faqs for the ojjdp fy 2011 gang field initiated research and evaluation programs.pdf

FAQs for the OJJDP FY 2011 Gang Field Initiated Research and

Evaluation Programs

1. What is the deadline for submission?

The deadline for submission of applications under this solicitation is May 9, 2011.

2. Can funding from this solicitation support direct service or programmatic costs?

No. All funds under this program are to be used in support of research and evaluation expenses and cannot be used to fund program development, program implementation, or the provision of direct services.

3. Do the expected award amounts, ranging between $200,000 and $1,000,000, cover the entire project period?

Yes. Awards will be made for a project period to extend up to 4 years. Applicants are expected to create budget worksheets and budget narratives for each year of the proposed project period.

4. Who can apply under this solicitation?

Applicants are limited to states (including territories), units of local government

(including federally recognized tribal governments, as determined by the Secretary of the

Interior), nonprofit and for-profit organizations (including tribal nonprofit and for-profit organizations), and institutions of higher education (including tribal institutions of higher education). For-profit organizations must agree to forgo any profit or management fee.

All applicants must demonstrate the ability to design and conduct a rigorous research and/or evaluation initiative.

5. If my organization is a non-profit without a 501(c)(3) designation, is my organization eligible to apply?

No, OJJDP will only accept applications from non-profit organizations with a 501(c)(3) designation.

6. Can organizations file joint applications?

Yes. Joint applications from two or more eligible applicants are welcome; however, one applicant must be clearly indicated as the primary applicant and the others indicated as co-applicants.

7. Must applicants select one of the research/evaluation questions suggested in the solicitation?

No. Applicants may propose additional or alternative research/evaluation questions.

8. Must applicants obtain Institutional Review Board (IRB) approval and complete a

Privacy Certificate prior to submitting an application under this research/evaluation solicitation?

No. However, the protection of human subjects of OJP-sponsored research/evaluation is of critical importance. If an application involves human subjects of research/evaluation, the applicant must explain whether IRB approval has been or will be obtained, and must explain the applicant’s procedures for obtaining informed consent and minimizing risks.

To ensure confidentiality of program records, award recipients will be required to submit a completed Privacy Certificate post-award.

9. What is the earliest project start date applicants should anticipate under this solicitation?

OJJDP anticipates that awards will be made by September 30, 2011, therefore, it is suggested that applicants plan to start projects no earlier than October 1, 2011.

10. What is a DUNS number and how can an applicant obtain one?

The Office of Management and Budget requires that all businesses and nonprofit applicants for federal funds include a DUNS (Data Universal Numeric System) number in their application for a new award or renewal of an award. Applications without a

DUNS number are incomplete. A DUNS number is a unique nine-digit sequence recognized as the universal standard for identifying and keeping track of entities receiving federal funds. The identifier is used for tracking purposes and to validate address and point of contact information. The DUNS number will be used throughout the grant life cycle. Obtaining a DUNS number is a free, simple, one-time activity. Obtain one by calling 1B866B705B5711 or by applying online at www.dunandbradstreet.com.

Individuals are exempt from this requirement.

11. What is CCR and how does an applicant register?

OJP requires that all applicants (other than individuals) for federal financial assistance maintain current registrations in the Central Contractor Registration (CCR) database. An applicant must be registered in the CCR to successfully register in Grants.gov. The CCR database is the repository for standard information about federal financial assistance applicants, recipients, and sub-recipients. Organizations that have previously submitted applications via Grants.gov are already registered with CCR. However, applicants must update or renew their CCR registration annually to maintain an active status. Information about CCR registration procedures can be accessed at www.ccr.gov.

12. Is there a budget format or sample that is available?

Applicants must provide a budget that is allowable and reasonable. Applicants must submit a budget detail worksheet and budget narrative. A budget detailed worksheet form is available on OJP=s web site at www.ojp.usdoj.gov/funding/forms/budget_detail.pdf. When using this form, applicants must also include a budget narrative, in MS Word or PDF format, as a separate attachment.

13. Can applicants submit a paper version via U.S. mail instead of an electronic application through the Grants.gov system?

No. All applications must be submitted electronically. Paper submissions will not be accepted.

14. How does the review and awarding process work? How will applicants be able to track the status of an application?

Generally, competitive applications go through a comprehensive review process. The review and award process may take several months. Peer reviewers will review the applications submitted under this solicitation that meet basic minimum requirements.

OJJDP may use either internal peer reviewers, external peer reviewers, or a combination to review the applications under this solicitation. An external peer reviewer is an expert in the field of the subject matter of a given solicitation who is not a current U.S.

Department of Justice employee. An internal reviewer is a current U.S. Department of

Justice employee who is well versed or has expertise in the subject matter of this solicitation. A peer review panel will evaluate, score, and rate all eligible applications.

Peer reviewers= ratings and any resulting recommendations are advisory only. In addition to peer review ratings, considerations for award recommendations and decisions may include, but are not limited to, underserved populations, geographic diversity, strategic priorities, past performance, and available funding.

The Office of the Chief Financial Officer, in consultation with OJJDP, conducts a financial review of applications for potential discretionary awards to evaluate the fiscal integrity and financial capability of applicants; examines proposed costs to determine if the budget detail worksheet and budget narrative accurately explain project costs; and determines whether costs are reasonable, necessary, and allowable under applicable federal cost principles and agency regulations. During that time, you may be asked additional questions about your application for clarification purposes.

Absent explicit statutory authorization or written delegation of authority to the contrary, all final award decisions will be made by the Assistant Attorney General (AAG), who also may give consideration to factors including, but not limited to, underserved populations, geographic diversity, strategic priorities, past performance, and available funding when making awards.

To prevent compromising the integrity of the competitive review process, OJJDP will not be able to discuss details regarding the status of applications until all awards have been made to grant recipients. It is anticipated that awards will be made no later than

September 30, 2011.

15. How will applicants be notified if they are selected to receive an award?

Both the point of contact and the authorizing official listed on the grant application will receive an e-mail award notification. The e-mail notification will provide further information on procedures for receiving funds.

16. Will applicants be notified if their agency does not receive an award?

Yes. Each applying agency will receive an email from OJJDP some time by

October/November 2011, after all awards have been made to grant recipients.

17. What is the CFDA Number?

The CFDA Number is 16.544.

18. If an applicant experiences technical difficulties submitting an application to

Grants.gov, is there an alternate way to submit the application?

Applicants who experience unforeseen Grants.gov technical issues that prevent them from submitting their applications by the deadline must contact the Justice Information

Center within 24 hours after the deadline and request approval to submit their applications. At that time, the applicant must e-mail a description of their technical difficulties, a timeline of submission efforts, their complete grant application, their

DUNS number, and Grants.gov Help Desk tracking numbers they have received. After

OJJDP reviews the information and contacts the Grants.gov Help Desk to validate the technical issues reported, OJJDP will contact the applicant to inform them whether their request has been approved or denied. If OJJDP cannot validate the technical issues reported, the Office will reject the application as untimely.

To ensure a fair competition for limited discretionary funds, the following conditions are not valid reasons to permit late submissions: (1) failure to begin the registration process in sufficient time, (2) failure to follow Grants.gov instructions on how to register and apply as posted on its Web site, (3) failure to follow all of the instructions in the OJP solicitation, and (4) technical issues experienced with the applicant’s computer or information technology environment.

19. If an organization does not expend any funds for lobbying activities, do applicants need to submit the Lobbying Activities form in Grants.gov?

The Lobbying Activities form is a mandatory form in Grants.gov. If an organization does not expend funding on lobbying activities, please insert N/A in the mandatory fields (yellow highlighted fields) of box 10a (Name and Address of Lobbying

Registrant) and box 10b (Individual Performing Service).

20. What information is included in the page limit?

The program narrative should be double-spaced with 1-inch margins, not exceeding 30 pages of 8½ by 11 inches, and use a standard 12-point font, preferably Times New

Roman. Pages should be numbered “1 of 30,” etc. The project abstract, tables, charts, pictures, etc., including all captions, legends, keys, subtext, etc., may be single-spaced, and will count in the 30-page limit. Material required under the “Budget and Budget

Narrative” and “Other Attachments” sections will not count toward the program narrative page count. If the program narrative fails to comply with these length-related restrictions, noncompliance may be considered in peer review and in final award decisions.

Applicants may provide bibliographical references as a separate attachment which will not count towards the 30 page program narrative limit.

The program narrative should address the following selection criteria: (1) statement of the problem, (2) performance measures requirements, (3) project design and implementation, and (4) capabilities/competencies.