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Home My WebLink AboutC13-367 Colorado Department of Public Safety Sex Offender Registration and Notification ActSDivisionofCriminalJusticeJeanneM.Smith,Director700KiplingStreetSuite3000COLORADODenver,CO80215-5865(303)239-4442DEPARTMENTFAX(303)239-4491OFPUBLICSAFETYNovember20,2013Mr.BillKaufmanEagleCounty,SheriffsOffice0885E.ChambersAve.P.O.Box359Eagle,CO81631DearMr.Kaufman:Re:ColoradoSORNAReallocationProjectFederalFundingGrantNumber:I2-SO-01-8-1ProjectName:SheriffsDepartmentLIveScanEnclosedaretwosetsoftheStatementofGrantAward(SOGA)fortheabovenamedproject.Pleasedonotunstaptethen,.BesuretoreadaltSpecialConditions,Instructions,andStandardConditionslistedinyourStatementofGrantAward.ComparetheApprovedBudgetasshownontheStatementofGrantAwardwiththebudgetpagesoftheapplication,andreviewthegrantdurationdates.Pleaseensurethatyourfinancialofficer,bookkeeper,oraccountingofficehasonlyfinal,approvedbudgetamounts.JohnW.HickenloopertsetsoftheStatementofGrantAwardmustbesignedbytheChairofyourCountyGOVERNORCommissionastheAuthorizedOfficialandreturnedtothisoffice.Afterthesignaturesof]amesH.DavistheDirectoroftheDivisionofCriminalJusticeandtheControlleroftheDepartmentofEXECUTIVEDIRECTORPublicSafetyareobtained,thewhitecopyoftheSOGAwillbereturnedtoyouwiththeattachedapplication.ThiscompletedocumentistheofficialColoradoSORNAofinvestigadonReallocationProjectGrantcontract.DivisionofCnminalJusbceThefollowingbulletedissuesmustberesolved.FederalfundswillnotbedispersedDrisionofFireuntilthen.PreventonandConfrolDwson:1HomendSecuntY0TheCertifiedAssurancesandSpecialProvisionsareenclosed.PleasereadandhaveallgrantOfficialssignthesignaturepageandreturnthiswithyoursignedSOGA.CJ@IncludedinthispacketistheDCJform30,CertificationofCompliancewithRegulations,concerningEqualEmploymentOpportunityPlans.ThisformmustbecompletedandreturnedwithyoursignedStatementofGrantAward.IThecurrentAdministrativeGuideforFederalJusticeGrantProgramistheJuly2012edition,asamended.ItisimperativethatboththefinancialOfficerandProjectDirectorreadandunderstandit.TheGuidecanbedownloadedfromourwebsiteat:http://dcj.state.co.us/oajjalHomePage:http://dcj.state.cousE-Mail:JeanneSmith@stateco.us Mr.BillKaufmanPage2November20,2013clickon“AdminGuideandInstructions”fromthelistontheleftsideofthescreen,andthenchoose“StateProgramAdministrativeGuide”.Ifyouneedahardcopymailedtoyoupleasecontactyourgrantmanager.TheobjectiveslistedinyourProjectPlaninSectionIIofthisapplicationwillbecomepartoftherequiredquarterlyreports.Whenspecifyingtheobjectivesinthereports,pleaseincludethetimetableassociatedwitheachindividualobjective.ThefirstquarterlyreportisdueApril15,2014.Quarterlynarrativeandfinancialprogressreportsmustbesubmittedwithin15daysoftheendofthequarter.Ascheduleofduedatesislistedbelow.QuarterlynarrativesshouldbesubmittedusingaDCJForm2E.QuarterlyfinancialreportsshouldbesubmittedusingaDCJform1-A.Afinalreportusingtheappropriateversionoftheseformsmustbesubmittedwithin45aftercompletionoftheproject.ALLREPORTFORMScanbefoundathttp://dcj.state.co.us/oajjafReporting%20forms/JAG%202009%20Reporting_forms.htmQuarterPerformancePeriodDueDate2January-MarchApril15,20143Apr11-JuneJuly15,2014finalNovember15,2014Thefollowingform(s)mustbecompletedandsubmittedtoyourgrantmanagerforpriorapproval:/ADCJForm13-EquipmentProcurementCertificationformtobecompletedpriortoequipmentpurchase./ADCJForm5-EquipmentInventoryisenclosedforfinalreportingpurposes.PleaserefertoGrant#12-50-01-8-1inallcorrespondenceandreports.Ifyouhavequestionsabouttheinformationcontainedinthisletter,pleasecontactyourgrantmanager,BruceLangsdon,at(303)239-4567.InorderforustobetterassureourabilitytoreleasefundsasofJanuary1,2014,pleaseretumallthematerialsrequestedinthislettertotheOfficeofAdult&JuvenileJusticeAssistance(OAJJA)nolaterthanDecember17,2013.Sincerety.MegWjmsProgramManagerOfficeofAdult&JuvenileJusticeAssistance(OAJJA)Enclosuresoajja’soga\drugmerge\SORNAsogamergeletterfrm (DCJFORM30:CERTIFICATIONOFCOMPLIANCEWITHREGULATIONS,OFFICEFORCIVILRIGHTS,OFFICEOFJUSTICEPROGRAMS(Continued)II.EQUALEMPLOYMENTOPPORTUNITYPLAN(EEOP)CERTIFICATIONS:ChecktheboxbeforeONLYTHEONEAPPROPRIATECERTIFICATION(A,B,orCbelow)thatappliestothissubgranteeagencyduringtheperiodofthegrantdurationnotedabove.tElCERTIFICATION“A”INOEEOPISREQUIREDif(1),(2)or(3),below,apply.JThisistheCertificationthatmostnon-profitsandsmallagencieswilluse.Checkallthatapplytoyourentity.Thisfundedentity:(1)isaneducational,medicalornon-profitorganizationoranIndianTribe;(2)haslessthan50employees;(3)wasawardedthroughthissinglegrantawardfromtheColoradoDivisionofCriminalJusticelessthan$25,000infederalU.S.DepartmentofJusticefunds.Therefore,IherebycertifythatthisfundedentityisnotrequiredtomaintainanEEOP,pursuantto28CFR42.301,etçq.II.EQUALEMPLOYMENTOPPORTUNITYPLAN(EEOP)CERTIFICATIONS:CERTIFICATION“B”(EEOPMUSTBEONFILE)Thisfundedentity,asafor-profitentityorastateorlocalgovernmenthaving50ormoreemployees,isreceiving,throughthissinglegrantawardfromtheColoradoDivisionofCriminalJustice,morethan$25,000,butlessthan$500,000infederalU.S.DepartmentofJusticefunds.Therefore,IherebycertifythatthefundedentityhasformulatedanEqualEmploymentOpportunityPlaninaccordancewith28CFR42.301,subpartE,thatithasbeensignedintoeffectwithinthelasttwoyearsbytheproperauthorityanddisseminatedtoallemployees,andthatitisonfileforrevieworauditbyofficialsoftheDivisionofCriminalJusticeortheOfficeforCivilRights,OfficeofJusticeProgramsasrequiredbyrelevantlawsandregulations.CERTIFICATION“C”(EEOPMUSTBESUBMITTED)Thisfundedentity,asafor-profitentityorastateorlocalgovernmenthaving50ormoreemployees,isreceiving,throughthissinglegrantawardfromtheColoradoDivisionofCriminalJustice,morethan$500,000infederalU.S.DepartmentofJusticefunds.Therefore,Iherebycertifythatthefundedentitywillsubmit,within60daysoftheaward,anEEOPoranEEOPShortFormtotheU.S.DepartmentofJustice,OfficeforJusticePrograms,OfficeforCivilRightsthatwillincludeasectionspecificallyanalyzingthesubgrantee(implementing)agency.(IfyouhavealreadysubmittedanEEOPapplicabletothistimeperiod,sendacopyoftheletterreceivedfromtheOfficeforCivilRightsshowingthatyourEEOPisacceptable.)AstheAuthorizedOfficialfortheaboveSubgrantee,Icertify,bymysignaturebelow,thatIhavereadandamfullycognizantofourdutiesandresponsibilitiesunderthisCertification.I,hereby,alsocertifythatthecontentofthisform,otherthanthedataentryrequired,hasnotbeenaltered.t2tIHjAuthorizedOffici‘ssignaturetDatelar.hrmct[TypedNameJtTitleJ**********ThisoriginalsignedformmustbereturnedtotheColoradoDivisionofCriminalJustice,700Kipling,Ste.1000,DenverCO80215,within45daysofthegrantawardbeginningdate.Youmustalsoforwardasignedcopytothepersonidentifiedintheboxabove.DCJwiltforwardacopytotheOfficeforCivilRights,OfficeofJusticePrograms,US.DepartmentofJustice.ColoradoDivisionofCriminalJussicePage2of2Rev.9/2012 DCJFORM30CERTIFICATIONOFCOMPLIANCEWITHREGULATIONSOFFICEFORCIVILRIGHTS,OFFICEOFJUSTICEPROGRAMSFORSUBGRANTSISSUEDBYTHECOLORADODIVISIONOFCRIMINALJUSTICE(DCJ)Grant#12S001-GrantProjectTitle:Si.lEjz..zs0LrJ&-SubnranteeName(fundedEntity):C---Coui-.-E.J’5C)lFicAddress:PO.1,o’iC!5d1/9e,t.casBtCoSDuration:Beginningdate:Enddate:IAward:SProjectDirector’sName&Phone#:Ft’4I%tq1-SZSSPersonresponsibleforreportingcivilrightsfindingsofdiscrimination:(Name,address&phone)IacknowledgethatIviewedatleastoiiofthetrainmjsonCivilRightsavailje’iiDCJ’swebitethttp//dcjstatecous!IacceptresponsibilityformsurmgthatprojectstaffunçIerstandsth9pnsibhhesasouthiedinthepresentationIunderstandthatifIhay?questiousaboutthejnatenIresentecIan4,yyesponsibthtiesasaSubgranteethatIwillcontactmygrantmanpgerProjectDirector’sSignature:Date:t2.Z-i3AUTHORIZEDOFFICIAL’SCERTIFICATION:AstheAuthorizedOfficialfortheaboveSubgrantee,Icertify,bymysignaturebelow,thatIhavereadandamfullycognizantofourdutiesandresponsibilitiesunderthisCertification.I.REQUIREMENTSOFSUBGRANTRECIPIENTS:Allsubgrantrecipients(regardlessofthetypeofentityortheamountawarded)aresubjecttoprohibitionsagainstdiscriminationinanyprogramoractivity,andmusttakereasonablestepstoprovidemeaningfulaccessforpersonswithlimitedEnglishproficiency.•icertifythatthisagencywillmaintaindata(andsubmitwhenrequired)toensurethat:ourservicesaredeliveredinanequitablemannertoallsegmentsoftheservicepopulation;ouremploymentpracticescomplywithEqualOpportunityRequirements,28CFR42.207and42.301etseg.;ourprojectsandactivitiesprovidemeaningfulaccessforpeoplewithlimitedEnglishproficiencyasrequiredbyTitleVIoftheCivilRightsAct,(Seealso,2000ExecutiveOrder#13166).•ialsocertifythatthepersoninthisagencyorunitofgovernmentwhoisresponsibleforreportingcivilrightsfindingsofdiscriminationwillsubmitthesefindings,ifany,totheDivisionofCriminalJusticewithin45daysofthefinding,and/orifthefindingoccurredpriortothegrantawardbeginningdate,within45daysofthegrantawardbeginningdate.INSTRUCTIONS:Completetheidentifyinginformation,whichisfoundontheStatementofGrantAward(SOGA),inthetablebelow.Readtheformcompletely,identifyingthepersonresponsibleforreportingcivilrightsfindings,certifyingthattherequiredCivilRightstraininghasbeencornpletgiLandcheckingonlytheonecertificationunder“II”thatappliestoyouragency.HaveyourAuthorizedOfficialsignatthebottomofpage2,forwardacopytothepersonyouidentifiedasbeingresponsibleforreportingcivilrightsfindingsandreturntheoriginaltotheColoradoDivisionofCriminalJustice,700Kipling,Ste.1000,DenverCO80215,within45daysofthegrantawardbeginningdate./ColoradoDivisionofCriminalJusticePage1of2Rev.9/2012 COLORADODIVISIONOFCRIMINALJUSTICESTATEMENTOFGRANTAWARD(SOGA)SubgranteeAgencyName:EagleCounty,SheriffsOfficeProjectDirector:Mr.BillKaufmanProjectDirectorAddress:EagleCounty,SheriffsOffice0885E.ChambersAve.P.O.Box359Eagle,CO81631GrantNumber:ProjectTitle:GrantPeriod:DateIssued:I2-SO-01-8-1SheriffsDepartmentLiveScan1/1/2014to6/30/201411/20/2013InaccordancewithprovisionsoftheColoradoRevisedStatutes§24-33.5-502,theDivisionofCriminalJusticeherebyawardsagranttotheabove-namedsubgrantee.Theattachedgrantapplication(ExhibitA),includingSpecialProvisionsandCertifiedAssurances,isincorporatedhereinasapartofthisdocument.APPROVEDBUDGETBudgetCategoryFederalPersonnel$0.00SuppliesandOperating$0.00Travel$0.00*Equipment$28,235.00*ProfessionalServices$0.00Confidentialfunds$0.00TOTALAWARDAMOUNT$28,235.00*PurchaseofequipmentrequirespriorcompletionandapprovalofDCJForm13.*ProfessionalservicesrequirepriorcompletionandapprovalofDCJform16.SPECIALCONDITIONS:1.TheSubgranteeshallsubmittotheDivisionofCriminalJustice,whowillthenforwardtotheBureauofJusticeAssistance,onecopyofallreportsandproposedpublicationsresultingfromthisagreementthirty(30)dayspriortopublicrelease.Anywritten,visual,oraudiopublications,withtheexceptionofpressreleases,whetherpublishedatthegrantee’sorgovernment’sexpense,shallcontainthefollowingstatements:FEDERALPROGRAMINFORMATIONCfDANumber:16.580federalAgency:U.S.DepartmentofJustice,BureauofJusticeAssistanceFederalAwardNameandNumber:ColoradoSORNAReallocationProject,#20l2-DS-BX-0013Version8/08p:\dcj\oajja\soga\drugmerge\jagsogamerge.frmPage1of4 •StatementofGrantAward(SOGA)“ThisprojectwassupportedbyGrantNo.2012-DS-BX-0013awardedbytheBureauofJusticeAssistance.TheBureauofJusticeAssistanceisacomponentoftheOfficeofJusticePrograms,whichalsoincludestheBureauofJusticeStatistics,theNationalInstittiteofJustice,theOfficeofJuvenileJusticeandDetinqttencyPrevention,andtheOfficeforVictimsofcrime.PointsofvieworopinionsinthedocumentarethoseoftheauthoranddonotrepresenttheofficialpositionorpoliciesoftheUnitedStatesDepartmentofJustice.”2.ExpresswrittenapprovalfromtheDivisionofCriminalJusticemustbesecuredbytheSubgranteepriortotheuseofanyfederalfunds,eitherdirectlyorindirectly,insupportofenactment,repeal,modificationoradoptionofanylaw,regulationorpolicy,atanylevelofgovernment.3.TheSubgranteemustsubmitthetheDivisionofCriminalJusticeonecopyofyourmostrecentA-I33auditorfinancialreview,includinganymanagementreportorotherauditorcommentsbyJanuary31,2014.4.TheSubgranteeagreestotakereasonablestepstoprovidemeaningfulaccesstotheirprogramsandactivitiesforpersonswithlimitedEnglishproficiency(LEP).formoreinformationonthecivilrightsresponsibilitiesthatsubgranteeshaveinprovidinglanguageservicestoLEPindividuals,pleaseseethewebsitewww.lep.gov.INSTRUCTIONSI.GrantactivitiesmustbebasedontheapprovedbudgetshownonpageoneofthisStatementofGrantAward,andtheapproveddetailedbudget(s)withintheattachedapplication,whichsupersedesanyearlierbudgetrequestsubmitted,andwhichmaybedifferentfromthebudgetoriginallysubmittedinyourapplication.TheSubgranteeAgencymustsecurepriorwrittenapprovalfromDCJifthereistobeachangeinanybudgetcategory(seeDCJForm4-A).2.ThefinancialOfficeroftheprojectmustbeprovidedacopyofthisdocumentinordertoadequatelypreparethenecessaryfinancialreports.3.TheSubgranteeAgencyaffirmsthatthepartiesagreementconsistsofatwo-partdocument,theStatementofGrantAward(SOGA),andExhibitA,attachedtotheSOGA,whichcontainstheGrantApplication(includingProjectSummary,BudgetandotherDocuments),theCertifications,theStateSpecialProvisions,theGrantRequirements,theFederalCertifiedAssurances,andsignaturesofpersonsauthorizedtosignonbehalfoftheSubgranteeAgencyoneachpartofthetwo-partdocument.4.ReviewcarefullythecurrentapplicableAdministrativeGuideoftheDivisionofCriminalJusticeforthisgrantprogram,thatincludesproceduresregardingthisdocument,draw-downofgrantfunds,reportingrequirementsandrequestinggrantmodifications.5.ThisgrantawardshallbeeffectiveuponthefinalapprovalbytheStateControllerordesignee.NopaymentshallbemadepursuanttothegrantpriortoStateControllerapproval.6.ThisgrantawardmaybevoidedinwholewithoutfurthercauseifitisnotsignedbytheSubgranteeAgency’sAuthorizedOfficialandreturnedtotheDivisionofCriminalJusticewithin45daysofthedateofissuance.7.ThesignatureoftheAuthorizedOfficialbelowshouldbethesameastheoneonthegrantapplication.Thesubgranteemustpromptlynotif’theDivisionofCriminalJusticeofanychangesintheAuthorizedOfficial,ProjectDirector,orFinancialOfficer,bycompletingandsubmittingDCJform4-B.(Ifchangeshavealreadyoccurred,submitcompletedDCJForm4-Bwiththisdocument).ADDITIONALDCJREQUIREMENTS(1)Commencementwithin60Days.IftheDivisionconcludesthattheprojecthasnotcommencedwithin60daysofthestartdateofthegrantperiod,theSubgranteeAgencymustreportthefollowingbylettertotheDivisionofCriminalJustice:a.thestepstakentoinitiatetheproject;b.thereasonsfordelay;and,c.theexpectedstartingdate.Version8/08p:\dcj\oajja\soga\drugmerge\jagsogamerge.frmPage2of4 •StatementofGrantAward(SOGA)(2)OperationalWithin$0Days.IftheDivisionconcludesthattheprojectisnotoperationalwithin80daysoftheoriginalstartdateofthegrantperiod,theDivisionofCriminalJusticemaybeginterminationorreductioningrantawardproceedingsasdescribedin“SpecialProvisions&CertifiedAssurances”,Sectionentitled“TerminationorReductioninGrantAward.”(3)AllsubgrantsareconditionedontheabilitytoreporttotheDivisionofCriminalJusticealltheinformationcontainedontheDCJquarterlynarrativeandfinancialreportingforms,whichareprovidedwiththisSOGA.Technicalassistanceisavailableuponrequest.(4)Thesefundscannotbeguaranteedbeyondtheenddateofthegrantperiodonpage1ofthisSOGA.UnexpendedfundsremainingattheendofthegrantperiodmustbereturnedtotheDivisionofCriminalJustice.RETURN:ALLSETSoftheStatementofGrantAwardwithORIGfl’TALSIGNATURESto:DivisionofCriminalJustice,OfficeofAdultandJuvenileJusticeAssistance,700KiplingStreet,Suite1000,Denver,CO$0215.Afterotherrequiredsignaturesareobtained,thewhiteSOGAcopywithapprovedapplicationwillbereturnedtoyourProjectDirector.Version8/08p:\dcj\oajja\soga\drugmerge\jagsogamerge.frmPage3of4 StatementofGrantAward(SOGA)GrantRoutingNumber_THEPARTIESHERETOHAVEEXECUTEDTHISBINDINGSUBGRANTAWARDrAx/Th1rPrintName&TitleofAuthoriedOfficialDIRECTORColoradoDivisionofCriminalJusticeJEANT”JEM.SMITHSTATEOFCOLORADOLEGALREVIEW:SeeContractRoutingWaiver#185(or,fnotwaived)By:JohnW.Suthers,AttorneyGeneralSignature-AssistantAttorneyGeneralDateSigned:ALLCONTRACTS&SUBGRANTAWARDSMUSTBEAPPROVEDBYTHESTATECONTROLLERCRS24-30-202requiresthattheStateControllerapproveallstatecontracts.ThissubgrantawardisnotvaliduntilsignedanddatedbelowbytheStateControllerordelegate.Ifperformancebeginspriortothedatebelow,theStateofColoradomaynotbeobligatedtopayforthegoodsandlorservicesprovided.By:DateSigned:.STATECONTROLLER:ROBERTJAROS,CPA,MBA,JUVersion8/08p:\dcj\oajja\soga\dmgmerge\jagsogamerge.frmfPersonssigningforSubgranteeherebyswearandaffirmthattheyareauthorizedtoactonSubgrantee’sbehalfandIacknowledgethattheStateisrelyingontheirrepresentationstothateffect.SUBGRANTEE:LegalNameofSubgranteeAgencyByQiA*SIGNATUREfAuthortedOfficialSTATEOFCOLORADO:JOHTh.W.HICKENLOOPER,GOVERNORByDateSigned:OfDateSigned:Page4of4 COLORADODIVISIONOFCRIMINALJUSTICE2013SORNALIVESCANGRANTAPPLICATIONSECTIONI-APPLICANTINFORMATIONPROJECTTITLE:EagleCountySheriff’sDepartmentLiveScanAPPLICANTAGENCY:EagleCountySheriff’sDepartmentAddressP.O.Box3591885EastChambersICity,ZIPEagle,81631ContactBillKaufmanE-mailBiII.kaufmaneagIecounty.usTelephone970-328-8518FAX970-328-8592Typeofgovernment(checkone):LICity/TownCounfyDindianTribeFederalEmployerIDNumber846oo0762HasapplicantagencyregisteredwiththeCentralContractorRegistration(CCR)database?DUNSNUMBER624971701EYESElNoPROJECTDURATION:From:1-01-2014To:6-30-2014TOTALGRANTREQUEST:$28,235MaxhnumAwardAmount:$28,235PROJECTDESCRIPTION(Summarizeyourprojectinthespaceprovided)GrantfundswillbeusedforthepurchaseofaLiveScansysteminordertocomplywithCBIAutomatedBiometricIdentificationSystem(ABIS)requirements.PROJECTELIGIBILITY:SexOffenderRegistrationandNotificationAct(SORNA)grantsmaybeawardedonlytoSheriffsDepartmentsforthepurchaseofLiveScansystemscapableofcapturingandtransmittingfingerprints,palmprints,andphotographstotheColoradoBureauofInvestigationforinclusioninthestate’sABISdatabaseandinterfacewiththeSexOffenderRegistry.DEMOGRAPHICListprimarycitiesandcountiestobeserved:Eagle,Avon,Minturn,Basalt,VailINFORMATION:JudicialDistrict(s)(IdentifybyDistrictNumber):5thTotal#ofactiveofficers:16Average#ofofficersdeployedpershift:4App#Grant#/c2S0Dt%IAwardAmountApplicationDueDate:Monday,10I21I13by3:00p.m.Submityourapplicationviae-mailto:Bwce.Lanqsdon(state.cous12013SORNAApp SECTIONII-PROJECTDESCRIPTIONPROBLEMSTATEMENTDescribetheproblemthattheprojectwilladdress.Useandgivelocaldata/exampleswhenpossible(Limitresponsetospaceprovided—one-halfpage)CBIhasissuedarequirementtolawenforcementagenciesthatanynewelectronicfingerprintimagingsystemsalsoneedtobeabletocaptureandtransmitpalmprintsandphotographssothatthisinformationcanbeincludedinthestatewideABISsystem,andbefullysearchable.ManyagenciescannotcurrentlyaffordtoreplacetheiroutdatedLiveScanmachineswithnewermachinesthatcomplywiththenewCBIrequirements.2.PROJECTPLAN-GOALSANDOBJECTIVESDescribetheplantoaccomplishyourprojectusingGoalsandObjectives.Limityourprojecttooneortwogoals.Eachgoaltypicallyhasonetothreeobjectives.Eachobjectiveshouldbetime-framed,measurableandrealistic.(Limittospaceprovided—one-halfpage).GOAL:PurchaseofLiveScansystemcapableofcapturingandtransmittingOUTCOME&TIMEfingerprints,palmprints,andphotographstotheColoradoBureauofInvestigationFRAMEforinctusioninthestate’sABISdatabaseandinterfacewiththeSexOffenderRegistry.OBJECTIVE1.1:MeetCBIAutomatedBiometricinformationSystemrequirementsCBIwillbeabletoreceivefingerprints,palmprintsandphotographs!Systemtobepurchasedandinstalledpriorto6130114.22013SORNAApp -SECTIONIII—BUDGETA.BudgetTable1.PERSONNELIOVERTIMETOTAL$$$$Subtotal$02.SUPPLIESANDOPERATING(e.g.,officesupplies,software(regardlessofcost),trainingmaterials,TOTALresearchforms,telephone,tuition,normalequipmentmaintenancecontracts,postage,etc.)$$$Subtotal$0$3.TRAVEL(Itemizetravelexpensesforprojectpersonnelbypurpose(e.g.,toattendtrainingsessions,TOTALtotransportclients,etc.)$Subtotal$04.EQUIPMENT(perunitcostgreaterthan$5,000andexpecteddurabilitygreaterthanoneyear)TOTALLiveScanSystemtoinclude:LiveScandevice,duplexprinter,digitalcamerasystem,ExportInterface$28,235withJMS/lnternalnetwork,InterfacewithJMS(Import),EthernetLANadapter,2daysinstallationandtraining,_misc._related_costs_for_Live_Scan_system_(print_toner,_etc.)Subtotal$28,2355.CONTRACTED,CONSULTANTANDPROFESSIONALSERVICES$$Subtotal$0TOTALOFBUDGETREQUEST$28,23532013SORNAApp B.BudgetNarrative-Explainhowthecostsweredeterminedandjustifytheneedforeachoftherequestedlineitems.Equipment:LiveScanSystemtoinclude:LiveScandevice,duplexprinter,digitalcamerasystem,ExportInterfacewithJMS/lnternalnetwork,InterlacewithJMS(Import),EthernetLANadapter,2daysinstallationandtraining,misc.relatedcostsforLiveScansystem(printtoner,etc.)PerCR1requirements,theLiveScansystemwillbecapableofcapturingandtransmittingfingerprints,palmprintsandphotographssothatthisinformationcanbeincludedinthestatewideAEISsystem.SECTIONIV-FINANCIALMANAGEMENTA.HasacopyofyourlastindependentauditorfinancialreviewbeenpreviouslysubmittedtoDCJ?_____YES/NO.IfYES,towhichprogram?________________________________________IfauditlastprovidedtoDCJisolderthanoneyear,includeonecopyofthemostrecentauditorfinancialreview,includinganymanagementreportorotherauditorcommentsintheappendix.Also,iftherewerefindings,pleaseattachtheauditresolutionsand/orcorrectiveactionplan.B.Doesyouragencyexpendover$500,000fromcombinedfederalsourcesinayear?YESI_NOIfYES,attachacopyoftheA-i33audit,includingauditresolutionsand/orcorrectiveactionplan.C.Pleaserespondtothefollowingquestionsaboutwhetheryouraccountingsystemmeetsthecriteriaformanagingfederalgrantfunds.(ThesequestionscoverareasthatwillbemonitoredbyDCJstaffduringsitevisitsorthroughotherreportingmechanisms.Theyarenotintendedtobeallinclusiveanddonotsubstitutefortheagency’sresponsibilitytomeetallfederalandstaterequirementsforthesegrantfunds.)DYESQNOfDoesyouraccountingsystemseparateALLrevenuesandexpendituresbyfundingsource?YESDNODoesyoursystemtrackrevenuesandexpendituresforeachgrantawardseparatelythroughasub-ledgersystem?YESDNODoesyoursystemallowexpenditurestobeclassifiedbythebroadbudgetcategorieslistedintheapprovedbudgetinyourgrant,i.e.Personnel,SuppliesandOperating,Travel,EquipmentandProfessionalServices?DYESUNODoyoureconcilesub-ledgerstoyourgeneralledgeratleastmonthly?DYESDNODoyoumarkyourinvoiceswiththegrantnumber?DYESNODoyoumJtaintimesheets,signedbytheemployeeandsupervisorforeachemployeepaidbyD&Jgrantfunds?YESDNODoyouhavewrittenfinancialpoliciesandproceduresinplace?EYESQNODoyouhaveaccountinginternalcontrolsinplace,suchasseparationofduties,twosignatures_on_certain_checks,_reconciliations_or_other_reviews?Ifyouanswered“No”toanyquestionsabove,pleaseprovideanexplanation.NopersonnelarepaidbyDCJgrantfunds.42013SORNAApp *COLORADODIVISIONOFCRIMINALJUSTICESTATEMENTOFGRANTAWARD(SOGA)I876SubgranteeAgencyName:EagleCounty.SheriffsOfficeProjectDirector:Mr.BillKaufmanProjectDirectorAddress:EagleCounty,SheriffsOffice0885E.ChambersAve.P.O.Box359Eagle,CO81631GrantNumber:ProjectTitle:GrantPeriod:DateIssued:l2-SO-0l-8-lSheriffsDepartmentLIveScan1/1/2014to6/30/201411/20/2013inaccordancewithprovisionsoftheColoradoRevisedStatutes§24-33.5-502,theDivisionofCriminalJusticeherebyawardsagranttotheabove-namedsubgrantee.Theattachedgrantapplication(ExhibitA),includingSpecialProvisionsandCertifiedAssurances,isincorporatedhereinasapartofthisdocument.APPROVEDBUDGETBudgetCategoryFederalPersonnel$0.00SuppliesandOperating$0.00Travel$0.00*Equipment$28,235.00*ProfessionalServices$0.00ConfidentialFunds$0.00TOTALAWARDAMOUNT$28,235.00*PurchaseofequipmentrequirespriorcompletionandapprovalofDCJForm13.*ProfessionalservicesrequirepriorcompletionandapprovalofDCIForm16.SPECIALCONDITIONS:1.TheSubgranteeshallsubmittotheDivisionofCriminalJustice,whowillthenforwardtotheBureauofJusticeAssistance,onecopyofallreportsandproposedpublicationsresultingfromthisagreementthirty(30)dayspriortopublicrelease.Anywritten,visual,oraudiopublications,withtheexceptionofpressreleases,whetherpublishedatthegrantee’sorgovernment’sexpense,shallcontainthefollowingstatements:Version8/08p:\dcj\oajja\soga\drugmerge\jagsogamerge.frmFEDERALPROGRAMINFORMATIONCFDANumber:16.580FederalAgency:U.S.DepartmentofJustice,BureauofJusticeAssistanceFederalAwardNameandNumber:ColoradoSORNAReallocationProject,#2012-DS-BX-0013Page1of4 StatementofGrantAward(SOGA)“ThisprojectwassupportedbyGrantNo.2012-DS-BX-0013awardedbytheBureauofJusticeAssistance.TheBureauofJusticeAssistanceisacomponentoftheOfficeofJusticePrograms,whichalsoiiictudestheBureauofJusticeStatistics,theNationalInstituteofJustice,theOfficeofJuvenileJusticeandDetiitquencyPrevention,andtheOfficeforVictimsofCrime.PointsofvieworopinionsinthedocumentarethoseoftheauthoranddonotrepresenttheofficialpositionorpoliciesoftheUnitedStatesDepartmentofJustice.”2.ExpresswrittenapprovalfromtheDivisionofCriminalJusticemustbesecuredbytheSubgranteepriortotheuseofanyfederalfunds,eitherdirectlyorindirectly,insupportofenactment,repeal,modificationoradoptionofanylaw,regulationorpolicy,atanylevelofgovernment.3.TheSubgranteemustsubmitthetheDivisionofCriminalJusticeonecopyofyourmostrecentA-133auditorfinancialreview,inc1udinanymanagementreportorotherauditorcommentsbyJanuary31,2014.4.TheSubgranteeagreestotakereasonablestepstoprovidemeaningfulaccesstotheirprogramsandactivitiesforpersonswithlimitedEnglishproficiency(LEP).FormoreinformationonthecivilrightsresponsibilitiesthatsubgranteeshaveinprovidinglanguageservicestoLEPindividuals,pleaseseethewebsitewww.lep.gov.INSTRUCTIONS1.GrantactivitiesmustbebasedontheapprovedbudgetshownonpageoneofthisStatementofGrantAward,andtheapproveddetailedbudget(s)withintheattachedapplication,whichsupersedesanyearlierbudgetrequestsubmitted,andwhichmaybedifferentfromthebudgetoriginallysubmittedinyourapplication.TheSubgranteeAgencymustsecurepriorwrittenapprovalfromDCJifthereistobeachangeinanybudgetcategory(seeDCJform4-A).2.ThefinancialOfficeroftheprojectmustbeprovidedacopyofthisdocumentinordertoadequatelypreparethenecessaryfinancialreports.3.TheSubgranteeAgencyaffirmsthattheparties’agreementconsistsofatwo-partdocument,theStatementofGrantAward(SOGA),andExhibitA,attachedtotheSOGA,whichcontainstheGrantApplication(includingProjectSummary,BudgetandotherDocuments),theCertifications,theStateSpecialProvisions,theGrantRequirements,thefederalCertifiedAssurances,andsignaturesofpersonsauthorizedtosignonbehalfoftheSubgranteeAgencyoneachpartofthetwo-partdocument.4.ReviewcarefullythecurrentapplicableAdministrativeGuideoftheDivisionofCriminalJusticeforthisgrantprogram,thatincludesproceduresregardingthisdocument,draw-downofgrantfunds,reportingrequirementsandrequestinggrantmodifications.5.ThisgrantawardshallbeeffectiveuponthefinalapprovalbytheStateControllerordesignee.NopaymentshallbemadepursuanttothegrantpriortoStateControllerapproval.6.ThisgrantawardmaybevoidedinwholewithoutfurthercauseifitisnotsignedbytheSubgranteeAgency’sAuthorizedOfficialandreturnedtotheDivisionofCriminalJusticewithin45daysofthedateofissuance.7.ThesignatureoftheAuthorizedOfficialbelowshouldbethesameastheoneonthegrantapplication.ThesubgranteemustpromptlynotifS’theDivisionofCriminalJusticeofanychangesintheAuthorizedOfficial,ProjectDirector,orFinancialOfficer,bycompletingandsubmittingDCJForm4-B.(Ifchangeshavealreadyoccurred,submitcompletedDCJForm4-Bwiththisdocument).ADDITIONALDCJREQUIREMENTS(1)Commencementwithin60Days.litheDivisionconcludesthattheprojecthasnotcommencedwithin60daysofthestartdateofthegrantperiod,theSubgranteeAgencymustreportthefollowingbylettertotheDivisionofCriminalJustice:a.thestepstakentoinitiatetheproject;b.thereasonsfordelay;and,c.theexpectedstartingdate.Version8/08p:\dcj\oajja\soga\drugmerge\jagsogamerge.frmPage2of4 StatementofGrantAward(SOGA)(2)OperationalWithin80Days.IftheDivisionconcludesthattheprojectisnotoperationalwithin80daysoftheoriginalstartdateofthegrantperiod,theDivisionofCriminalJusticemaybeginterminationorreductioningrantawardproceedingsasdescribedin“SpecialProvisions&CertifiedAssurances”,Sectionentitled“TerminationorReductioninGrantAward.”(3)AllsubgrantsareconditionedontheabilitytoreporttotheDivisionofCriminalJusticealltheinformationcontainedontheDCJquarterlynarrativeandfinancialreportingforms,whichareprovidedwiththisSOGA.Technicalassistanceisavailableuponrequest.(4)Thesefundscannotbeguaranteedbeyondtheenddateofthegrantperiodonpage1ofthisSOGA.UnexpendedfundsremainingattheendofthegrantperiodmustbereturnedtotheDivisionofCriminalJustice.RETURN:ALLSETSoftheStatementofGrantAwardwithORIGINALSIGNATURESto:DivisionofCriminalJustice,OfficeofAdultandJuvenileJusticeAssistance,700KiplingStreet,Suite1000,Denver,CO80215.Afterotherrequiredsignaturesareobtained,thewhiteSOGAcopywithapprovedapplicationwillbereturnedtoyourProjectDirector.Version8/08p:\dcj\oajja\soga\drugmerge\jagsogamergefmiPage3of4 StatementofGrantAward(SOGA)GrantRoutingNumber________________THEPARTIESHERETOHAVEEXECUTEDTHISBINDINGSUBGRANTAWARD*PersonssigningforSubgranteeherebyswearandaffirmthattheyareauthorizedtoactonSubgrantee’sbehalfandacknowledgethattheStateisrelyingontheirrepresentationstothateffect.DIRECTORColoradoDivisionofCriminalJusticeJEANNEM.SMITHSTATEOFCOLORADOLEGALREVIEW:SeeContractRoutingWaiver#185(orfnotwaived)ALLCONTRACTS&SUBGRANTAWARDSMUSTBEAPPROVEDBYTHESTATECONTROLLERCRS24-30-202requiresthattheStateControllerapproveallstatecontracts.ThissubgrantawardisnotvaliduntilsignedanddatedbelowbytheStateControllerordelegate.Ifperformancebeginspriortothedatebelow,theStateofColoradomaynotbeobligatedtopayforthegoodsandlorservicesprovided.Version8/08p:\dcj\oajja\soga\drugmerge\jagsogamerge.frmSTATECONTROLLER:ROBERTJAROS,CPA,MBA,JDSUBGRANTEE:LegalNameofSubgranteeAgencyBy*IGNATURofAuthorizedOfficialSTATEOFCOLORADO:JOHNW.HICKENLOOPER,GOVERNORByii.PrintName&TitleofAuthorizedOfficialDateSigned:_t{O(t2DateSigned:JohnW.Suthers,AttorneyGeneralBy:Signature-AssistantAttorneyGeneralDateSigned:_________________________By:______DateSigned:Page4of4 •SpecialProvisionsandCertifiedAssurancesSpecialProvisions&CertifiedAssurancesmustbesubmittedwiththeapplicationCHECKBELOWTOINDICATEWHICHCATEGORYBESTDESCRIBESYOURAGENCY:/Inter-GovernmentalGrant_______GranttoaColoradoStateAgency(SectionAdoesnotapply)VGranttoaUnitofLocalGovernment,TribalGovernment,orSpecialDistrict._______GranttoaNon-Profit,PrivateOrganization(Non-Governmental)SECTIONVI-CERTIFICATIONSTheapplicantcertifiesbysigningthattheprojectdescribedinthisapplicationmeetsalltherequirementsoftheapplicablegoverninglegislationasindicatedbelow;thatallinformationcontainedintheapplicationiscorrect;thattherehasbeenappropriatecoordinationwithaffectedagencies;and,thattheapplicantwillread,understandandcomplywithallprovisionsofthegoverninglegislationandallotherapplicablefederalandstatelaws,rulesandregulationsthathavebeenormayhereafterbeestablished.TheapplicantfurtherunderstandsandagreesthatanysubgrantawardreceivedasaresultofthisapplicationshallbesubjectadditionallytothegrantconditionssetforthintheStatementofGrantAward,andinthecurrentapplicableAdministrativeGuideoftheDivisionofCriminalJustice.GOVERNINGLEGISLATIONFORTHISGRANTPROGRAM:EdwardByrneMemorialJusticeAssistanceGrantProgramSORNAReallocation.FromtheUnitedStatesDepartmentofJustice,BureauofJusticeAssistance,underfederalstatutoryauthority42U.S.C.3750,etseq.,42U.S.C16925(c),andunderapplicableprogramrulesandiegulationsestablishedbysaidfederalprogramoffice.A.STANDARDSTATESPECIALPROVISIONSRevised1-1-091.CONTROLLER’SAPPROVAL.CRS24-30-202(1)ThissubgrantawardshallnotbevaliduntilithasbeenapprovedbytheColoradoStateControllerordesignee.2.FUNDAVAILABILITY.CRS24-30-202(5.5)FinancialobligationsoftheStatepayableafterthecurrentfiscalyeararecontingentuponfundsforthatpurposebeingappropriated,budgeted,andotherwisemadeavailable.3.GOVERNMENTALIMMUNITY.Notermorconditionofthissubgrantshallbeconstruedorinterpretedasawaiver,expressorimplied,ofanyoftheimmunities,rights,benefits,protection,orotherprovisions,oftheColoradoGovernmentalImmunityAct,CRS§24-10-101,etseq.,ortheFederalTortClaimsAct,28U.S.C.§l346(b)and2671,etseq.asapplicablenoworhereafteramended.4.INDEPENDENTCONTRACTOR.(THiSPROVISIONISNOTAPPLICABLETOGRANTSTOCOLORADOSTATEAGENCIES):THESUBGRANTEEAGENCYSHALLPERFORMTHEDUTIESFUNDEDUNDERTHISGRANTASANINDEPENDENTCONTRACTORANDNOTASANEMPLOYEEOFTHESTATE.NEITHERTHESUBGRANTEEAGENCYNORANYAGENT,SUB-CONTRACTOR,OREMPLOYEEOFTHESUBGRANTEEAGENCYSHALLBEORSHALLBEDEEMEDTOBEANAGENTOREMPLOYEEOfTHESTATEBYVIRTUEOFTHISSUBGRANT.SUBGRANTEEAGENCYSHALLPAYWHENDUEALLREQUIREDEMPLOYMENTTAXESANDINCOMETAXANDLOCALHEADTAXONANYMONIESPAIDPURSUANTTOTHISGRANT.SUBGRANTEEAGENCYACKNOWLEDGESTHATTHESUBGRANTEEAGENCYANDITSEMPLOYEESARENOTENTITLEDTOUNEMPLOYMENTINSURANCEBENEFITSUNLESSTHESUBGRANTEEAGENCYORTHIRDPARTYPROVIDESSUCHCOVERAGEANDTHATTHESTATEDOESNOTPAYFOROROTHERWISEPROVIDESUCHCOVERAGE.SUBGRANTEEAGENCYSHALLNOTHAVEAUTHORIZATION,EXPRESSORIMPLIED,TOBINDTHESTATETOANYAGREEMENTS,LIABiLITY,ORUNDERSTANDINGEXCEPTASEXPRESSLYSETFORTHHEREIN.IFTHISGRANTPROVIDESFUNDSFORANYPERSONALSERVICES,SUBGRANTEEAGENCYSHALLPROVIDEANDKEEPINFORCEWORKERSCOMPENSATION(ANDSHOWPROOFOFSUCHINSURANCE)ANDUNEMPLOYMENTCOMPENSATIONINSURANCEINTHEAMOUNTSREQUIREDBYLAWANDSHALLBESOLELYRESPONSIBLEFORITSACTSOfITSEMPLOYEES,INDEPENDENTSUB-CONTRACTORSANDAGENTS.SORNAReallocationSpecialProvisionsandCertifiedAssurancesPage1of14November2012 •SpecialProvisionsandCertifiedAssurancesSpecialProvisions&CertifiedAssurancesmustbesubmittedwiththeapplication5.COMPLIANCEWITHLAW.TheSubgranteeAgencyshallstrictlycomplywithallapplicablefederalandStatelaws,rules,andregulationsineffectorhereafterestablished,including,withoutlimitation,lawsapplicabletodiscriminationandunfairemploymentpractices.6.CHOICEOFLAW.Coloradolaw,andrulesandregulationsissuedpursuantthereto,shallbeappliedintheinterpretation,execution,andenforcementofthissubgrant.Anyprovisionincludedorincorporatedhereinbyreference,whichconflictswithsaidlaws,rules,andregulationsshallbenullandvoid.AnyprovisionincorporatedhereinbyreferencewhichpurportstonegatethisoranyotherSpecialProvisioninwholeorinpartshallnotbevalidorenforceableoravailableinanyactionatlaw,whetherbywayofcomplaint,defense,orotherwise.Anyprovisionrenderednullandvoidbytheoperationofthisprovisionshallnotinvalidatetheremainderofthissubgrant,totheextentcapableofexecution.7.BINDINGARBITRATIONPROHIBITED.TheStateofColoradodoesnotagreetobindingarbitrationbyanyextra-judicialbodyorperson.Anyprovisiontothecontraryinthissubgrantawardorincorporatedhereinbyreferenceshallbenullandvoid.8.SOFTWAREPIRACYPROHIBITION.(Governor’sExecutiveOrderD00200)Stateorotherpublicfundspayableunderthissubgrantshallnotbeusedfortheacquisition,operation,ormaintenanceofcomputersoftwareinviolationoffederalcopyrightlawsorapplicablelicensingrestrictions.TheSubgranteeAgencyherebycertifiesandwarrantsthat,duringthetermofthissubgrantandanyextensions,theSubgranteeAgencyhasandshallmaintaininplaceappropriatesystemsandcontrolstopreventsuchimproperuseofpublicfunds.IftheStatedeterminesthattheSubgranteeAgencyisinviolationofthisprovision,theStatemayexerciseanyremedyavailableatlaworequityorunderthisSubgrant,including,withoutlimitation,immediateterminationoftheSubgrantandanyremedyconsistentwithfederalcopyrightlawsorapplicablelicensingrestrictions.9.EMPLOYEEFINANCIALINTEREST/CONFLICTOFINTERESTCRS§24-18-201&CRS24-50-507.Thesignatoriesaverthattotheirknowledge,noemployeeoftheStatehasanypersonalorbeneficialinterestwhatsoeverintheserviceorpropertydescribedinthissubgrantaward.TheSubgranteeAgencyhasnointerestandshallnotacquireanyinterest,directorindirect,thatwouldconflictinanymannerordegreewiththeperformanceofSubgranteeAgency’sservicesandSubgranteeAgencyshallnotemployanypersonhavingsuchknowninterests.10.VENDOROFFSET.CRS§24-30-202(1)&CRS24-30-202.4[Notapplicabletointergovernmentalgrants]SubjecttoCRS§24-30-202.4(3.5),theStateControllermaywithholdpaymentundertheState’svendoroffsetinterceptsystemfordebtsowedtoStateagenciesfor:(a)unpaidchildsupportdebtsorchildsupportarrearages;(b)unpaidbalanceoftax,accruedinterest,orotherchargesspecifiedinCRS§39-21-101,etseq.;(c)unpaidloansduetotheStudentLoanDivisionoftheDepartmentofHigherEducation;(d)amountsrequiredtobepaidtotheUnemploymentCompensationFund;and(e)otherunpaiddebtsowingtotheStateasaresultoffinalagencydeterminationorjudicialaction.II.FEDERALFUNDING.Thissubgrantissubjecttoandcontingentuponthecontinuingavailabilityoffederalfundsforthepurposeshereof.12.PUBLICCONTRACTSFORSERVICES.CRS§8-17.5-101.[NotApplicabletoagreementsrelatingtotheoffer,issuance,orsateofsecurities,investmentadvisoryservicesorfundmanagementservices,sponsoredprojects,intergovernmentalagreements,orinformationtechnologyservicesorproductsandservices]TheSubgranteeAgencycertifies,warrants,andagreesthatitdoesnotknowinglyemployorcontractwithanillegalalienwhowillperformworkunderthissubgrantandwillconfirmtheemploymenteligibilityofallemployeeswhoarenewlyhiredforemploymentintheUnitedStatestoperformworkunderthissubgrant,throughparticipationintheE-VerifyProgramortheDepartmentprogramestablishedpursuanttoCRS§8-17.5-102(5)(c),theSubgranteeAgencyshallnotknowinglyemployorcontractwithanillegalalientoperformworkunderthissubgrantorenterintoacontractwithasubcontractorthatfailstocertif’totheSubgranteeAgencythatthesubcontractorshallnotknowinglyemployorcontractwithanillegalalientoperformworkunderthissubgrant.TheSubgranteeAgency(a)shallnotuseE-VerifyProgramorDepartmentprogramprocedurestoundertakepre-employmentscreeningofjobapplicantswhilethissubgrantisbeingperformed,(b)shallnotii’thesubcontractorandthecontractingStateagencywithinthreedaysiftheSubgranteeAgencyhasactualknowledgethatasubcontractorisemployingorcontractingwithanillegalalienforworkunderthissubgrant,(c)shallterminatethesubgrantifasubcontractordoesnotstopemployingorcontractingwiththeillegalalienwithinthreedaysofreceivingthenotice,and(d)shallcomplywithreasonablerequestsmadeinthecourseofaninvestigation,undertakenpursuanttoCRS§8-17.5-102(5),bytheColoradoDepartmentofLaborandEmployment.IftheSubgranteeAgencyparticipatesintheDepartmentprogram,theSubgranteeAgencyshalldelivertothecontractingStateagency,InstitutionofSORNAReallocationSpecialProvisionsandCertifiedAssurancesPage2of14November2012 SpecialProvisionsandCertifiedAssurancesSpecialProvisiora&CertifiedAssurancesmustbesubmittedwiththeapplicationHigherEducationorpoliticalsubdivisionawritten,notarizedaffirmation,affirmingthattheSubgranteeAgencyhasexaminedthelegalworkstatusofsuchemployee,andcomplywithalloftheotherrequirementsoftheDepartmentprogram.IftheSubgranteeAgencyfailstocomplywithanyrequirementofthisprovisionorCRS§8-17.5-101etseq.,thecontractingStateagency,InstitutionofHigherEducationorpoliticalsubdivisionmayterminatethissubgrantforbreachand,ifsoterminated,theSubgranteeAgencyshallbeliablefordamages.13.PUBLICCONTRACTSWITHNATURALPERSONS.CRS§24-76.5-101.SubgranteeAgency,ifanaturalpersoneighteen(18)yearsofageorolder,herebyswearsandaffirmsunderpenaltyofperjurythatheorshe(a)isacitizenorotherwiselawfullypresentintheUnitedStatespursuanttofederallaw,(b)shallcomplywiththeprovisionsofCRS§24-76.5-101etseq.,and(c)hasproducedoneformofidentificationrequiredbyCRS§24-76.5-103priortotheeffectivedateofthissubgrant.B.GRANTREQUIREMENTS1.FINANCIAL&ADMINISTRATIVEMANAGEMENTa.TheSubgranteeassuresthatfundaccounting,auditing,monitoring,evaluationproceduresandsuchrecordsasnecessarywillbemaintainedtoassureadequateinternalfiscalcontrols,properfinancialmanagement,efficientdisbursementoffundsreceived,andmaintenanceofrequiredsourcedocumentationforallcostsincurred.Theseprinciplesmustbeappliedforallcostsincurredwhetherchargedonadirectorindirectbasis.b.Allexpendituresmustbesupportedbyappropriatesourcedocumentation.Onlyactual,approved,allowableexpenditureswillbepermitted.c.TheSubgranteeassuresthatitwillcomplywiththeprovisionsofthecurrentapplicableAdministrativeGuideoftheDivisionofCriminalJusticewhichisherebyincorporatedbyreference.However,suchaguidecannotcovereveryforeseeablecontingency,andtheSubgranteeisultimatelyresponsibleforcompliancewithapplicablestateandfederallaws,rulesandregulations.2.PAYMENT&REPORTINGa.TheDivisionofCriminalJusticewillpaytheSubgranteethereasonableandallowablecostsofperformance,inaccordancewithcurrentColoradoStateFiscalRules,nottoexceedtheamountspecifiedhereinastheTotalAwardAmount.b.TheDivision’srequirementsforinvoiceandcostreportingsubmissionsarecontainedintheDCJForm3-CashRequestProcedures,andDCJform1-A-SubgrantfinancialReport,whichareherebyincorporatedbyreference.c.TheSubgranteeassuresthatitshallmaintaindataandinformationtoprovideaccuratequarterlyprogramandfinancialreportstotheDivision.Saidreportsshallbeprovidedinsuchform,atsuchtimes,andcontainingsuchdataandinformationastheDivisionofCriminalJusticereasonablyrequirestoadministertheprogram.d.TheSubgranteeassuresthatquarterlyfinancialandnarrativereportsshallbesubmittedwithin15daysoftheendofeachcalendarquarterandshallbecurrentandactual.e.TheSubgranteefurtherassuresthatfinalfinancialandnarrativereportsshallbesubmittedontheformsprovidedbytheDivisionofCriminalJusticewithin45daysoftheenddateofthesubgrant.f.TheDivisionreservestherighttomakeandauthorizemodifications,adjustments,andlorrevisionstotheGrantAwardforthepurposeofmakingchangesinbudgetcategories,extensionsofgrantawarddates,changesingoalsandobjectives,andothermodificationswhichdonotchangethetotalamountoftheGrantAward.TheDivision’srequirementsforsuchgrantadjustmentsarecontainedintheproceduresforDCJForms4A,4B,4C,and4D,whichareherebyincorporatedbyreference.g.TheDivisionmaywithholdpaymentintheeventtheSubgranteefailstocomplywithconditionsandcertificationscontainedinthisgrantaward.3.PROCUREMENTANDCONTRACTSa.TheSubgranteeassuresthatopen,competitiveprocurementprocedureswillbefollowedforallpurchasesunderthegrant.Allcontractsforprofessionalservices,ofanyamount,andequipmentpurchasesoverfivethousanddollars(peritem,withausefullifeofatleastoneyear)mustreceivepriorapprovalbytheDivisionofCriminalJustice.b.TheSubgranteeassuresthatnocontractoragreementwillbemadeforexecutionofprojectactivitiesorprovisionsofservices(otherthanpurchaseofsuppliesorstandardcommercialormaintenanceservices)thatisnotincorporatedintheapprovedapplicationorapprovedinadvancebytheDivisionofCriminalJustice.SORNAReallocationSpecialProvisionsandCertifiedAssurancesPage3of14November2012 SpecialProvisionsandCertifiedAssurancesSpecialProvisions&CertifiedAssurancesmustbesubmittedwiththeapplicationc.TheSubgranteeassuresthatcontractors/vendorswhoassisttheSubgranteetodevelopspecifications,requirements,statementsofworkand/orRequestForProposalforaproposedprocurementshallbeexcludedfrombiddingorsubmittingaproposaltocompetefortheawardofsuchprocurement.d.TheSubgranteeassuresthatwhereactivitiessupportedbythissubgrantproduceanydiscoveryorinvention,originalcomputerprograms,writing,soundrecordings,pictorialreproductions,drawingorothergraphicalrepresentationandworksofanysimilarnature,thefollowingrequirementsapply:i.TheDivisionofCriminalJusticehastherighttouse,duplicateanddisclose,theabovematerialinwholeorinpartinanymannerforanypurposewhatsoeverandauthorizeotherstodoso.ii.Ifthematerialorinventioniscopyrightable,theSubgranteemaycopyrightsuch,buttheDivisionofCriminalJusticereservesaperpetual,royalty-free,non-exclusiveandirreversiblelicensetopractice,reproduce,publishandusesuchmaterialsinwholeorinpart,andauthorizeotherstodoso.iii.‘Whenissuingstatements,pressreleases,requestsforproposals,bidsolicitations,andotherpublisheddocumentsdescribingprojectsorprogramsfundedinwholeorinpartwiththesegrantfunds,allSubgranteesmustclearly:a)Statethepercentageofthetotalcostoftheprogramorproject,whichwillbefinancedwiththisgrantmoney;b)Statethedollaramountofstateorfederalfundsfortheprojectorprogram;c)Usethephrase-”Thisprojectwassupportedbyfederalgrant#_______,issuedbytheColoradoDivisionofCriminalJustice.”e.TheSubgranteemaynotassignitsrightsordutiesunderthisgrantwithoutthepriorwrittenconsentoftheDivisionofCriminalJustice.4.AUDIT,RECORD-KEEPING,ANDMONITORING/INSPECTIONa.TheSubgranteeassuresthatitwillprocureanauditorfinancialreview,incorporatingthissubgrant,byanindependentCertifiedPublicAccountant(CPA),licensedtopracticeinColorado.Iftheagencyexpendsmorethan$500,000peryearincombinedfederalfunds,aSingleAuditmustbeconductedinaccordancewith0MBCircularA-]33(AuditsofStates,LocalGovernments,andnon-profitorganizations).Iftheagencyexpendslessthan$500,000peryearincombinedfederalfunds,thefollowingpolicyapplies:Agencieswithtotalannualrevenuefromallsourcesof$200,000ormoreshallprocureafinancialaudit;afinancialreviewshallnotbesufficienttomeetthisrequirement.Agencieswithtotalannualrevenueoflessthan$200,000shallprocureeitherafinancialrevieworfinancialaudit.i.Atsuchtimeastheauditorfinancialreviewiscompleted,ONECOPYOFTHEREPORT,TNCLUDINGTHECORRESPONDINGMANAGEMENTLETTER,MUSTBEFORWARDEDTOTHEDIVISIONOFCRIMINALJUSTICEforclearance.Theauditorfinancialreviewincorporatingthissubgrantmustbecompletedandreceivedwithin12monthsoftheendofthefiscalyearsthatincludestheenddateofthegrant.ii.TheSubgranteeacceptsresponsibilityforthecostsofafinancialprogramaudittobeperformedbytheDepartmentofPublicSafetyintheeventthattheauditreportorfinancialreview:a)doesnotmeettheapplicableA-I33orDCJstandards;b)isnotsubmittedinatimelymanner;or,c)doesnotprovideanauditresponseplanwithcorrespondingcorrectionsmadesufficienttosatisfyanyauditfindings.b.TheSubgranteeassuresthat:i.Itwillretainallprojectrecords,aswillfacilitateaneffectiveaudit,forsevenyearsaftertheendofthestatefiscalyearthatincludestheenddateofthegrant.(Forexampleifthegrantended9/30/2001,thestateFYwouldbeJuly1,2001-June30,2002.Thefilescouldbedestroyedafter6/30/2009);except,ii.Ifanauditisinprogressand/orthefindingsofacompletedaudithavenotbeenresolvedsatisfactorily,thenrecordsmustberetainedbeyondtheseven-yearperioduntilsuchissuesareresolved.c.TheSubgranteeassuresthatitwillkeepcopiesofalldocuments,correspondence,andrequiredreceiptsrelatedtothissubgrantinaseparatefilebearingtheprojecttitleandgrantnumber.d.TheDivisionmayperiodicallyrequestsubmissionofsupportingfinancialandprogrammaticdocumentation,subcontracts,generalandsub-ledgersforthepurposeofmonitoringcompliancewiththegrantawardviadeskreview,orinpreparationforanon-sitemonitoringvisit.Routineorspecialon-sitevisitsmaybeconductedatthesubgrantagency,andatthelocationofanycollaboratingentities,forthesamepurpose.Subgranteeswillbenotifiedinadvanceofanyon-sitemonitoringvisit.e.TheSubgranteeassuresthattheDivisionofCriminalJustice,ColoradoDepartmentofPublicSafety,shallhaveaccessforpurposesofmonitoring,auditandexaminationstoanybonds,documents,papersandrecordsoftheSubgranteeandtorelevantbooksandrecordsofsubcontractorsoftheSubgrantee.ItistheresponsibilityoftheSubgranteetonotifyanyofitsprojectcollaboratorsandsubcontractorsoftheseprovisions.SORNAReallocationSpecialProvisionsandCertifiedAssurancesPage4of14November2012 SpecialProvisionsandCertifiedAssurancesSpecialProvisions&CertifiedAssurancesmustbesubmittedwiththeapplicationf.TheSubgranteeassuresthatsignatoriesoftheapplicationandsubgrantawardandpersonnelemployedthroughthissubgrantwillappearwhenrequestedatanyadministrativehearing,monitoringsitevisit,conferenceormeetingconductedbytheDivisionofCriminalJustice,5.TERMINATIONorREDUCTIONINGRANTAWARDTheDivisionwillmonitortheperformanceoftheSubgranteeagainstgoalsandperformancestandardsrequiredherein,TheDivisionwillprovidereasonabletechnicalassistancetotheSubgranteeconcerningprojectgoals,performancestandardsandsubgrantrequirements;however,substandardperformanceasdeterminedbytheDivisionwillconstitutenoncompliancewiththisgrantaward.Substandardperformancemayresultinterminationorreductionofgrantawardasfollows:a.ReductionInGrantAwardAmountforCausei.TheDivisionmayreducethetotalStatementofGrantAwardamountforcause,withoutcompensationforreductioncosts.ii.Ifthestatereducesthegrantamountforcause,itwillfirstgiveten(10)dayswrittennoticetotheSubgrantee,statingthereasonsforreduction,stepstakentocorrecttheproblems,andthedatethesubgrantawardamountwillbereducedintheeventproblemshavenotbeencorrectedtothesatisfactionoftheDivision.iii.Intheeventthisgrantisreducedforcause,theDivisionwillonlyreimbursetheSubgranteeforacceptableworkordeliverablesreceiveduptothedateofreduction.iv.Intheeventthisgrantisreducedforcause,finalpaymenttotheSubgranteemaybewithheldatthediscretionoftheDivisionuntilcompletionoffinalDivisionreview.b.TerminationforConvenience:i.Eitherpartymayterminatethegrantwiththirtydayswrittennoticeofintenttocancelorterminate.ii.ThegrantmaybeterminatedbytheDivisionifitisinthebestinterestofthestateofColoradototerminatethegrant.iii.IfthegrantisterminatedforconveniencebyeithertheSubgranteeorthestate,theSubgranteeshallbepaidthenecessaryandallowablecostsincurredthroughthedateoftermination,butnotexceedingaproratedamountbasedonthenumberofdaysofprojectoperationpriortothedateoftermination.c.TerminationforCause:i.TheDivisionmayterminatethegrantforcausewithoutcompensationforterminationcosts.ii.Ifthestateterminatesthegrantforcause,itwillfirstgiveten(10)dayswrittennoticetotheSubgrantee,statingthereasonsfortermination,stepstakentocorrecttheproblems,andthedatethesubgrantwillbeterminatedintheeventproblemshavenotbeencorrectedtothesatisfactionoftheDivision.iii.Intheeventthisgrantisterminatedforcause,theDivisionwillonlyreimbursetheSubgranteeforacceptableworkordeliverablesreceiveduptothedateoftermination.iv.Intheeventthisgrantisterminatedforcause,finalpaymenttotheSubgranteemaybewithheldatthediscretionoftheDivisionuntilcompletionoffinalDivisionreview.d.Anyequipmentpurchasedunderthisgrantwouldrevert,attheoptionoftheDivision,totheDivisionofCriminalJusticeuponterminationofthegrantforanyoftheabovereasons.6.ORDEROFPRECEDENCEAnyinconsistencyorconflictinthisgrantshallberesolvedbygivingprecedenceinthefollowingorder:(a)SpecialProvisionsandCertifiedAssurances,(b)StatementofGrantAward;and,(c)thefinalapprovedSubgmntApplication.7.DISPUTERESOLUTION(THISPROVISIONAPPLIESONLYTOINTERAGENCYAGREEMENTS):Anyfailureofeitherpartytoperforminaccordancewiththetermsofthisagreementshallconstituteabreachoftheagreement.Anydisputeconcerningtheperformanceofthisagreementwhichcannotberesolvedatthedivisionallevelshallbereferredtosuperiordepartmentalmanagementstaffdesignatedbyeachdepartment.Failingresolutionatthatlevel,disputesshallbepresentedtotheexecutivedirectorsofeachdepartmentforresolution.Failingresolutionbytheexecutivedirectors,thedisputeshallbesubmittedinwritingbybothpartiestotheStateController,whosedecisiononthedisputewillbefinal.C.FEDERALCERTIFIEDASSURANCESI.FEDERALPUBLICPOLICYASSURANCESa.TheSubgranteeherebyagreesthatitwillcomply,andallofitscontractorswillcomplywiththeapplicableprovisionsof:i.TitleIoftheOmnibusCrimeControlandSafeStreetsActof1968,asamended;ii.TheJuvenileJusticeandDelinquencyPreventionActandJortheVictimsofCrimeAct,asappropriate;SORNAReallocationSpecialProvisionsandCertifiedAssurancesPage5of14November2012 SpecialProvisionsandCertifiedAssurances•SpecialProvisions&CertifiedAssurancesmustbesubmittedwiththeapplicationiii.Allotherapplicablefederallaws,orders,circulars,regulationsorguidelines.b.TheSubgranteeagencyherebyagreesthatitwillcomply,andallofitscontractorswillcomplywiththeprovisionsof28CfRapplicabletograntsandcooperativeagreementsincluding:i.Part18,AdministrativeReviewProcedure;ii.Part22,ConfidentialityofIdentifiableResearchandStatisticalInformation;iii.Part23,CriminalIntelligenceSystemsOperatingPolicies;iv.Part30,IntergovernmentalReviewofDepartmentofJusticeProgramsandActivities;v.Part35,NondiscriminationontheBasisofDisabilityinStateandLocalGovernmentServices;vi.Part,3$,EqualTreatmentforFaithBasedOrganizations;vii.Part42Nondiscrimination/EqualEmploymentOpportunityPoliciesandProcedure;viii.Part61ProceduresofImplementingtheNationalEnvironmentalPolicyAct;ix.Part63floodplainManagementandWetlandProtectionProcedures;and,x.federalLawsorregulationsapplicabletofederalAssistancePrograms.c.Granteeagreestocomplywiththerequirementsof28C.F.R.Part46andallOfficeofJusticeProgramspoliciesandproceduresregardingtheprotectionofhumanresearchsubjects,includingobtainmentofInstitutionalReviewBoardapproval,ifappropriate,andsubjectinformedconsent.d.Grantagreestocomplywithallconfidentialityrequirementsof42U.S.C.section37$9gandC.F.R.Part22thatareapplicabletocollection,use,andrevelationofdataorinformation.Granteefurtheragrees,asaconditionofgrantapproval,tosubmitaPrivacyCertificatethatisinaccordwithrequirementsof28C.F.R.Part22and,inparticular,section22.23.2.FINANCIAL&ADMINISTRATIVEMANAGEMENTa.Subgranteeassuresthatitwillcomplywithappropriatefederalcostprinciplesandadministrativerequirementsapplicabletograntsasfollows:i.Forstate,localorIndiantribalgovernmententities;a)2CfRPart225,CostPrinciplesfor$tateLocal&IndianTribalGovernments(codfiedat28CERPart66byreferenceand(formerlyknownas0MBCircularA-87,.)b)0MBCircularA-l02,CommonRttle-Un(formAdministrativeRequirementsforGrantsandCooperativeAgreementstoStateandLocalGovermnentsc)2$CfR66,Un(formAdministrativeRequirementsforGrantsandCooperativeAgreementstoStateandLocalGovernmentsii.Fornon-profitorganizations;a)2CFRPart230,CostPrinciplesforNon-ProfitOrganizations(formerlyknownas0MBCircularA-122)b)2CFRPart215,Un(formAdministrativeRequirementsforGrantsandAgreementswithInstitutionsofHigherEducation,HospitalsandOtherNonprofitOrganizations(codrjIedat28CfRPart70andformerlyknownas0MBCircularA-110)c)28CFR70,Un(formAdministrativeRequirementsforGrantsandCooperativeAgreementswithInstitutionsofHigherEducation,Hospitals,andotherNon-ProfitOrganizationsiii.forcollegesanduniversities;a)2CfRPart220,CostPrinciplesforEducationalInstitutions(codfledat28CFRPart66,byreferenceandformerlyknownas0MBCircularA-21)b)2CFRPart215,Un(formAdministrativeRequirementsforGrantsandAgreementswithInstitutionsofHigherEducation,HospitalsandOtherNonprofitOrganizations(codsjledat28CFRPart70andformerlyknownas0MBCircularA-I10)ç)28CfR70,Un(formAdministrativeRequirementsforGrantsandCooperativeAgreementswithInstitutionsofHigherEducation,Hospitals,andotherNon-ProfitOrganizationsiv.Foreachagencyspendingmorethan$500,000peryearinfederalfundsfromallsources;a)0MBCircularA-133,AuditsofStates,LocalGovernmentsandNonprofitOrganizationsb.TheSubgranteeassuresthatitwillcomplywiththeprovisionsoftheU.S.DepartmentofJustice,OfficeoftheChieffinancialOfficer,OfficeofJusticePrograms,financialGuideforGrants,currentedition.(Forpracticalpurposes,therequirementspertinenttothemanagementofthesefundshavebeenextractedfromtheabovedocumentsandarecontainedinthecurrentapplicableAdministrativeGuideoftheDivisionofCriminalJustice,whichisherebyincorporatedbyreference.However,suchaguidecannotcovereveryforeseeablecontingency,andtheSubgranteeisultimatelyresponsibleforcompliancewithapplicablestateandfederallaws,rulesandregulations.)SORNAReallocationSpecialProvisionsandCertifiedAssurancesPage6of14November2012 SpecialProvisionsandCertifiedAssurancesSpecialProvisions&CertifiedAssurancesmustbesubmittedwiththeapplication3.NON-SUPPLANTINGOFFUNDS(GovernmentalAgenciesOnly)a.TheSubgranteecertifiesthatanyrequiredmatchingfundsusedtopaythenon-federalportionofthecostofthissubgrantareinadditiontofundsthatwouldhaveotherwisebeenmadeavailableforthepurposesofthisproject.b.TheSubgranteecertifiesthatfederalfundsmadeavailableunderthisgrant:i.Willnotbeusedtosupplantstateorlocalfunds.ii.Wherethereisareducedorunchangedlocalinvestment,thentheSubgranteeAgencyshallgiveawrittenexplanationdemonstratingthattheSubgranteeAgency’sreducedorunchangedcommitmentwouldhavebeennecessitatedeveniffederalfinancialsupportunderthisfederalgrantprogramhadnotbeenmadeavailable.4.PROHIBITIONSONLOBBYINGWITHFEDERALFUNDS(Subgranteesreceiving$100,000ormoreintotalfederalfindsperyear.See28CfRPart69.)TheprospectiveSubgranteecertifies,bysubmissionofthisproposal,that:a.Nofederalfundsreceivedthroughthissubgrantwillbepaidtoanypersonforinfluencingorattemptingtoinfluenceanofficeroremployeeofanyagency,amemberofCongress,anofficeroremployeeofCongress,oranemployeeofamemberofCongressinconnectionwiththemakingofanyfederalgrant,theenteringintoofanycooperativeagreement,andtheextension,continuation,renewal,amendment,ormodificationofanyfederalgrantorcooperativeagreement;and,b.Ifanyfundsotherthanfundsthroughthissubgrantwillbepaidtoanypersonforinfluencingorattemptingtoinfluenceanofficeroremployeeofanyagency,amemberofCongress,anofficeroremployeeofCongress,oranemployeeofamemberofCongressinconnectionwiththissubgrant,theprospectiveSubgranteeshallcompleteandsubmitStandardform-LLL,“DisclosureofLobbyingActivities.”5.CERTIFICATIONREGARDINGDEBARMENT,SUSPENSION,INELIGIBILITYANDVOLUNTARYEXCLUSION(‘Subgranteesreceiving$100,000ormoreintotalfederalfindsperyear.See,28CFRPart67.)TheprospectiveSubgranteecertifies,bysubmissionofthisproposal,thatneitheritnoritsprincipals,subcontractorsorsuppliers:a.Arepresentlydebarred,suspended,proposedfordebarment,declaredineligible,sentencedtoadenialoffederalbenefitsbyaStateorFederalcourt,orvoluntarilyexcludedfromparticipationinthistransactionbyanyFederaldepartmentoragency;b.Havenotwithinathree-yearperiodprecedingthisapplicationbeenconvictedoforhadaciviljudgmentrenderedagainstthemforcommissionoffraudoracriminaloffenseinconnectionwithobtaining,attemptingtoobtain,orperformingapublic(Federal,State,orlocal)transactionorcontractunderapublictransaction;violationoffederalorStateantitruststatutesorcommissionofembezzlement,theft,forgery,bribery,falsificationordestructionofrecords,makingfalsestatements,orreceivingstolenproperty;c.Arenotpresentlyindictedfororotherwisecriminallyorcivillychargedbyagovernmentalentity(federal,State,orlocal)withcommissionofanyoftheoffensesenumeratedinparagraph(5)(b)ofthiscertification;andd.Havenotwithinathree-yearperiodprecedingthisapplicationhadoneormorepublictransactions(federal,State,orlocal)terminatedforcauseordefault;ande.Wheretheprospectivesubgranteeisunabletocertifytoanyofthestatementsinthiscertification,heorsheshallattachanexplanationtothisapplication.6.CERTIFICATIONREGARDINGDRUGFREEWORKPLACE(See,28CFRPart67,SubpartF.)TheprospectiveSubgranteecertifies,bysubmissionofthisproposal,thatitwillcomplywiththeDrugfreeWorkplaceActof198$,asimplementedat2$CfRPart67,SubpartF.7.CIVILRIGHTSCOMPLIANCE(See,28CfRPart42.)a.Uponaward,eachSubgranteewillbeprovidedDCJ’sform30,entitled“CertificationofCompliancewithRegulationsRegardingFederalCivilRightsRequirementsandEqualEmploymentOpportunityPlans(EEOP),andwillberequiredtodothefollowing:i.TheProjectDirectormustsubmittheformtotheSubgranteeAgency’sAuthorizedOfficialforthisgrant;ii.TheProjectDirectormustviewapplicableCivilRightstrainingasprovidedonDCJ’swebsiteandacknowledge,byprovidinganoriginalsignature,thatsubgrantprojectstaffwillbemadeawareofallobligationsregardingCivilRightscompliance.iii.TheAuthorizedOfficialmustreviewtheforminconjunctionwithsubgrantagencypersonnelresponsibleforreportingcivilrightsfmdingsofdiscrimination;iv.TheAuthorizedOfficialmustaccuratelycompletetherequiredinformationandprovideallinformationrequested;v.TheAuthorizedOfficialmustprovideanoriginalsignatureontheformasindicated;and,vi.TheDCJ30FormwithoriginalsignaturemustbereturnedtotheDivisionwiththeStatementofGrantAward(SOGA).SORNAReallocationSpecialProvisionsandCertifiedAssurancesPage7of14November2012 SpecialProvisionsandCertifiedAssurancesSpecialProvisiora&CertifiedAssurancesmustbesubmittedwiththeapplicationb.AnysubgrantagencyfindingsofdiscriminationmustbereportedtotheDivisionofCriminalJusticewithin45daysofreceiptofthisgrantaward,andtotheOfficeforCivilRights,OfficeofJusticePrograms,U.S.DepartmentofJustice.8.NON-DISCRIMINATIONThefollowingfederalnon-discriminationcitesapplyinparticular:thenondiscriminationrequirementsoftheOmnibusCrimeControlandSafeStreetsActof1968,asamended;TitleVIoftheCivilRightsActof1964;Section504oftheRehabilitationActof1973,asamended;SubtitleA,TitleIIoftheAmericanswithDisabilitiesActof1990,42U.S.C.12101,et.seq.andDepartmentofJusticeRegulationsonDisabilityDiscrimination,28CfRPart35andPart39;TitleIXoftheEducationAmendmentsof1972;theAgeDiscriminationActof1975;theDepartmentofJusticeNondiscriminationRegulations28CFRPart42,SubpartsC,D,F,and0;andExecutiveOrder11246,asamendedbyExecutiveOrder11375,andtheirimplementingregulations,41CfRPart60.1etseq.,asapplicabletoconstructioncontracts.9.NATIONALENVIRONMENTALPOLICYACT(NEPA)ANDNATIONALHISTORICPRESERVATIONACT(NHPA)COMPLIANCE(42Usc§ç4321-4370and16USC§470)a.TheSubgranteeagreestoassisttheDivisionofCriminalJusticeandtheOfficeofJusticePrograms,U.S.DepartmentofJustice,incomplyingwiththeNationalEnvironmentalPolicyAct,theNationalHistoricPreservationAct(NHPA)andotherrelatedfederalenvironmentalimpactanalysesrequirementsintheuseofthesegrantfundseitherdirectlybytheSubgranteeorbyasubcontractor.Aslongastheactivityneedstobeundertakeninordertousethesegrantfunds,thisNEPArequirementfirstmustbemetwhetherornottheactivitieslistedbelowarebeingspecificallyfundedwiththesegrantfunds.Theactivitiescoveredbythisspecialconditionare:b.Newconstruction;c.MinorrenovationorremodelingofapropertyeitherlistedonoreligibleforlistingontheNationalRegisterofHistoricPlaces,orlocatedwithina100-yearfloodplain;d.Renovation,leaseoranyotherproposeduseofabuildingorfacilitythatwilleitherresultinachangeinitsbasicprioruse,orsignificantlychangeitssize.e.Implementationofanewprograminvolvingtheuseofchemicalsotherthanchemicalsthatareeitherpurchasedasanincidentalcomponentofafundedactivityandtraditionallyused,forexample,inoffice,household,recreationaloreducationalenvironments.10.HEALTHINSURANCEPORTABIL]TYANDACCOUNTABILITYACT(Thisprovisionappliesonlytoentitiesthatprovidemedicalcareandtreatment)TheSubgranteeacknowledgesthatitisacoveredhealthcareproviderundertheHealthInsurancePortabilityandAccountabilityAct,42U.S.C.1320d-1320d-8,anditsimplementingregulationsandagreestocomplywiththerequirementsofHIPAAconcerninganyusesanddisclosuresofprotectedhealthinformation.11.UniformRelocationAssistanceandRealPropertyAcquisitionsActof1970(GovernmentEntitiesOnly)Theprospectivesubgranteecertifies,bysubmissionofthisproposal,thatitwillcomplywiththerequirementsoftheUniformRelocationAssistanceandRealPropertyAcquisitionsActof1970,whichgovernthetreatmentofpersonsdisplacedasaresultoffederalandfederally-assistedprograms.12.PoliticalActivityofCertainStateandLocalEmployees(5U.S.C.§1501-08and§7324-28—appliestoGovernmentEntitiesOnly)Theprospectivesubgranteecertifies,bysubmissionofthisproposal,thatitwillcomplywithrequirementsof5U.S.C.§1501-08and§7324-28,whichlimitcertainpoliticalactivitiesofStateandlocalgovernmentemployeeswhoseprincipalemploymentisinconnectionwithanactivityfinancedinwholeorpartbyfederalassistance.13.REPORTINGFRAUD,WASTE,ERRORANDABUSEEachSubgranteeAgencymustpromptlyrefertotheDepartmentofJustice,OfficeoftheInspectorGeneralanycredibleevidencethataprincipal,employee,agent,contractor,subgrantee,subcontractor,orotherpersonhaseither1)submittedafalseclaimforgrantfundsunderthefalseClaimsAct;or2)committedacriminalorcivilviolationoflawspertainingtofraud,conflictofinterest,bribery,gratuity,orsimilarmisconductinvolvinggrantfunds.Potentialfraud,waste,abuse,ormisconductshouldbereportedtotheU.S.DepartmentofJustice,OfficeoftheInspectorGeneral(OIG)by:a)mail:OfficeoftheInspectorGeneralU.S.DepartmentofJusticeInvestigationsDivision950PennsylvaniaAvenue,N.W.Room4706Washington,DC20530;b)email:oic.hotlineusdoi.cov;c)hotline:(contactinformationinEnglishandSpanish):(800)869-4499;ord)hotlinefax:(202)616-9881.SORNAReallocationSpecialProvisionsandCertifiedAssurancesPage8of14November2012 SpecialProvisionsandCertifiedAssurancesSpecialProvisions&CertifiedAssurancesmustbesubmittedtviththeapplication14.TherecipientshallsubmittotheDivisionofCriminalJustice,whowillthenforwardtotheBureauofJusticeAssistance,onecopyofallreportsandproposedpublicationsresultingfromthisagreementthirty(30)dayspriortopublicrelease.Anywritten,visual,oraudiopublications,withtheexceptionofpressreleases,whetherpublishedatthegrantee’sorgovernment’sexpense,shallcontainthefollowingstatement:“ThisprojectwassrtpportedbyGrantNo.2004-DB-BX-0033awardedbytheBureauofJusticeAssistance.TheBureauofJusticeAssistanceisacomponentoftheOfficeofJusticePrograms,whichalsoincludestheBureauofJusticeStatistics,theNationalInstituteofJustice,theOfficeofJuvenileJusticeandDelinquencyPrevention,andtheOfficeofVictimsofrinte.PointsofvieworopinionsinthisdocumeiitarethoseoftheauthoranddonotrepresenttheofficialpositionorpoliciesoftheUnitedStatesDepartmentofJustice.”B.GENERALPROVISIONS1.INDEMNIFICATION.NotapplicabletoStateAgenciesorHigherEducationa.Totheextentauthorizedbylaw,theSubgranteeAgencyshallindemnifi,save,andholdharmlesstheState,itsemployeesandagents,againstanyandallclaims,damages,liabilityandcourtawardsincludingcosts,expenses,andattorneyfeesandrelatedcosts,incurredasaresultofanyactoromissionbytheSubgranteeAgency,oritsemployees,agents,subcontractors,orassigneespursuanttothetermsofthissubgrantaward.FORGRANTSTOSTATEAGENCIESANDHIGHEREDUCATIONONLY:b.Aself-insured,SubgranteestateAgencyagreesthatitsSelf-InsuranceProgramshallBERESPONSIBLEFORanyandaltclaims,damages,liabilityandcourtatvards,includingcosts,expenses,andattorneyfeesandrelatedcosts,incurredasaresultofanyactoromissionbytheSubgranteeAgency,oritsemployees,agents,subcontractors,orassigneespursuanttothetermsofthissubgrantaward.2.STATEWIDECONTRACTMANAGEMENTSYSTEM[ThissectionshallapplywhentheEffectiveDateisonorafterJuly1,2009andthemaximumamountpayabletoSubgranteehereunderis$100,000orhigher]Byenteringintothissubgrant,Subgranteeagreestobegoverned,andtoabide,bytheprovisionsofCRS§24-102-205,§24-102-206,§24-103-601,§24-103.5-101and§24-105-102concerningthemonitoringofvendorperformanceonstatecontractsandinclusionofcontractperformanceinformationinastatewidecontractmanagementsystem.Subgranteeperformanceshallbeevaluatedinaccordancewiththetermsandconditionsofthissubgrant,Statelaw,includingCRS§24-103.5-101,andStateFiscalRules,PoliciesandGuidance.EvaluationofSubgrantee’sperformanceshallbepartofthenormalcontractadministrationprocessandSubgrantee’sperformancewillbesystematicallyrecordedinthestatewideContractManagementSystem.Areasofreviewshallinclude,butshallnotbelimitedtoquality,costandtimeliness,CollectionofinformationrelevanttotheperformanceofSubgrantee’sobligationsunderthissubgrantshallbedeterminedbythespecificrequirementsofsuchobligationsandshallincludefactorstailoredtomatchtherequirementsoftheProjectPlanofthissubgrant.SuchperformanceinformationshallbeenteredintothestatewideContractManagementSystematintervalsestablishedintheProjectPlanandafinalreviewandratingshallberenderedwithin30daysoftheendoftheSubgrantterm.Subgranteeshallbenotifiedfollowingeachperformanceandshalladdressorcorrectanyidentifiedprobleminatimelymannerandmaintainworkprogress.ShouldthefinalperformanceevaluationdeterminethattheSubgranteedemonstratedagrossfailuretomeettheperformancemeasuresestablishedundertheProjectPlan,theExecutiveDirectoroftheColoradoDepartmentofPersonnelandAdministration(ExecutiveDirector),uponrequestbytheColoradoDivisionofCriminalJustice,andshowingofgoodcause,maydebarSubgranteeandprohibitSubgranteefrombiddingonfuturecontracts.Subgranteemaycontestthefmalevaluationandresultby:(i)filingrebuttalstatements,whichmayresultineitherremovalorcorrectionoftheevaluation(CRS§24-105-102(6)),or(ii)underCRS§24-105-102(6),exercisingthedebarmentprotestandappealrightsprovidedinCRS§24-l09-106,107,201or202,whichmayresultinthereversalofthedebarmentandreinstatementofSubgrantee,bytheExecutiveDirector,uponshowingofgoodcause.3.TheSubgranteeAgencyshallcomplywithallapplicablerevisionsoradditionalrequirementsthatmaybeimposedbylawandanyfuturestateandfederalguidanceincludingclarificationsofrequirements.AnyrevisionstosuchprovisionsorregulationsshallautomaticallybecomeapartoftheseSpecialProvisionsandCertifiedAssurances,withoutthenecessityofeitherpartySORNAReallocationSpecialProvisionsandCertifiedAssurancesPage9of14November2012 Sj,ecialProvisionsandCertifiedAssurancesSpecialProvisio&CertifiedAssurancesmustbesubmittedwiththeapplicationexecutinganyfurtherinstrument.TheStateofColoradomayprovidewrittennotificationtotheSubgranteeAgencyofsuchrevisions,butsuchnoticeshallnotbeaconditionprecedenttotheeffectivenessofsuchrevisions.4.CORADisclosureTotheextentnotprohibitedbyfederallaw,thissubgrantandtheperformancemeasuresandstandardsunderCRS§24-103.5-101,ifany,aresubjecttopublicreleasethroughtheColoradoOpenRecordsAct,CRS§24-72-101,etseq.StateofColoradoSupplementalProvisionsforFederallyFundedContracts,Grants,andPurchaseOrdersSubjecttoTheFederalFundingAccountabilityandTransparencyActof2006fFFATA),AsAmendedRevisedasof3-20-13Thecontract,grant,orpurchaseordertowhichtheseSupplementalProvisionsareattachedhasbeenfunded,inwholeorinpart,withanAwardofFederalfunds.IntheeventofaconflictbetweentheprovisionsoftheseSupplementalProvisions,theSpecialProvisions,thecontractoranyattachmentsorexhibitsincorporatedintoandmadeapartofthecontract,theprovisionsoftheseSupplementalProvisionsshallcontrol.1.Definitions.ForthepurposesoftheseSupplementalProvisions,thefollowingtermsshallhavethemeaningsascribedtothembelow.1.1.“Award”meansanawardoffederalfinancialassistancethatanon-FederalEntityreceivesoradministersintheformof:1.1.1.Grants;11.2.Contracts;1.1.3.Cooperativeagreements,whichdonotincludecooperativeresearchanddevelopmentagreements(CRDA)pursuanttotheFederalTechnologyTransferActof1986,asamended(15U.S.C.3710);1.1.4.Loans;1.1.5.LoanGuarantees;1.1.6.Subsidies;1.1.7.Insurance;1.1.8.Foodcommodities;1.1.9.Directappropriations;1.1.10.Assessedandvoluntarycontributions;and1.1.11.OtherfinancialassistancetransactionsthatauthorizetheexpenditureofFederalfundsbynon-FederalEntities.Awarddoesnotinclude:1.1.12.Technicalassistance,whichprovidesservicesinlieuofmoney;1.1.13.AtransferoftitletoFederally-ownedpropertyprovidedinlieuofmoney;eveniftheawardiscalledagrant;1.1.14.Anyawardclassifiedforsecuritypurposes;or1.1.15.AnyawardfundedinwholeorinpartwithRecoveryfunds,asdefinedinsection1512oftheAmericanRecoveryandReinvestmentAct(ARRA)of2009(PublicLaw111-5).1.2.“Contract”meansthecontracttowhichtheseSupplementalProvisionsareattachedandincludesallAwardtypesiii§1.1.1through1.1.11above.1.3.“Contractor”meansthepartyorpartiestoaContractfunded,inwholeorinpart,withFederalfinancialassistance,otherthanthePrimeRecipient,andincludesgrantees,subgrantees,Subrecipients,andborrowers.ForpurposesofTransparencyActreporting,ContractordoesnotincludeVendors.1.4.“DataUniversalNumberingSystem(DUNS)Number”meansthenine-digitnumberestablishedandassignedbyDunandBradstreet,Inc.touniquelyidenti1,’abusinessentity.DunandBradstreet’swebsitemaybefoundat:http://fedgov.dnb.com/webform.1.5.“Entity”meansallofthefollowingasdefinedat2CFRpart25,subpartC;1.5.1.Agovernmentalorganization,whichisaState,localgovernment,orIndianTribe;1.5.2.Aforeignpublicentity;1.5.3.Adomesticorforeignnon-profitorganization;SORNAReallocationSpecialProvisionsandCertifiedAssurancesPage10of14November2012 SpecialProvisionsandCertifiedAssurancesSpecialProvisions&CertifiedAssurancesmustbesubmittedwiththeapplication1.5.4.Adomesticorforeignfor-profitorganization;and1.5.5.AFederalagency,butonlyaSubrecipientunderanAwardorSubawardtoanon-Federalentity.1.6.“Executive”meansanofficer,managingpartneroranyotheremployeeinamanagementposition.1.7.“FederalAwardIdentificationNumber(FAIN)”meansanAwardnumberassignedbyaFederalagencytoaPrimeRecipient.1.8.“FFATA”meansthefederalFundingAccountabilityandTransparencyActof2006(PublicLaw109-282),asamendedby§6202ofPublicLaw110-252.FfATA,asamended,alsoisreferredtoasthe“TransparencyAct.”1.9.“PrimeRecipient”meansaColoradoStateagencyorinstitutionofhighereducationthatreceivesanAward.1.10.“Subaward”meansalegalinstrumentpursuanttowhichaPrimeRecipientofAwardfundsawardsalloraportionofsuchfundstoaSubrecipient,inexchangefortheSubrecipient’ssupportintheperformanceofalloranyportionofthesubstantiveprojectorprogramforwhichtheAwardwasgranted.1.11.“Subrecipient”meansanon-federalEntity(orafederalagencyunderanAwardorSubawardtoanon-federalEntity)receivingfederalfundsthroughaPrimeRecipienttosupporttheperformanceofthefederalprojectorprogramforwhichtheFederalfundswereawarded.ASubrecipientissubjecttothetenusandconditionsofthefederalAwardtothePrimeRecipient,includingprogramcompliancerequirements.Theterm“Subrecipient”includesandmaybereferredtoasSubgrantee.1.12.“SubrecipientParentDUNSNumber”meansthesubrecipientparentorganization’s9-digitDataUniversalNumberingSystem(DUNS)numberthatappearsinthesubrecipient’sSystemforAwardManagement(SAM)profile,ifapplicable.1.13.“SupplementalProvisions”meanstheseSupplementalProvisionsforFederallyFundedContracts,Grants,andPurchaseOrderssubjecttotheFederalfundingAccountabilityandTransparencyActof2006,AsAmended,asmayberevisedpursuanttoongoingguidancefromtherelevantfederalorStateofColoradoagencyorinstitutionofhighereducation.1.14.“SystemforAwardManagement(SAM)”meanstheFederalrepositoryintowhichanEntitymustentertheinformationrequiredundertheTransparencyAct,whichmaybefoundathttp://www.sam.gov.1.15.“TotalCompensation”meansthecashandnoncashdollarvalueearnedbyanExecutiveduringthePrimeRecipient’sorSubrecipient’sprecedingfiscalyearandincludesthefollowing:1.15.1.Salaryandbonus;1.15.2.Awardsofstock,stockoptions,andstockappreciationrights,usingthedollaramountrecognizedforfinancialstatementreportingpurposeswithrespecttothefiscalyearinaccordancewiththeStatementoffinancialAccountingStandardsNo.123(Revised2005)(FASl23R),SharedBasedPayments;1.15.3.Earningsforservicesundernon-equityincentiveplans,notincludinggrouplife,health,hospitalizationormedicalreimbursementplansthatdonotdiscriminateinfavorofExecutivesandareavailablegenerallytoallsalariedemployees;1.15.4.Changeinpresentvalueofdefinedbenefitandactuarialpensionplans;1.15.5.Above-marketearningsondeferredcompensationwhichisnottax-qualified;1.15.6.Othercompensation,iftheaggregatevalueofallsuchothercompensation(e.g.severance,terminationpayments,valueoflifeinsurancepaidonbehalfoftheemployee,perquisitesorproperty)fortheExecutiveexceeds$10,000.1.16.“TransparencyAct”meanstheFederalFundingAccountabilityandTransparencyActof2006(PublicLaw109-282),asamendedby§6202ofPublicLaw110-252.TheTransparencyActalsoisreferredtoasffATA.1.17“Vendor”meansadealer,distributor,merchantorothersellerprovidingpropertyorservicesrequiredforaprojectorprogramfundedbyanAward.AVendorisnotaPrimeRecipientoraSubrecipientandisnotsubjecttothetermsandconditionsoftheFederalaward.ProgramcompliancerequirementsdonotpassthroughtoaVendor.2.Compliance.ContractorshallcomplywithallapplicableprovisionsoftheTransparencyActandtheregulationsissuedpursuantthereto,includingbutnotlimitedtotheseSupplementalProvisions.AnyrevisionstosuchprovisionsorregulationsshallautomaticallybecomeapartoftheseSupplementalProvisions,withoutthenecessityofeitherpartyexecutinganyfurtherinstrument.TheStateofColoradomayprovidewrittennotificationtoContractorofsuchrevisions,butsuchnoticeshallnotbeaconditionprecedenttotheeffectivenessofsuchrevisions.3.SystemforAwardManagement(SAM)andDataUniversalNumberingSystem(DUNS)Requirements.3.1.SAM.ContractorshallmaintainthecurrencyofitsinformationinSAMuntiltheContractorsubmitsthefmalfinancialreportSORNAReallocationSpecialProvisionsandCertifiedAssurancesPage11of14November2012 SkecialProvisionsandCertifiedAssurancesSpecialProvisions&CertifiedAssurancesmustbesubmittedwiththeapplicationrequiredundertheAwardorreceivesfinalpayment,whicheverislater.ContractorshallreviewandupdateSAMinformationatleastannuallyaftertheinitialregistration,andmorefrequentlyifrequiredbychangesinitsinformation.3.2.DUNS.ContractorshallprovideitsDUNSnumbertoitsPrimeRecipient,andshallupdateContractor’sinformationinDun&Bradstreet,Inc.atleastannuallyaftertheinitialregistration,andmorefrequentlyifrequiredbychangesinContractor’sinformation.4.TotalCompensation.ContractorshallincludeTotalCompensationinSAMforeachofitsfivemosthighlycompensatedExecutivesfortheprecedingfiscalyearif:4.1.ThetotalFederalfundingauthorizedtodateundertheAwardis$25,000ormore;and4.2.Intheprecedingfiscalyear,Contractorreceived:4.2.1.80%ormoreofitsannualgrossrevenuesfromFederalprocurementcontractsandsubcontractsand/orfederalfinancialassistanceAwardsorSubawardssubjecttotheTransparencyAct;and4.2.2.$25,000,000ormoreinannualgrossrevenuesfromFederalprocurementcontractsandsubcontractsand/orFederalfinancialassistanceAwardsorSubawardssubjecttotheTransparencyAct;and4.3.ThepublicdoesnothaveaccesstoinformationaboutthecompensationofsuchExecutivesthroughperiodicreportsfiledundersection13(a)or15(d)oftheSecuritiesExchangeActof1934(15U.S.C.78m(a),780(d)or§6104oftheInternalRevenueCodeof1986.5.Reporting.ContractorshallreportdataelementstoSAMandtothePrimeRecipientasrequiredin§7belowifContractorisaSubrecipientfortheAwardpursuanttotheTransparencyAct.NodirectpaymentshallbemadetoContractorforprovidinganyreportsrequiredundertheseSupplementalProvisionsandthecostofproducingsuchreportsshallbeincludedintheContractprice.Thereportingrequirementsin§7belowarebasedonguidancefromtheUSOfficeofManagementandBudget(0MB),andassucharesubjecttochangeatanytimeby0MB.AnysuchchangesshallbeautomaticallyincorporatedintothisContractandshallbecomepartofContractor’sobligationsunderthisContract,asprovidedin§2above.TheColoradoOfficeoftheStateControllerwillprovidesummariesofrevised0MBreportingrequirementsathttp://www.colorado.gov/dpaldfp/sco!FFATA.htm.6.EffectiveDateandDollarThresholdforReporting.TheeffectivedateoftheseSupplementalProvisionsapplytonewAwardsasofOctober1,2010,Reportingrequirementsin§7belowapplytonewAwardsasofOctober1,2010,iftheinitialawardis$25,000ormore.IftheinitialAwardisbelow$25,000butsubsequentAwardmodificationsresultinatotalAwardof$25,000ormore,theAwardissubjecttothereportingrequirementsasofthedatetheAwardexceeds$25,000.IftheinitialAwardis$25,000ormore,butfundingissubsequentlyde-obligatedsuchthatthetotalawardamountfallsbelow$25,000,theAwardshallcontinuetobesubjecttothereportingrequirements.7.SubrecipientReportingRequirements.IfContractorisaSubrecipient,Contractorshallreportassetforthbelow.7.1ToSAM.ASubrecipientshallregisterinSAMandreportthefollowingdataelementsinSAMforeachFederalAwarddentificationNumbernolaterthantheendofthemonthfollowingthemonthinwhichtheSubawardwasmade:7.1.1SubrecipientDUNSNumber;7.1.2SubrecipientDUNSNumber+4ifmorethanoneelectronicfundstransfer(EFT)account;7.1.3SubrecipientParentDUNSNumber;7.1.4Subrecipient’saddress,including:StreetAddress,City,State,Country,Zip+4,andCongressionalDistrict;7.1.5Subrecipient’stop5mosthighlycompensatedExecutivesifthecriteriain§4abovearemet;and7.1.6Subrecipient’sTotalCompensationoftop5mosthighlycompensatedExecutivesifcriteriain§4abovemet.7.2ToPrimeRecipient.ASubrecipientshallreporttoitsPrimeRecipient,upontheeffectivedateoftheContract,thefollowingdataelements:7.2.1Subrecipient’sDUNSNumberasregisteredinSAM.7.2.2PrimaryPlaceofPerformanceInformation,including:StreetAddress,City,State,Country,Zipcode+4,andCongressionalDistrict.SORNAReallocationSpecialProvisionsandCertifiedAssurancesPage12of14November2012 SecialProvisionsandCertifiedAssurancesSpecialProvisions&CertifiedAssurancesmustbesubmittedwiththeapplication8.Exemptions.8.1.TheseSupplementalProvisionsdonotapplytoanindividualwhoreceivesanAwardasanaturalperson,unrelatedtoanybusinessornon-profitorganizationheorshemayownoroperateinhisorhername.8.2AContractorwithgrossincomefromallsourcesoflessthan$300,000intheprevioustaxyearisexemptfromtherequirementstoreportSubawardsandtheTotalCompensationofitsmosthighlycompensatedExecutives.8.3EffectiveOctober1,2010,“Award”currentlymeansagrant,cooperativeagreement,orotherarrangementasdefinedinSection1.1oftheseSpecialProvisions.Onfuturedates“Award”mayincludeotheritemstobespecifiedby0MBinpolicymemorandaavailableatthe0MBWebsite;AwardalsowillincludeothertypesofAwardssubjecttotheTransparencyAct.8.4TherearenoTransparencyActreportingrequirementsforVendors.9.EventofDefault,failuretocomplywiththeseSupplementalProvisionsshallconstituteaneventofdefaultundertheContractandtheStateofColoradomayterminatetheContractupon30dayspriorwrittennoticeifthedefaultremainsuncuredfivecalendardaysfollowingtheterminationofthe30daynoticeperiod.ThisremedywillbeinadditiontoanyotherremedyavailabletotheStateofColoradoundertheContract,atlaworinequity.SORNAReallocationSpecialProvisionsandCertifiedAssurancesPage13of14November2012 SpecialProvisionsandCertifiedAssurancesSpecialProvisions&CertifiedAssurancesmustbesubmittedwiththeapplicationSIGNATUREPAGE->->->TOBECOMPLETEDBYALLAPPLICANTS(ORIGINALSIGN,4TURESREQUIRED-PleasesigninBLUEink.Seeinstructionsfordescriptionofpropersignatories.)TheSubgranteeandresponsiblesignatoriescertifybysigningthattheyhavereadtheApplicationincludingtheSpecialProvisionsandCertifiedAssurances,andarefullycognizantoftheirdutiesandresponsibilitiesforthisproject.TheSubgranteeunderstandsandagreesthatanysubgrantawardreceivedasaresultofthisapplicationshallincorporatebyreferencetheinformationcontainedherein.ResponsibilityfornarrativeandfiscalreportingrequirementsaredelegatedtothedesignatedProjectDirector,whowillsignallsuchreports.ThisdelegationisforpurposesofreportingtotheDivisionandforoperationalease,andinnowaylimitstheauthorityandresponsibilityoftheAuthorizedOfficial.InaccordancewiththeColoradoRevisedStatutes24-72-202.6.informationsuppliedinthisapplicationisconsideredapublicrecord.AUTHORIZEDOFFICIALNamePositionAgencyMailingAddressCity,State,ZipTelephone#Fax#E-mailAddressIDateSignature(=1o(FINANCIALOFFICERNamePosition,Agency-s’çcs*LcMailingAddressCity,State,ZipC[4it_CQ.Telephone#fax#E-mailAddressDateSignature-\ciQ(LZ.i2)-PROJECTDIRECTORNamePositionAgencyLisIF’-0MailingAddress?o.i?:,oxCity,State,ZipCO-Telephone#Fax#E-mailAddressbtIiKaurarl.eattecou.1tq.L)5IDateSignature/-SORNAReallocationSpecialProvisionsandCertifiedAssurancesPage14of14November2012 AthninistrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyADMINISTRATIVEGUIDEFORSTATEGRANTPROGRAMSJuly2012DivisionofCriminalJusticeColoradoDepartmentofPublicSafety700KiplingStreet,Suite1000Denver,Colorado$0215Phone:(303)239-4442Fax:(303)239-4491WebsiteAddress:http://dcj.state.co.usRevisedJuly2012 AdjoinistrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012HighlightsofChapterContents(RefertotheTableofContentsatthebeginningofeachchapterformoredetail)Overview:•PurposeofthisGuide•ContactingDivisionofCriminalJusticeStaffChapter1:PROJECTSTART-UP•StatementofGrantAward-ChecklistforCompletion•DelayedProgramImplementationChapter2:REQUIREDREPORTSANDNOTIFICATIONSPaperTrails:RequiredReportingFormsandNotifications•FinancialandNarrativeReportingDueDates•ModifyingaGrantChapter3:RECORDKEEPINGRESPONSIBILITIESANDRULESONUSEOFBUDGETEDFUNDS•AccountingSystemCriteria•AccountingControls•BudgetCategoriesandRecordMaintenance•ProcedurestobeUsedWhenPurchasingGoodsandContractingforServicesChapter4:GRANTCLOSE-OUTPROCEDURES•ClosingtheGrant•RecordRetentionRequirementsChapterS:AUDITREQUIREMENTSAM)DCJMONITORINGGUIDELINES•StateAuditResponsibilities•MonitoringCriteriaChapter6:TECHNICALASSISTANCE•GuidelinestoUseforPurchaseofGoodsandServices•LanguageforProfessionalService/ConsultantContracts•SubjectIndexAppendixA:DEFINITIONSOFTERMS AthninistratiueGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012OverviewQ:WhydoIhccvethisAdministrcttiveGitide?A:YottrctgencyhasrecentlybeenawardeddollarsfromtheStctteVictimsAssistancectndLawEnforcement(VALE)fttitdorStateJuvenileDiversionprogram.PURPOSEOFTHISGUIDETheAdministrativeGitideforstategrantprogramsisareferenceforagenciesreceivingStatefundsadministeredbytheDivisionofCriminalJustice(DCI)attheColoradoDepartmentofPublicSafety.DCIhasdevelopedthisGuidetoassistStategranteesinunderstandingandcomplyingwiththefinancial,administrativeandreportingrequirementsfortheuseofthesefunds.AcopyofthisGitideshouldbemadeavailabletotheProjectDirectorandFinancialOfficerofthegrantandanyadditionalstaffmembersresponsibleforimplementingStatefundedprojects.AgenciesreceivingStategrantfundsmustmeetcertainrequirements.TherequirementscontainedinthisGuidearenotall-inclusive.Forexample,theSpecialProvisionsandCertifiedAssurancesincorporatedinthegrantapplicationandtheSpecialConditionsincludedintheStatementofGrantAward(SOGA)mustalsobemetbygrantees.Inaddition,othersourcematerialswillbereferencedinthisGuide.CertainportionsofthisGuidemaynotapplytoallgrantees.Forexample,ifnoequipmentpurchasesareauthorizedunderthegrant,thegranteewillnotneedtoreferencethesectionoftheGuideregardingequipmentprocurement.RevisionsandadditionstotheAthninistrativeGuidewillbeprovidedwhenevernecessary.II.CONTACTINGDIVISIONOFCRIMINALJUSTICESTAFFAgenciesareencouragedtocontacttheDivisionofCriminalJustice,700KiplingStreet,Suite1000,Denver,CO80215forclarificationofanyrequirements.Pleasereferencetheprojecttitleandgrantnumberonallwrittencorrespondence.GeneralinformationisalsoavailablethroughtheDivisionofCriminalJusticewebsite:http://dcj.state.co.us.IfyouhavequestionsregardingtheterminologyutilizedinthisGuide,pleaserefertoAppendixA:DefinitionsofTerms.U AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012CHAPTER1PROJECTSTART-UPPageNo.I.INTRODUCTION1-2II.STATEMENTOfGRANTAWARD1-2A.DefinitionandContents1-2B.InstructionsforCompletingtheStatementofGrantAward1-3C.CertificationofMatch1-4III.COMMENCEMENTOfPROJECT1-4A.ReadytoBegin1-4B.WhattodoifImplementationisDelayed1-41.Sixty(60)DayDelay1-42.Eighty($0)DayDelay1-5IV.TERMINATIONORREDUCTIONOfGRANTAWARD1-5A.TerminationforConvenience1-5B.ReductioninGrantAwardforCause1-5C.TerminationforCause1-6D.ReducedNeedofOriginalAward1-6E.EquipmentPurchasedUnderGrant1-6Supplement:SignatoriesforDCJdocuments1-7Supplement:ChecklistfortheCompletionoftheStatementofGrantAward1-81—1 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012CHAPTER1PROJECTSTART-UPNOSTATEFUNDSCANBEDISBURSEDUNTILTHISPROCESSISCOMPLETED!INTRODUCTIONThegrantprocessbeganwiththeissuanceofanAnnottncementofAvailabilityofFttnds(AAF)orRequestforProposal(RFP)bytheDivisionofCriminalJustice(DCJ).AgenciesthatrespondedtotheAAForRFPcompletedagrantapplicationformprovidedbyDCI.AfterreviewoftheapplicationsbyDCIstaff,aBoardreviewedthegrantapplicationsandmadefundingrecommendationstoDCJand/ortheColoradoDepartmentofPublicSafety.Successfulapplicantsarenotifiedoftheirselectiontoreceivestatefunds.ILSTATEMENTOFGRANTAWARDA.DefinitionandContents:TheStatementofGrantAward(SOGA)isthecontractthatobligatesandreservesaspecificamountofstatefundsforthegrantee’sapprovedproject.Itistheofficialnotificationtothegranteethattheawardofstatefundshasbeenapproved.WhenThestgnedStatementofGrantAward,applicable,italsospecifiestnctudmgtlteapprovedgranttheamountofcashand/orapplication,isthecontractbetweenthein-kindmatchthatthegranteeandDGJ.granteehasobligatedtosupporttheproject.TheSOGAidentifiesthestategrantoragency(DCI),thegranteename,theprojecttitle,theDCIgrantnumber,thegrantawardperiod,theapprovedbudget,andanySpecialConditionsthatmustbemetiftheawardisaccepted.ThefinalapprovedversionofthegrantapplicationisincorporatedaspartoftheStatementofGrantAward(SOGA).PleasenotethatthefinalapprovedgrantapplicationmaybeamodifiedversionoftheoriginallysubmittedapplicationthathasbeenagreeduponbybothDCJandthegrantee(e.g.thebudgetmayhavebeenrevised).Thegranteeshouldutilizeonlytheversionoftheapplicationthathasbeenincorporatedaspartofthecontractualagreement.1-2 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012B.InstructionsforCompletingtheStatementofGrantAward(SOGA):TheProjectDirectordesignatedinthegrantapplicationreceivestwocopiesoftheSOGA.BothcopiesmustbesignedbytheAuthorizedOfficialforthegrant.BothcopiesoftheSOGAmustbereturnedtoDCJpromptly.FailuretosignandreturnbothcopiesoftheSOGAtoDCJpriortothestartdateofyourgrantawardmayresultintheterminationofthestateaward.2.ThesignatureoftheAuthorizedOfficialindicatesacceptanceofthegrantawardandagreementThepersonwhoisproperlydesignatedastomeettheapprovedgoalstheAuthorizedOfficialinthegrantandobjectivesandapplicationmustsignaltsetsoftherequirementsofthegrant.SOGA.ThispersonisnottheProjectTheAuthorizedOfficialisDirectororFinancialOfficer.thepersonwhohastheauthoritytoobligatefundsandtoenterintocontractsonbehalfofthegrantee.FortypicalexamplesofAuthorizedOfficials,pleaseseetheSignatoriesforDCJdocuments.(page1-7)3.11therehasbeenachangeintheAuthorizedQfficialsincetheapplicationwassubmitted,orifthegranteewasnotifiedthatthepropersignaturewasnotsecuredontheapplicationatthetimeitwassubmitted,theStatementofGrantAward(SOGA)mustbesignedbythecurrentAuthorizedOfficialandtheSOGAmustbeaccompaniedbytwocopiesofacompletedChangeinSigningAuthorityform(DCJForm4-FforStateVALEprojectsorDCIForm4-BforStateJuvenileDiversionprojects).4.UponreceiptbyDCJ,bothcopiesoftheSOGAwillbeforwardedforsignaturebytheDirectoroftheDivisionofCriminalJusticeandtheStateControllerdesigneeintheColoradoDepartmentofPublicSafety.Onecopywillbereturnedtothegrantee’sProjectDirectorfortheofficialprojectfile.TheProjectDirectorshouldensurethattheFinancialOfficeralsohasafinalapprovedcopy.1-3 AthninistrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly20125.Forsomeprojects,granteesmustmeetSpecialConditionspriortobeingpermittedtodrawdownstatefunds.Inthosecases,theSOGAwillindicatethisprovision.6.Agranteemaybeconsidered“HighRisk”ifDJhasdeterminedthegrantee:•Hasahistoryofunsatisfactoryperformance;•Isnotfinanciallystable;or,•Hasnotconformedtotermsandconditionsofpreviousawards.Intheseinstances,theStatementofGrantAwardwillindicatespecialconditionsand/orrestrictionsthatmustbeaddressedpriortoreceivingfundsfromthegrantaward.C.CertificationofMatch—forthoseprogramswhichhaveamatchrequirement,anexecutedcertificationofmatchformmustbereturnedwithacopyoftheSOGAifnotalreadyprovidedintheapplicationprocess.ThereisnotamatchrequirementforStateVALEprojects.III.COMMENCEMENTOFPROJECTA.ReadyToBegin:ExpendituresoccurringbeforeAfterDJreturnsthecompletedSOGAtotheapprovedstartdatethegranteetheprojectisreadytobegin.indicatedontheStatementofGrantAwardmaynotbeB.WhatToDoIfImplementationIschargedagainstthegrant.Delayed:TheStart-UpPeriodisthetimebeginningwiththefirstdayofthegrantperiodduringwhichtheproject,ifnew,isinadevelopmentalphaseandisnotfullyoperational.1.Sixty(60)DayDelay:Ifaneworcontinuingprojectisnotoperationalwithinsixty(60)daysoftheapprovedstartingdateofthegrantperiod,thegranteemustreportinwritingtoDCJthestepsbeingtakentoinitiatetheproject,thereason(s)forthedelay,andtheprojectedstartingdate.1-4 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly20122.Eighty($0)DayDelay:Ifaprojectisnotoperationalwithineighty($0)daysoftheapprovedstartingdateofthegrantperiod,theDivisionofCriminalJusticemaybeginterminationorreductioningrantawardproceedings,asdescribedbelow.IV:TERMINATIONORREDUCTIONOFGRANTAWARDDCJwillmonitortheperformanceofthegranteeforcompliancewiththerequiredgoals/objectivesandperformancestandards.DCJwillprovidereasonabletechnicalassistancetothegranteeconcerningprojectgoals/objectives,performancestandardsandgrantrequirements;however,substandardperformanceasdeterminedbyDCImayresultinterminationorreductionofthegrantaward.A.TerminationforConvenience:1.Eitherpartymayterminatethegrantwiththirty(30)dayswrittennoticeofintenttocancelorterminate.2.ThegrantmaybeterminatedbyDCJif,intheopinionofDCJ,itisinthebestinterestoftheStateofColoradototerminatethegrant.3.IfthegrantisterminatedforconveniencebyeitherthegranteeortheState,thegranteeshallbepaidthenecessaryandallowablecostsincurredthroughthedateoftermination,butnotexceedingaproratedamountbasedonthenumberofdaysofprojectoperationpriortothedateoftermination.Exception:Iftheprojectiscompletedpriortotheendoftheoriginalgrantdurationandalltermsaresatisfied,thenthefullawardamountwouldbepaid.B.ReductioninGrantAwardAmountforCause:1.DCImayreducethetotalSOGAamountforcause,withoutcompensation.2.Beforethestatereducesthegrantamountforcause,itwillfirstgiveten(10)dayswrittennoticetothegrantee,statingthereasonsforreduction,procedurescompletedtocorrecttheproblems,andthedatethegrantawardamountwillbereducedintheeventproblemshavenotbeencorrectedtothesatisfactionofDCI.3.Intheeventthegrantisreducedforcause,DCIwillonlyreimbursethegranteeforacceptableworkordeliverablesreceivedpriortothedateofreduction,nottoexceedthereducedawardamount.1-5 AthuinistrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly20124.Intheeventthegrantisreducedforcause,finalpaymenttothegranteemaybewithheldatthediscretionofDCJuntilafinalfinancialreviewiscompletedbyDCI.C.TerminationforCause:1.DCImayterminatethegrantforcausewithoutcompensationforterminationcosts.2.Beforethestateterminatesthegrantforcause,itwillfirstgiveten(10)dayswrittennoticetothegrantee,statingthereasonsfortermination,procedurescompletedbyDCJtocorrecttheproblems,andthedatethegrantwillbeterminatedintheeventproblemshavenotbeencorrectedtothesatisfactionofDCI.3.Intheeventthegrantisterminatedforcause,DCJwillonlyreimbursethegranteeforacceptableworkordeliverablesreceiveduptothedateoftermination,nottoexceedtheawardamount.4.Intheeventthegrantisterminatedforcause,finalpaymenttothegranteemaybewithheldatthediscretionofDCIuntilafinalfinancialreviewiscompletedbyDCI.D.ReducedNeedofOriginalAward:1.Intheeventthatfundswillnotbefullyutilizedbythegranteebasedonareducedneedforthefunds,thegranteemustnotifyDCIinwriting,indicatingthereasonsforreducingtheoriginalaward.2.Uponapproval,DCJmayissueanamendedSOGAindicatingtherevisedawardamountandsettingforthanyapplicablespecialconditions.E.EquipmentPurchasedUnderGrant:Anyequipmentpurchasedunderthegrantwouldrevert,atthediscretionofDCJ,toDCIuponterminationofthegrantforanyofthereasonsmentionedinthissection.StandarddispositionreportingprocedurescontainedintheDCJform5shouldbefollowedandthecompletedformsenttoDCI.1-6 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012:SignatoriesforDCJDocumentsAUTHORIZEDOFFICIALThisistheindividualauthorizedtoenterintobindingcommitmentsonbehalfoftheapplicantagency.ThismustbeanindividualotherthantheProjectDirectororFinancialOfficer.IftheApplicantAgencyis:ThentheAuthorizedOfficialisthe:AStateAgencyDepartmentorDivisionDirectorAnagencyof/oraunitoflocalgovernment:CityMayororCityManagerCountyChairpersonoftheCountyCommissionersSheriff’sDepartmentChairpersonoftheCountyCommissionersPoliceDepartmentMayororCityManagerCourtsChiefJudgeDistrictAttorney’sOfficeDistrictAttorneyorChairoftheCountyCommissionersInstitutionofHigherEducationPresidentoftheinstitutionorchair/deanoftheappropriatedepartmentAPrivateNon-profitAgencyPresident/ChairpersonoftheBoardofDirectorsASchoolDistrictSuperintendent/AssistantSuperintendentFINANCIALOFFICERThefinancialofficeristhepersonwhowillberesponsibleforfiscalmattersrelatingtotheprojectandinultimatechargeofaccounting,managementoffunds,verificationofexpendituresandgrantfinancialreports.ThismustbeanindividualotherthantheProjectDirectororAuthorizedOfficial.PROJECTDIRECTORTheprojectdirectoristheindividualwhowillbeindirectchargeoftheproject.Thisshouldbeapersonwhohasknowledgeandexperienceintheprojectareaandabilityinadministrationandsupervisionofpersonnel.Theprojectdirectorwillbeexpectedtodevoteamajorportionofhis/hertimetotheproject.ThismustbeanindividualotherthantheFinancialOfficerorAuthorizedOfficial.1-7 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012TOAVOIDCOMMONERRORS,PLEASEUSETHISCHECKLISTFORTHECOMPLETIONOFTHESTATEMENTOFGRANTAWARD(SOGA)SIGNATUREOFTHEAUTHORIZEDOFFICIALtAO)ISCORRECTf_ArebothcopiesoftheSOGAproperlysigned?(Originalblue-inksignaturesarerequired)IIstheAOonthegrantapplicationthecorrectlegalsignatoryfortheagency?IfDCJstaffhasquestionsregardingsignatures,theywillbesenttothegranteewiththe$OGApackage.IfthepersonwhosignedastheAOisnotthelegalsignatoryfortheagency,completetheblanksignaturepageorcontactyourgrantmanager.CommonMistakes:TheExecutiveDirectorislistedasAOofanon-profitorganization.(ThePresidentorChairoftheBoardofDirectorsisthecorrectAOunlessdocumentation(e.g.Bylawsand/oraresolutionbytheBoard)isreceivedfromtheBoardthatprovidestheExecutiveDirectorwithauthoritytosign.)ThesameindividualsignsastheAuthorizedOfficial,FinancialOfficerandProjectDirector.TheSheriffislistedasAOforacountyagency.(Inmostcases,theChairoftheCountyCommissionersisthecorrectAO.)[Seepage1-7]•HastherebeenachangeintheAOsincetheapplication?(Ifso,anewsignaturepagemustbecompleted.)2.CERTIFICATIONS(ASREQUIRED)•Iftheamountoftherequiredmatchhasbeenrevised,areallrequestedrevisionsorsignaturesonCertificationsofMatchreturnedwiththeSOGA?3.ALLSIGNEDCOPIESOFTHESOGAARERETURNEDTODCJ•IstheapplicationattachedtothesignedSOGA?•IstheSOGAreturnedinatimelymanner?1-8 AthuinistrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012CHAPTER2REQUIREDREPORTSANDNOTIFICATIONSPageNo.INTRODUCTIONTODIVISIONOFCRIMINALJUSTICE(DCI)FORMS2-3II.FORMSUBMISSION2-3A.RequiredStateVALEReports/Forms2-31.CashRequest2-42.QuarterlyFinancialReports2-43.QuarterlyandFinalNanative/DataReports2-6B.StateVALEChangeRequestForms2-71.BudgetRevision2-72.ChangeofSigningAuthority2-73.ModificationofGrantAgreements2-7C.RequiredStateJuvenileDiversionReports/Forms2-81.CashRequest2-82.QuarterlyFinancialReports2-83.QuarterlyandFinalNanative/DataReports2-104.FinalNanativeReport2-115.ProjectIncomeandRestitutionTracking2-11D.StateJuvenileDiversionChangeRequestForms2-121.BudgetRevision2-122.ChangeofSigningAuthority2-123.ModificationofGrantAgreements2-132-1 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly20t2E.ContractsforProfessionalServices2-131.ProfessionalServicesandConsultant2-13F.OtherReports2-141.StateJuvenileDiversionDataForm2-14Supplement:SummaryofStateVALEFormsandDueDates2-15SummaryofStateJuvenileDiversionFormsandDueDates2-162-2 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012CHAPTER2REQUIREDREPORTSANDNOTIFICATIONSWHICHREPORTSDOIHAVETOSUBMIT-WHYANDWHEN?INTRODUCTIONTODIVISIONOFCRIMINALJUSTICE(DCJ)FORMSDCJhascreatedaseriesofreports/formsdesignedtoassistgranteestomeetthestaterequirementsforaccountability,management,andauditing.Thischapterdiscussesthevariousreports/formsthatthegranteesubmitstoDCI.ToensureyouAItformsandcorrespondencetoDC]regardingthegrantmustcontaintheareusingthemostcurrentforms,copiesDCJgrantnumberassignedontheofreportsandformsshouldbeStatementofGrantAward.downloadedfromtheDCJwebsiteaddress:http://dcj.state.co.us.Inaddition,someprogramssendspecificdatareportingformstotheProjectDirectorwiththeSOGA.Formsarerevisedperiodically.Useonlythemostcurrentversionoftheforms.TheProjectDirectorshouldbecomefamiliarwithanyneworrevisedformsandshouldcallDCJifthereareanyquestions.Byacceptingastategrantaward,thegranteeagreestosubmittheapplicableformsbythedatesspecifiedeitherontheformsorinthischapter.CallyourDCIgrantmanagerpromptlyifyoucannotmeetthedeadlineforreporting.Apatternofdelinquentreportsmayresultinterminationofthegrantawardandmayjeopardizefuturefundingconsiderations.II.FORMSUBMISSIONA.RequiredStateVALEInstructionsforcompletingformscanbeReports/Forms:foundonthebackofeachform.AllStateVALEgranteesmustsubmitthefollowingforms:Useofoutdatedformsmaydelaycashdrawdow;zsandpriorapprovalrequestsmadetoDCJ.2-3 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly20121.DCJForm9,StateVALECashRequest:Requiredtodrawdownawardedfunds.Regulations_______________________________requirethatstatecashonhandCashrequestswillnotbebekeptataminimumbalance.approvedunlessallreqttiredGranteesmayonlyrequestreportsareuptodateandsttbinittc’dinatimelymanner.fttndsforreimbursementofDCJwilldeli)cashrequestswithactualprojectexpenses.DCIimpropersignaticres.recommendsthatgranteesrequestdrawdownsonaquarterlybasis.ContacttheDCJgrantmanagerformorespecificinstructions.TwosignedcopiesoftheStateVALECashRequestform,onewiththeoriginalsignatureoftheProjectDirector,shouldbesubmittedtoDCI.Granteesshouldallowatleastthirty(30)daysaftertheformisprocessedbyDCJtoreceivethestatewarrant(check)forthestatefundsandshouldplanaccordingly.2.DCJFonn7,StateVALEQuarterlyFinancialReport:Requiredtoreportexpenditures.ThegranteemustreportexpendituresofthestatefundsdesignatedinthebudgetontheStatementofGrantAward,orthemostcurrentapprovedrevisedbudget.Ifthereareotherfundssupportingprojectactivities,theymaybenotedintheStateVALEQuarterlyNarrativeReports(DCIForm8),butnotreportedontheStateVALEFinancialReports.a.Theexpendituresofallreportedfundsmustreconcilewiththeagency’sGeneralLedger.Ifsub-ledgersareused,aprocesstoreconcilethesub-ledgerswiththeGeneralLedgermustbeinplace.ItisimperativethatthegranteehaveanaccountingsystemthatmeetsthecriteriaoutlinedinChapter3ofthisGuide.Unpaidobligations(legalcommitmentsthegranteehasmadeforgoodsorservices,butnotyetpaid)mayormaynotexistattheendofanygivenquarter.ThereportingofUnpaidObligationsontheStateVALEfinancialformisnotarequirementbutcanbeusedasatoolbytheagencytocapturetotalobligationsforagivenquarter.Thefinal/fourthquarterfinancialreportcannotcontainanyUnpaidObligations.2-4 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012b.TwosignedcopiesofDCJForm7,onewiththeoriginalsignaturesoftheProjectDirectorandtheFinancialOfficer,mustbereceivedbyDCInolaterthanfifteen(15)daysaftertheendofeachcalendarquarter,eveniftherewerenoexpendituresduringthequarter.*forthequarterendingJune30th(Statefiscalyear-endclosing),theduedatemaybeearlierdependingontheindividualprogram.Youwillbenotifiedbyyourgrantmanagerifthisisapplicable.c.Thefourthquarterfinancialreportisconsideredthefinalfinancialreportforthegrantawardperiod.ThefourthquarterfinalfinancialreportmustreflectallexpensesincurredfortheStateVALEgrant.Therecannotbeanyoutstandingtinpaidobligationsatthe_________________________________endofthegrantawardperiod.TwosignedcopiesofthefinalfinancialreportmustbesubmittedtoDCJnolaterthanfifteen(15)daysaftertheendofthegrantawardperiod.CalendarQuartersQuarterlyReportDueDatesJanuary1—March31April15April1—June30July15*July1—September30October15October1—December31January15Projectswithstartdatesotherthanthefirstdayofacalendarquartermuststillreportattheendofthatcalendarquarter.Ifthetotalexpendituresattheendofthegrantperiodarelessthanthecurrentapprovedbttdget,refertoChapterSofthisGuideand/orcontactDciforfiuzalfiuzancialandclose—otttinstructions.2-5 AthninistrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly20123.DCJForm8,StateVALEQuarterlyandFinalNarrative/DataReport:Requiredtoreportprogramactivity.Usethisformtoreportprogressmadeinmeetinggoalsandobjectives,andobstaclesthatmayhavecausedproblemsordelaysinimplementingtheproject.ChecktheSpecialConditionsonyourSOGAforanyspecialreportingrequirements.Pleasebesuretofollowtheestablishedformatofthereport,whichisspecifiedonthereportingformundertheheading“DetailedInstructionsforCompletingtheStateVALENarrativeReport.”TwosignedcopiesofDCJForm8,onewiththeoriginalsignatureoftheProjectDirector,mustbereceivedbyDCJnolaterthanfifteen(15)daysaftertheendofeachcalendarquarter,eveniftherehasbeennograntactivityduringthequarter.Anexplanationastowhytherewasnograntactivityshouldbeincludedinthenarrativeifthisisthecase.CalendarQuartersQuarterlyReportDueDatesJanuary1—March31April15April1—June30Julyl5’July1—September30October15October1—December31January15Projectswithstartdatesotherthanthefirstdayofacalendarquartermuststillreportattheendofthatcalendarquarter.*ForthequarterendingJune30th(Statefiscalyear-endclosing),theduedatemaybeearlierdependingontheindividualprogram.Youwillbenotifiedbyyourgrantmanagerifthisisapplicable.Thefourthquarternarrativereportisconsideredthefinalnarrativereportforthegrantawardperiod.Thefourthquarterfinalnarrativereportsummarizesgrantactivityfortheentiregrantawardperiod,withanemphasisontheimpactoftheprojectontheProblemStatementinthegrantapplication.TwosignedcopiesofthefinalnarrativereportmustbesubmittedtoDCJnolaterthanfifteen(15)daysaftertheendofthegrantawardperiod.2-6 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012B.StateVALEChangeRequestForms:TorequestjychangetoaStateVALEgrant,submittheappropriateformbelowforpriorapproval:DCJForm4-E,StateVALEBttdgetRevision:Requiredtorequestpychangetothecurrentapprovedbudget.Abudgetrevisiondoesnotincreasetheamountofthetotalbudget;itsimplymovesmoneyfromonebudgetcategorytoanother.ThisrequestmustbeapprovedbyDCJbeforedeviatingfromthecurrentapprovedbudget.TwosignedcopiesoftheStateVALEBudgetRevisionform,onewiththeoriginalsignaturesoftheProjectDirectorandtheFinancialOfficer,shouldbesubmittedinadvanceoftherequestedchange.Anarrativesectionexplainingandjustifyingtheneedforabudgetrevisionmustbeattachedtotheform.Therevisionisnotapproveduntilthegranteereceivesasigned,approvedcopyoftheformfromDCI.Verbalapprovalisnotsufficient.Changesinlineitemswithinabudgetcategoryusuallydonotrequireabudgetrevision.CallDCJwithanyquestions.2.D€JForm4-F,StateVALEChangeinSigningAuthority:RequiredwheneverthereisachangeintheProjectDirector,FinancialOfficer,orAuthorizedOfficialofaproject.TwosignedcopiesofDCIForm4-F,onewiththeoriginalsignaturesofthenewindividualandtheProjectDirector,mustbesubmittedpromptlytoDCI.AcopywithDCJapprovalwillbereturned__________________________________forthegranteegrantfile.3.DCJForm4-G,StateVALEModificationofGrantAgreements:Requiredif,duringthecourseoftheproject,thegranteefindsitnecessarytoadd,modifyordeleteagoalorobjective.TwosignedcopiesoftheStateVALEModificationofGrantAgreements,onewiththeoriginalsignatureoftheProjectDirector,mustbesubmittedtorequestapprovalofthechanges.Verbalapprovalisnotsufficient.YoumaywanttocallthegrantmanageratDCItodiscussyourrequestbeforeyousubmittheform.AsignedcopyindicatingDCIapprovalwillbereturnedforthegranteegrantfile.ReportsandformssubmittedtoDCJmustbesignedbytheperson(s)thatDCJrecordsshowasthedesignatedofficial(s).Reportscontainingimpropersignaturesmaybereturnedtothegrantee.2-7 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012C.StateJuvenileDiversionReports/Forms:Allgranteesmustsubmitthefollowingforms:I.DC’JForm3,CashReqttest:Requiredtodrawdownawardedfunds.Regulationsrequirethatstate____________________________________cashonhandbekeptataminimumbalance.Granteesmayonlyrequestfundsforreimbursementofactualprojectexpenses.DCIrecommendsthatgranteesrequestdrawdownsonaquarterlybasis.ContacttheDCIgrantmanagerformorespecificinstructions.TwosignedcopiesoftheStateDiversionCashRequestform,onewiththeoriginalsignatureoftheProjectDirector,shouldbesubmittedtoDCJ.Granteesshouldallowatleastthirty(30)daysaftertheformisprocessedbyDCItoreceivethestatewarrant(check)forthestatefundsandshouldplanaccordingly.2.DCJForm1-A,QuarterlyandFinalGrantFinancialReport:Requiredtoreportexpenditures.Thegranteemustreportexpendituresofthestatefundsandin-kindand/orcashmatchdesignatedinthebudgetontheStatenzentofGrantAward,orthemostcurrentapprovedrevisedbudget.Ifthereareotherfundssupportingprojectactivities,theymaybenotedintheStateDiversionProgramGrantNarrativeReports-Quarterly(DCIForm2-Dy),butnotreportedontheStateluvenileDiversionFinancialReports.StateVALEgrantrecipientscannotreceiveanextensionofthegrantawardperiodofJtdy1-June30.AllfundsmustbeexpendedbyJune30.UnexpendedgrantfundsmustbereturnedtotheStateVALEfund.Cashrecjuestswillnotbeapprovedunlessallrequiredreportsaretiptodateandsubmittedinathnelvmanner.D’Jwilldenycashrequestswithimpropersignatures.2-8 AthuinistrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012a.Theexpendituresofallreportedfundsmustreconcilewiththeagency’sGeneralLedger.Ifsub-ledgersareused,aprocesstoreconcilethesub-ledgerswiththeGeneralLedgermustbeinplace.ItisimperativethatthegranteehaveanaccountingsystemthatmeetsthecriteriaoutlinedinChapter3ofthisGttide.Unpaidobligations(legalcommitmentsthegranteehasmadeforgoodsorservices,butnotyetpaid)mayormaynotexistattheendofanygivenquarter.ThereportingofUnpaidObligationsontheStateJuvenileDiversionfinancialformisnotarequirementbutcanbeusedasatoolbytheagencytocapturetotalobligationsforagivenquarter.Thefinal/fourthquarterfinancialreportcannotcontainanyUnpaidObligations.b.TwosignedcopiesofDCIForm1-A,onewiththeoriginalsignaturesoftheProjectDirectorandtheFinancialOfficer,mustbereceivedbyDCJnolaterthanfifteen(15)daysaftertheendofeachcalendarquarter,eveniftherewerenoexpendituresduringthequarter.CalendarQuartersQuarterlyReportDueDatesJanuary1—March31April15April1—June30July15*July1—September30October15October1—December31January’15Projectswithstartdatesotherthanthefirstdayofacalendarquartermuststillreportattheendofthatcalendarquarter.*fofthequarterendingJune30th(Statefiscalyear-endclosing),theduedatemaybeearlierdependingontheindividualprogram.Youwillbenotifiedbyyourgrantmanagerifthisisapplicable.2-9 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012c.Thefourthquarterfinancialreportisconsideredthefinalfinancialreportforthegrantawardperiod.ThefourthquarterfinalfinancialreportmustreflectallexpensesincurredfortheStateJuvenileDiversiongrant.Therecannotbeanyoutstandingunpaidobligationsatthelithetotalexpendituresattheendofendofthegrantthegrantperiodarelessthanthecurrentapprovedbudget,refertoawardperiod.TwoChapterSoft/itsGuideand/orsignedcopiesofthecoiztactDcjforflnalfinancialandfinalfinancialdose-outinstructions.reportmustbesubmittedtoDCJnolaterthanfifteen(15)daysaftertheendofthegrantawardperiod.3.DC’Jform2-Dy,ColoradoJuvenileDiversionProgramGrantNarrativeReport—Quarterly:Requiredtoreportprogramactivity.Usethisformtoreportprogressmadeinmeetinggoalsandobjectives,andobstaclesthatmayhavecausedproblems.ordelaysinimplementingtheproject.ChecktheSpecialConditionsonyourSOGAforanyspecialreportingrequirements.Pleasebesuretofollowtheestablishedformatofthereport,whichisspecifiedonthereportingformundertheheading“DetailedInstructionsforCompletingtheStateJuvenileDiversionNarrativeReport.”TwosignedcopiesofDCIForm2-Dy,onewiththeoriginalsignatureoftheProjectDirector,mustbereceivedbyDCJnolaterthanfifteen(15)daysaftertheendofeachcalendarquarter,eveniftherehasbeennograntactivityduringthequarter.Anexplanationastowhytherewasnograntactivityshouldbeincludedinthenarrativeifthisisthecase.2-10 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012CalendarQuartersQuarterlyReportDueDatesJanuary1—March31April15April1—June30July15*July1—September30October15October1—December31January15Projectswithstartdatesotherthanthefirstdayofacalendarquartermuststillreportattheendofthatcalendarquarter.*Forthequarterending]une(Statefiscalyear-endclosing),theduedatemaybeearlierdependingontheindividualprogram.Youwillbenotifiedbyyourgrantmanagerifthisisapplicable.4.The2DV—GrantNarrativeReport—Final.Thefourthquarternarrativereportisconsideredthefinalnarrativereportforthegrantawardperiod.Thefourthquarterfinalnarrativereportsummarizesgrantactivityfortheentiregrantawardperiod,withanemphasisontheimpactoftheprojectontheProblemStatementinthegrantapplication.TwosignedcopiesofthefinalnarrativereportmustbesubmittedtoDCJnolaterthanforty-five(45)daysaftertheendofthegrantawardperiod.5.DCJForm1-B,ProjectIncomeandJuvenileDiversionRestitutionTracking.IfaStateJuvenileDiversionprogramiscollectingrestitutionusethisformtotracktheamountofrestitutionthatiscollectedandtheamountofrestitutiondistributedquarterly.Allrestitutioncollectedduringthegrantperiodmustbedistributedpriortotheendofthegrant.RestitutionshouldbetrackedutilizingTableBoftheDC]Form1-B,ProjectIncomeandJttvenileDiversionRestitutionTrackingform.Bystatefiscalnile,JuvenileDiversionprogramsdonotneedtotrackprojectincome.PleasecontactyourgrantmanageratDCJifyouhaveanyquestionsregardingthisform.2-11 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012ProjectincomemayberetainedbythegranteeandusedtosupplementtheStateJuvenileDiversionfundscommittedtotheprojectforanypurposethatfurtherstheobjectivesofthelegislationunderwhichthegrantwasawarded.Projectincomemaybeusedforanycostallowableunderthestategrantprogram.Unusedprojectincomemustbeexpendedpriortotheendofthegrant.-•--TwosignedcopiesofDCJForm1-B,onewiththeoriginalsignatures—.--—--.-oftheProjectDirectorandFinancialOfficermustbesubmittedwhenrestitutioniscollectedanddistributed.ThefirstDCJForm1-Bissubmittedwithin15daysaftertheendofthequarterinwhichthegranteebeginstocollectrestitution,andthenquarterlythereafter.D.StateJuvenileDiversionChangeRequestFormsTorequestgjjychangetothegrant,submittheappropriateformbelowforpriorapproval:DCJForm4-A,BudgetRevision:Requiredtorequestychangetothecurrentapprovedbudget.Abudgetrevisiondoesnotincreasetheamountofthetotalbudget;itsimplymovesmoneyfromonebudgetcategorytoanother.ThisrequestmustbeapprovedbyDCIbeforedeviatingfromthecurrentapprovedbudget.TwosignedcopiesoftheStateJuvenileDiversionBudgetRevisionform,onewiththeoriginalsignaturesoftheProjectDirectorandtheFinancialOfficer,shouldbesubmittedinadvanceoftherequestedchange.Anarrativeexplainingandjustifyingtheneedforabudgetrevisionmustbeattachedtotheform.Therevisionisnotapproveduntilthegranteereceivesasigned,approvedcopyoftheformfromDCI.Verbalapprovalisnotsufficient.Changesinlineitemswithinabudgetcategoryusuallydonotrequireabudgetrevision.CallDCIwithanyquestions.2.DCJForm4-B,ChangeinSigningAuthority:RequiredwheneverthereisachangeintheProjectDirector,FinancialOfficer,orAuthorizedOfficialofaproject.TwosignedcopiesofDCIForm4-B,onewiththeoriginalsignaturesofthenewindividualandtheProjectDirector,mustbesubmittedpromptlytoDCJ.AcopyindicatingDCJapprovalwillbereturnedforthegranteegrantfile.ReportsandformssubmittedtoDCJmustbesignedbytheperson(s)thatDCJrecordsshowasthedesignatedofficial(s).Reportscontainingimpropersignaturesmaybereturnedtothegrantee.2-12 AdministrativeGtudeforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly20123.DCJForm4-D,ModificationofOtherGrantAgreements:Requiredif,duringthecourseoftheproject,thegranteefindsitnecessarytoadd,modifyordeleteagoalorobjective.TwosignedcopiesoftheModificationofGrantAgreements,onewiththeoriginalsignatureoftheProjectDirector,mustbesubmittedtorequestapprovalofthechanges.Verbalapprovalisnotsufficient.YoumaywanttocallthegrantmanageratDCItodiscussthisrequestbeforeyousubmittheform.AcopywithDCIapprovalwillbereturnedforthegranteegrantfile.StateJuvenileDiversiongrantrecipientscannotreceiveanextensionofthegrantawardperiodofJuly1-June30.AllfundsmustbeexpendedbyJune30.UnexpendedgrantfundsmustbereturnedtotheStateJuvenileDiversionfund.Unusedprojectincomemustbeexpendedpriortotheendofthegrant.E.ContractsforProfessionalServices(usedbyallprograms):IfyouwillbeusingindependentcontractorsorcontractingforanyservicewherepaymentwillbemadefromStategrantfunds,youarerequiredtosubmit,forpriorapproval,thefollowingform:1.DCJForm16,ProfessionalServices/ConsultantCertification:RequiredtoobtainDCIapprovalfortheprocurementofservicesbyoutsidevendorswhoareundercontractwiththeproject.Agranteemustcomplywithallapplicablestateand/orlocalpurchasingprocedures.TwosignedcopiesofDCIForm16,onewiththeoriginalsignatureoftheProjectDirector,mustbesubmittedtoDCIpriortocontractexecution.Allrequiredinformationmustbeattachedtotheform.OnecopyindicatingDCIapprovalwillbereturnedforthegranteegrantfile.2-13 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012F.OtherReports:OtherreportsordatamandatedfortheadministrationofagrantprogrammayberequiredbythegranteeuponrequestofDCJ.Specialreportingrequirementsand/ornon-quarterlyreportingdateswillbespecifiedinyourStatementofGrantAward.1.StateJuvenileDiversionDataForm:AseparateformisrequiredtobecompletedforeachjuvenilereceivingservicessupportedbyStateJuvenileDiversionfunds.ThisdataformisusedtodocumentandreporttheoutcomesofprogramparticipantstotheColoradoStateLegislatureandGovernoronanannualbasis.Fordetailedinformationonthedataform,contactyourDCJgrantmanager.2-14 Ad,ninist,-atiueGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012SUMMARYOFSTATEVALEFORMSRefertoprevioustextandtheparticularformsforfurtherdetail.Twosignedcopiesofeachform,onewithoriginalsignature(s),isrequiredbyDCI.TheAuthorizedOfficialmaysignfortheFinancialOfficerortheProjectDirectorintheeventoftheirabsence.SignaturesFormDueDate(s)ReguiredDCJForm4-F,StateImmediatelyuponchangeofProjectNewindividualandVALEChangeinDirector,FinancialOfficer,orProjectDirectorSigningAuthorityAuthorizedOfficial.DCIForm4-G,StatePriortoanyproposedmodificationProjectDirectorVALEModificationoforrevisionoftheprojectdescribedGrantAgreementsintheapprovedapplication.DCIForm5,EquipmentSubmittedwiththefinalnarrativeProjectDirectorInventory/Retentionreport,withinforty-five(45)daysofCertificationtheendofthegrantawardperiod.DCJForm7,StateOctober15,January15,April15,FinancialOfficerVALEQuarterlyandJuly15*ProjectDirectorFinancialReportDCJForm8,StateOctober15,January15,April15,ProjectDirectorVALEQuarterlyandJuly15Narrative/DataReportDCIForm9,StateReimbursementrequestforactualProjectDirectorVALECashRequestexpenditurestodate.Submitas(Drawdowns)needed.DCJForm13,Priortoanypurchaseofequipment.ProjectDirectorEquipmentProcurementCertificationDCIForm16,Priortocontractexecution.ProjectDirectorProfessionalSetwices/ConsultantCertification*ForthequarterendingJune30th(Statefiscalyear-endclosing),theduedatemaybeearlierdependingontheindividualprogram.Youwillbenotifiedbyyourgrantmanagerifthisisapplicable.2-15 Ad,ni,tistrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012VSUMMARYOFSTATEJUVENILEDIVERSIONFORMSRefertoprevioustextandtheparticularformsforfurtherdetail.Twosignedcopiesofeachform,onewithorigina]signature(s),isrequiredbyDCJ.TheAuthorizedOfficialmaysignfortheFinancialOfficerortheProjectDirectorintheeventoftheirabsence.SignaturesFormDueDate(s)RequiredDCJForm1-A,October15,January15,April15,FinancialOfficerQuarterlyFinancialandJuly15*ProjectDirectorReportDCJForm1-BOctober15,January15,April15,financialOfficerProjectIncome&andJuly15ProjectDirectorJuvenileDiversionRestitutionTrackingDCJForm2-Dy,GrantOctober15,January15,April15,ProjectDirectorNarrative/DataReport-andJuly15;QuarterlyDCJform2-Dy,GrantAugust15ProjectDirectorNarrativeReport-FinalDCJForm3,CashReimbursementrequestforactualProjectDirectorRequest(Drawdowns)expenditures.Submitasneeded.FinalcashrequestdueonorbeforeJuly10.DCJForm4-A,BudgetPriortodeviatingfromthebudgetFinancialOfficerRevisioncategoriesdesignatedontheProjectDirectorStatementofGrantAwardorthecurrentapprovedbudget.DCJForm4-B,ChangeImmediatelyuponchangeofProjectNewindividualandinSigningAuthorityDirector,FinancialOfficer,orProjectDirectorAuthorizedOfficial.DCJForm4-D,PriortoanyproposedmodificationProjectDirectorModificationofGrantorrevisionoftheprojectdescribedAgreementsintheapprovedapplication.DCJForm16,Priortocontractexecution.ProjectDirectorProfessionalServices!ConsultantCertification2-16 AthninistrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012*ForthequarterendingJune30th(Statefiscalyear-endclosing),theduedatemaybeearlierdependingontheindividualprogram.Youwillbenotifiedbyyourgrantmanagerifthisisapplicable.2-17 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012CHAPTER3RECORDKEEPINGRESPONSIBILITIES(FinancialandProgrammatic)andRULESONUSEOFBUDGETEDFUNDSPageNo.I.REVIEWOfRECORDS3-2H.ACCOUNTINGSYSTEMCRITERIA3-2A.ClassifyRevenues3-2B.BroadBudgetCategories3-2C.SubmissionofReports3-2D.InternalControls3-3E.ComminglingofFunds3-3III.ACCOUNTINGCONTROLS3-3IV.UNALLOWABLECOSTS3-4V.BUDGETCATEGORIESANDRECORDMAINTENANCE3-4A.Personnel/TimeandAttendanceRecords3-4B.SuppliesandOperating3-5C.Travel3-6D.Equipment3-6E.DispositionofEquipment3-7F.ProfessionalServices/Consultants3-8VI.OTHERADMINISTRATIVEREQUIREMENTS3-9Supplement:SampleTimeandAttendanceSheet3-103-1 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012CHAPTER3RECORDKEEPINGRESPONSIBILITIESANDRULESONUSEOFBUDGETEDFUNDSREVIEWOFRECORDSTheDivisionofCriminalJustice,oranyofitsauthorizedrepresentatives,shallhavetherighttoaccessanyrecordsofthegrant.Monitoringandsitevisitsmayrequireaccesstoandreviewofallrecords.SeeChapter4formoredetailedinstructionsontheretentionofrecords.II.ACCOUNTINGSYSTEMCRITERIAThegranteeisrequiredtoestablishanaccountingsystemandmaintainfinancialrecordstoaccuratelyaccountfortheStategrantaward.Thegranteemayuseanyaccountingsystemthatmeetsthefollowingminimumcriteria:A.ClassifyRevenuesandExpenditures:ThesystemmustclassifyALLrevenuesandexpendituresbyfundingsource(s).Allstatemoneyreceivedmustberecordedasstatefundssothattheymaybeincludedinthegranteeagency’sauditreportorfinancialstatement.Eachgrantmustbetrackedandrecordedseparately,whetheritisaneworcontinuationgrantaward,withallrevenuesandexpendituresreflectingtheappropriategrantnumber.Fundsawardedforoneprojectmaynotbeusedtosupportanotherproject.B.BroadBudgetCategories:Theaccountingsystemmustallowexpenditurestobeclassifiedbythebroadbudgetcategorieslistedintheapprovedbudget(e.g.Personnel,SuppliesandOperating,Travel,Equipment,andProfessionalServices/Consultants).C.SubmissionofReports:Thesystemmustcontainadequateexpenditureinformationforthepromptandpropersubmissionoffinancialreports.Amountsreportedonthefinancialformmustmatchandbereconciledwiththeaccountingsub-ledgerorGeneralLedger.Ifanycomponentsoftheprogramaresubcontracted,thegranteeremainsresponsibleforaltaspectsofthiscontract,includingproperaccountingandfinancialrecordkeepingbysubcontractors.3-2 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012P.InternalControls:Thesystemmustbedesignedwithanadequatemethodofinternalcontrolstosafeguardthefunds.ExpendituresmustbetrackedandreconciledwiththeGeneralLedger.Iftheagencyhasmorethanonesourceoffunds,sub-ledgerswillbenecessaryandaprocessmustbeinplacetoreconcilewiththeGeneralLedger.Thesystemmustalsoprovidecostandpropertycontrolstoensureoptimaluseofgrantfunds,conformancewithmanagementpolicies,andanygeneralorspecificconditionsofthegrant.E.ComminglingofFundsTheaccountingsystemofallgranteesmustensurethatfundsreceivedandexpendedthroughanyDCJgrantarenotcommingledwithfundsfromotherfundingsources.Eachawardmustbeaccountedforseparately.Granteesareprohibitedfromcomminglingfundsoneitheraprogram-by-programbasisorproject-by-projectbasis.Fundsspecificallybudgetedand/orreceivedforoneprojectmaynotbeusedtosupportanother.Whereagrantee’saccountingsystemcannotcomplywiththisrequirement,thegranteemustestablishasystemtoprovideadequatefundaccountabilityforeachgrantithasbeenawarded.III.ACCOUNTINGCONTROLSThegranteemustestablishandmaintainfinancialcontrolsandprocedureswhichassurethatstatefundsobligatedforthegrantprojectareproperlydisbursed.Statefundsmaybeexpendedonlyfor___________________________________goodsandservicesasdetailedintheSOGAandapprovedbudgetnarrative.Thebudgetisbrokendownintothefollowingbroadbudgetcategories:Personnel,SuppliesandOperating,Travel,Equipment,andProfessionalServices/Consultants.Notallprojectswillhaveapprovedbudgetamountsineachbudgetcategory.Thegranteeshouldregularlycompareactualexpenditureswithbudgetamountsineachbudgetcategory.Goodsmustbereceivedandtheservicesmitstbeprovidedwithintheapprovedgrantperiod.Projectcostsincurredbeforeoraftertheapprovedgrantperiodcannotbepaidwitheithergrantormatchingfunds.3-3 AdministrativeGuideforStateGruntProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012Supportingdocumentssuchasinvoicesmustbekepttoverifyallentriesmadeintheaccountingsystem,beclearlymarkedwiththegrantnumberoraccountingcode,andbeapprovedforpaymentbytheProjectDirector.SeeChapter4,SectionIIforrecordretentionrequirements.IV.UNALLOWABLECOSTSStateormatchingfundsmaynotbespentforthefollowing:A.Lobbying,politicalcontributions,andlegislativeliaisonactivities.MoredetailedinformationregardinglobbyingprohibitionsandexemptionsisavailablefromDCJuponrequest.B.Expensesoforganizedfund-raising(thisincludessalariesofpersonswhileengagedintheseactivities).C.Costofanycorporateformation.D.Thefollowingconference/workshoportravel-relatedexpenses:1.Entertainmentexpenses2.Personalexpenses,suchaspersonalhygieneitems,laundrycharges,magazines,groundtransportationforpersonaltravel,etc.3.Alcoholicbeverages/barcharges4.LunchwhentraveliswhollywithinasingledayV.BUDGETCATEGORIESANDRECORDMAINTENANCEA.Personnel/TimeandAttendanceRecords:Thisbudgetcategoryincludespaidpersonnelofthegranteeagencywhosesalariesand/orfringebenefits,oraportionthereof,willbepaidbythegrant.Thegranteemusthavewrittenpersonnelpoliciesandprocedureswhichaddress:workhours,holidays,vacations,sickleave,overtimepay,compensatorytime,termination,qualifications,writtenjobdescriptions,andequalemploymentopportunitypolicies.Consultants/Contractorsarenotpaidunderthisbudgetcategory.3-4 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012Inadditiontonormalpayrollrecords,accuratetimeandattendancerecordsmustbemaintainedonallpersonnelwhosesalaryischargedtotheproject.Timeandattendancerecordsmustincludethedate,employee’sname,positiontitle,totaldailyhoursandthatportionchargedtotheprojectbyfundingsource,employee’ssignature,andProjectDirector’ssignature.Projectofficialsmustensurethatemployeesworkingontheprojectarenotreceivingdualcompensation.Refertothesampleofanacceptabletimesheetattheendofthischapter.B.SuppliesandOperating:Thisbudgetcategoryincludesallitemsofexpenditureexceptpersonnel,travelexpenses,equipment,orcontractors/consultants.Examplesofitemsinthisbudgetcategoryareexpendablesupplies,leasedspacecosts,telephone,printing,copying,tuition,registrationfeesforconferences,computers,software,training,leaseorrentalofequipment/vehicles,andmaintenancecontractsonequipment/vehicles.Anindividualitemwithaunitcostic.than$5,000isconsideredasupply,notequipment.Thespecificlineitemsshouldbelistedinthecontract(SOGAandattachedapplication)forthefundedproject.Foodand/orbeverageexpensesareonlyallowedinconjunctionwiththefollowingactivitieswhicharedirectlyrelatedtothegoalsofthefundedprojectandarenecessaryandreasonableforefficientperformanceofthefundedproject:trainingsessions,mealsorbreaksduringameetingorconference,awardceremony,orstaffretreatawayfromthenormalworkenvironmentforthepurposeofdiscussingtheday-to-daybusinessoftheproject.Inallinstances,expensesforfoodandbeveragesareallowableprovidedthefollowingcriteriaaremet:1)thefood/beveragesprovidedareincidentaltoawork-relatedevent;2)thecostsareconsideredreasonable;and3)thefood/beveragesarenotdirectlyrelatedtoamusementorsocialevents.Anyonereceivingperdiemallowancesorreimbursementwhoisattendingoneoftheseactivitiesatwhichamealisprovidedmustdeductthatmealfromtheperdiemallowance.3-5 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012Datedreceiptsorinvoicesarerequiredforallsuppliesandoperatingexpenses.AllbillsmustbelabeledwiththegrantnumberandapprovedforpaymentbytheProjectDirector.Billsshouldbemarked“paid”andcontrolsshouldbesettiptoensurethatduplicatepaymentsarenotmade.Paymentshouldnotbemadeunlessthereisevidencethatgoodsorserviceshavebeenreceived.Boththeorderdateandthedateofreceiptshouldbeindicatedtoensurethatcostsareallowable.Ifthereisaserviceorcostwhichissharedbymorethanoneprojectoragency,thebillshouldclearlyshowthedollaramountthatappliestoeachprojectandgrant.C.Travel:Thisbudgetcategoryincludesalltravelandanyauthorizedairfare,lodging,andtravel-relatedmealreimbursementexpensesintheapprovedbudget.Alltravelexpensesmustbedocumentedbyatravelreimbursementvoucherwithoriginalreceiptsattached.Anytravelvoucherusedmustincludethenameandsignatureofthepersontraveling,destinationandpurposeoftrip,dateoftrip,timeofdepartureandreturn,grantnumber,andthesignatureoftheProjectDirector.AnexampleofanacceptabletravelvouchermayberequestedfromthegrantmanageratDCJ.Allowabletravelandperdiemratesarebasedonstateorlocalwritten,establishedtravelpolicies,asapplicable.Ifagranteedoesnothavetravelpoliciesitmustusethestatetravelpolicy,whichmayberequestedfromthegrantmanageratDCI.ItemsNOTconsideredtravelexpensesaretuitionandregistrationfees(eveniftheyincludelodgingand/orsubsistence),andvehiclegasandmaintenanceonprojectorgovernment-ownedvehicles.ThesetypesofcostsmustbeshownintheSuppliesandOperatingcategory.D.Equipment:Thisbudgetcategoryincludesnon-expendablepersonalpropertywithanacquisitioncostof$5,000ormoreperunitandausefullifeofmorethanoneyear.(PleasereviewtheSOGAtodetermineifequipmentpurchasesareallowable).3-6 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012ApprovalfromDCIisrequiredpriortothepurchaseofequipmentbysubmittingaDCIForm13.Thegranteeisrequiredtodocumentitsprocurementproceduresandmaintainthisdocumentationinthegrantrecords.Receiptsorinvoiceswithorderanddeliverydatesarerequiredforallequipmentitems.Priortoanypaymentsbeingmade,theProjectDirectormustapprovepaymentbysigningtheinvoice.Whenpaymentismade,theinvoiceshouldbemarkedwiththedatepaid,checkorvouchernumber,andgrantnumber.ThegranteemusthaveaneffectivesystemOfpropertymanagementandcontrolstosafeguardagainstloss,damage,ortheftofequipment.Anyloss,damage,ortheftmustbeinvestigated,fullydocumented,andreportedtoDCJ.Adequatemaintenanceproceduresmustbedevelopedtokeepthepropertyingoodcondition.Thegranteeisrequiredtomaintainaninventoryform(seeDCIForm5)forequipmentpurchased,inwholeorinpart,withgrantormatchingfundswhichcontainsthefollowinginformation:1.Descriptionofitem2.Serialnumberandpropertyinventorynumber3.Dateofpurchase4.Grantnumber5.Checkorvouchernumber6.Cost7.Equipmentlocation8.Presentuse9.Condition10.DispositioninformationE.DispositionofEquipmentDispositionincludesthesaleortrade-inofequipmentaswellasthedisposalofequipmentattheendofitsusefullife.DocumentthedispositiononDCIForm5,EquipmentInventory.ThisinventoryformissubmittedtoDCIwiththefinalnarrativereportandacopymustberetainedafterthefinaldispositionoftheproperty.3-7 Administrntii’eGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012Attheendofthegrantawardperiod,titletoallequipmentmayvestinthegranteeagencyifthegranteecertifiesinwritingthatitwillusethepropertyforthesamepurposeareasunderwhichthegrantwasmade.DCIForm5includeslanguagetocomplywiththiscertification.Ifsuchacertificationisnotmade,titletothepropertywillvestinthestate.ThestatewillseektohavethepropertyusedforappropriatecriminaljusticepurposespriortotheStateusingitordisposingofitinanyothermanner.Ifyouhaveanyquestionsaboutthedispositionofequipment,pleasecontactyourDCIgrantmanager.F.ProfessionalServices/ConsultantsThisbudgetcategoryincludesservicesprovidedtotheprojectbyoutsidevendorswhoareundercontractwiththegrantee.rifanycomponentsoftheprogramareIsubcontracted,thegranteeremainsresponsibleforallaspectsofthecontract,includingproperaccountmgandfinancialrecordkeepingbythesulO1tctOl.UseDCIForm16,ProfessionalServices/ConsultantCertificationtoobtainapprovalfromDCJbeforeProfessionalServices/Consultantexpendituresaremade.NopaymentwillbemadeuntilavalidDCIForm16andsignedcontracthasbeenapprovedbyaDCIgrantmanager.DCIrecommendsthatgranteesobtainlegalassistanceiftheyhavequestionswithregardtocontractterms.Granteesshouldsecureprofessionalservicesthroughcompetitivenegotiationwheneverpossible.SeeChapter6formoredetail.Allexpensesforprofessionalservices/consultantsmustbesupportedbyavalid,signedcontractbetweenthegrantee(AuthorizedOfficial)andthecontractor,andbydetailedinvoicesfromthecontractor,whichhavebeenapprovedforpaymentbytheProjectDirector.Theseinvoicesarethebasisforpaymentandmustshowtimeandactivityrecordsthatshouldincludeataminimumthedates,times,andtypesofservicesprovided.3-8 AthninistrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012VI.OTHERADMINISTRATIVEREQUIREMENTSA.ProjectDirectorsareencouragedtomaketheresultsandaccomplishmentsoftheirprojectactivitiesavailabletothepublic.Allmaterialspublicizingorresultingfromawardactivities,includingvideos,shouldcontainanacknowledgmentoftheawardingagencysupport.B.Responsibilityforthedirection/resultoftheprojectactivityshouldnotbeattributedtotheDivisionofCriminalJustice.Anypublicationrelatedtograntactivitiesshouldincludethefollowingstatement:“Theopinions,findings,andconclusionsorrecommendationsexpressedinthispublicationlprogramlexhibitionarethoseoftheauthor(s)anddonotnecessarilyreflecttheviewsoftheDivisionofCriminalJustice,ColoradoDepartmentofPublicSafety.”AllpublicationanddistributionagreementswithapublishermustincludeprovisionsgivingDCIandtheStateofColoradoaroyalty-free,non-exclusive,andirrevocablelicensetoreproduce,publish,orotherwiseuseand/orauthorizeotherstousethepublicationforstategovernmentpurposes.C.Statelaw,includingC.R.S.§24-103.5-101,StateFiscalRules,PoliciesandGuidance,requiresthat,forgrantsof$100,000ormore,agrantee’sperformancebeevaluatedaspartofnormalcontractadministrationandthatperformancebesystematicallyrecordedinthestatewideContractManagementSystem(CMS).PerformanceinformationshallbeenteredintoCMSatintervalsestablishedintheProjectPlan,andafinalratingshallberenderedwithin30daysoftheendofthegrantterm.ContactyourprojectmanageratDCJforanyquestionsconcerningcompliancewithCMS.3-9 Athninistrcañ’e Guide for State Grant Programs Division of Criminal Justice,Colorado Department of Public Safety July 2012 SAMPLE TIME AND ATTENDANCE SHEET NAME OF EMPLOYEE_______________________ TITLE OF EMPLOYEE MONTH AND YEAR_______________________ Enter all of the hours worked each day,by Grant #/Project.Enter partial hours in decimal format,e.g.30 minutes is .5. DAYOFMONTH 12345678910111 192021222324252612728293031 DAY OF WEEK AUTHORIZED LEAVE CODE GRANT #/PROJECT: DAILY TOTAL USE THE FOLLOWING CODES FOR PERIODS OF AUTHORIZED LEAVE: A =Annual Leave S =Sick Leave H =Holiday Employee’s Signature /Date Ad =Administrative Leave M =Maternity Leave LWOP =Leave Without Pay Supervisor’s Signature (if not Project Director)/Date Project Director’s Signature /Date 3 -10 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012CHAPTER4GRANTCLOSE-OUTPROCEDURESPageNo.I.fflTALREPORTSANDRECORDS4-2A.FinalFinancialReport4-2B.FinalNarrativeReport4-2C.EquipmentInventory4-2II.RETENTIONOFRECORDS4-34-1 Administrati,eGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012CHAPTER4GRANTCLOSE-OUTPROCEDURESFINALREPORTSANDRECORDSA.FinalFinancialReport:Thefourthquarterreportservesasthe________________________________finalfinancialreport.Thisreport(DCIAnystatefundsnotexpendedForm7forStateVALEprojectsorDCJattheendofthegraittawardFormIAforStateJuvenileDiversionperiodmustberetttnzedtoDC.1.Projects)mustcontainthetotalexpendituresforthegrantperiod.Thefourthquarter/finalreportcannotcontainunpaidobligationsandisduewithinfifteen(15)daysoftheendofthegrantperiod.ForthequarterendingJune30tts(Statefiscalyear-endclosing),theduedatemaybeearlierdependingontheindividualprogram.Youwillbenotifiedbyyourgrantmanagerifthisisapplicable.Servicesmustbeperformedandgoodsmustbereceivedduringthegrantperiod.IfyoureceivedanystatefundsfromDCJthatwerenotexpendedattheendofthegrantawardperiod,youmustreturnthesefundstoDCIwiththefinalfinancialreport.AcheckmadeouttotheColoradoDepartmentofPublicSafety,indicatingthegrantnumber,istheonlyacceptableformofpayment.B.FinalNarrativeReport:Allgranteesmustsubmitafinalnarrativereport(DCIForm8forStateVALEprojectsorDCJForm2-Dy—FinalforStateJuvenileDiversionprojects)withinfifteen(15)days(StateVALE)orforty-fivedays(JuvenileDiversion)oftheendofthegrantperiod.Thefinalreportcanbeprovidedwiththefourthquarternarrativereportifsubmittedwithin15days.Dataelementstobecollectedshouldbereviewedatthebeginningoftheprojecttoensurerequirementswillbemet.4-2 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012C.EquipmentInventory:Ifequipmentwaspurchasedwithstategrantfunds,aDCJForm5mustbesubmittedforeachequipmentitemwithinfifteen(15)daysoftheendofthegrantperiod.Thisformprovidesthenecessarydispositionandretentioninformation.Equipmentrecordsmustberetainedforseven(7)yearsfromthedatetheformissubmittedtoDCJ.ifanylitigation,claim,orauditisstartedbeforetheexpirationoftheseven(7)yearperiod,therecordsshallberetainedbeyondtheseven-yearperiod,untilalllitigation,claims,orauditfindingsinvolvingrecordshavebeenresolved.Refertotheformformoredetailedinstructions.II.RETENTIONOFRECORDSA.Allgrantrecordsmustberetainedforseven(7)yearsaftertheendofthestatefiscalyear.(Forexample,ifthegrantended9/30/10,thestatefiscalyearwouldbeJuly1,2010toJune30,2011.Thefilescouldbedestroyedafter6/30/18).B.Ifanauditisinprogressand/orthefindingsofacompletedaudithavenotbeenresolvedsatisfactorily,thenrecordsmustberetainedbeyondtheseven-yearperioduntilsuchissuesareresolved.Grantrecordsincludeallfinancialrecords(includingprojectincomerecords),supportingdocuments,statisticalrecords,andallotherrecordspertinenttothegrant.Theseincludebooksoforiginalentry,sourcedocumentssupportingaccountingtransactions,thegeneralledger,subsidiaryledgers,personnelandpayrollrecords,consultant/volunteertimeandactivityreports,canceledchecks,relateddocumentsandrecords.Sourcedocumentsincludecopiesofthegrantawardwiththefinalapprovedapplication,requiredfinancialandnarrativereports,andforms.Recordsforeachgrantmustbemaintainedseparatelyfromanypreviousgrantsthatprovidedfundingfortheproject,oranyfuturegrantsthatwillcontinuefundingfortheproject.4-3 AthninistrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012CHAPTER5AUDITREQUIREMENTSANDDCJMONITORINGGUIDELINESPageNo.I.AUDITREQUIREMENTS5-2II.GUIDELINESFORDCJMONITORINGOfGRANTEES5-2A.Introduction5-2B.DCJ’sMonitoringPhilosophy5-3C.On-SiteMonitoringVisits5-4D.CriteriaforSelectionofGranteesforMonitoring5-5Supplement:TopTenMonitoringFindings5-75-1 AthninistmtiveGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012CHAPTER5AUDITREQUIREMENTSANDDCJMONITORINGGUIDELINESAUDITREQUIREMENTSA.DCJandtheColoradoDepartmentofPublicSafetyrequiresanannualauditandreservestherighttoexamineanyfinancialrecordsofanygranteeduringtheprojectperiodaswellaswithinseven(7)yearsofthecloseofthegrantawardperiod.B.Incasesofcontinuedinabilityorunwillingnessonthepartofthegranteetoconductorsupplyaproperaudit,DCJreservestherighttoimposeanysanctionsuponthegranteeuntilsuchtimeasaproperauditisreceivedbyDCJ.C.Recipientsrequestingmoreinformationregardingauditrequirementsshouldcontacttheirindependentauditingfirm,OfficeoftheStateAuditorortheColoradoDepartmentofPublicSafety.II.GUIDELINESFORDCJMONITORINGOFGRANTEESA.Introduction:StatestatutesandfiscalrulesrequirethatDCJestablishandperformactivitiesthatwilltrack,documentandmeasuretheuseofgrantfundsforthefollowingpurposes:1.Monitoringforcompliancewithstaterulesandlaws;2.Quantitativeandqualitativedatacollection;3.Monitoring/evaluationofprogressinmeetinggoalsandobjectives;4.Evaluationofoutcomemeasuresandprojecteffectiveness;5.Strategicplanningandcollaborativeactivitiesatthestateandlocallevel;and6.Reportingtostatefundingsources,thegovernor,statelegislature,andanyotherstakeholders.5-2 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012Theseactivitiestrack,document,andmeasuretheuseofthefundsconstitutingDCJ’smonitoringandevaluationsystems.Thesesystemsaresupplementedbytechnicalassistanceandtrainingtoeducategranteesabouttheintentandpurposesofthefunds.Additionally,fundsapplications,staterulesandregulations,fiscalandprogrammaticgrantmanagementpractices,referralstoothersourcesofinformation,andtrainingopportunitiescanbeincludedaspartofmonitoring.Technicalassistanceandtraininghelpidentifyandfillgapsinareaswhereinformationmaybelacking,andaddressoranticipateproblemswhichmayariseinthecourseofimplementingaprogramorprocess.Staffmayprovideorcausetobeprovidedadditionalspecializedtrainingandtechnicalassistanceincontentareasthatarepertinentsolelytothatprogram.B.DCJ’sMonitoringPhilosophy:DCJplacesthehighestvalueonaccountabilitythroughconsistent,fair,openandreasonablereportingbygrantees.Thepurposesofmonitoringandoversightsystemsare:(a)toensurethatthegrantagenyismeetingapplicablestateprogrammaticandfinancialintent,rulesandrequirementsfortheuseofthefunds;(b)forDCJtofulfillitsroleofoverseeingthefundsthatareprovidedtothegranteeanddocumentitsfindings;and(c)toidentifytechnicalassistanceortrainingneeds.Exceptforagrantee’swillfuldisregardoffundingrequirementsorsuspectedfraudulentactivity,DCJ’sphilosophyistoworkcollaborativelywithanagencytoidentifyandcorrectanyproblems.However,agrantee’scontinuedinabilityorunwillingnesstomeettherequirementssetforthforstategrantfundsmayresultinarangeofappropriateresponses,fromtheestablishmentofspecialgrantconditionstoterminationofagrant.EachDCIunitthatadministersgrantsshallestablishaunitmonitoringplan,whichincludesapercentageornumberofon-sitevisitstobeconductedeachyear.Theplanshouldalsodescribeothertypesofmonitoringactivitiesandtoolsthatwillbeutilizedineachprogram.DuetoresourcelimitationsandthenumberofgrantsmadebyDCJ,mostmonitoringofgranteeagencieswillbeconductedthroughwhatiscommonlyreferredtoas“deskmonitoring”(seedescriptionbelow).GrantprogrammanagersareencouragedtocoordinatewithotherDCJgrantprogramswhichmayalsobefundingandmonitoringaparticulargrantagency.ItisthepolicyofDCJthateveryDCIgranteewillreceivean“on-site”monitoringvisitfromDCJstaffeverythreetofouryears,orearlierifsuggestedbyariskassessment.5-3 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012EachDCJunitthatadministersgrantsshallalsorequireanapplicantforfundingtoprovidearecentfinancialauditorfinancialreview,andanA-133SingleAudit(ifapplicable)onanannualbasis.Auditsandfinancialreviewsshallbeconductedbyanindependentcertifiedpublicaccountant(CPA),orCPAfirm,licensedtopracticeinColorado.Inpractice,thetermmonitoringisusedtodescribeboththebroadoverallsystemofreviewingandtrackingtheuseofstateandmatchingfunds,andthemorespecificday-to-dayreviewprocessesthatensureaparticulargranteeisincompliancewithstaterulesandregulationsastheymeetthegoalsandobjectivesofthegrantorcontract.Theseday-to-dayreviewprocessesincludethefollowing,allofwhichmaybesupplementedbytechnicalassistanceandtraining.DeskMonitoring:Reviewsoffinancialandnarrativegrantreports,auditreports,correspondenceandotherwrittendocumentationororalcommunicationprovidedbythegrantagency.TelephoneandEmailContacts:Directcommunicationwiththerecipientbytelephoneoremailtoaskoranswerquestionsandcheckontheprogressoftheproject.In-OfficeVisits:ReviewsorassistanceprovidedtogranteesattheDCJoffices,andanyfollow-upactivitiestoresolveconcerns.On-siteMonitoring:Avisittotheprojectsitetoreviewoneormoreaspectsofthegrantproject,andanyfollow-upactivitiestoresolveconcerns.C.On-siteMonitoringVisits1.Acertainnumberofgrantagencieswillbeselectedforon-sitemonitoringeachyearbasedonspecificfundingrequirements.Sitevisitreviewsmaybeconductedforavarietyofreasons;includingbutnotlimitedto:a.Periodicroutinereviewsofgrantprojects;b.Specificissuesoritemsofinterest;c.Prioritizedbyamountoffunding,typesoffunding,andnumberofDCIgrantsreceivedbythegrantee;d.Responsetoperceivedproblemsorissues;e.Responsetoauditexceptions;5-4 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012f.Contactwithnewstaffornewprograms;g.Responsetorequestforassistance;and/orh.Informationgathering,and/ortechnicalassistance.2.ScopeofReviewProcess:Monitoringprocessesoccuralongacontinuumfromlimitedscopemonitoringtocomprehensivemonitoring.LimitedScopeMonitoringisdesignedtoevaluateandaddressspecificconcernsandissuesorreviewspecificportionsofaproject.Themonitoringmayincludeasitevisit,deskmonitoring,orphoneoremailcontacts.Comprehensivemonitoringcanbedescribedasanin-depthprogram,financialandadministrativereview.Itisdesignedtosampleelementsofmanyormostaspectsoftheproject.Acomprehensivesitevisitmaybeusedtohelpevaluatethesuccess,efficiencyandthecomplianceofagrantee.Acomprehensivevisitrequiresthoroughpreparation,followup,anddocumentation.DCIselectsacertainnumberofgranteesforcomprehensivemonitoringeachyear.D.CriteriaforSelectionofGranteesforMonitoringWhenmonitoringisdoneinresponsetoaperceivedproblemorconcern,itisgenerallyforoneofthefollowingreasons:IndicatorsofCommonProblems•Latequarterlyreportsorreportslackingrequiredinformation•Continueduseofwronggrantnumberonformsorcorrespondence•GranteenotfollowingtheinstructionsintheAdministrativeGuide•Cashrequeststhatarenotsubmittedorarecompletedincorrectly•Expendituresinunauthorizedbudgetcategoriesonreports•Noexpendituresmadewithgrantfunds•Spendingtooquicklyortooslowly•Discrepanciesbetweennarrativesandfinancialreports•Approvedbudgetfiguresarewrongonquarterlyfinancialreports•Financialreportsthatreflectmatchnotbeingspentontheproject•Programstart-updelayedorextendedperiodofnon-activity•Notmeetinggoalsandobjectives•Signingauthoritiesincorrectornotchangedofficially5-5 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly20122.IndicatorsofMoreDifficultProblems+On-goingminorproblemsthatarenotresolved+Patternofspendinginthewrongbudgetcategory+On-goingmisunderstandings0Unresponsivetorequestforinformation3.IndicatorsofPotentiallySeriousProblems+Allegationsofmisuseoffunds•Allegationsofmisconductorviolationsofgrantconditions•Auditexceptionsrequiringfollow-up4failuretocomplywithpreviousrequests5-6 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012TOPTENMONITORINGFINDINGSExperiencehasshownthatthetoptenfinancialmonitoringfindingsareasfollows:1.Untinlel)’submissionofreports-Narrativeandfinancialreportsarenotsubmittedwhendue.2.Lackofdoctunentation-Thegranteedoesnothaveadequateinvoicesorotherdocumentationtobackuptheexpenditureoffunds.3.Inadequatemonitoringofcontractors-Thegranteeisfailingtomonitoritscontractorstoensurethattheyareexpendingtheirfundsincompliancewithallstatelawsandregulations.4.Inadequatetimeandeffortreco,-ds-Thegranteehasfailedtokeepadequatetimeandeffortrecordsdocumentingthetimethatitsemployeesandconsultantshaveworkedontheactivitiesrelatedtotheproject.5.Inaccuratereports-Thefinancialstatusreportssubmitteddonotagreewiththefinancialrecordsoftheorganization.Thegrantee’srequestforpaymentdoesnotcorrelatewithitsneedforfunds.6.Comminglingoffunds-Thegrantee’saccountingsystemisunabletoaccuratelyidentifythereceiptandexpenditureoffundswiththeproperaward.7.Excesscashonhand-Thegranteeisnotmanagingitsdrawdownoffundstocoincidewithexpenditurestoavoidhavingexcessstatefundsonhand.8.Unallowablecosts-Thegranteehasexpendedstatefundsoncostitemsthatareunallowable.9.Inappropriatechanges-Thegranteehasmadebudgetchangesand/orchangesinthescopeoftheprojectwithoutrequestingpriorapprovalfromDCI.10.Conflictsofinterest-Thegranteehasconflictsofinterestortheappearanceofconflictsofinterestinitsprocurementproceduresorothermanagementofthestatefunds.5-7 AthninistrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012CHAPTER6TECHNICALASSISTANCEPageNo.I.PROCUREMENT6-2A.ProcurementProcessesforEquipment6-2B.MethodsofProcurementofGoodsandServices6-3II.CONTRACTSFORPROFESSIONALANDCONSULTANTSERVICES6-3A.ContractProvisions6-3B.GeneralCompensationGuidelines6-5C.CompetitiveBiddingUsingtheNecessaryandReasonableCostPrinciple6-5III.APPENDIXA—DefinitionofTerms6-66-1 AdministrativeGt,icleforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012CHAPTER6TECHNICALASSISTANCEPROCUREMENTA.ProcurementProcessesforEquipment:Granteeswhohaveequipmentaspartoftheapprovedbudgetofthegrantmustmeettheserequirementsandstandards:PriorApprovals:Toobtaintherequiredpriorapprovaltopurchaseequipmentidentifiedinthegrantapplication,thegranteemustcompletetheEquipmentProcurementCertificationForm(DCJForm13).Aspecificdescriptionofthevendorselectionprocessmustbesubmittedwiththeform.Adetaileddescriptionoftheequipmentshouldbesupplied.ChangestotheequipmentneedsthatweredescribedinthegrantapplicationmusthaveDCIapproval.AModificationofGrantAgreementsform(DCJForm4-GforStateVALEprojects)mustbesubmittedtoDCJforapprovalpriortoanyactiontakenonchangesinequipmentneeds.2.StandardsforEquipmentProcurementandMaintenance:a.Carefulreviewshouldtakeplacebeforeacquiringequipmenttoensureitisstillneededandthattheneedcannotbemetwithpropertyalreadyinthepossessionofthegrantee.b.Acontrolsystemmustexisttoensureadequatesafeguardstopreventloss,damage,ortheftoftheequipment.c.Anyloss,damage,ortheftshallbeinvestigatedbythegranteeandbyDCI,asappropriate.d.Adequatemaintenanceproceduresmustexisttokeeptheequipmentingoodcondition.e.Ifthegranteeisauthorizedorrequiredtoselltheequipment,propersalesproceduresmustbeestablishedtoensurethehighestpossiblereturn.6-2 Act,ninistrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly20123.DispositionofEquipment—contactyourDCJgrantmanagerfordispositioninstructionspriortothedispositionofanyequipmentpurchasedwithstategrantfunds.B.MethodsofProcurementofGoodsandServices:Granteesareallowedandencouragedtofollowtheestablishedprocurementrequirementsofstateorlocalunitsofgovernment,orprivatenon-profitpolicies.Documentationofprocurementproceduresusedbythegranteeisrequiredandmustbemaintainedintherecordsofthegrantee.II.CONTRACTSFORPROFESSIONALANDCONSULTANTSERVICESPriorapprovalisrequiredfromDCJbeforeProfessionalServices/Consultantexpendituresaremade.UseDCJForm16,ProfessionalServices/ConsultantCertification,toobtainthisapproval.Thegranteeshallnotenterintoafinancialarrangementwithanypartywhoisdebarredfromparticipationingovernmentassistanceprograms.A.ContractProvisions:Allexpensesforprofessionalservices/consultantsmustbesupportedbyavalid,signedcontractbetweenthegrantee(AO)andtheprovider,andbydetailedinvoicesfromtheprovider,whichhavebeenapprovedforpaymentbytheProjectDirector.Thecontractmustincludethefollowingminimumprovisions:1.Legalnamesofcontractingpartiesincludingvalidsignatures.2.Statementofworkexpressedinclear,concisetermsfortaskstobeaccomplished.Thetasks,whenaccomplished,shouldproduceresultsconsistentwiththeprojectobjectives.3.Contractprovisionsshouldbedraftedinsuchawaythatthegranteecaneasilydeterminewhatisbeingrequiredonthecontractbeforepaymentismade.Statementofdutiesshouldbespecificsothatthereisnoquestionastowhetherthecontractorisobligated(i.e.“thecontractorshalldothiswork”andnot,“thisworkwillberequired”).4.Timelineswithdatesforthekeytasksanddeliverables.6-3 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly20125.Personsorcommitteeswhowillapprovereportsorspecificaccomplishmentsandwhetheraportionofthecontractpriceiscontingentuponthatapproval.6.Paymentratesthatareinaccordancewithprogramguidelines.7.Detailedmethodofpayment,includingasectionallowingthegranteetowithholdaportionofthefinalpayment(usually10%)untilalldeliverablesarereceived.8.Certainsuitableprovisionsfortermination,includingthemannerofterminationandthebasisforsettlement.Possiblereasonsforterminationinclude:defaultinperformanceandconvenienceofgrantee(i.e.lackoffunds).AremediesclauseshouldalsobeincludedasthisprotectsthegranteeaswellastheinterestsoftheState.9.Allcontractsshallincludeaprovisiontotheeffectthatthegrantee,DCI,oranyoftheirdulyauthorizedrepresentatives,shallhaveaccesstoanyrecordspertinenttothegrantforthepurposeofauditandexamination.Recordsmustberetainedfortheperiodoftimerequiredbythegrantingagency.10.ThegranteeandDCJshallhaveirrevocable,non-exclusive,royalty-freelicensetoreproduce,publish,anduseandauthorizeotherstouseanymaterials,inwholeorinpartwhichareproducedunderacontract.11.Anycontractforcomputerprogrammingmustresultintheprogrambeingwritteninaformthatwouldallowittobeusedbyothercriminaljusticeagencies,withminormodificationsandataminimumcost,anditshouldremaininthepublicdomain.12.Somecontractsmayrequirepersonnelqualificationsandcredentials;licensesandinsurance;confidentialityrequirements;andwarrantyinformation.Checkwithyourgrantmanagertoseeiftheseprovisionsneedtobeincludedinyourcontract.13.Avendoragreementandlorstatementofworkfromthevendorthatcontainstermsandconditionsdoesnotsubstituteforavalidcontract.6-4 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012B.GeneralCompensationGuidelines:1.Compensationisreasonableandconsistentwiththatpaidforsimilarworkinthepublicsector.2.Dualcompensationisnotinvolved,e.g.theconsultantisnotreceivingpaymentfrommorethanonesourceforthesamework.3.Transportationandsubsistencecostsfortraveldonotexceedestablishedlocaltravelpoliciesor,wherenolocalpolicyexists,statetravelregulations.Thesecostguidelinesshouldbeclearlydetailedinthecontract.C.CompetitiveBiddingUsingtheNecessaryandReasonableCostPrinciple:1.EmployeesofCommercialorNonprofitOrganizationsworkingwithemployerinvolvementaresubjecttothecompetitivebiddingprocedures.2.GovernmentEmployeesnotrepresentingtheirgovernmentagencyaresubjecttothecompetitivebiddingproceduresandmustnotbereceivingdualcompensation.3.IndependentConsultantsshallreceivereasonablecompensationthatisconsistentwiththatpaidforsimilarservicesinthemarketplace.6-5 AdministrativeGuideforStateGrantPrograms-DivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012APPENDIXA-DEFINITIONSOFTERMSAUTHORIZEDOFFICIAL:Thepersonwhoisauthorizedtoobligateandtoenterintocontractsforthegrantee/applicantagency.SeeDCIForm4-FforStateVALEprojectsorDCJForm4-DforStateJuvenileDiversionprojects,formoredetail.BUDGETREVISION:Themovementoffundsfromonebudgetcategorytoanother,ortheadditionordeletionofabudgetcategory,ortheadditionofalineitemnotdescribedintheapprovedbudget.RequirespriorapprovalbyDCJ.(UseDCIForm4-F,StateVALEBudgetRevisionforStateVALEprojectsorDCJForm4-AforStateJuvenileDiversionProjects)CLOSE-OUTPROCEDURES:Theprocesstodetermineifallapplicableadministrativeactionsandallrequiredworkofthegranthavebeencompleted.COMPUTEREQUIPMENT:Generalpurpose,commerciallyavailable,mass-producedautomaticdataprocessingcomponents,andsupportorancillaryitemsnecessaryfortheiroperation.DIVISIONOFCRIMINALJUSTICE(DCJ):Thestateplanningagencydesignatedtoadministercertainfederalandstatefundsandmonitorprogramcompliancewithfederalandstaterequirements.(24-33.5-503,C.R.S.)DRAWDOWN:TheprocessofrequestingstategrantfundsbysubmittingtheDCJForm9,StateVALECashRequestFormortheDCJForm3forStateJuvenileDiversionprojects.EQUIPMENT:Propertywithanacquisitioncostof$5,000ormoreperunitandausefullifeofmorethanoneyear.Software,regardlessofcost,isnotconsideredequipmentandshouldbeconsideredanexpenseundertheSuppliesandOperatingcategory.EVALUATION:Thatportionoftheprojectinwhichthegranteeprovidesevidencetoshowthattheplannedactivitiesandobjectivesoftheprogramweremet,occurredinatimelymanner(processevaluation)andtheactivitiesoftheprojecthadanimpactontheproblembeingaddressed(performanceevaluation).FINALDISPOSITION:Equipmentacquiredundertheawardwithacurrentperunitfairmarketvalueoflessthan$5,000mayberetained,sold,orotherwisedisposedofwithnofurtherobligationtotheawardingagency.Whenfinaldispositionoccurs,afinalDCIForm5mustbesubmittedtoDCI.FINANCIALOFFICER:Thepersonwhohasresponsibilityforallfinancialmattersrelatingtotheprojectandwhohasresponsibilityfortheaccounting,managementoffunds,verificationofexpenditures,auditinformation,andfinancialgrantreports.6-6 AthninistratlveGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012GENERALLEDGER:Theprimaryaccountingsystemcontainingaccountstowhichdebitsandcreditsarepostedfrombooksoforiginalentry.GOALS:Projectgoalsareclear,generalstatementsthathighlightwhattheprojectintendstoachieve.Eachgoalmustbeassociatedwithoneormoreobjectivesandeachobjectivemustbetiedtoaspecificgoal.AlsoseeOBJECTIVES.GRANTEE:Therecipientorganizationofthegrantaward.MATCHINGFUNDS:TheGranteewasinformedduringtheapplicationprocessofanymatchrequirementforthestatefunds.Theminimummatchrequirementissetbytheprogramguidelinesasaportionofthetotalprojectbudget.Someprogramsdonotrequirematch,somerequirecashand/orin-kindmatch,andsomerequireacashmatchonly.In—kindandcashmatcharesubjecttothesameaccountingandexpenditurerequirementsasthestatefunds.Granteesmustmaintainfinancialrecordswhichclearlyshowthesource,theamount,andthedateofreceiptandexpenditureofallmatchingcontributionsduringthegrantperiod.A.CASHMATCHisadesignatedamountofnon-statedollarsthegranteeisrequiredtousefortheproject,inadditiontothestategrantamount.Itincludesactualcashspentbythegranteeforbudgetedcostsoftheproject.TheamountwillappearaspartoftheapprovedbudgetintheStatementofGrantAward.Thecashmatchmustbespentduringtheperiodofthegrantaward.Failuretospendtheminimumrequiredcashmatchwouldreducetheamountofthestategrantawardonaproportionatebasis.Thecashmatchintheapprovedbudgetmaynotbeusedtomatchotherstateorlocalfunds.B.IN-KINDMATCHisaspecificamountofnon-cashdonations(assignedadollarvalue),whichthegranteeisrequiredtousefortheprojectinadditiontothestategrantawardamount.Someexamplesofin-kindmatcharevolunteertime,donatedequipment,supplies,space,orservices.Alloftheaboveexamplesmustbeassignedadollarvalue(basedonfairmarketvalue)andappearintheprojectbudget.Thebasisfordeterminingthevaluationofin-kindmatch,suchaspersonalservices,material,equipment,andspace,mustbedocumentedbythegrantee.Thein-kindmatchmustbespentduringtheperiodofthegrantaward.Failuretospendtheminimumrequiredin-kindmatchwouldreducetheamountofthestategrantawardonaproportionatebasis.Thein-kindmatchintheapprovedbudgetmaynotbeusedtomatchotherstateorlocalfunds.OBJECTIVES:Projectobjectivesarequantitative(measurable)statementsthatdescribehowaspecificgoalwillbemet.Thetimeperiodfortheobjectiveshouldbespecified.Forexample,anobjectiveshouldstate:1)whatwillbedone,2)thetimeframe,and3)thenumberofclientsserviced,numberofservicesprovided,orotherspecificmeasurements.Eachobjectiveshouldbetiedtoaspecificgoal.6-7 ActministmtiveGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012AnexampleofaStateVALEgoalandobjectiveis:Goal1:Toprovideinformationregardingthestatusofanoffendertoalleligiblevictims.Objective1:Notifyapproximately500victimswhoareeligibletoparticipateintheVictimNotificationProgramandprovideinformationastotheoffenders’locationandparolehearings.AnexampleofaStateJuvenileDiversiongoalandobjectiveis:Goal1:Preventfurtherinvolvementofjuvenilesintheformaljusticesystem.Objective1:BetweenJuly1,2011andJune30,2012,thedistrictattorneywillrefer50juvenilesbetweentheagesof10and17,whoarefirstandsecondtimeoffenders,totheJuvenileDiversionprogram.PRIORAPPROVAL:WrittenpermissionprovidedbyDCJinadvanceofanactthatwillresultineither1)theobligationorexpenditureoffunds,or2)theperformanceormodificationofanactivityunderaproject.PROCUREMENT:Theprocesstopurchasegoodsorcontractprofessionalservicesforgrantactivities.Requirespriorapprovalinsomecases.PROJECT:ThespecificactivitiesandexpenditurestobefundedwithaStategrantaward.PROJECTDIRECTOR:Thepersonwhohasdirectday-to-dayresponsibilityfortheimplementationoftheproject.Thispersonshouldpossessknowledgeandexperienceintheprojectareaandanabilitytoadministertheprojectandsupervisepersonnel.ThispersonsharesresponsibilitywiththeFinancialOfficerforseeingthatallexpendituresareallowablewithintheapprovedbudget.PROJECTINCOME:Grossincomereceivedbythegranteeasadirectresultofgrantactivity.Examplesofprojectincomeareservicefees,restitutionpaid,clientfees,usageorrentalfee,salesofmaterials,andincomereceivedfromthesaleofforfeitedassetsorfromforfeitedmoney.Interestearnedisnotprojectincome.Projectincomemaybeusedonlyforallowableprojectexpenses.SPECIALCONDITIONS:Conditionsappliedtoawardsonacase-by-casebasis.START-UPPERIOD:Theperiodoftimebeginningwiththefirstdayofthegrantaward,duringwhichtheprojectisinadevelopmentalphaseandisnotfullyoperational.Thestart-upperiodmaynotexceedthree(3)monthswithoutpriorapprovalfromDCJ.STATEMENTOFGRANTAWARD(SOGA):Theofficialnotificationtothegranteeofanawardofstatefunds.TheStatementofGrantAwardincorporatestheapprovedgrantapplicationandservesasthecontractbetweenthegranteeandDCJ.ThisdocumentobligatesandreservesasetamountofStatefundsforthegrantee.6-8 AdministrativeGuideforStateGrantProgramsDivisionofCriminalJustice,ColoradoDepartmentofPublicSafetyJuly2012SUB-LEDGER:Sub-ledgerscontainthedetailedinformationsummarizedintheGeneralLedger.Forexample,asub-ledger(accountspayable)liststwoindividualitemsdueforpayment($14.95toACMEDistributingCompanyand$29.95duetoJoeDandy).Thesetwopayableswouldbesummarizedinthegeneralledgerasa$44.90accountspayable.Thesesub-accountscontainimportantdatadetail.Thesub-ledgershouldbereconciledwiththeGeneralLedgeratleastquarterly.TECHNICALASSISTANCE:Informalinstructiontoanswerquestionsorprovideguidance.ThismayberequestedbythegranteeorinitiatedbyDCJ.Itcanbespecificorbroadinscope,dependingonwhatissuesarebeingaddressed.TechnicalAssistancecanbeaccomplishedthroughtelephonecontacts,facetofacevisitsatDCJofficesoratthegranteesite,andthroughlettersandotherwrittenmaterials.TRAINING:Formalinstructionsuchasworkshopsandseminarsconductedexpresslyforthebenefitofgranteestohelpensurecompliancewithprogramregulationsand/ortoeducategranteesonimportantcontentinformation.UNALLOWABLECOSTS:AnyexpensesthatarenotfullydescribedintheapprovedBudgetNarrativeofthegrantapplicationandrelateddocuments.UNPAIDOBLIGATIONS:Alegalcommitmentmadetopurchasegoodsorservices.Belowaresomeexamples:Supplies/Operating:Youhavesignedapurchaseorderforofficesuppliesbuthavenotyetpaidthebillattheendofthequarter.Travel:Astaffmembersubmitsavoucherfortravelthatoccurredduringthequarteryouarereportingonbutithasnotyetbeenpaid.Equipment:Youhavesignedanorderorcontracttopurchaseapieceofequipmentbuthavenotyetpaidthebill.ProfessionalServices/Consultants:Youhaveenteredintoacontractwithaconsultanttoprovideaservice.Anyunexpendedamountofthecontractattheendofthequarterisanunpaidobligation.Personnelcostsareiieveranttnpaidobligation.6-9