTOR ( Name Deena Ezzell Position Victim Services Coordinator Agency Earle County Sheriff i s Office Mailing Address P.O. Box 359 City, State, tip Earle, CO 81631 Telephone # 970 - 328 -8539 Fax # 97 328 -1448 - E -mail Address deena. @ea glecountv,_ us. _ Signature Date • Rev. September 2010 • State of Colorado Supplemental Provisions for Federally Funded Contracts, Grants, and Purchase Orders Subject to The Federal Funding Accountability and Transparency Act of 2006 (FFATA), As Amended As of 10 -15 -10 The contract, grant, or purchase order to which these Supplemental Provisions are attached has been funded, in whole or in part, with an Award of Federal funds. In the event of a conflict between the provisions of these Supplemental Provisions, the Special Provisions, the contract or any attachments or exhibits incorporated into and made a part of the contract, the provisions of these Supplemental Provisions shall control. 1. Definitions. For the purposes of these Supplemental Provisions, the following terms shall have the meanings ascribed to them below. 1.1. "Award" means an award of Federal financial assistance that a non - Federal Entity receives or administers in the form of: 1.1.1. Grants; 1.1.2. Contracts; 1.1.3. Cooperative agreements, which do not include cooperative research and development agreements (CRDA) pursuant to the Federal Technology Transfer Act of 1986, as amended (15 U.S.C. 3710); 1.1.4. Loans; 1.1.5. Loan Guarantees; 1.1.6. Subsidies; • 1.1.7. Insurance; 1.1.8. Food commodities; 1.1.9. Direct appropriations; 11.10. Assessed and voluntary contributions; and 1.1.11. Other financial assistance transactions that authorize the expenditure of Federal funds by non - Federal Entities. Award does not include: 1.1.12. Technical assistance, which provides services in lieu of money; 1.1.13. A transfer of title to Federally -owned property provided in lieu of money; even if the award is called a grant; 1.1.14. Any award classified for security purposes; or 1.1.15. Any award funded in whole or in part with Recovery funds, as defined in section 1512 of the American Recovery and Reinvestment Act (ARRA) of 2009 (Public Law 111 -5). 1.2. "Central Contractor Registration (CCR)" means the Federal repository into which an Entity must enter the information required under the Transparency Act, which may be found at htto://www.bon.00v/ccr. 1.3. "Contract" means the contract to which these Supplemental Provisions are attached and includes all Award types in §1.1.1 through 1.1.11 above. 1.4. "Contractor" means the a or parties to a Contract funded, in whole or in part, with r P rtY P p th Fede al financial assistance, other than the Prime Recipient, and includes grantees, subgrantees, Subrecipients, and borrowers. For purposes of Transparency Act reporting, Contractor does not include Vendors. 1.5. "Data Universal Numbering System (DUNS) Number" means the nine - digit number established and assigned by Dun and Bradstreet, Inc. to uniquely identify a business entity. Page 1 of 4 • Dun and Bradstreet's website may be found at: htto: / /fedaov.dnb.com /webform. 1.6. "Entity" means all of the following as defined at 2 CFR part 25, subpart C; 1.6.1. A governmental organization, which is a State, local government, or Indian Tribe; 1.6.2. A foreign public entity; 1.6.3. A domestic or foreign non -profit organization; 1.6.4. A domestic or foreign for - profit organization; and 1.6.5. A Federal agency, but only a Subrecipient under an Award or Subaward to a non- Federal entity. 1.7. "Executive" means an officer, managing partner or any other employee in a management position. 1.8. "Federal Award Identification Number (FAIN)" means an Award number assigned by a Federal agency to a Prime Recipient. 1.9. "FFATA" means the Federal Funding Accountability and Transparency Act of 2006 (Public Law 109-282), _ 2 , as amended by §6202 of Public La y § Law 110 252. FFATA, as amended, also is referred to as the "Transparency Act." 1.10. "Prime Recipient" means a Colorado State agency or institution of higher education that receives an Award. 1.11. "Subaward" means a legal instrument pursuant to which a Prime Recipient of Award funds awards all or a portion of such funds to a Subrecipient, in exchange for the Subrecipient's support in the performance of all or any portion of the substantive project or program for which the Award was granted. 1.12. "Subrecipient" means a non - Federal Entity (or a Federal agency under an Award or Subaward to a non - Federal Entity) receiving Federal funds through a Prime Recipient to support the performance of the Federal project or program for which the Federal funds were awarded. A Subrecipient is subject to the terms and conditions of the Federal Award to the 4111 Prime Recipient, including program compliance requirements. The term "Subrecipient" includes and may be referred to as Subgrantee. 1.13. " Subrecipient Parent DUNS Number" means the subrecipient parent organization's 9 -digit Data Universal Numbering System (DUNS) number that appears in the subrecipient's Central Contractor Registration (CCR) profile, if applicable. 114. "Supplemental Provisions" means these Supplemental Provisions for Federally Funded Contracts, Grants, and Purchase Orders subject to the Federal Funding Accountability and Transparency Act of 2006, As Amended, as may be revised pursuant to ongoing guidance from the relevant Federal or State of Colorado agency or institution of higher education. 1,15. "Total Compensation" means the cash and noncash dollar value earned by an Executive during the Prime Recipient's or Subrecipient's preceding fiscal year and includes the following: 1.15.1. Salary and bonus; 1.15.2. Awards of stock, stock options, and stock appreciation rights, using the dollar amount recognized for financial statement reporting purposes with respect to the fiscal year in accordance with the Statement of Financial Accounting Standards No. 123 (Revised 2005) (FAS 123R), Shared Based Payments; 1.15.3. Earnings for services under non -equity incentive plans, not including group life, health, hospitalization or medical reimbursement plans that do not discriminate in favor of Executives and are available generally to all salaried employees; 1.15.4. Change in present value of defined benefit and actuarial pension plans; 1.15.5. Above - market earnings on deferred compensation which is not tax - qualified; 1.15.6. Other compensation, if the aggregate value of all such other compensation (e.g. severance, termination payments, value of life insurance paid on behalf of the employee, perquisites or property) for the Executive exceeds $10,000. 1.16. "Transparency Act" means the Federal Funding Accountability and Transparency Act of 2006 • Page 2 of 4 , • 1 . • (Public Law 109 -282), as amended by §6202 of Public Law 110 -252. The Transparency Act also is referred to as FFATA. 1.17 "Vendor" means a dealer, distributor, merchant or other seller providing property or services required for a project or program funded by an Award. A Vendor is not a Prime Recipient or a Subrecipient and is not subject to the terms and conditions of the Federal award. Program compliance requirements do not pass through to a Vendor. 2. Compliance. Contractor shall comply with all applicable provisions of the Transparency Act and the regulations issued pursuant thereto, including but not limited to these Supplemental Provisions. Any revisions to such provisions or regulations shall automatically become a part of these Supplemental Provisions, without the necessity of either party executing any further instrument. The State of Colorado may provide written notification to Contractor of such revisions, but such notice shall not be a condition precedent to the effectiveness of such revisions. 3. Central Contractor Registration (CCR) and Data Universal Numbering System (DUNS) Requirements. 3.1. CCR. Contractor shall maintain the currency of its information in the CCR until the Contractor submits the final financial report required under the Award or receives final payment, whichever is later. Contractor shall review and update the CCR information at least annually after the initial registration, and more frequently if required by changes in its information. 3.2. DUNS. Contractor shall provide its DUNS number to its Prime Recipient, and shall update Contractor's information in Dun & Bradstreet, Inc. at least annually after the initial registration, and more frequently if required by changes in Contractor's information. 4. Total Compensation. Contractor shall include Total Compensation in CCR for each of its five most highly compensated Executives for the preceding fiscal year if: • 4.1. The total Federal funding authorized to date under the Award is $25,000 or more; and 4.2. In the preceding fiscal year,. Contractor received: 4.2.1. 80% or more of its annual gross revenues from Federal procurement contracts and subcontracts and /or Federal financial assistance Awards or Subawards subject to the Transparency Act; and 4.2.2. $25,000,000 or more in annual gross revenues from Federal procurement contracts and subcontracts and /or Federal financial assistance Awards or Subawards subject to the Transparency Act; and 4.3. The public does not have access to information about the compensation of such Executives through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d) or § 6104 of the Internal Revenue Code of 1986. 5. Reporting. Contractor shall report data elements to CCR and to the Prime Recipient as required in §7 below if Contractor is a Subrecipient for the Award pursuant to the Transparency Act. No direct payment shall be made to Contractor for providing any reports required under these Supplemental Provisions and the cost of producing such reports shall be included in the Contract price. The reporting requirements in §7 below are based on guidance from the US Office of Management and Budget (OMB), and as such are subject to change at any time by OMB. Any such changes shall be automatically incorporated into this Contract and shall become part of Contractor's obligations under this Contract, as provided in §2 above. The Colorado Office of the State Controller will provide summaries of revised OMB reporting requirements at htto://www.colorado.aov/doa/dfo/sco/FFATA.htm. 6. Effective Date and Dollar Threshold for Reporting. The effective date of these supplemental provisions apply to new Awards as of October 1, 2010. Reporting requirements in §7 below apply to new Awards as of October 1, 2010, if the initial award is $25,000 or more. If the initial Award is below $25,000 but subsequent Award modifications result in a total Award of $25,000 or more, the Award is 1 • Page 3 of 4 bject to the reporting requirements as of the date the Award exceeds $25,000. If the initial Award i $25,000 or more, but funding is subsequently de- obligated such that the total award amount falls 0 low $25,000, the Award shall continue to be subject to the reporting requirements. 7. 9ubrecipient Reporting Requirements. If Contractor is a Subrecipient, Contractor shall report as set forth below. 7.1 To CCR. A Subrecipient shall register in CCR and report the following data elements in CCR for each Federal Award Identification Number no later than the end of the month following the month in which the Subaward was made: 7.1.1 Subrecipient DUNS Number; 7.1.2 Subrecipient DUNS Number + 4 if more than one electronic funds transfer (EFT) account; 7.1.3 Subrecipient Parent DUNS Number; 7.1.4 Subrecipient's address, including: Street Address, City, State, Country, Zip + 4, and Congressional District; 7.1.5 Subrecipient's top 5 most highly compensated Executives if the criteria in §4 above are met; and 7.1.6 Subrecipient's Total Compensation of top 5 most highly compensated Executives if criteria in §4 above met. 742 To Prime Recipient. A Subrecipient shall report to its Prime Recipient, upon the effective date of the Contract, the following data elements: 7.2.1 Subrecipient's DUNS Number as registered in CCR. 7.2.2 Primary Place of Performance Information, including: Street Address, City, State, Country, Zip code + 4, and Congressional District. 8. Exemptions. 8.1. These Supplemental Provisions do not apply to an individual who receives an Award as a • natural person, unrelated to any business or non - profit organization he or she may own or operate in his or her name. 8.2 A Contractor with gross income from all sources of less than $300,000 in the previous tax year is exempt from the requirements to report Subawards and the Total Compensation of its most highly compensated Executives. 8. Effective October 1, 2010, "Award" currently means a grant, cooperative agreement, or other arrangement as defined in Section 1.1 of these Special Provisions. On future dates "Award" may include other items to be specified by OMB in policy memoranda available at the OMB Web site; Award also will include other types of Awards subject to the Transparency Act. 8.4 There are no Transparency Act reporting requirements for Vendors. 9. Event of Default. Failure to comply with these Supplemental Provisions shall constitute an event of default under the Contract and the State of Colorado may terminate the Contract upon 30 days prior w tten notice if the default remains uncured five calendar days following the termination of the 30 day ncjtice period. This remedy will be in addition to any other remedy available to the State of Colorado under the Contract, at law or in equity. • Page 4 of 4 OA/ 1P EXHIBIT A OFFICE RoR VICTIMS PROGF3 1) APPLICANT AGENCY: DCJ USE ONLY doh Legal Agency Name: Eagle County Sheriffs Office CY 2011 Funding Doing Business As (dba): Eagle County Sheriffs Offi ®C J App # 11 - VU - 5- - 1. ICj Project Title: Victim Services Unit MA Grant # �Q - ✓� S - 24 Mailing Address: PO BOX 359 z0)0 Award $ Street Address: 885 E Chambers Ave T New Applicant Agency City / Town: Eagle Zip Code: 81631 Continuation Applicant Agency County: Eagle Judicial District:'5 SOURCE 2011 2012 Phone #: 970 - 328 -8500 Fax #: 970 - 328 -1448 VA Federal Employer Identification # (FEIN): 846000762 VW Data Universal Numbering System # (DUNS): 624971701 SV Central Contractor Registration (CCR): ® Yes ❑ No TOTAL: CCR Expiration Date (mm /dd /yyyy): 11/20/2010 CY 2012 Funding Grant # 2) PROJECT DIRECTOR: Award $ Project Director Name: Deena Ezzeil Position / Title: Victim Services Coordinator Note: Because this document is protected, Phone #: 970 - 328 -8539 Fax #: 970 - 328 -1448 you cannot run spellcheck. a l E -Mail: deena.ezzell @eaglecounty.us 3) TOTAL OVP FUNDS REQUESTED: $ 54,000 4A) TYPE OF AGENCY: ❑ Non - Profit Agency ® Government Agency Check if applicable: ® Law Enforcement Agency ❑ DA's Office ❑ Courts / Probation ❑ Other (please specify): 4B) TYPE OF PROJECT(S): ❑ Child Advocacy Center ❑ Court Appointed Special Advocate Project (CASA) ❑ Domestic Violence Project ❑ Domestic Violence Fast Track Staff ❑ Domestic Violence / Sexual Assault Investigator / Officer ❑ Domestic Violence / Sexual Assault Investigator/ Prosecutor ❑ Sexual Assault Project ❑ Sexual Assault Nurse Examiner (SANE) / Sexual Assault Response Team (SART) Project ❑ Statewide Coalition ❑ Victim Services Project ❑ Victim / Witness Project e l ❑ Other (please specify): Crime Victim Services Funds 2010 APPLICATION 1 • GA/ 1' OFFICE FOR VICTIMS PROGRAMS 5) AGENCY DESCRIPTION AND HISTORY: The mission of he Eagle County Sheriff's Office (ECSO) 96 employees is to promote and maintain a sense of safety and security among both the citizens and guests of Eagle County by providing public safety information, conflict management, and law enforcement. these services are provided through eight (8) distinct operational units, functioning across 1,700 square miles to a community that expands from 52,331 (2008 US Census Bureau estimates) local residents to 125,000 residents and guests during the high seasons. Residents reside in seven (7) incorporated and 10 un- incorporated communities serviced by five (5) municipal police departments in Basalt, Vail, Avon, Minturn, and Eagle. Deputies, Sheriffs Office and Victim Services Unit staff provide services to a diverse population that includes illegal aliens, multimillionaires, Hispanics who represent 28.5% of the county population and non - English spooking people comprising 24.7 %. The county is bisected by Interstate 70. Transportation counts indicate as many as 39,200 people pass through Eagle County on a given day and may find themselves needing ECSO services. The Victim Services Unit (VSU) was created in 1990, beginning with one full -time person. Today it is staffed with a full -time Victim Services Coordinator and a full -time Bilingual Victim Advocate along with eight (8) volunteers. When requested by crime victims, the VSU provides on -scene response, court advocacy, emotional support, and assistance with restraining orders. 6) DESCRIPTION OF PROJECT(S) FOR WHICH FUNDS ARE BEING REQUESTED: Project 1: The gpal of this project is to enlarge and strengthen the existing VSU program by adding a new victim advocate who will provide service in two areas: 50% of his /her time will involve direct victim services, including but not limited to those described in the Victims Riglits Act (VRA). The other half will be as the Volunteer Coordinator responsible for recruiting, training, scheduling, and managing tlIe volunteers to allow more service to crime victims to meet their emotional and physical needs. The goal will be to increase voluntejer staff from 8 to 10 volunteers and increase on -call duty by volunteers from 29% to 40 %. • Crime Victim Services Funds 2010 APPLICATION 2 QV OFFICE FOR VICTIMS PROGRAMS • 7) PROJECT PURPOSE AREAS: Victim Services: (If applicable, check only those that apply to your proposed project) ® Domestic Violence ❑ 72 Hour Response ® Adult Sexual Assault 0 Law Enforcement Victim Assistants for Protection Order Enforcement ® Emergency Services for Victims & Their Families ❑ Stalking EI Child Physical and Sexual Abuse ❑ Services for Senior Crime Victims ❑ Assistance for Victims with Immigration Matters ❑ Services for Disabled Women ❑ Access for Underserved and /or Underrepresented Victims ❑ Services for Indian Tribes ❑ Statutorily Mandated to Implement the Victims Rights Act Statewide ❑ Services for Children who Witness Domestic Violence ❑ Specialized Advocacy Training: (If applicable, check only those that apply to your proposed project) ❑ Training for Officers, Prosecutors ❑ Training of Sexual Assault Forensic Personnel ❑ Judicial Education & Court Related Projects ❑ Training & Protocols to address Police- Perpetrated ❑ Specialized Training Domestic Violence Systems Improvement: (If applicable, check only those that apply to your proposed project) ❑ Specialized Units ❑ Coordinated Response to Domestic Violence Ilk ❑ Protection Order Enforcement ❑ Coordinated Response to Sexual Assault 111. ❑ Policies, Protocols, Orders ❑ Multidisciplinary Coordinated Response ❑ Collaborative, Community -based System Improvement ❑ Linked Data Collection & Communication Systems ❑ Model project that can demonstrate success and a plan for ❑ Statewide /Multi - jurisdictional Impact statewide replication Crime Victim Services Funds ! 2010 APPLICATION 3 CM/ I' OFFICE FOR VICTIMS PROGRAMS 8) PROVIDE A STATEMENT OF NEED FOR THE PROPOSED ACTIVITIES IN YOUR COMMUNITY: While the VSU as been in existence since 1990, it was and still is a small department and as recently as five (5) years ago, the department was Staffed with contractors, funded by the Local VALE grant, who were hired on a part-time basis, beginning with 10 hours a week, a panding to 20. During the past decade, from 2000 to 2010, the Eagle County population continued to increase. Based on the U .S. Census population 2008 estimates, Eagle County added 10,656 people, a growth of 25% from the 2000 census count of 41,675. ', Victim counts, since the VSU began tracking data in 2002, have fluctuated over the years with a high of 714 in 2003 and a low Of 394 in 2005. During the last three years, new victims numbered 579 in 2007, 455 in 2008, and 458 new victims in 2009. It was this recent population growth that led to sustained new victim counts between 450 and 550 victims annually, that prompted the department to expand its staffing to two full -time victim advocates. One of the full-time victim advocates had to be bilingual because the percent of Hispanic /Latino victims has been fairly consistent in the last six years, averaging close to 33 %. On behalf of the VSU, the Bilingual Victim Advocate meets with Spanish- speaking victims to interptet and translate in discussions about safehouse arrangements; during police investigations, advisements, and translating policf /legal documents. She also works as the translator on the victim's behalf after the victim transitions to the Office of the District Attorney where there is no bilingual expertise. Because of that lack of bilingual expertise, she gets pulled from VSU related activities Ito handle translations with victims during bond hearings, proposed plea agreements, sentencing options. Obviously, when the VSU's Bilingual Victim Advocate handles translations for the District Attorney's Office, for Sheriffs Office deputies during i vestigations, and for other law enforcement agencies as requested, she has less time for direct service to victims on behalf of the VS . In 2008, the She 'ffs Office commissioned an independent staffing audit with Voorhis Associates, Inc. which documented that violent crime rat s have been increasing nationally, in Colorado, as well as in the unincorporated areas of Eagle County. The disturbing trend ' that the violent crime rate in Eagly County's unincorporated areas exceeds that of the state as a whole, running at 18% between 20 0 and 2006. More violent crimes result in more traumatized victims who require more involved and longer term support, especially during lengthier court cases. In order to provide the foregoing victim services, a third of which are Hispanic, the department could not function without its volunteers. However, the percentage of hours that volunteers are available for on -call duty coverage has declined from a high of 57.5% in 2004 to 29% in 2009. io The VSU works #1osely transitioning victims to Bright Future Foundation (BFF) and to the District Attorney's Office for Victim Programs. BFF services two crime types: Domestic Violence and Sexual Assault with a staff of eight people of which two are bilingual advocate case managers. The Office of the District Attorney has one victim advocate who is not bilingual. With such a limited victim program at the DA's Office, support by the VSU staff for victims continues far beyond the initial stage of crisis intervention, emeitional support, and community referrals. VSU staff offer ongoing support to many of the victims as they move to their next phase, through the court system with the Office of the District Attorney. Basically, the VSU team is saturated. They have managed to keep afloat by informally triaging their services to those most in need, to those who req est it, and relying on the help of police officers /deputies to offer VRA mandated services at the crime scene when the VSU staff is smply not available due to limited resources. Hiring a third, full -time person as Victim Advocate /Volunteer Coordinator will help the VSU extend its victim services to a wider community. 0 Crime Victini Services Funds 1 2010 APPLICATION 4 wp OFFICE on VICTIMS PROGRAMS 41 9) ANNUAL PROJECT DATA: VICTIM SERVICES PROJECT DATA: Complete this section (Tables A & B) only if your project will provide DIRECT victim services. Provide only the number of victims who will receive services from OVP grant funded personnel. Table 9A NOTE: You must TAB through the numeric fields to activate the totaling function. Est. # Type of Crime Est. # Type of Crime (Continued) Victims Victims 2 Child Physical Abuse 2 Survivors of Homicide Victims 6 Child Sexual Abuse 0 Disabled Women O Children Who Witness Domestic Violence 1 Vehicular Assault or Homicide, DUI /DWI Crashes, 25 Domestic Violence or Careless Driving Resulting in Death O Dating Violence 1 Robbery O Stalking 5 Assault 3 Adult Sexual Assault 0 Elder Abuse O Adults Molested as Children 0 Other Violent Crimes (See instructions): 410 TOTAL UNDUPLICATED VICTIMS ESTIMATED TO BE SERVED DURING THE 12 -MONTH PERIOD = 45 Table 9B: NOTE: No single entry/category in this table can exceed the TOTAL NUMBER OF VICTIMS in Table 9A. Est. # Type of Services Est. # Type of Services (Continued) Victims Victims 2 Civil Legal Advocacy /Court Accompaniment 0 Individual Therapy 0 Civil Legal Attorney Assistance 37 Information & Referral (in person) 25 Criminal Justice Support/Advocacy /Court 37 Information & Referral (by phone) Accompaniment 25 Crisis /Counseling Intervention (in person) 0 Language Services (interpretation) 25 Crisis /Counseling Intervention (by phone) 0 Shelter /Safehouse 0 Emergency Financial Assistance 0 Transitional Housing 37 Follow -up (in person, by phone, or written) 0 Transportation 0 Forensic Exam 45 Victim Compensation Assistance 0 Group Treatment/Support 10 Victim /Survivor Advocacy 3 Hospital /Clinic Response 45 Victim Rights Act Services ip Crime Victim Services Funds 1 " 2010 APPLICATION 5 • CJVTp OFFICE FOR VICTIMS PROGRAMS 9) ANNUAL PROJECT DATA - CONTINUED: Table 9C: LAW ENFORCEMENT PROJECT DATA: Complete this PROSECUTION PROJECT DATA: Complete this section only section only if y u are requesting funds for a Law if you are requesting funds for a Prosecutor or Investigator Enforcement fficer or Investigator who will be responding who will be handling domestic violence, sexual assault, to domestic vi lence, sexual assault, stalking, and dating stalking, and dating violence cases. A case should be violence caseal incidents. Complete only those that apply: counted according to the most serious offense. Complete only those that apply: Est. # T)pe of Services Est. # Type of Cases Cases / Cases Incidents O C$Ils for Assistance (911 & other) 0 Misdemeanor Sexual Assault O InOident Reports 0 Felony Sexual Assault O Cases /Incidents Investigated 0 Homicide Related to Sexual Assault, Domestic Violence or Stalking O Arrests 0 Domestic Violence /Dating Violence Ordinance 1 O D�IaI Arrests 0 Misdemeanor Domestic Violence /Dating Violence O Protection/Ex Parte/Temporary Restraining 0 Felony Domestic Violence /Dating Violence Orders Served O Arrests for Violation of Bail Bond 0 Stalking Ordinance O Enforcement of Warrants 0 Misdemeanor Stalking i O Arrests for Violation of Protection Orders 0 Felony Stalking O PrOtection Orders Issued 0 Violation of Protection Order O Referrals of Cases to Prosecutor 0 Violation of Bail 0 Referrals of Federal Firearms Charges __ 0 Violation of Probation or Parole to Federal Prosecutor 0 Forensic Medical Evidence 0 Violation of Other Court Order • • Crime Victim Services Funds 1 2010 APPLICATION 6 . ON/ T" OFFICE FOR VICTIMS PROGRAMS III ) ANNUAL PROJECT DATA — CONTINUED: Table 9D: TRAINING PROJECT DATA: This table should only be completed if you are requesting funds for a FORMAL training project for professionals /volunteers, primarily outside your agency, who work directly with victims. There are only two eligible categories of training activities: 1) Training on domestic violence, sexual assault, stalking, and dating violence or; 2) Statewide or multi- jurisdictional training pertaining to victim assistance. This DOES NOT include outreach trainings /presentations about your program, or in -house staff /volunteer training. Refer to the Instructions for further details. NOTE: You must TAB through the numeric fields to activate the totaling function. Est. # People Trained Est. # People Trained (Continued) Trained Trained 0 Advocacy Organization Staff 0 Military Command Staff (NAACP, HARP) ^ 0 Attorneys /Law Students (Non Prosecutors) 0 Multidisciplinary Group 0 Batterer Intervention Program Staff 0 Prosecutors 0 Correction Personnel (probation, parole, and 0 Sex Offender Treatment Providers correctional facilities) 0 Court Personnel (judges, clerks) 0 Sexual Assault Nurse /Forensic Examiners 0 Disability Organization Staff (non - governmental) 0 Social Service Organization Staff (food bank, homeless shelter) • 0 Educators (teachers, administrators) 0 ^ Substance Abuse Organization Staff 0 Elder Organization Staff (non governmental) 0 Supervised Visitation and Exchange Center Staff 0 Faith -based Organization Staff 0 Translators /Interpreters 0 Government Agency Staff (vocational 0 Tribal Government/Tribal Government Agency rehabilitation, food stamps, TANF) 0 Health Professionals (doctors, nurses — not 0 Victim Advocates (non - governmental, includes including SANE or SAFE's) sexual assault, domestic violence and dual) 0 Immigrant Organization Staff (non - govemmental) 0 Victim Assistants (governmental, includes victim - witness specialists /coordinators) 0 Law Enforcement Officers 0 Volunteers 0 Legal Services Staff (not including attomeys) 0 Other (specify): 0 Mental Health Professionals TOTAL NUMBER OF PERSONS TO BE TRAINED = 0 0 Crime Victim Services Funds I, 2010 APPLICATION 7 CIvF OFFICE FOR VICTIMS PROGRAMS 10) UNDER 'SERVED / UNDERREPRESENTED POPULATIONS: Please answel• the following questions in the box below: A. DescribEi the underserved / underrepresented population in the community you serve (e.g. the ethnicity of victims served, etc.). How is Ole underserved population(s) determined? Cite your source(s). B. State hoW you address the needs of the underserved /underrepresented populations in your community (e.g. the diversity of staff, vol'anteers and /or board representation, etc.). C. Is any portion of your project specifically designed to serve underserved and /or underrepresented populations? ® Yes ❑ No D. If you checked "Yes" above, what percentage of your grant request will be used to serve your underserved populations? 5% The largest underserved population in Eagle County is the Hispanic community. The 2000 U.S. Census states that 28.5% of the county population is Hispanic and 24.7% of the county are people who do not speak English. The VSU interfaces with the county school districts'! when incidents occur at the schools. Through the VSU's relationship with the school staff, we have learned that the Hispanic /Latind population in the school system measures much higher, at 34 %. The underserved in our community also includes growing numbers of new immigrants from Eastern Europe and Western Africa. The geopgraphr of Eagle County with its mountainous terrain, heavy snowfalls, limited roadways, and rural communities contribute to pockets of the county where there are underserved residents simply due to their distance from the Sheriffs Office. For example, Bond and McCoy are towns situated close to if not on the county's northern border. These small communities have no Marshall's Office or Police Department but do house a small fire station. Unless the incident is severe or a death is involved, the residents choose to handy situations themselves rather than calling the Sheriffs Office. To address this need, the VSU is attempting to recruit a volunteer who lives near Bond and McCoy townships. Another challenge is that one of the five municipalities, Basalt, is located more than an hour's driving time away from the Sheriffs Office. Basalt deputies can handle calls for service, but need to relocate defendants to Eagle for extended jail time. To support victims in these crimes, VSU staff must, when needed, travel extensive distances to met with these victims. If the project to hire an additional Victim Advocate /Volunteer Coordinator is funded, it will indirectly affect the activities of the Victim Services Unit Coordinator and the Bilingual Victim Advocate. Instead of just receiving a VRA brochure, a team of three advocates, working 100 hours each week on direct services instead of 80, will have one third more time to respond to victims. Instead of having the arresting police officer /deputy hand the victim a brochure, a third person in the VSU will allow more immediate crisie intervention, necessary to begin building a relationship between the VSU advocates and the victim. A third person on the team will Iprovide more people to share the on -call duty, very much needed to minimize staff burn -out. By having the third advocate take o'er activities to recruit, train, schedule, and manage the volunteers, the other two advocates will have more time to devote to direct victim services. With more time to devote to direct victim services, the Bilingual Victim Advocate will interact with more of the underserved crime victims in the county. If funding is approved, the VSU will look for qualified candidates who are bilingual to increase the potential of the VSU to provide culturally inclusive services, not only to victims but also to other agencies serving victims in the community. Having another person on the VSU staff who is bilingual will aid the VSU in providing assistance to the growing number of culturally diverse families in our community. 410 Crime Victir 7 Services Funds ' 2010 APPLICATION 8 • CON/F OFFICE FOR VICTIMS PROGRAMS 11) GOALS AND OBJECTIVES — PROJECT SPECIFIC IMPACT: When possible and appropriate, choose from the list of goals & objectives in the Instructions and the OVP Grant Guide. Goals should be limited to three, with no more than three objectives for each goal. Your objectives must be measurable and related to the personnel position(s) /professional services or consultant(s) requested in your Total 12 -Month Budget (see page 12). Enter agency name: Eagle County Sheriffs Office Victim Services Unit Section 11A. GOAL 1: The Contract Victim Advocate(s) will provide direct services to meet the needs of crime victims in Eagle County. Objective 1: By the end of the 12 -month grant period, the Contract Victim Advocate(s) will see that 45 domestic violence, sexual assault, or stalking crime victims receive support, advocacy and information about the criminal justice system. Position Title(s): Contract Victim Advocate Position #(s): 1 Objective 2: By the end of the 12 -month grant period, the Contract Victim Advocate(s) will provide direct services predominantly "after hours" (most commonly nights and weekends) and follow -up services which may include criminal justice education, crisis intervention, and court support for victims. Position Title(s): Contract Victim Advocate Position #(s): I • Objective 3: Position Title(s): Position #(s): 1 GOAL 2: Objective 1: Position Title(s): Position #(s): Objective 2: Position Title(s): Position #(s): Objective 3: Position Title(s): Position #(s): IP Crime Victim Services Funds 1 2010 APPLICATION 9 Qvp OFFICE FOP VICTIMS PROGRAMS 11) GOALS AND OBJECTIVES — PROJECT SPECIFIC IMPACT — CONTINUED: GOAL 3: Objective 1: Position Title(s): Position #(s): Objective 2: Position Title(s): Position #(s): Objective 3: Position Title(s): Position #(s): • Crime Victir'i Services Funds 2010 APPLICATION 10 OVY OFFICE FOR VICTIMS PROGRAMS ilk 11) GOALS AND OBJECTIVES — PROJECT SPECIFIC IMPACT — CONTINUED: Section 11B: Project specific impact: Refer to the Instructions for important information on how to complete this item. 1) Please state the intended impact of the project goals and objectives. The Victim Advocate /Volunteer Coordinator will provide direct services to meet the needs of crime victims in Eagle County. Intended Impact: * Victim's rights are communicated; * Victims know how to access available resources; * Victim's stated needs are being met; and * Victims have more one -on -one contact with VSU staff and volunteers. 2) Please provide the impact data collection methods to be used. * Staff documented number of VRA brochures given to victims; * Staff records on number of referring phone calls and letters; * Staff notes regarding victim's needs as they are stated at the first encounter; * Staff records on number of advisements attended by staff; * Volunteer on -duty scheduling logs. Crime Victim Services Funds J 2010 APPLICATION 11 OFFICE Fon VICTIMS PROGRAMS 12) TOTAL 1;? -MONTH BUDGET — Calendar year, January 1 to December 31 Enter agency name: NOTE: You mi TAB through the numeric fields to activate the totaling function. 12A: Personnel Request: Position 1: Title: DCJ Staff Use Only Name: Total # hours per week this position works for the agency (max = 40 hrs): 40 Annual Budget Amount requested Amount from all other from OVP sources for this position Salary $ $ List Sources: Fringe /Benefits $ $ Totals: $ 0 $ 0 Total from all other sources: $ Position 2: Title: DCJ Staff Use Only Name: Total # hours per week this position works for the agency (max = 40 hrs): Annual Budget Amount requested Amount from all other from OVP sources for this position Salary $ $ List Sources: Fringe /Benefits $ $ Totals: $ 0 $ 0 Total from all other sources: $ 4 Position 3: !Title: DCJ Staff Use Only (Name: Total # hours per week this position works for the agency (max = 40 hrs): Annual Budget Amount requested Amount from all other from OVP sources for this position Salary $ $ List Sources: • Fringe /Benefits $ $ Totals: $ 0 $ 0 Total from all other sources: $ Position 4: Title: DCJ Staff Use Only Name: (Total # hours per week this position works for the agency (max = 40 hrs): Annual Budget Amount requested Amount from all other from OVP sources for this position Salary $ $ List Sources: Fringe /Benefits L $ Totals: $ 0 $ 0 Total from all other sources: $ TOTAL OVP Personnel Funds Requested: $ 0 Came Victirr Services Funds i 2010 APPLICATION 12 • Cove OFFICE FOR VICTIMS PROGRAMS 12) TOTAL 12 -MONTH BUDGET — Calendar year, January 1 to December 31 — CONTINUED: 12A: Personnel Request Continued: If you are requesting funding for PERSONNEL, you must fully explain and justify the need for the current request. • 1 Crime Victim Services Funds 1 2010 APPLICATION 13 C)Vip OFFICE FOR VICTIMS PROGRAMS 12) TOTAL 12 -MONTH BUDGET — Calendar year, January 1 to December 31 — CONTINUED: NOTE: You must TAB through the numeric fields to activate the totaling function. 12B: Supplies & Operating Expenses: List Requeste. Operating Expenses Annual Amount Amount Available/ Amount Requested Anticipated from from OVP Other Sources $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ Total OVP SupIies & Operating Funds Requested: $ 0 $ 0 $ 0 If you are requesting funding for SUPPLIES & OPERATING, you must fully explain and justify the need for the current request. • Crime Victim Services Funds 1 2010 APPLICATION 14 • 0A/ F'' —�{ OFFICE Foh VICTIMS PROGRAMS fik 12) TOTAL 12 -MONTH BUDGET – Calendar year, January 1 to December 31 – CONTINUED: NOTE: You must TAB through the numeric fields to activate the totaling function. 12C: In -State Travel:* Itemize Request Annual Amount Amount Available/ (Transportation, Per Diem, etc.) Amount Requested Anticipated from from OVP ` Other Sources $ $ $ $ $ $ $ $ $ Total OVP In -State Travel Funds Requested: $ 0 $ 0 $ 0 If you are requesting funding for IN -STATE TRAVEL *, you must fully explain and justify the need for the current request. ( *See instructions) 410 12D: Equipment (durable, single item $5,000 & over): List Requested Equipment Expenses Annual Amount Amount Available) Amount Requested Anticipated from from OVP Other Sources $ $ $ $ $ $ Total OVP Equipment Funds Requested: $ 0 $ 0 $ 0 If you are requesting funding for EQUIPMENT, you must fully explain and justify the need for the current request. • Crime Victim Services Funds ! 2010 APPLICATION 15 w-p• OFFICE FOR VICTIMS PROGRAMS 12 ) TOTAL 12 -MONTH BUDGET — Calendar year, January 1 to December 31 — CONTINUED: NOTE: You mu t TAB through the numeric fields to activate the totaling function. 12E: Professional Services / Consultants: Professional S rvices / Consultants Total Hourly # of Hours Amount Rate of Pay to be Worked Requested ' on This Project from OVP Contract Victim Advocate(s) $ 26.00 1,038 Hrs $ 27,000 $ Hrs $ $ Hrs $ $ Hrs $ $ Hrs $ Total OVP Profs ssional Services / Consultants Funds Requested: $ 27,000 If you filled out any of the boxes for PROFESSIONAL SERVICES / CONSULTANTS, you must fully explain and justify, both the need and the rate of pay, for the current request. Please note that professional services expenditures require prior approval by DCJ (use Form 16). The hourly rate of $26.00 is the standard contract rate for this type of service in Eagle County. We want to expand the department based on a professional staffing audit done in 2008 that recommended the VSU add another FTE to the department. 12F: OVP Grant Request Summary (This chart summarizes all dollars by category): NOTE: This tabl automatically fills from other tables. Budget Categories OVP Gran 9 9 Grant Request Personnel $ 0 Supplies & Opera!ing $ 0 In -State Travel $ 0 Equipment $ 0 Professional Services / Consultants $ 27,000 Total OVP Funds Requested: $ 27,000 • Crime Victim Services Funds ' 2010 APPLICATION 16 • ON/ F° OFFICE FOR VICTIMS PROGRAMS 13) NECESSARY FUNDING INFORMATION: NOTE: Section 13A OR 13B must be completed. Section 13A: CONTINUATION Applicants Only: Briefly summarize the reasons for the differences between this application and your current OVP grant award (VOCA, VAWA and /or State VALE) for each budget item requested. • Section 13B: NEW Applicants Only: If not currently receiving OVP grant funds (VOCA, VAWA and /or State VALE), you must describe how the requested budget items are currently being funded. • The requested budget item is not currently being funded. This request, if granted, will allow the department to add a new employee to the VSU team, thereby increasing the team's ability to a provide more crisis intervention, more one -on -one services, and expand the pool of volunteers, critical to helping the VSU provide direct victim services per the VRA mandates. • Crime Victim Services Funds 1 2010 APPLICATION 17 OV ip : . OFFICE FOR VICTIMS PROGRAMS 14) MATCH For purposes of this application, demonstrate the ability to provide match to be used for project related activities. To calculate match, divide your total OVP fund requested by 3. Remember, federal funds cannot be used for match. For additional information, refer to the instructions. NOTE: You mu TAB through the numeric fields to activate the totaling function. PERSONNEL M TCH (Employees / volunteers of the applicant agency) Cash In -Kind Employee / Volu teer / Job Position (Full Time Equivalent) Victim Services Coordinator @ 8.5% for supervision $ 6,750 $ $ ' Fringe Benefits ~ $ $ Subtotal $ 6,750 $ 0 Source of Match: Eagle County Sheriffs Office Budget T _ SUPPLIES AND IbPERATING MATCH Cash In -Kind (Copying, rent, ptione, tuition, registration fees and other items under $5,000) $ — $ Subtotal $ 0 $ 0 Source of Match: OTHER Cash In -Kind In -State Travel Match $ $ Equipment Match $ $ Professional Sei+vices/Consultants Match $ $ Source of Match: TOTAL MATCH: $ 6,750 $ 0 15) OVP GRAFT BUDGET SUMMARY: NOTE: This table automatically fills from other tables. Budget Categories OVP Funding Cash Match In -Kind Match Totals Request Personnel $ 0 $ 6,750 $ 0 $ 6,750 Supplies & Operating $ 0 $ 0 $ 0 $ 0 In -State Travel $ 0 $ 0 $ 0 $ 0 Equipment $ 0 $ 0 $ 0 $ 0 Professional Servies/ Consultants $ 27,000 $ 0 $ 0 $ 27,000 . Ai TOTALS $ 27,000 $ 6,750 $ 0 $ 33,750_' I V Crime Victim Services Funds I 2010 APPLICATION 18 OA/ T" OFFICE FOR VICTIMS PROGRAMS • 16) TOTAL AGENCY REVENUES AND EXPENSES: NOTE: Section 16A AND 16B must be completed by non - profit, non - govemmental agencies only. NOTE: You must TAB through the numeric fields to activate the totaling function. Section 16A: Total agency revenue and expenditures for the last completed fiscal year: Beginning date (mm /dd /yyyy): Ending date (mm /dd /yyyy): REVENUE Amount EXPENDITURES Amount VOCA $ 0 Personnel Salaries $ 0 VAWA $ 0 Personnel Taxes $ 0 FVPSA / DAAP / TANF $ 0 Personnel Benefits $ 0 City Government $ 0 Professional Services $ 0 Local VALE: Accounting Services (i.e., Payroll) $ 0 JD # $ 0 Attorneys Fees $ 0 JD # $ 0 Translation /Interpretation Services $ 0 JD # $ 0 Equipment (copiers, fax machines, computers) $ 0 JD # $ 0 Rent / Mortgage $ 0 State VALE $ 0 Utilities $ 0 County Funding $ 0 T Maintenance / Repair $ 0 United Way $ 0 Telephone $ 0 0 Corporate / Foundation Grants $ 0 Answering Service $ 0 Local Fundraising Activities / Events $ 0 Insurance $ 0 Donations $ 0 Fundraising Expenses $ 0 Client Fees $ 0 Audit / Financial Review $ 0 Investment Income $ 0 Staff Travel $ 0 State Government Funding $ 0 Staff, Board & Volunteer Training / Development $ 0 Other Federal Funds — $ 0 Program Supplies & Materials $ 0 Specify: Project Income $ 0 Office Supplies $ 0 (i.e., educational trainings /materials, etc.) SA Prevention Funds $ 0 Advertising $ 0 Other: $ 0 Postage $ 0 Other: _ $ 0 Duplication / Printing $ 0 Other: $ 0 Books & Subscriptions $ 0 Other: $ 0 Memberships $ 0 Other: $ 0 Computer Consultants $ 0 Other: $ 0 Client Services (food, motel, transportation, etc.) $ 0 Other: $ 0 _ Client Services $ 0 Other: $ 0 Bank / Finance Fees $ 0 Other: $ 0 Newsletter / Education $ 0 Other: $ 0 Depreciation $ 0 Other: $ 0 Other: $ 0 40 TOTAL: $ 0 TOTAL: $ 0 Crime Victim Services Funds 1 2010 APPLICATION 19 • OVP OFFICE FOR VICTIMS PROGRAMS ' 16) TOTAL A3ENCY REVENUES AND EXPENSES – CONTINUED: Section 168: i'Non- profit agencies only) - Please explain the percentage of your agency's budget used for crime victim services. • 17) DIVERSIFICATION OF FUNDING: Please list all sources of funding that you have solicited or plan to solicit (government, local VALE, foundations, etc) in CY 2010. Include the time period in which these funds would be available. Indicate any funding reductions your agency experienced which wilt affect your revenues in CY 2010. VSU 2010 Annual Budget = $198,737.83 Local VALE Grant $30,000.00 Sheriffs Office Budget ** $168,737.83 Total Funding fot 2010 = $198,737.83 ** Sheriffs Office Budget funds: Benefits, contract labor, pagers, cell phones, volunteer costs, transportation, printing, advertizing, memberships /subscriptions, postage, education/training. The county has restricted funding to the Sheriffs Office to maintain budget guidelines. These budget cuts carry over to the VSU. Due to county reductions, the Sheriffs Office has frozen staff salaries at 2009 levels. If the OVP funding request is approved, the Sheriff has indicated that he would request additional funds to cover the fringe and FICA expenses for this additional employee. In the overall 201b budget above, the Sheriffs Office funds 85% of the VSU budget, Local VALE funds 15 %. _ — • Crime Victiri Services Funds 1 2010 APPLICATION 20 • ON/ p' OFFICE FOR VICTIMS PROGRAMS 18) FINANCIAL MANAGEMENT: To be eligible for federal /state funds, your agency must be able to demonstrate the ability to comply with financial requirements. A. What is the fiscal year covered by your most recent audit or financial review? Enter start and end dates (mm /dd /yyyy): 1/1/2008 to 12/31/2008 Include one copy of your most recent audit or financial review, including any management report or other auditor comments in the appendix. Also, if there were findings, please attach the audit resolutions and /or corrective action plan. ® Yes ® No B. Did your agency expend $500,000 or more from combined federal sources during the fiscal year of your most recent audit? If "yes", be sure to include the A -133 Single Audit Report with your financial audit. C. Please respond to the following questions about whether your accounting system meets the criteria for managing federal /state grant funds. (These questions cover areas that will be monitored by DCJ staff. They are not intended to be all inclusive and do not substitute for the agency's responsibility to meet all federal and state requirements for these grant funds.) ® Yes ❑ No Does your accounting system separate ALL revenues and expenditures by funding source? ▪ Yes ❑ No Does your system track revenues and expenditures for each grant award separately through a sub- ledger system? ® Yes ❑ No Does your system allow expenditures to be classified by the broad budget categories listed in the budget in your application, i.e. Personnel, Supplies and Operating, Travel, Equipment and Professional Services? ® Yes ❑ No - Do you reconcile sub - ledgers to your general ledger at least monthly? ® Yes ❑ No Do you mark your invoices with the grant number? ® Yes ❑ No Do you maintain time sheets, signed by the employee and supervisor for each employee paid by DCJ S grant funds? ® Yes ❑ No ❑ N/A Does your accounting system have the ability to clearly identify the funds and amount used as a cash match? ❑ Yes ❑ No ® N/A If you will be using in -kind match such as volunteer hours, can you clearly document how you will keep track of the match that you will be reporting on your quarterly financial report? • Yes ❑ No Do you have written financial policies and procedures in place? ® Yes ❑ No Do you have accounting intemal controls in place, such as separation of duties, two signatures on certain checks, reconciliations or other reviews? ® Yes ❑ No ❑ N/A Are you able to ensure that you will not be using these grant funds to provide services that will be paid by Victim Compensation? ❑ Yes ® N/A Will this grant funded project generate income? ® Yes ❑ No Will you use your accounting system data to prepare your quarterly financial reports for DCJ? ® Yes ❑ No Will you reconcile your accounting system data with your quarterly financial reports for DCJ? D. If you answered NO to any of the questions above, please provide an explanation. • Crime Victim Services Funds 1 2010 APPLICATION 21 CIV e OFFICE FOR VICTIMS PROGRAMS 19) PROSECUTION, LAW ENFORCEMENT AND COURTS AGENCIES ONLY: If you are NOT = prosecution, law enforcement or courts agency, skip to question #20. Prosecution, IaW enforcement and courts agencies must consult with victim services agencies in developing their grant applications to ensure that the proposed activities are designed to promote safety, confidentiality, and economic independence of victims. This includes victim cervices projects within prosecution, law enforcement, and courts agencies. Check, if appropriate. ❑ Prosecution Agency ® Law Enforcement Agency ❑ Courts Agency If checked, indicate below which victim services agencies were consulted in developing this application: Agency Name Agency Contact Describe the Consultation Process & Phone Number (See instructions) Office of the District Attorney, 5th Joe Flannigan Spoke by phone on March 3, 2010 about our respective Judicial District 303- 679 -2450 funding requests and services being offered. Will continue to strengthen our collaboration between the Eagle office of the District Attorney and our Victim Services Unit. Bright Future Fo ndation Sheri Mintz Met in person on March 2, 2010 to discuss the distinct 970- 949 -7097 services that our respective agencies provide for victims of domestic violence and sexual assault. Also discused ways to streamline the referal process in both directions. Planned future coordination of services and outreach. 20) COMMUNITY COORDINATION: List three agencies with which your project staff will be coordinating most frequently. DCJ reserves the right to contact the agencies listed. Agency Name Agency Contact Describe Coordination of Activities 8 Phone Number (See instructions) Office of the District Attorney Joe Flannigan Coordination occurs on a daily basis with the VW 303- 679 -2450 Coordinator. The VSU Bilingual Advocate does most of the translations for the DA's office re: plea agreements, sentencing options,etc. The VW Coordinator and VSU staff assist with each other's clients. Bright Future Foilndation (BFF) Sheri Mintz VSU contacts BFF anytime a domestic violence or sexual 970 - 949 -7097 assault victim is in need of safe housing. Also refer DV and SA victims for counseling, assistance with custody /divorce issues and long -term housing assistance. Avon Police Department Krista Jaramillo If VSU staff cannot appear on- scene, the deputy gives 970- 748 -4040 victim VRA brochure and provides victim VSU contact information. Most victim follow -up is provided by the Admin. Assist. who was trained in VRA and victim service skills by the VSU Coordinator. • Crime Victim Services Funds 1 2010 APPLICATION 22 C VT OFFICE FOR VICTIMS PROGRAMS 0 21) MEMORANDUMS OF UNDERSTANDING OR AGREEMENT If you have active memorandums of understanding or agreement that are relevant to this request, list the name of the agency and briefly describe the terms of the agreement. Do not attach the memorandums to the application, but have available upon request. Agency Terms of Agreement Basalt Police Department Victims of crime in this township are referred to the Eagle County Sheriffs Victim Service Unit. Memorandums of Understanding between Basalt PD and ECSO will be in place by 12- 31 -10. Vail Police Department Victims of crime in this township are referred to the Eagle ` County Sheriffs Victim Service Unit. Memorandums of Understanding between Vail PD and ECSO will be in place by 12- 31 -10. Avon Police Department Victims of crime in this township are referred to the Eagle County Sheriffs Victim Service Unit. Memorandums of Understanding between Avon PD and ECSO will be in place by 12- 31 -10. Minturn Police Department Victims of crime in this township are referred to the Eagle County Sheriff's Victim Service Unit. Memorandums of Understanding between Minturn PD and ECSO will be in place by 12- 31 -10. — • Eagle Police Department Victims of crime in this township are referred to the Eagle County Sheriffs Victim Service Unit. Memorandums of Understanding between Eagle PD and ECSO will be in place by 12- 31 -10. 22) VRA: Please list the date of the last VRA training that was provided to your program staff (mm /dd /yyyy): 3/2/2010 Name and Title of the individual who provided the training? PowerPoint Presentation circulated by Deena Ezzell, Victim Services Unit Coordinator 23) VICTIM'S COMPENSATION: Please list the date of the last Victim's Compensation training that was provided to your program staff (mm /dd /yyyy): 3/3/2010 0 Name and Title of the individual who provided the training? PowerPoint Presentation circulated by Deena Ezzell, Victim Services Unit Coordinator Crime Victim Services Funds 1 2010 APPLICATION 23 • O1/T OFFICE Po11 VICTIMS PROGRAMS APPENDIX: The items listed here must be included with your application packet. Your application will be considered incomplete unless all of the items are included: Attach the following items to each of the three (3) copies of the application: • Organizational Chart — with requested personnel highlighted • Job Descriptions for OVP funded staff • Job Descriptions for volunteer staff — if applicable • Job Descriptiohs for match staff — if applicable • Board Members list — non -profit agencies only • Secretary of State Certificate of Good Standing — non - governmental agencies only (www.sos.state.co.us) • Proof of non - profit status — new non -profit applicants only • Sample timesheet currently used by the position(s) for which you are requesting OVP funding • Sample timesheet currently used by the volunteer staff Enclose one loOse copy of the following: • Audit or Financial Review (if not submitted to DCJ within the last year) • • Crime Victim Service Funds 1 2010 APPLICATION 1.(J r utuvi su CERTIFICATION OF COMPLIANCE WITH REGULATIONS OFFICE FOR CIVIL RIGHTS, OFFICE OF JUSTICE PROGRAMS FOR SUBGRANTS ISSUED BY THE COLORADO DIVISION OF CRIMINAL JUSTICE STR UCTIONS :: Complete the identing information, which is found on the Statement of Grant Award (SOGA), in the Wble below. Read the form completely, identifvin2 the person responsible for reportinz civil rights findings; and checking only the one certification under `II" that applies to your agency. Have your Authorized Official sign at the bottom of page 2, forward a copy to the person you identified as being responsible for reporting civil rights findings and return the original to the Colorado Division of Criminal Justice, 700 Kipling, Ste. 1000, Denver, CO 80215, within 45 days of the grant award beginning date. Grant # 10- VA -5 -26 Grant Project Title: Victim Services Unit SubgranteeName (FundedEntity): Eagle County Sheriff' Office Address: P.O. Box 359, Eagle, Colorado 81631 Duration: Beginning date: January 1, 2011 End date: December 31, 2011 I Award: $ 27,000 Project Director's Name & Phone #: Deena Ezzell 970 - 328 -8539 h Person responsible for reporting civil rights findings g of discrimination: (Name, address & phone) ) Bryan Treu 500 Broadway, Eagle, CO 81631 970 -328 -8685 AUTHORIZED OFFICIAL'S CERTIFICATION: As the Authorized Official for the above Subgrantee, I certify, by my ature below, that I have read and am fully cognizant of o ur duties and responsibilities under this Certification. I. REQUIREMENTS OF SUBGRANT RECIPIENTS: All subgrant recipients (regardless of the type of entity or the amount 1 t awarded) are subject to prohibitions against discrimination in any program or activity, and must take reasonable steps to provide meaningful access for persons with limited English proficiency. ♦I certify that this agency will maintain data (and submit when required) to ensure that: our services are delivered in an equitable manner to all segments of the service population; our employment practices comply with Equal Opportunity Requirements, 28 CFR 42.207 and 42.301 et seq.; our projects and activities provide meaningful access for people with limited English proficiency as ited En lish roficienc required by Title VI of the Civil Rights Act, (See also, 2000 Executive Order #13166). q Y ♦I also certify that the person in this agency or unit of government who is responsible for reporting civil rights findings of discrimination will submit these findings, if any, to the Division of Criminal Justice within 45 days of the finding, and/or if the finding occurred prior to the grant award beginning date, within 45 days of the grant award beginning date. II. EQUAL EMPLOYMENT OPPORTUNITY PLAN (EEOP) CERTIFICATIONS: Check the box before ONLY THE ONE APPROPRIATE CERTIFICATION (A, B, or C below) that applies to this subgrantee agency during the period of the grant duration noted above. O CERTIFICATION "A" [NO EEOP IS REQUIRED if (1), (2) or (3), below, apply.] This is the Certification that most non - profits and small agencies will use. Check all that apply to your entity. This funded entity: (1) is an educational, medical or non - profit organization or an Indian Tribe; (2) has less than 50 employees; (3) was awarded through this grant from the Colorado Division of Criminal Justice less than $25,000 in federal U.S. Department of Justice funds. • Therefore, I hereby certify that this funded entity is not required to maintain an EEOP, pursuant to 28 CFR 42.301, et s_g. (CONTINUED ON REVERSE SIDE) Colorado Division of Criminal Justice Page 1 of 2 Rev. 9/2010 ' DCJ FORM 30: CERTIFICATION C F C OMPLIAN CE WITH REGULION ATS, OFFICE FOR CIV R IGH TS, OFFICE OF JUSTICE PROGRAMS (Continued) IT EQUAL EMPLO TME NT OPPORTUNITY PLAN (EE OP) CERTIFICATIONS: (Co CERTIFICA ION " (EEOP MUST BE ON FILE) T h i s fu nded e city, a s a for - profit entity or a s o r local government hav 5 0 or m ore e m $ p rs receiving rougl this grant fro the Colorado. Division of Criminal Justice, more than $25,000 but less than 500 ,000 in federal U.S. , Department o Justice funds. Therefore, I h: e by ce rtify that the funded entity has formulated an Equal Employment Opportunity Plan in accordance , with 28 CFR - 2.3 t1, et sue., subpart E, that it has been signed into effect within the last two years b y the proper a i �`thority and dissemina ed t all e and that it is on file for review or audit b officials of the Division of Criminal; nstice or the O ffice ' • r C i v il R O ffice o f Justice Programs as required by rele laws and regulations. , CERT ION " C" (EEO MUST' BE SUBMITT This funded entity, as a for-profit ent or a s tale or loda pve rnment h. vmg 50 o more emp i s r eceivin g , throu this grant from the Colorado I ivi.sionn 0 f - C , ...--. al us more u an $5 00 , 000 in fed al U.S. De of Jus tic e funds er - 'Where I h v eb �ce th at the ce e n tity will submit,. wi thu�0 d oc a wa r d, >or ate E E o • • orm to `he U . iep r Pr', t of Jus ce, p ice for Jus a Progr s (O d e for .. 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