15. Attachment G- Cost Prop Requirements.docx

Request For Application Massachusetts Jail/Arrest Diversion Grant Program

ATTACHMENT G

Cost Proposal Requirements

An Applicant’s Cost Proposal must consist of three parts: (1) Budget(s), (2) Budget Narrative and (3) Plan for Deliverables and Payment.

1) Budget(s). An Applicant will submit a full or partial fiscal year budget on DMH Budget Worksheet(s) (ATTACHMENT D) for a single year funding request and additional full fiscal year budgets for multi-year budget requests, (if applicable). Multi-year requests are limited to 3 fiscal years, with up to 5 additional one-year options to renew.

The Budget(s) must include all expenses for the program/center and/or service being proposed. The budget(s) should reflect total anticipated expenses and offsets for the proposed program/center and/or service. Offsets (non-DMH funds/resources which support the program) must be fully described and should be reasonable and realistic. DMH will require the Grantee to utilize such offsets if budgeted.

Grantees must construct their budgets based upon the State fiscal year. The start date of a grant within the fiscal year will determine whether the funding request is fully annualized or pro-rated for the remainder of a fiscal year. For multi-year contracts, Grantees must submit their proposed budgets for all fiscal years requested at the point of initial request. Budget sheets subsequent to the initial year are regarded as drafts by DMH and considered for planning purposes only. Multi-year awardees must also submit finalized budgets for approval by DMH each subsequent year by no later than May 1st (or sooner, if requested by DMH).

*Start-Up: Initial, first-year budgets may be different from additional year’s budgets as it may be necessary to pro-rate mid-year start-ups, staff up a program over a period of time and/or to phase in the program and/or services. In addition, as set forth in Section (D) of the RFA, a Grantee may incur special costs attributable to Start-Up, e.g., purchase of equipment and other one-time costs, etc., for which DMH may agree to reimburse from the grant (up to $10,000) in the initial year.

The applicant must submit their completed ATTACHMENT D form(s) to meet the requirements of this section of the cost proposal.

2) Budget Narrative. An Applicant will submit a budget narrative as part of the Cost Proposal. The narrative must explain and justify each line in the proposed budget(s) as entered in ATTACHMENT D. The narrative must be sufficiently detailed so that an individual reviewing the budget would be able to understand how the budget was constructed (how costs were determined and any assumptions that were made, etc.) and the appropriateness and reasonableness of the proposed costs.

The narrative must describe any proposed in-kind or externally funded resources, if any, that will be available for the program/center and/or service (e.g., training space, computers, telephone, vehicles, equipment, personnel time, etc.) that will not be reimbursable from the grant. These resources should be shown as program offsets in the budget.

Applicants shall certify in the budget narrative that DMH grant funds will not be used to displace non-DMH funds already appropriated by or to the community for the same activities and/or Project. DMH may reduce an award, deny a grant, or impose special conditions in a grant contract with an Applicant to assure compliance with this requirement.

If Start-Up costs are being requested in the first year, the narrative must identify and describe those costs and state why they are needed to support the proposed grant activities.

The narrative must describe the Applicant’s plan for timely expenditure of grant funds. Applicants should propose milestone dates within the budget year that, when met, will result in 100% expenditure of grant funds by the close of the fiscal year. Grant funds may not be carried over from one fiscal year into the next in this program. Any unexpended funds from a grant’s funding obligation at the close of the fiscal year will be unavailable for reimbursement to the Grantee for any costs incurred after June 30th.

The narrative should describe whether or not the Applicant has a plan to sustain the proposed program/center and/or service in future years with either reduced or phased-out DMH support.

The budget narrative must be in the following format:

· type-written 12 point Times New Roman font

· 8 ½ X 11 inch paper

· double sided

· fully justified (print fully abuts both margins)

· one-inch margins

· single-spaced

· Three (3) page limit

3) Plan for Invoicing and Payment. The Applicant will describe its plan to invoice DMH in consideration of the following:

· Grantees will invoice DMH for reimbursement of actual costs connected to their approved grant activities throughout the fiscal year. Grantees must submit a Commonwealth of Massachusetts Payment Voucher Input Form, a completed Quarterly Report form (ATTACHMENT C) and other applicable documentation of expenditures as needed. All invoices must be approved for payment by the DMH grant manager who will review the submitted documentation. Grantees must revise and re-submit any deficient invoices if requested by DMH.

· Grantees may submit monthly invoices for funds expended but must at minimum submit quarterly invoices and reports on any deliverables and/or productivity statistics to DMH.

· If DMH determines after the close of the fiscal year that any overpayments were made, such funds identified as overpaid must be returned to DMH by the Grantee within 30 days of demand.

4) Plan for Deliverables. The Applicant will identify deliverables (if any) consistent with the proposed and approved grant activity components. The Applicant will state the proposed dates and apportionment of completion consistent with the plan to meet its milestones throughout the fiscal year. The Applicant must explain:

· How each deliverable corresponds to a grant activity component.

· How the Applicant plans to verify that the deliverable was proportionally or fully completed.

· The basis for determining cost (if any) associated with each deliverable.

The plan for Payment and Deliverables must be in the following format:

· type-written 12 point Times New Roman font

· 8 ½ X 11 inch paper

· double sided

· fully justified (print fully abuts both margins)

· one-inch margins

· single-spaced

· One (1) page limit