ctas fy-2016-solicitation-012216-final-508.pdf

U.S. Department of Justice OMB No. 1121-0329 Approval Expires 07/31/2016

The U.S. 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 develop a comprehensive and coordinated approach to public safety and victimization issues and to apply for funding. The DOJ’s existing Tribal Government-specific programs are included in and available through this single Coordinated Tribal Assistance Solicitation.

U.S. Department of Justice Coordinated Tribal Assistance Solicitation

Fiscal Year 2016 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 Tribal Governments, 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 iii for a list of additional eligibility criteria and exceptions by purpose area.)

The DOJ may elect to make awards for applications submitted under this solicitation for FY 2017 depending on the merit of the applications and the availability of appropriations. Individual Purpose Areas may consider FY 2016 applications for FY 2017 and not solicit for new applicants in the FY 2017

CTAS.

Eligibility exceptions

Purpose Area #1 (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 February 23, 2016 (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.

Purpose Area #5 (OVW Violence Against Women 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, OVW http://www.justice.gov/ ii

Violence Against Women 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 OVW Tribal Governments Program funding in FY 2014 or FY 2015 are not eligible to apply for continuation funding with regard to the FY 2014 or FY 2015 awards or new funding. Applicants with OVW Tribal Governments Program awards from FY 2013 or earlier generally are eligible to apply for Purpose Area #5 funding in FY 2016; however, eligibility may be limited as follows based on the amount of funding remaining in the applicant’s FY 2013 or earlier award:

• If the applicant has 70% or more of funds remaining in the award as of February 23, 2016, it is not eligible for FY 2016 funding in this program.

• If the applicant has 50–69% of funds remaining in the award as of February 23, 2016, 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 February 23, 2016, it is eligible for an award up to the full amount.

Applicants with open awards from multiple years (including FY 2014 and 2015) may apply for continuation of awards from 2013 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 2014 or 2015, it generally may not apply through a designee in 2016.

Purpose Areas #6 (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 Partnerships for Indian Communities (CJA) 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 2015 CJA Program awardees are not eligible to apply for CTAS FY 2016 Purpose Area #6, CJA program.

iii

Purpose Area #7 (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 2015 CTVA Program awardees are not eligible to apply for CTAS FY 2016 Purpose Area #7, CTVA program.

Deadline All applications must be submitted through the 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 February 23, 2016. 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 2, 2016, in order to resolve difficulties well in advance of the application deadline. See Section H “How to Apply” for further details.

Note: This solicitation will be available in GMS from November 19, 2015 through February 23, 2016.

Application submission

The deadline for submitting applications in response to this grant announcement is 9:00 p.m. ET on Tuesday, February 23, 2016. Applications submitted after 9:00 p.m. ET on February 23, 2016, 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 submitted before the deadline.

Refer to “How to Apply” on page 51 for more information on how to register with GMS.

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

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 Friday, January 22, 2016, to request instructions on how to submit an application by alternative means.

IMPORTANT WARNING! Each tribe or tribal consortium will be allowed only one application submission. An application can be revised in GMS until the application deadline, 9:00 p.m. ET, Tuesday, February 23, 2016. 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 this 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

Contact the GMS Support Hotline at 888-549-9901, option 3, or via e-mail 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=2015).

Solicitation requirements programmatic and general assistance

Contact the Response Center at 800-421-6770 or via e-mail 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=2015).

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

Solicitation documents

Visit the Tribal Justice and Safety website for all supporting documents pertaining to the Coordinated Tribal Assistance Solicitation (www.justice.gov/tribal/).

Release date

November 19, 2015 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 http://www.justice.gov/tribal/

Contents U.S. Department of Justice Coordinated Tribal Assistance Solicitation ......................................................... i

Eligibility ......................................................................................................................................................... i

Eligibility exceptions................................................................................................................................... i

Purpose Area #1 (COPS Office Public Safety and Community Policing) ................................................ i

Purpose Area #5 (OVW Violence Against Women Tribal Governments Program) ................................ i

Purpose Areas #6 (OVC Children’s Justice Act Partnerships for Indian Communities program) .......... ii

Purpose Area #7 (OVC Comprehensive Tribal Victim Assistance program) ........................................ iii

Deadline ....................................................................................................................................................... iii

Registration .............................................................................................................................................. iii

Application submission ............................................................................................................................ iii

Contact Information ..................................................................................................................................... iv

Technical assistance for submitting an application ................................................................................. iv

Solicitation requirements programmatic and general assistance ........................................................... iv

Solicitation documents ............................................................................................................................ iv

Release date ............................................................................................................................................. iv

Coordinated Tribal Assistance Solicitation

A. CTAS Description

Overview

Table of statutory authorities listed by purpose area

B. Frequently Asked Questions (FAQs)

C. Purpose Areas—Snapshot

D. What an Application Should Include

E. Using Templates and Formatting Your Application

Templates

Formatting

F. Purpose Areas—Specific Information

I. Listing of purpose areas:

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

III. Additional budget information/funding restrictions

Cost sharing or match requirement

Pre-agreement cost approvals

Costs associated with language assistance (if applicable)

IV. Performance measures

G. Application Review and Evaluation Process

H. How to Apply

DOJ policy on late submissions

Experiencing unforeseen GMS technical issues

Extraordinary natural or manmade disasters

I. Federal Award Administration Information

Federal award notices

Compliance with administrative, national policy, and other requirements

General information about post-federal award reporting requirements

J. Federal awarding agency contact(s)

K. Application Checklist

Eligibility

Registration

Application submission deadline

The application contains

Format for timeline

Coordinated Tribal Assistance Solicitation A. CTAS Description Overview

In 2009, based on a series of meetings across the country addressing violent crime in tribal communities, the DOJ made the decision to decrease the number of applications tribes and tribal consortia were required to submit to receive grant funds. In 2010, the DOJ launched its first ever Coordinated Tribal Assistance Solicitation (CTAS), which combined the DOJ’s existing Tribal Government-specific competitive solicitations into one and thus required 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 five years, through numerous meetings, tribal written comments, face-to-face tribal consultations, focus groups, and listening sessions—the latest occurring at the DOJ and OVW’s Tribal Consultation on November 4, 2015 in Shelton, Washington—the DOJ has continued to further refine CTAS. In addition, the DOJ has circulated an assessment tool to tribes each year to gather feedback about their experiences applying for CTAS.

The DOJ has incorporated feedback from the tribal meetings and consultations and the assessment tool and made the following changes to this FY 2016 CTAS:

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

• The strategic planning program has been updated for clarity and to include all five participating DOJ offices and provides that Purpose Area #2 grantees who submit an approved strategic plan will receive funding to implement the strategic plan in whole or part in future fiscal years upon submission of an application, contingent upon the availability of funds.

• Purpose Area #3 was updated to address the needs of young adults (ages 18–25) who are involved with or at risk of involvement with the justice system.

• The OVW Tribal Sexual Assault Services program will continue to be administered separately from

CTAS.1

1 Previously, OVW consulted with tribes on the best way to manage Tribal Sexual Assault Services Program funding and has decided to issue a separate solicitation for this program. This will allow tribes, tribal organizations, and tribal nonprofit organizations to apply directly for funding. For more information, see the solicitation when it is posted at www.justice.gov/ovw. If you are interested in applying through CTAS for sexual assault services for adults or adolescents, we encourage you to consider applying for Purpose Area (PA) #5, the OVW Violence Against Women Tribal Governments Program or PA #7, the OVC Comprehensive Tribal Victim Assistance Program. If you are interested in applying for sexual assault services for children, we encourage you to consider applying for PA #6, the OVC Children’s Justice Act Partnerships for Indian Communities or PA #7, the OVC Comprehensive Tribal Victim Assistance program.

http://www.justice.gov/ovw

• Applicable purpose areas have been updated to allow activities related to tribal jurisdiction over non-Indian perpetrators of domestic violence on tribal lands as authorized through the Violence Against Women Reauthorization Act of 2013.

• The Office of Juvenile Justice and Delinquency Prevention (OJJDP) has removed the eligibility restriction for Purpose Area #9 (Tribal Youth Programs) to allow all federally recognized tribes to apply and has changed the maximum award amount from $500,000 to $350,000.

• OJJDP has extended the award period for both Purpose Area #8 (Juvenile Healing to Wellness Courts) and Purpose Area #9 (Tribal Youth Program) to four years. Applicants are expected to submit a budget for this award period.

• The length of the award period for Purpose Area #2 has changed from 18 months to 24 months.

In FY 2015, 234 tribes (individually or as part of consortia) submitted applications, resulting in the DOJ funding 118 tribes with 210 grant awards. The awards covered nine purpose areas, totaling over $98 million.

As in the previous six fiscal years, this FY 2016 solicitation refers to the 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 6, which identifies the DOJ program office that manages each purpose area). The DOJ anticipates that grants 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 2016, 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 web sites 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 below. 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

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

Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C. 3796dd et seq., as amended;

Violent Crime Control and Law Enforcement Act of 1994, Title I, Public Law 103-322

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

Consolidated and Further Continuing Appropriations Act, 2015, Division B, Title II, Public Law 113-235, 128 Stat 2130, 2193 pursuant to Continuing Appropriations Act, 2016, Public Law 114-53

3. Justice systems and alcohol and substance abuse (BJA Tribal Courts Assistance program and Indian Alcohol and Substance Abuse Prevention program)

Consolidated and Further Continuing Appropriations Act, 2015, Division B, Title II, Public Law 113-235, 128 Stat 2130, 2193 pursuant to Continuing Appropriations Act, 2016, Public Law 114-53

4. Corrections and correctional alternatives (BJA Tribal Justice Systems Infrastructure program)

Consolidated and Further Continuing Appropriations Act, 2015, Division B, Title II, Public Law 113-235, 128 Stat 2130, 2193 pursuant to Continuing Appropriations Act, 2016, Public Law 114-53

5. Violence Against Women Tribal Governments program (OVW)

Omnibus Crime Control and Safe Streets Act of 1968, Title I, Part T, Section 2015, Public Law 90- 351, as amended, 42 U.S.C. 3796gg-10

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

42 U.S.C. § 10601(g)

7. Comprehensive Tribal Victim Assistance program (OVC)

42 U.S.C. § 10603(c)(1)(B)

8. Juvenile Healing to Wellness Courts (OJJDP) 42 USC 3797u, et seq.; Consolidated and Further Continuing Appropriations Act, 2015, Division B, Title II, Public Law 113-235, 128 Stat 2130, 2192 pursuant to Continuing Appropriations Act, 2016, Public Law 114-53

9. Tribal Youth Program (OJJDP) Consolidated and Further Continuing Appropriations Act, 2015, Division B, Title II, Public Law 113-235, 128 Stat 2130, 2195 pursuant to Continuing Appropriations Act, 2016, Public Law 114-53

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/, and 800-869-4499.

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

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

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. Below is a snapshot of the purpose areas. See detailed information for each purpose area in part F, “Purpose Areas—Specific Information,” on page 18.

1. Public safety and community policing (COPS Office)

2. Comprehensive Tribal Justice Systems Strategic Planning (BJA)

3. Justice systems and alcohol and substance abuse (BJA)

4. Corrections and correctional alternatives (BJA)

5. Violence Against Women Tribal Governments program (OVW)

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

7. Comprehensive Tribal Victim Assistance program (OVC)

8. Juvenile 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 the 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.

It is the applicant’s responsibility to ensure that the application is complete and submitted by the deadline. In order to be considered for funding, applicants must submit the application by the deadline and meet the eligibility criteria.

**Items listed below noted by ** (double asterisks) MUST be included in the application submission in order to meet the basic minimum requirements (BMR) to advance to peer review and consideration for funding. Applications that do not include the attachments noted by ** at the time of application will not be peer reviewed and will not be eligible to receive funding.

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

The DOJ strongly recommends that uploaded files be clearly named so as to indicate the applicant tribe(s) 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).

The application should include the following:

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

The Tribal Community and Justice Profile consists of two parts:

• Executive summary

• Tribal Narrative Profile

a. Executive summary (5%)

In 1–2 pages, the Executive Summary should identify the problem(s) the tribe seeks to address, the strategy to address the problem(s), and the purposes area(s) being requested to address the problem(s). Find the executive summary template at https://grants.ojp.usdoj.gov/CTAS/docs/Executive Summary.docx.

https://grants.ojp.usdoj.gov/CTAS/docs/Executive%20Summary.docx

b. Tribal Narrative Profile (25%)

The Tribal Narrative 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 Narrative 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 Narrative Profile template at https://grants.ojp.usdoj.gov/CTAS/docs/Tribal Narrative Profile Template.docx.

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

• The presence of a completed executive summary template

Applicants should use the provided templates located in GMS to build their Tribal and Community Justice Profile.

II. 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:

a. Problem identification and problem solving strategy

b. Project or program design and implementation

c. Capabilities and competencies

d. 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.

The file should be saved with a title that reflects what each file contains as well as the applicant tribes(s). For example, a file may be saved as “[Tribe].Purpose Area1 Narrative.doc”.

https://grants.ojp.usdoj.gov/CTAS/docs/Tribal%20Narrative%20Profile%20Template.docx https://grants.ojp.usdoj.gov/CTAS/docs/Tribal%20Narrative%20Profile%20Template.docx

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.

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

Applicants should submit a timeline or milestone chart encompassing the entire federal project period 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 www.justice.gov/tribal/. Applicants can submit either a separate timeline for each purpose area or one comprehensive timeline that covers all purpose areas included in the application.

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

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

IV. Budget Detail Worksheet, Budget Narrative, and Demographic Form** (15% of application score)

The 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. A sample of the workbook, with instructions, a blank Budget Detail Worksheet, a blank Budget Narrative, and a sample completed budget worksheet can be found at www.justice.gov/tribal/. The fillable versions of these documents can be downloaded from the GMS system.

Only one workbook is required to be completed per application. The Demographic Form collects important demographic information that pertains to all purpose areas. 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 eligible 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 18) as well as “Type, amount, and length of awards” (page 41) for estimated award amounts for specific purpose areas.

Note regarding “Subawards (Subgrants)/Procurement Contracts” category (new for FY 16 CTAS): The DOJ has designated this budget category, starting with the FY 16 CTAS, to enable applicants to identify proposed costs for subawards (see “Subaward” definition at 2 C.F.R. § 200.92) and distinguish those costs from costs for procurement contracts (see “Contract” definition at 2 C.F.R. § 200.22) that the applicant proposes to fund with federal award funds.

Starting with a future year’s CTAS, there likely will be a completely separate budget category for identifying costs for subawards. For FY 16 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.

Budget Detail Workbook:

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

Demographic Form:

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 should complete the form in its entirety. If the applicant is unable to answer all or part of the form, they 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: For each purpose area, the budget should include the estimated cost for travel and accommodations for two staff to attend two three-day meetings, one in Washington, D.C., and one in the applicant’s region, with the exception of Purpose Area #1, which should budget for one meeting in Washington, D.C.

Note: The Budget Detail Worksheet for Purpose Area #1, which is administered by the COPS Office, was redesigned for FY 2016.

Personnel: Sworn Officer Positions

The Purpose Area #1 budget worksheet will assist your law enforcement agency in reporting your agency’s current entry-level salary and benefits and identifying the total salary and benefits request per officer position for the length of the grant term. List the current entry-level base salary and fringe benefits rounded to the nearest whole dollar for one full-time sworn officer position within your agency. Do not include employee contributions.

Special note regarding sworn officer fringe benefits: For agencies that do not include fringe benefits as part of the base salary costs and typically calculate these separately, the allowable expenditures may be included under section B: Fringe Benefits. Any fringe benefits that are already included as part of the agency’s base salary (section A: Personnel) should not also be included in the separate fringe listing (section B).

For more information about allowable and unallowable fringe benefits for sworn officer positions requested, refer to www.justice.gov/tribal/.

Budget Narrative:

The Budget Narrative should thoroughly and clearly describe every category of expense listed in the Budget Detail Worksheet. The 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), which is currently set at $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 you are applying as a consortium, aggregate the data for all the tribes represented in your 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.

http://ojp.gov/financialguide/DOJ/index.htm

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 implementation plan

• The extent to which the Demographic Form is complete or an explanation is provided for missing information2

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 Demographics Form at https://grants.ojp.usdoj.gov/CTAS/.

V. Tribal Authority to Apply for Grants under CTAS

For FY 2016 CTAS, applicants will be asked to submit documentation reflective of their legal authority to apply for grants 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, February 23, 2016.

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, February 23, 2016.

If the applicant is a tribal designee, it is are only eligible to apply under Purpose Area #5 OVW Violence Against Women 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 should (1) authorize the applicant to submit an application on behalf of the federally recognized Indian

2 The COPS Office scores the information provided in section II, UCR Crime Data and Staffing Needs, separately as part of the overall demographic form score. All other offices will score the form according to how complete the form is and, if it is not complete the existence of an explanation that the information is not available.

https://grants.ojp.usdoj.gov/CTAS/ 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, contain authorized signature(s), and be submitted by the application’s February 23, 2016, 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 2016 CTAS, provided that this independent application is submitted for funding for activities that are distinct from those activities for which the tribal consortium has applied.

See Frequently Asked Questions at www.justice.gov/tribal/ctas2014/general-faq.pdf for tribal legal documentation requirements relating to political subunits making requests to submit applications separately from federally recognized Indian Tribal Governments.

VI. Applicant Disclosure of High Risk Status

Applicants are required to disclose whether they are currently designated high risk by another federal grant-making agency. This includes any status requiring additional oversight by the federal agency due to past programmatic or financial concerns. If an applicant is designated high risk by another federal grant-making agency, that applicant must e-mail the following information to OJPComplianceReporting@usdoj.gov at the time of application submission:

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

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

• The designating federal agency’s high risk point of contact name, phone number, and e-mail address

• A description of the federal agency’s reasons for the high risk status designation

The DOJ seeks this information to ensure appropriate federal oversight of any grant award. Providing this high-risk information does not disqualify any organization from receiving a DOJ award. However, additional grant oversight may be instituted, if necessary, in the award documentation.

VII. 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 subaward federal funds).

http://www.justice.gov/tribal/ctas2014/general-faq.pdf

The 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 2016 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/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 above.

Federal or State Funding Agency Solicitation Name/Project Name Name/Phone/E-mail for Point of Contact at Funding Agency

DOJ/COPS Office COPS Hiring Program Jane Doe, 202-000-0000, jane.doe@usdoj.gov

HHS/Substance Abuse & Mental Health Services Administration

Drug Free Communities Mentoring Program/North County Youth Mentoring Program

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.”).

VIII. 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 2016 CTAS application. Access to funds may be withheld if this form is not submitted. Applicants who expend any funds for lobbying activities are to provide the detailed information requested on the form, Disclosure of Lobbying Activities (SF- LLL). Applicants who 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.

mailto:jane.doe@usdoj.gov mailto:john.doe@hhs.gov http://www.ojp.gov/funding/Apply/Resources/Disclosure.pdf

IX. Indirect Cost Rate Agreement (if applicable)

Indirect costs are generally allowed only if the applicant has a current federally approved indirect cost rate. Attach a copy of the federally approved indirect cost rate agreement to the application. Applicants that do not have an approved rate may request one through their cognizant federal agency, which will review all documentation and approve a rate for the applicant organization, or, if the applicant’s accounting system permits, costs may be allocated in the direct cost categories. For the definition of cognizant federal agency, see the Glossary of Terms in the OJP Financial Guide at ojp.gov/financialguide/DOJ/index.htm. For assistance with identifying your cognizant federal agency, please contact the Customer Service Center at 800- 458-0786 or at ask.ocfo@usdoj.gov. If the DOJ is the cognizant federal agency, applicants may obtain information needed to submit an indirect cost rate proposal at www.ojp.gov/funding/Apply/Resources/IndirectCosts.pdf.

Nonfederal 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) which may be used indefinitely. This includes state and local governments that have never negotiated an indirect cost rate with the Federal government and receive less than $35 million in direct Federal funding per year. Tribes that have never negotiated an indirect cost rate with the Federal government may also use the 10% de minimis rate.

X. Financial Management and System of Internal Controls Questionnaire (for any applicant requesting funding under Purpose Areas 2,3,4,5,6,7,8, or 9)

In accordance with Department of Justice regulation and as set forth at 2 C.F.R .200.205, federal agencies must have in place a framework for evaluating the risks posed by applicants before they receive a Federal award. To facilitate part of this risk evaluation, any applicant requesting funding under purpose areas 2, 3, 4, 5, 6, 7, 8, or 9 must visit ojp.gov/funding/Apply/Resources/FinancialCapability.pdf and download, complete, and submit the form.

XI. Other attachments

Other attachments, as necessary, may include:

a. Letters of support (optional)

b. Resumes of key personnel

c. Job descriptions for requested positions

d. Memoranda of Understanding with any proposed partners

e. Letter of Nonsupplanting (for Purpose Area #5 applicants)

f. Confidentiality Notice form (For Purpose Area #5 applicants)

g. Documentation of collaboration (for Purpose Area #5 applicants) http://ojp.gov/financialguide/DOJ/index.htm mailto:ask.ocfo@usdoj.gov http://www.ojp.gov/funding/Apply/Resources/IndirectCosts.pdf http://ojp.gov/funding/Apply/Resources/FinancialCapability.pdf

E. Using Templates and Formatting Your Application Templates

The templates are provided to assist applicants in preparing their applications. Although not required, the use of the templates is highly recommended as they help the applicant address the topics relevant to each purpose area. If the applicant chooses to work outside the provided templates, the applicant should address all the topics and questions from each purpose area template for which it is requesting funds. The applicant should provide the topic or question number along with the proposed answer in its application so that the application can be effectively reviewed.

Formatting

Applicants should double space and use a 12-point font size regardless of whether they use the templates provided or work outside the templates.

F.…