CTAS_FY_18_Solicitation_v5_18jan18_508.pdf

US Department of Justice OMB No. 1121-0329 Approval expires 12/31/2018

The US Department of Justice (DOJ) is pleased to announce that it is seeking applications for funding to improve public safety and victim services in tribal communities. This solicitation provides federally recognized tribes and tribal consortia an opportunity to apply for funding to aid in developing a comprehensive and coordinated approach to public safety and victimization. DOJ’s existing Tribal Government–specific programs are included in and available through this single Coordinated Tribal Assistance Solicitation.

US Department of Justice

Coordinated Tribal Assistance Solicitation

Fiscal Year 2018 competitive grant announcement

Eligibility It is very important that applicants review this information carefully. Applications submitted by ineligible entities will be removed from further consideration during an initial review process.

Only federally recognized Indian tribes, as determined by the Secretary of the Interior, may apply. This includes Alaska Native villages and tribal consortia consisting of two or more federally recognized Indian tribes. Tribal designees are eligible participants only for certain activities related to the DOJ’s Office on Violence Against Women (OVW) and Office for Victims of Crime (OVC) programs. (See pages i through iv for a list of additional eligibility criteria and exceptions by purpose area.)

DOJ may elect to make awards for applications submitted under this solicitation for FY 2019 depending on the merit of the applications and the availability of appropriations. Individual purpose areas may consider FY 2018 applications for FY 2019 and not solicit for new applicants in the FY 2019 CTAS.

*BJA will prioritize grant funding for programs targeted for reducing criminal gang activity in rural communities.

Eligibility exceptions

Purpose area #1 (Office of Community Oriented Policing Services [COPS Office] Public Safety and Community Policing)

Under this purpose area only, applicants must have an established law enforcement agency that is operational as of March 20, 2018 (which is the closing date of this application) or receive services through a new or existing contract for law enforcement services with the Bureau of Indian Affairs (BIA) or a state or local agency.

http://www.justice.gov/

Purpose Area #5 (Office on Violence Against Women [OVW] Tribal Governments Program)

A federally recognized tribe or an organization that is acting as the authorized designee of a federally recognized Indian tribe may apply. If the applicant is a tribal designee under purpose area #5, the OVW Tribal Governments program, the applicant will need a tribal resolution or other satisfactory evidence of legal authority from the tribe as part of the application, which should (1) authorize the applicant to submit an application on behalf of the federally recognized Indian tribe and (2) state the tribe’s support for the project and its commitment to participate in the project if it is selected for funding. This resolution or other satisfactory evidence of legal authority must be current, must be sufficient to demonstrate authority for the application, must contain authorized signature(s), and must be submitted by the application due date.

In addition, applicants that received three-year awards under the OVW Tribal Governments Program funding in FY 2016 or two- or three-year awards in FY 2017 are not eligible to apply for continuation funding with regard to the FY 2016 or FY 2017 awards or for new funding. Applicants with OVW Tribal Governments Program awards from FY 2015 or earlier generally are eligible to apply for purpose area #5 funding in FY 2018; however, eligibility may be limited as follows based on the amount of funding remaining in the applicant’s FY 2015 or earlier award:

• If the applicant has 70% or more of funds remaining in the award as of March 20, 2018, it is not eligible for FY 2018 funding in this program.

• If the applicant has 50–69% of funds remaining in the award as of March 20, 2018, it is eligible, but the amount of funding may be reduced from the requested amount.

• If the applicant has 49% or less of funds remaining in the award as of March 20, 2018, it is eligible for a new award up to the full amount.

Applicants with open awards from multiple years (including FY 2016 and 2017) may apply for continuation of awards only from 2015 or earlier.

This eligibility requirement also extends to organizations or associations that are granted the authority to apply on behalf of the tribe(s). In addition, if a tribe has an award from 2016 or 2017, it generally may not apply through a designee in 2018.

ii

Purpose Area #6 (Office for Victims of Crime [OVC] Children’s Justice Act Partnerships for Indian Communities program)

A federally recognized tribe or an organization that is acting as the authorized designee of a federally recognized Indian tribe may apply. If the applicant is a tribal designee under purpose area #6 OVC Children’s Justice Act (CJA) Partnerships for Indian Communities program, the applicant will need a tribal resolution or other satisfactory evidence of legal authority from the tribe as part of the application, which should (1) authorize the applicant to submit an application on behalf of the federally recognized Indian tribe and (2) state the tribe’s support for the project and its commitment to participate in the project if it is selected for funding. This resolution or other satisfactory evidence of legal authority must be current, must be sufficient to demonstrate authority for the application, must contain authorized signature(s), and must be submitted by the application due date.

In addition, under this purpose area, CTAS FY 2017 CJA Program awardees are not eligible to apply for CTAS FY 2018 Purpose Area #6 CJA program.

Purpose Area #7 (Office for Victims of Crime [OVC] Comprehensive Tribal Victim Assistance program)

A federally recognized tribe or an organization that is acting as the authorized designee of a federally recognized Indian tribe may apply. If the applicant is a tribal designee under purpose area #7 OVC Comprehensive Tribal Victim Assistance (CTVA) program, the applicant will need a tribal resolution or other satisfactory evidence of legal authority from the tribe as part of the application, which should

(1) authorize the applicant to submit an application on behalf of the federally recognized Indian tribe and

(2) state the tribe’s support for the project and its commitment to participate in the project if it is selected for funding. This resolution or other satisfactory evidence of legal authority must be current, must be sufficient to demonstrate authority for the application, must contain authorized signature(s), and must be submitted by the application due date.

In addition, under this purpose area, CTAS FY 2017 CTVA Program awardees are not eligible to apply for CTAS FY 2018 Purpose Area #7, CTVA program.

iii

Purpose Area #8 (Office of Juvenile Justice and Delinquency Programs [OJJDP] – Juvenile Tribal Healing to Wellness Courts)

Federally recognized tribes that have received OJJDP funding through the FY 2014 Tribal Healing to Wellness Court Responses to Underage Drinking Initiative solicitation or the FY 2015, FY 2016 or FY 2017 CTAS OJJDP purpose area #8 are not eligible to apply for funds in this purpose area.

Purpose Area #9 (OJJDP – Tribal Youth Program)

Any active Purpose Area #9 (OJJDP TYP) awardees that have a period of performance end date on or after June 30, 2019 at the time of application are not eligible to apply for funds under the FY 2018 CTAS purpose area #9.

Deadline All applications must be submitted through DOJ’s online Grants Management System (GMS) at https://grants.ojp.usdoj.gov/gmsexternal/.There are two steps: (1) registering in GMS and (2) applying and submitting an application in GMS.

Registration

Applicants must register with GMS prior to submitting an application. An applicant will not be able to submit an application without registering in GMS before the application deadline of 9:00 p.m. Eastern Time (ET) on March 20, 2018. Applicants should begin the registration process immediately to meet the GMS registration deadline, especially if this is the first time using the system. It is strongly recommended that applicants register early but no later than Tuesday, February 27, 2018, in order to resolve difficulties well in advance of the application deadline. See section H “How to Apply” on page 64 of this solicitation for further details.

Note: This solicitation will be available in GMS from January 3 through March 20, 2018.

Application submission

The deadline for submitting applications in response to this grant announcement is 9:00 p.m. ET on Tuesday, March 20, 2018. Applications submitted after 9:00 p.m. ET on March 20, 2018, will not be considered for funding.

It is strongly recommended that applicants submit their application well in advance of the application deadline to ensure all application steps are completed and all materials are submitted before the deadline.

Refer to “How to Apply” on page 64 for more information on how to register with GMS.

iv https://grants.ojp.usdoj.gov/gmsexternal/ https://grants.ojp.usdoj.gov/gmsexternal/

Note: If Internet access is not available to submit an application electronically to GMS, contact the Response Center at 800-421-6770 no later than Thursday, February 15, 2018, to request instructions on how to submit an application by alternative means.

IMPORTANT WARNING! Each tribe, tribal consortium, or tribal designee will be allowed only one application submission. An application can be revised in GMS until the application deadline, 9:00 p.m. ET, Tuesday, March 20, 2018. Please note that only the final version of an application submitted in GMS will be considered.

If a tribe or tribal consortium submits more than one application, only the final application will be considered in the review process.

A tribe may apply as part of a consortium and also submit its own independent application provided that the independent application is for funding for activities that are distinct from those activities for which the tribal consortium has applied.

Contact Information Technical assistance for submitting an application

For technical assistance with submitting an application, contact the GMS Support Hotline at 888-549-9901, option 3, or via email at GMSHelpDesk@usdoj.gov. The GMS Support Hotline hours of operation are Monday–Friday from 6:00 a.m. to 12:00 midnight ET, except U.S. Federal Government holidays (see https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/#url=2017).

Solicitation requirements programmatic and general assistance

For programmatic and general assistance with the solicitation requirements, contact the Response Center at 800-421-6770 or via email at tribalgrants@usdoj.gov. The Response Center’s hours of operation are Monday–Friday from 9:00 a.m. to 5:00 p.m. ET, except U.S. Federal Government holidays (see https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/#url=2017).

Information regarding upcoming webinars and trainings is available at www.justice.gov/tribal/training-and-technical-assistance.

Solicitation documents

For all supporting documents pertaining to the Coordinated Tribal Assistance Solicitation visit the Tribal Justice and Safety website at https://www.justice.gov/tribal/open-solicitations.

Release date

January 3, 2018 v mailto:GMSHelpDesk@usdoj.gov mailto:tribalgrants@usdoj.gov http://www.justice.gov/tribal/training-and-technical-assistance http://www.justice.gov/tribal/training-and-technical-assistance https://www.justice.gov/tribal/open-solicitations www.justice.gov/tribal/training-and-technical-assistance https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/#url=2017 mailto:tribalgrants@usdoj.gov https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/#url=2017 mailto:GMSHelpDesk@usdoj.gov

Contents

Eligibility i

Eligibility exceptions i

Purpose area #1 (Office of Community Oriented Policing Services [COPS Office] Public Safety and

Purpose Area #6 (Office for Victims of Crime [OVC] Children’s Justice Act Partnerships for Indian

Purpose Area #7 (Office for Victims of Crime [OVC] Comprehensive Tribal Victim Assistance

Purpose Area #8 (Office of Juvenile Justice and Delinquency Programs [OJJDP] – Juvenile Tribal

Community Policing) i

Purpose Area #5 (Office on Violence Against Women [OVW] Tribal Governments Program)........ ii

Communities program) iii program) iii

Healing to Wellness Courts) iv

Purpose Area #9 (OJJDP – Tribal Youth Program) iv

Deadline iv

Registration iv

Application submission iv

Contact Information v

Technical assistance for submitting an application v

Solicitation requirements programmatic and general assistance v

Solicitation documents v

Release date v

A. CTAS Description 1

Overview 1

Table of statutory authorities listed by purpose area 3

B. Frequently Asked Questions 4

C. Purpose Areas—Snapshot 5

D. What an Application Should Include 6

E. Using Templates and Formatting Your Application

Templates 18

Formatting 18

F. Purpose Areas—Specific Information 19

Listing of purpose areas: 19

Type, amount, and length of awards (federal award information)

Additional budget information/funding restrictions 56

Cost sharing or match requirement 56

Pre-agreement cost approvals 57

Prior approval, reporting, and minimization of costs related to conferences, meetings, and trainings 58

Costs associated with language assistance (if applicable) 58

Performance measures 58

G. Application Review and Evaluation Process 62

H. How to Apply

DOJ policy on late submissions 65

Experiencing unforeseen GMS technical issues 66

Extraordinary natural or manmade disasters 66

I. Federal Award Administration Information 67

Federal award notices 67

Compliance with administrative, national policy, and other requirements 67

Procurement contracts under federal awards 68

General information about post-federal award reporting requirements 69

J. Federal awarding agency contact(s) 70

K. Application Checklist 71

Eligibility 71

Registration 71

Application submission deadline 71

Format for timeline 73

Coordinated Tribal Assistance Solicitation

(CTAS)

A. CTAS Description Overview

In 2009, based on a series of meetings across the country addressing violent crime in tribal communities, DOJ made the decision to decrease the number of applications tribes and tribal consortia were required to submit to receive grant funds. In 2010, DOJ launched its first Coordinated Tribal Assistance Solicitation (CTAS), which combined DOJ’s existing Tribal Government–specific competitive solicitations into a single solicitation requiring only one application from each tribe or tribal consortium. This approach provides federally recognized tribes and tribal consortia the opportunity to develop a comprehensive approach to public safety and victimization issues.

Over the past eight years, through numerous meetings, tribal written comments, face-to-face tribal consultations, focus groups, and listening sessions—the first of which occurred at the DOJ Tribal Consultation on Violence Against Women on October 4, 2017, and the next to occur on the reservation of the Fort McDowell Yavapai Nation and the American Indian Justice Conference on December 6, 2017, on the reservation of the Agua Caliente Band of Cahuilla Indians—DOJ has continued to further refine CTAS. In addition, DOJ has circulated an assessment tool to tribes each year to gather feedback about their experiences applying for CTAS.

DOJ has incorporated feedback from the tribal meetings and consultations as well as the assessment tool and made the following changes to the CTAS for FY 2018:

• The question-and-answer templates have been further coordinated and refined across purpose areas to ensure more clarity and to reduce duplication.

• The strategic planning program template has been updated for clarity.

• The demographic form, as it relates to purpose area #1 (COPS Office), and its submission requirements have been updated. The demographic form applies only to applicants applying for purpose area #1 (COPS Office).

• The budget worksheet was redesigned to be more user-friendly and to reflect software updates.

• Project abstracts for each purpose area are new and required for FY 2018.

• OVW removed the restriction that no more than 50% of the budget for purpose area #5 can go to services for youth and services for children exposed to violence.

• The scope of allowable funding options under purpose area #4 (Tribal Justice System Infrastructure Program) has been expanded to include using funds to build prefabricated or permanent modular facilities.

In FY 2017, 225 tribes (individually or as part of consortia) submitted applications resulting in DOJ funding 125 tribes with 212 awards. The awards covered nine purpose areas totaling more than $101 million.

As in the previous eight fiscal years, this FY 2018 solicitation refers to DOJ’s Tribal Government– specific competitive grant programs as purpose areas. Applicants may select the purpose area(s) that best address tribes’ concerns related to public safety, criminal and juvenile justice, and the needs of victims or survivors of various crimes.

In response to a single tribal or tribal consortium application requesting funds from multiple purpose areas, multiple awards may be made. Purpose areas may be funded and administered by different DOJ program offices (see part C “Purpose Areas—Snapshot” on page 5, which identifies the DOJ program office that manages each purpose area). DOJ anticipates that awards will be managed by the awarding DOJ program office.

Changes to DOJ grant programs enacted with the passage of the Tribal Law and Order Act (TLOA) continue to be incorporated into this solicitation. For more information regarding TLOA, visit www.justice.gov/tribal/.

In addition to the CTAS coordinated approach for funding for FY 2018, federally recognized tribes and tribal consortia may be eligible for and are encouraged to submit separate applications to any non– Tribal Government–specific DOJ grant programs for which they may be eligible. For information on additional funding sources, go to www.grants.gov and the websites of individual federal agencies.

The DOJ components offering Tribal Government–specific grant resources through the nine purpose areas identified in this Coordinated Tribal Assistance Solicitation are listed here. For more information on each component, see www.justice.gov/tribal/.

• Office of Community Oriented Policing Services (COPS Office)

• Office of Justice Programs, Bureau of Justice Assistance (BJA)

• Office on Violence Against Women (OVW)

• Office of Justice Programs, Office for Victims of Crime (OVC)

• Office of Justice Programs, Office of Juvenile Justice and Delinquency Prevention (OJJDP) http://www.justice.gov/tribal/ http://www.grants.gov/

Table of statutory authorities listed by purpose area Purpose area Authority

Omnibus Crime Control and Safe Streets Act of 1968, 34 U.S.C. § 10381, as amended; Violent Crime Control and Law Enforcement Act of 1994, Title I, Part Q, Public Law 103-322

1. Public safety and community policing (COPS Office Tribal Resources Grant Program—Hiring and Equipment/Technology )

Any awards under this solicitation would be made under statutory authority provided by a full-year appropriations act for fiscal year 2018.*

2. Comprehensive Tribal Justice Systems Strategic Planning (BJA, OJJDP, OVC, COPS Office, OVW)

Any awards under this solicitation would be made under statutory authority provided by a full-year appropriations act for fiscal year 2018.*

3. Tribal Justice Systems (BJA)

Any awards under this solicitation would be made under statutory authority provided by a full-year appropriations act for fiscal year 2018.*

4.Tribal Justice System Infrastructure Program (BJA)

5. Office on Violence Against Women (OVW) Tribal Governments Program 34 U.S.C. § 10452.

6. Children’s Justice Act Partnerships for Indian Communities (OVC) 34 U.S.C. § 20101(g).

7. Comprehensive Tribal Victim Assistance program (OVC)

8. Juvenile Tribal Healing to Wellness Courts (OJJDP)

Any awards under this solicitation would be made under statutory authority provided by a full-year appropriations act for the fiscal year 2018.*

9. Tribal Youth Program (OJJDP)

34 U.S.C. § 20103 (c)(1)(B).

34 U.S.C. §§ 10611-10619; additional authority may be provided by a full-year appropriations act for fiscal year 2018.*

*As of the writing of this solicitation, DOJ is operating under a short-term continuing resolution; no full-year appropriation has been enacted for the department for FY 2018.

Under the False Claims Act, any credible evidence that a person has submitted a false claim or has committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct involving CTAS funds may be referred to the Office of the Inspector General (OIG). The OIG may be contacted at oig.hotline@usdoj.gov, www.justice.gov/oig/hotline/, or 800-869-4499.

mailto:oig.hotline@usdoj.gov http://www.justice.gov/oig/hotline/

B. Frequently Asked Questions For further information on this solicitation’s requirements and supporting documents, see the frequently asked questions (FAQ) at https://www.justice.gov/tribal/open-solicitations. The FAQs will be updated as necessary. It is highly recommended that prospective applicants regularly visit www.justice.gov/tribal/ for updates.

http://./

C. Purpose Areas—Snapshot DOJ Tribal Government–specific competitive grant programs outlined in this solicitation are referred to as purpose areas. Applicants may apply for funding under the purpose area(s) that best addresses tribes’ concerns related to public safety, criminal and juvenile justice, and the needs of victims or survivors of domestic violence, sexual assault, and other forms of violence. Following is a snapshot of the purpose areas. See detailed information for each purpose area in part F, “Purpose Areas—Specific Information,” beginning on page 19.

1. Public safety and community policing (COPS Office)

2. Comprehensive tribal justice systems strategic planning (BJA,COPS,OVW, OJJDP, OVC)

3. Tribal Justice Systems (BJA)

4. Tribal Justice System Infrastructure program (BJA)

5. Office on Violence Against Women (OVW) Tribal Governments Program

6. Children’s Justice Act Partnerships for Indian Communities (OVC)

7. Comprehensive Tribal Victim Assistance program (OVC)

8. Juvenile Tribal Healing to Wellness Courts (OJJDP)

9. Tribal Youth Program (OJJDP)

D. What an Application Should Include This section describes what an application should include and its required elements. Applicants should anticipate that failure to submit an application containing all of the specified elements may negatively affect the review of the application, and should a decision be made to make an award it may result in the inclusion of special conditions that preclude the recipient from accessing or using award funds pending satisfaction of the conditions.

Note: Certain purpose areas (PA) may be subject to Executive Order 12372 regarding State Single Points of Contact. For more information about which purpose areas and what is required, please see the FAQs.

It is the applicant’s responsibility to ensure that the application is complete and submitted by the deadline.

To be considered for funding, applicants must submit the application by the deadline and meet the eligibility criteria.

**Items noted by ** (double asterisks) MUST be included in the application submission for an application to meet the basic minimum requirements (BMR) to advance to peer review and receive consideration for funding. An application that does not include the attachments noted by ** at the time of application will neither be peer reviewed nor receive further consideration.

If an application fails to comply with the length-related guidance stated as follows for the Tribal Community and Justice Profile and the Purpose Area Narrative(s), this noncompliance may be considered in peer review and final award decisions.

DOJ strongly recommends that uploaded files be clearly named to indicate the applicant tribe name and the file contents to ensure that reviewers can easily locate application documents. All other attachments— such as letters of support, resumes, and job descriptions for unfilled positions—should use descriptive file names and should have the specific purpose area identified on the attachment(s).

Note: A project abstract for each purpose area is strongly encouraged for FY 2018. The fillable project abstract templates can be found in GMS along at https://grants.ojp.usdoj.gov/CTAS/ with all other documents needed to complete an application.

The application should include the following:

a. Tribal Community and Justice Profile** (30% of application score)

The Tribal Community and Justice Profile is designed to allow the tribe to describe its community strengths, resources, challenges, and needs. The applicant may enter as much or as little text as needed to fully describe the community as long as the total length of the entire Tribal Community and Justice Profile does not exceed 15 pages. Remember that the individuals reviewing the application may not be familiar with the community, so descriptions should be as clear and detailed as possible. Be sure that every question is answered. If there are questions that you are unable to answer, provide an explanation of why the information is unavailable.

Find the Tribal Community and Justice Profile template at https://grants.ojp.usdoj.gov/CTAS/ .

https://grants.ojp.usdoj.gov/CTAS/ https://grants.ojp.usdoj.gov/CTAS

The Tribal Community and Justice Profile will be rated based on the following criteria:

• The extent to which the application fully responds to the requested information

• The need for funding as described in the Tribal Community and Justice Profile

Applicants should use the provided templates located in GMS to build their Tribal and

Community Justice Profile.

b. Purpose Area Narrative(s)** (50% of application score)

Applicants must submit a separate narrative for each purpose area to which they are applying.

Narratives will be reviewed and evaluated based on the responses to the specific topics and questions included for that purpose area template. Using a series of questions, the template for each purpose area covers the following topics:

• Problem identification and problem solving strategy

• Project or program design and implementation

• Capabilities and competencies

• Impacts, outcomes, and evaluations or plans for collecting data for performance measures

Each purpose area has a separate template designed to address the unique focus and requirement of the purpose area. Applicants should ensure the purpose area project goals described in their proposal are consistent with the allowable goals and activities outlined in the solicitation.

The applicant may enter as much or as little text as needed for each question in the purpose area template as long as the total length of the entire Purpose Area Narrative does not exceed 15 pages per purpose area.

Each file should be saved with a title that reflects what it contains as well as the applicant tribe.

For example, a file may be saved as “[Tribe].Purpose Area1 Narrative.doc”.

The Purpose Area Narrative will be rated based on the following criteria:

• The extent to which the application fully responds to the requested information

• The extent to which the application explains the connection between the Purpose Area request and the need(s) identified in the Tribal Community and Justice Profile.

c. Project/Program Timeline (5% of application score)

Applicants should submit a timeline or milestone chart encompassing the entire period of performance for the proposed project that indicates objectives and major tasks, assigns responsibility for each, and plots completion of each task by year and then by month or quarter for the duration of the award, using “Year 1,” “Month 1,” “Quarter 1,” etc., not calendar dates.

See “Sample Project Timeline” at https://www.justice.gov/tribal/open-solicitations. Applicants can submit either a separate timeline for each purpose area or one comprehensive timeline that covers all purpose areas included in the application.

https://www.justice.gov/tribal/open-solicitations

The Project/Program Timeline submission will be rated on the following criteria:

• The extent to which the timeline is complete and reasonable given the activities described in the Purpose Area Narrative(s)

• The extent to which all activities can be reasonably completed within the award period and with the resources allocated

d. Budget Detail Worksheet, Budget Narrative, and Demographic Form** (Demographic Form is only applicable for PA #1 Applicants) (15% of application score)

DOJ has developed a Budget Detail Workbook that includes the Demographic Form, the Budget Detail Worksheet(s), and the Budget Narrative(s) into a single document. The workbook is user-friendly and has been designed to calculate totals; therefore, applicants are strongly encouraged to use the workbook when completing their proposed budgets. The fillable versions of the budget detail worksheet, budget narrative and demographic form can be downloaded from the GMS system or at https://grants.ojp.usdoj.gov/CTAS/.

Only one workbook is required to be completed per application. The Demographic Form collects important demographic information that pertains to Purpose Area 1 and only applicants applying for purpose area #1 should complete the demographic form. However, the workbook must include both a proposed Budget Detail Worksheet and Budget Narrative for each purpose area for which funds are being requested. If the proposed Budget Detail Worksheet and Budget Narrative are not submitted for a purpose area, the application will not be considered for funding in that purpose area.

Note: Before completing the Budget Detail Worksheet, Budget Narrative, and Demographic Form, consult “Specific requirements” for each purpose area in the listing of purpose areas (page 19) as well as “Type, amount, and length of awards” (page 54) for estimated award amounts for specific purpose areas.

Note regarding “Subawards (Subgrants)/Procurement Contracts” category: DOJ has designated this budget category to enable applicants to identify proposed costs for subawards (see “Subaward” definition at 2 CFR § 200.92) and distinguish those costs from costs for procurement contracts (see “Contract” definition at 2 CFR § 200.22) that the applicant proposes to fund with federal award funds. A subaward is for the purpose of carrying out a portion of the federal award, and a contract is for the purpose of obtaining goods and services for the recipient’s (or a subrecipient’s) own use. As is discussed in 2 C.F.R. § 200.330, the substance of the relationship is more important than the form of the agreement (for purposes of the federal grants administrative requirements) in determining whether an entity receiving federal award funds from the DOJ grant recipient is a subrecipient or a contractor.

In the future, there likely will be a completely separate budget category for identifying costs for subawards. For FY 18 CTAS, however, applicants should indicate costs associated with subawards under the “Subawards (Subgrants)/Procurement Contracts” category by labeling any applicable budget line item in the Budget Detail or Budget Narrative as a subaward.

(Applicants for OJP awards, in particular, are encouraged to review the award condition https://grants.ojp.usdoj.gov/CTAS regarding subawards at www.ojp.gov/funding/Explore/SubawardAuthorization.htm and the award condition regarding post-award approval of noncompetitive procurements under (grant or cooperative agreement) awards at www.ojp.gov/funding/Explore/NoncompetitiveProcurement.htm.)

Budget Detail Workbook:

The Budget Detail Workbook is the entire Excel document, which contains the Demographic Form (for purpose area #1 applicants only) and a Budget Detail Worksheet with narrative for each individual purpose area. An applicant is required to submit only one workbook; however, multiple worksheets within the workbook may need to be completed based on the applicant’s requests.

Demographic Form (PA #1 applicants only):

The Demographic Form is designed to capture the unique characteristics of each tribe in order to paint a more detailed picture of each tribe’s strengths and challenges. Each applicant applying for purpose area #1 should complete the form in its entirety. If the applicant is unable to answer all or part of the form, it should provide an explanation for the missing information in the available space.

Budget Detail Worksheet:

The Budget Detail Worksheet should provide the detailed computation for each budget line item, listing the total cost of each and showing how it was calculated by the applicant. For example, costs for personnel should show the annual salary rate and the percentage of time devoted to the project for each employee paid with grant funds. The Budget Detail Worksheet should present a complete itemization of all proposed costs. There should be a clear link between the activities proposed and the items included in the budget.

Note regarding “Training and Travel Requirements:” Each purpose area has its own specific travel requirements and related budgetary guidance. Please consult language in section F Purpose Areas – Specific Information for each purpose area’s travel and training requirements and be sure to use this when constructing the budget and budget detail worksheet for each purpose area.

In addition to the travel requirements for each purpose area, the DOJ hosts a required CTAS-wide grantee orientation for new awardees. This orientation covers general financial and programmatic administration guidance.

See the chart on page 10 for more detail information on orientations and other training requirements.

http://www.ojp.gov/funding/Explore/SubawardAuthorization.htm http://www.ojp.gov/funding/Explore/NoncompetitiveProcurement.htm

PA 5 awardees that also received at least one other award

Any other combination of

PA awards

Event and date

PA 5 awardees only

PA 8 or 9 (or both) awardees

OJJDP Online Webinar: New Grantee Orientation November 14 & 16, 2017

Required attendance by, at minimum, one tribal representative per award

N/A N/A N/A

CTAS New Grantee Orientation December 5 and 6, 2017

Optional

Required attendance by one financial POC and one programmatic POC for each PA awardee

Required attendance by one financial POC and one programmatic POC for each PA awardee

Required attendance by one financial POC and one programmatic POC for each PA awardee

American Indian Justice Conference December 7 and 8, 2017

Optional Optional Optional Optional

Required attendance by one financial POC and one programmatic

POC

Required attendance by one financial POC and one programmatic

POC

OVW New Grantee Orientation February 2018

N/A N/A

Required attendance by all PA 8 awardees and by PA 9 awardees without an existing approved programmatic strategic plan

OJJDP

Strategic Planning *Meeting date and location

TBD 2018

N/A N/A N/A

Because tribes may or may not receive funding in each purpose area that they apply for, we ask that the budget for each purpose area contain funding for one tribal financial representative and one programmatic representative to attend the CTAS-wide orientation and have prepopulated each budget detail worksheet so that these expenditures appear automatically.

Should a tribe receive more than one award, they will not be expected to send more than one financial representative and can modify their budgets accordingly.

Budget Narrative:

The Budget Narrative should thoroughly and clearly describe every category of expense listed in the Budget Detail Worksheet. DOJ expects proposed budgets to be complete, cost-effective, and allowable (e.g., reasonable, allocable, and necessary for project activities).The narrative should correspond with the information and figures provided in the Budget Detail Worksheet.

The narrative should also explain how all costs were estimated and how they are relevant to the completion of the proposed project.

Applicants should demonstrate in their budget narratives how they will maximize cost-effectiveness of grant expenditures. Budget narratives should generally describe cost-effectiveness in relation to potential alternatives and the goals of the project. For example, a budget narrative should detail why planned in-person meetings are necessary, or how technology and collaboration with outside organizations could be used to reduce costs without compromising quality.

The narrative should be mathematically sound and correspond with the information and figures provided in the Budget Detail Worksheet. The narrative should explain how the applicant estimated and calculated all costs, and how they are relevant to the completion of the proposed project. The narrative may include tables for clarification purposes but need not be in a spreadsheet format. As with the Budget Detail Worksheet, the Budget Narrative should be broken down by year.

For OJP and OVW applicants, if an applicant proposes to make one or more noncompetitive procurements of products or services, where the noncompetitive procurement will exceed the simplified acquisition threshold (also known as the small purchase threshold) of $150,000, the Budget Narrative should address the considerations outlined in the DOJ Grants Financial Guide at ojp.gov/financialguide/DOJ/index.htm. For COPS Office applicants, if awarded, grantees should seek approval from the COPS Office for noncompetitive procurements exceeding $150,000.

If an applicant is applying as a consortium, aggregate the data for all the tribes represented in the application. An applicant should identify the application as being from a consortium and list the represented tribes in the appropriate section of the Demographic Form.

The Budget Detail Worksheet, Budget Narrative, and Demographic Form submission will be rated based on the following criteria:

• The extent to which the application includes all of the requested information

• The extent to which the budget is reasonable and that all costs in the budget are linked to activities described in the Purpose Area Narrative

• The data included in the Demographic Form(PA1 Applicants Only)

Note: Applicants are strongly encouraged to use the provided workbook with the Demographic Form, Detail Worksheet, and Budget Narrative, but it is not required. An applicant that chooses to use a different format should ensure that all budget and demographic information requested in the provided workbook is included. Find the Budget Detail Worksheet and Demographic Form at https://grants.ojp.usdoj.gov/CTAS/.

http://ojp.gov/financialguide/DOJ/index.htm https://grants.ojp.usdoj.gov/CTAS/

e. Tribal Authority to Apply for Grants under CTAS

For FY 2018 CTAS, applicants will be asked to submit documentation reflective of their legal authority to apply for funds under CTAS on behalf of their tribes. Recognizing that tribes have different forms of tribal governance and tribal laws vary, no prescribed form of documentation will be required. Applicants may submit a resolution, letter, affidavit, or other documentation as appropriate for that tribe certifying that the applicant has the legal authority to apply for CTAS awards on behalf of the tribe. This documentation must be current, must be sufficient to demonstrate authority for the application, must contain authorized signature(s), and must be submitted by the application due date, March 20, 2018.

Regarding a tribal consortium application, the applicant must submit documentation of authority as described above from each tribal consortium member, unless existing consortium bylaws or other tribal governance documents allow action without explicit authorization from the member tribes in the consortium. In that case, a copy of the bylaws or other governance documents that allow the tribal consortium’s action without explicit support from all consortium members must be included with the application. This documentation must be current, must be sufficient to demonstrate authority for the application, must contain authorized signature(s), and must be submitted by the application due date, March 20, 2018.

**If a tribal consortium does not include sufficient legal evidence with its application that it is authorized to apply, the application will not proceed to peer review.

If the applicant is a tribal designee, it is eligible to apply only under purpose area #5 OVW Tribal Governments program, purpose area #6 OVC Children’s Justice Act Partnerships for Indian Communities, or purpose area #7 OVC Comprehensive Tribal Victim Assistance program.

For these purpose areas, the applicant will need a tribal resolution or other satisfactory evidence of legal authority from the tribe as part of the application, which must (1) authorize the applicant to submit an application on behalf of the federally recognized Indian tribe and (2) state the tribe’s support for the project and its commitment to participate in the project if it is selected for funding. This resolution or other satisfactory evidence of legal authority must be current, must be sufficient to demonstrate authority for the application, must contain authorized signature(s), and must be submitted by the application’s March 20, 2018, due date.

As stated in the “Important Warning” boxes, each tribe or tribal consortium will be allowed only one application submission. If a tribe submits more than one application, only the final application will be considered in the review process. A tribe may apply as part of a consortium and also submit its own independent application in response to the 2017 CTAS, provided that this independent application is submitted for funding activities that are distinct from those activities for which the tribal consortium has applied.

See the FAQs for tribal legal documentation requirements relating to political subunits making requests to submit applications separately from federally recognized Indian tribes.

f. Applicant Disclosure of High-Risk Status for any Applicant Requesting Funding under CTAS.

Applicants are required to disclose whether they are currently designated as high risk by any federal grant-making agency, in order to allow for appropriate federal oversight of any CTAS award. This disclosure should include information about any status requiring additional oversight by a federal agency due to past programmatic or financial concerns. If an applicant is designated as high risk by a federal grant-making agency, then the applicant must include the following information in its application:

• The name of the federal agency that designated the applicant as high risk

• The date the federal agency designated the applicant as high risk

• The name, phone number, and email address of the applicant’s point of contact at the federal agency that designated the applicant as high risk

• The reasons for the high-risk status designation as set out by the federal awarding agency identified above

Providing this disclosure will not disqualify any organization from receiving a DOJ award. DOJ may determine to impose additional oversight of the award however, and will describe any such additional oversight in the award documentation.

g. Applicant Disclosure of Pending Applications

Applicants are required to disclose whether they have pending applications for federally funded grants or subgrants (including cooperative agreements) that include requests for funding to support the same project being proposed under this solicitation and will cover the identical cost items outlined in the budget narrative and worksheet in the application under this solicitation. The disclosure should include both direct applications for federal funding (e.g., applications to federal agencies) and indirect applications for such funding (e.g., applications to state agencies that will subgrants federal funds).

DOJ seeks this information to help avoid any inappropriate duplication of funding. Leveraging multiple funding sources in a complementary manner to implement comprehensive programs or projects is encouraged and is not seen as inappropriate duplication.

As part of their FY 2018 CTAS application, applicants that have pending applications as described above are to provide the following information about pending applications submitted within the last 12 months that are still pending:

• The federal or state funding agency name

• The solicitation name or project name

• The point of contact information at the applicable funding agency

The following table shows samples of the information applicants must provide if they have pending applications as described here.

Name/phone/email for point of contact at funding agency

Federal or state funding agency

Solicitation name/project name

Jane Doe, 202-000-0000, jane.doe@usdoj.gov

DOJ/COPS Office COPS Hiring Program

Drug Free Communities Mentoring Program/North County Youth Mentoring Program

HHS/Substance Abuse & Mental Health Services Administration

John Doe, 202-000-0000;

john.doe@hhs.gov

Applicants should include the table as a separate attachment, with the file name “Disclosure of Pending Applications,” to their applications. Applicants that do not have pending applications as described above are to include a statement to this effect in the separate attachment page (e.g., “[Applicant Name on SF-424] does not have pending applications submitted within the last 12 months for federally funded grants or subgrants (including cooperative agreements) that include requests for funding to support the same project being proposed under this solicitation and will cover the identical cost items outlined in the budget narrative and worksheet in the application under this solicitation.”).

h. Disclosure of Lobbying Activities

All applicants must disclose the existence or nonexistence of lobbying activities by completing and submitting Form SF-LL with the FY 2018 CTAS application. Access to funds may be withheld if this form is not submitted. Applicants that expend any funds for lobbying activities are to provide the detailed information requested on the form, Disclosure of Lobbying Activities (SF- LLL). Applicants that do not expend any funds for lobbying activities are to enter “N/A” in the text boxes for item 10 (“a. Name and Address of Lobbying Registrant” and “b. Individuals Performing Services”). Access the form at www.ojp.gov/funding/Apply/Resources/Disclosure.pdf.

i. Indirect Cost Rate Agreement (if applicable)

Funding requests for indirect costs are only allowable if the applicant has a current federally approved indirect cost rate or if the applicant is eligible and elects to charge the de minimis indirect cost rate.

Applicants with a current rate agreement at the time of application should attach a copy of the fully executed and approved Indirect Cost Negotiation Agreement to the application. As a condition of the fully executed Indirect Cost Negotiation Agreement, the applicant must apply the approved rate to the appropriate distribution base as listed in Section I: “Rate” of the Agreement. If the rate agreement is expired at the time of the application, then the applicant should be able to demonstrate that negotiations with their cognizant agency for a current rate are in progress. In cases where the rate has expired, attach a copy of the expired fully executed Indirect Cost Negotiation Agreement to the application. The indirect costs will be calculated and approved for budgetary purposes but will be place on hold until a current fully executed Indirect Cost Negotiation Agreement is submitted to the awarding agency. It is suggested that mailto:jane.doe@usdoj.gov mailto:john.doe@hhs.gov http://www.ojp.gov/funding/Apply/Resources/Disclosure.pdf the applicant use the narrative portion of the Indirect Costs category on the budget detail worksheet to show the computation of the indirect cost distribution base and the total indirect costs.

Applicants that do not have an approved indirect cost rate but wish to negotiate a rate may request one through their cognizant agency, or, if the applicant’s accounting system permits, costs may be allocated in the direct cost categories. (Applicant Indian Tribal Governments, in particular, should review Appendix VII to Part 200—States and Local Government and Indian Tribe Indirect Cost Proposals regarding submission and documentation of indirect cost proposals.)

Non-Federal entities that have never received a federally approved indirect cost rate may elect to charge a de minimis rate of 10% of modified total direct costs (MTDC), as described in 2 C.F.R. 200.414(f), which may be used indefinitely. (See paragraph D.1.b. in Appendix VII to Part 200—States and Local Government and Indian Tribe Indirect Cost Proposals for a description of entities that may not be eligible to elect to use the de minimis rate.) In order to use the de minimis indirect rate an applicant would need to attach written documentation to the application that advises DOJ of both the applicant’s eligibility (to use the de minimis rate) and its election. If the applicant elects the de minimis method, costs must be consistently charged as either indirect or direct costs, but may not be double charged or inconsistently charged as both. In addition, if this method is chosen then it must be used consistently for all federal awards until such time as the applicant entity chooses to negotiate a federally approved indirect cost rate.

j. Financial Management and System of Internal Controls Questionnaire (including applicant disclosure of high-risk status)— for any applicant requesting funding under purpose areas #2, 3, 4, 5, 6, 7, 8, or 9

In accordance with 2 CFR §200.205, federal agencies must have in place a framework for evaluating the risks posed by applicants before they receive a Federal award.