ojjdp 2013 non-participating state.pdf

U.S. Department of Justice OMB No. 1121-0329

Office of Justice Programs

Office of Juvenile Justice and Delinquency Prevention

The U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), Office of Juvenile Justice and Delinquency Prevention (OJJDP) is seeking applications for Fiscal Year (FY) 2013 Nonparticipating State Program: Wyoming. This program furthers DOJ’s mission by assisting Wyoming in developing a range of secure and nonsecure alternatives for juveniles in custody and in revising policies and implementing procedures to address compliance with the core requirements of the Juvenile Justice and Delinquency Prevention Act.

OJJDP FY 2013 Nonparticipating State Program: Wyoming

Eligibility

Applicants are limited to public and private nonprofit agencies (including tribal organizations) operating in Wyoming. (See Eligibility, page 3.)

Eligible applicants who propose to provide direct services to youth must not include youth who are age 18 or older in the population they will serve.

OJJDP may elect to make awards in future fiscal years for applications submitted under this solicitation, dependent on the merit of the applications and the availability of appropriations.

Deadline

Applicants must register with Grants.gov prior to submitting an application. (See How to Apply, page 20.) All applications are due by 11:59 p.m. eastern time on March 12, 2013. (See Deadlines: Registration and Application, page 3.)

Contact Information

For technical assistance with submitting an application, contact the Grants.gov Customer Support Hotline at 800-518-4726, 606-545-5035, or via e-mail to support@grants.gov. Hotline hours of operation are 24 hours a day, 7 days a week, except federal holidays.

For assistance with any other requirements of this solicitation, contact the Justice Information Center (JIC) at 1–877–927–5657, via e-mail to JIC@telesishq.com, or by live Web chat. JIC hours of operation are 8:30 a.m. to 5:00 p.m. eastern time, Monday through Friday, and 8:30 a.m. to 8:00 p.m. eastern time on the solicitation close date.

Grants.gov number assigned to this announcement: OJJDP-2013-3471

Release date: January 10, 2013 http://www.usdoj.gov/ http://www.ojp.usdoj.gov/ http://www.ojjdp.gov/ http://www.ojjdp.gov/ http://www.grants.gov/applicants/apply_for_grants.jsp mailto:support@grants.gov mailto:JIC@telesishq.com http://www.justiceinformationcenter.us/

OMB No. 1121-0329 OJJDP FY 2013 Nonparticipating State Program: Wyoming Approval Expires 02/28/2013 OJJDP-2013-3471

Contents Overview

Deadlines: Registration and Application

Eligibility

Program-Specific Information

Performance Measures

Project Evaluations

Notice of Post-Award FFATA Reporting Requirement

What an Application Is Expected To Include

1. Information to Complete the Application for Federal Assistance (SF-424)

2. Abstract

3. Program Narrative

4. Budget Detail Worksheet and Budget Narrative

5. Indirect Cost Rate Agreement (if applicable)

6. Tribal Authorizing Resolution (if applicable)

7. Additional Attachments

8. Other Standard Forms

Selection Criteria

Review Process

Additional Requirements

How to Apply

Provide Feedback to OJP on This Solicitation

Application Checklist

OMB No. 1121-0329 OJJDP FY 2013 Nonparticipating State Program: Wyoming Approval Expires 02/28/2013 OJJDP-2013-3471

OJJDP FY 2013 Nonparticipating State Program: Wyoming

(CFDA #16.540)

Overview

Wyoming has chosen not to participate in the Formula Grants program under Title II, Part B of the Juvenile Justice and Delinquency Prevention Act of 1974, as amended (JJDP Act). As such, the state is ineligible to receive the FY 2013 Title II Formula Grants program allocation authorized under Sections 221-3 of the JJDP Act (42 U.S.C. Sections 5631-3). Accordingly, OJJDP will competitively award the state’s allocation through the Nonparticipating State Program: Wyoming, pursuant to 42 U.S.C. Sec. 5633(d).

Deadlines: Registration and Application

Applicants must register with Grants.gov to submit an application. OJP encourages applicants to register several weeks before the application submission deadline. In addition, OJP urges applicants to submit applications at least 72 hours prior to the due date of the application to allow time to receive the validation message and to correct any problems that may have caused a rejection notification. The deadline to apply for funding under this announcement is 11:59 p.m.

eastern time on March 12, 2013. See How to Apply, page 20, for details.

Eligibility

Applicants are limited to public and private nonprofit agencies (including tribal organizations) operating in Wyoming.

OJJDP welcomes joint applications from two or more eligible applicants; however, one applicant must be designated as the primary applicant for correspondence, award, and management purposes and the others as co-applicants.

Program-Specific Information

OJJDP expects Wyoming will not participate in the JJDP Act’s Formula Grants program, as the state has not participated for a number of years. OJJDP expects that Wyoming will not submit a program plan for the FY 2013 Formula Grants program.

Pursuant to Section 223(d) of the JJDP Act, if a state fails to submit a plan or submits a plan that does not meet the requirements of the JJDP Act, the OJJDP Administrator shall endeavor to make the Formula Grants program fund allocation available to public or private nonprofit agencies within the state. The recipient agency must use the funds to carry out activities that support compliance with the core requirements. These statutory requirements are as follows:

Section 223(a)(11) provides that “juveniles who are charged with or who have committed an offense that would not be criminal if committed by an adult, excluding juveniles who are charged with or have committed a violation of section 922(x)(2) of Title 18, United States Code, or of a similar State law; juveniles who are charged with or who have committed a violation of a valid

OMB No. 1121-0329 OJJDP FY 2013 Nonparticipating State Program: Wyoming Approval Expires 02/28/2013 OJJDP-2013-3471 court order; and juveniles who are held in accordance with the Interstate Compact on Juveniles as enacted by the State; shall not be placed in secure detention facilities or secure correctional facilities; and juveniles who are not charged with any offense; and who are aliens; or alleged to be dependent, neglected, or abused; shall not be placed in secure detention facilities or secure or correctional facilities[.]”

Section 223(a)(12)(A) provides that “juveniles alleged to be or found to be delinquent or juveniles within the purview of paragraph (11) will not be detained or confined in any institution in which they have contact with adult inmates[.]”

Section 223(a)(13) provides that “no juvenile shall be detained or confined in any jail or lockup for adults except juveniles who are accused of nonstatus offenses who are detained in such jail or lockup for a period not to exceed 6 hours for processing or release; while awaiting transfer to a juvenile facility; or in which period such juveniles made a court appearance; and only if such juveniles do not have contact with adult inmates and only if there is in effect in the State a policy that requires individuals who work with both such juveniles and adult inmates in collocated facilities have been trained and certified to work with juveniles; juveniles who are accused of nonstatus offenses, who are awaiting an initial court appearance that will occur within 48 hours after being taken into custody (excluding Saturdays, Sundays, and legal holidays), and who are detained in a jail or lockup in which such juveniles do not have contact with adult inmates; and there is in effect in the State a policy that requires individuals who work with both such juveniles and such adult inmates in collocated facilities have been trained and certified to work with juveniles; and that is located outside a metropolitan statistical area (as defined by the Office of Management and Budget) and has no existing acceptable alternative placement available; is located where conditions of distance to be traveled or the lack of highway, road, or transportation do not allow for court appearances within 48 hours (excluding Saturdays, Sundays, and legal holidays) so that a brief (not to exceed an additional 48 hours) delay is excusable; or is located where conditions of safety exist (such as severely adverse, life-threatening weather conditions that do not allow for reasonably safe travel), in which case the time for an appearance may be delayed until 24 hours after the time that such conditions allow for reasonable safe travel[.]”

Section 223(a)(22) provides that the states “will address juvenile delinquency prevention efforts and system improvement efforts designed to reduce, without establishing or requiring numerical standards or quotas, the disproportionate number of juvenile members of minority groups who come in contact with the juvenile justice system[.]”

Goals, Objectives, and Deliverables

The goal of this program is to fund public or private nonprofit organization(s) within the state to carry out activities that support Wyoming compliance with Sections 223(a)(11), (12), and (13) of the JJDP Act. The following activities are appropriate:

providing qualified staffing to implement the Nonparticipating State Program, including at least one full-time project manager and one full-time compliance monitor.

working with the Wyoming State Advisory Group to address state laws that allow for the secure detention of juveniles in a manner inconsistent with the core requirements of the JJDP Act.

OMB No. 1121-0329 OJJDP FY 2013 Nonparticipating State Program: Wyoming Approval Expires 02/28/2013 OJJDP-2013-3471 developing and implementing local and statewide policies regarding juveniles in secure confinement that are consistent with the JJDP Act, specifically, policies that will reduce violations of sections 223(a)(11), (12), and (13).

involving schools, law enforcement officials, prosecutors, judges, jail and corrections officials, public and private service providers, and local public interest groups in reform efforts to increase coordination and cooperation within the juvenile and criminal justice systems.

creating a flexible network of services and programs that responds to local jurisdictions’ needs and capabilities and that can be sustained with local resources. This network should be based on a strategy that focuses on jurisdictions with the greatest barriers to meeting the core requirements of the JJDP Act. These services include, but are not limited to, the following:

o appropriate secure and nonsecure juvenile facilities for the detention of juvenile offenders.

o intensive supervision in the juvenile’s home as a placement alternative and the use of home detention, including electronic monitoring, when safe and appropriate.

o emergency foster care, shelter care, group care, and independent living arrangements.

o crisis intervention services, short-term residential crisis intervention programs, and nonsecure holdovers that can be used for conflict mediation, emergency holding, and the provision of emergency attention for youth with physical or emotional problems.

providing appropriate and consistent onsite training and technical assistance to all facilities in Wyoming (e.g., police departments, sheriff’s departments, adult jails, court holding facilities, juvenile detention facilities, juvenile training schools, and adult prisons) with the capability of holding juveniles, pursuant to public authority.

implementing uniform and consistent data collection efforts at all facilities in Wyoming that hold juveniles securely, pursuant to public authority.

The JJDP Act also requires states to address juvenile delinquency prevention and system improvement efforts to reduce, without establishing or requiring numerical standards or quotas, the disproportionate number of juvenile members of minority groups who come into contact with the juvenile justice system. OJJDP requires that when a state determines that disproportionate minority contact (DMC) exists, the state, in its Formula Grants Comprehensive 3-Year Plan and plan updates, must describe specific delinquency prevention and system-improvement efforts to reduce DMC within its juvenile justice system; this includes law enforcement, courts, and corrections. In lieu of a 3-year plan, the applicant should describe the extent of DMC, if it exists, and describe activities the applicant will undertake during the project period to reduce DMC.

Recognizing the complexity of this issue, OJJDP has developed a five-phase approach to DMC reduction.

1. Identification: identify the extent to which DMC exists.

OMB No. 1121-0329 OJJDP FY 2013 Nonparticipating State Program: Wyoming Approval Expires 02/28/2013 OJJDP-2013-3471

2. Assessment: examine and determine the factors that contribute to DMC, if it exists.

3. Intervention: develop and implement delinquency prevention and systems improvement strategies to reduce DMC.

4. Evaluation: evaluate the efficacy of intervention strategies.

5. Monitoring: track any changes in DMC trends over time.

The applicant can review the DMC Technical Assistance Manual, 4th edition to find more detailed information regarding this five-phase DMC reduction cycle. This publication is available on the OJJDP Web site at www.ncjrs.gov/html/ojjdp/dmc_ta_manual/index.html.

Evidence-based Programs or Practices

OJP strongly emphasizes the use of data and evidence in policy making and program development in criminal justice. OJP is committed to:

improving the quantity and quality of evidence OJP generates;

integrating evidence into program, practice, and policy decisions within OJP and the field;

and improving the translation of evidence into practice.

OJP considers programs and practices to be evidence-based when their effectiveness has been demonstrated by causal evidence, generally obtained through one or more outcome evaluations. Causal evidence documents a relationship between an activity or intervention (including technology) and its intended outcome, including measuring the direction and size of a change, and the extent to which a change may be attributed to the activity or intervention.

Causal evidence depends on the use of scientific methods to rule out, to the extent possible, alternative explanations for the documented change. The strength of causal evidence, based on the factors described above, will influence the degree to which OJP considers a program or practice to be evidence-based. OJP’s CrimeSolutions.gov and OJJDP’s Model Program Guide Web sites are two resources that applicants may use to find information about evidence-based programs in criminal justice, juvenile justice, and crime victim services.

Amount and Length of Awards

OJJDP expects to make one cooperative agreement of as much as $570,000[1] for a project period of 2 years. The award recipient must use at least $513,000—either directly or through subgrants to or contracts with local public or private nonprofit agencies—to provide services to reduce violations of the JJDP Act. The award recipient may retain as much as $57,000 (or 10

[1] This amount is derived from OJJDP’s FY 2011 Title II B state allocation levels. OJJDP will award 5 percent of the state’s allocation to the Department of Family Services to support the activities of the Wyoming State Advisory Group on Juvenile Justice (SAG). In FY 2011, the total state allocation was $600,000, and OJJDP awarded $30,000 for Wyoming SAG activities. In FY 2012, due to a reduced appropriation, the total state allocation was $400,000;

$20,000 went to the SAG, and the Non-participating State Award was $380,000.

http://www.ncjrs.gov/html/ojjdp/dmc_ta_manual/index.html http://www.crimesolutions.gov/ http://www.ojjdp.gov/mpg/

OMB No. 1121-0329 OJJDP FY 2013 Nonparticipating State Program: Wyoming Approval Expires 02/28/2013 OJJDP-2013-3471 percent) to manage the subgrants and/or contracts and coordinate and provide technical assistance and training to the subgrantees and/or contractors. OJJDP will require the award recipient to contract with federally recognized Indian tribes for approximately $21,2862, the same amount that OJJDP would have required the state to disburse to the tribes through the Native American Pass Through.

All awards are subject to the availability of appropriated funds and to any modifications or additional requirements that may be imposed by law. OJJDP expects to make any awards under this solicitation by no later than September 30, 2013.

In furtherance of the goals and objectives described above, OJJDP's role will include the following tasks:

reviewing and approving major work plans, including changes to such plans, and key decisions pertaining to project operations.

reviewing and approving major project-generated documents and materials used in the provision of project services.

providing guidance in significant project planning meetings and participating in project sponsored training events or conferences.

Budget Information

Limitation on Use of Award Funds for Employee Compensation, Waiver. With respect to any award of more than $250,000 made under this solicitation, recipients may not use federal funds to pay total cash compensation (salary plus cash bonuses) to any employee of the award recipient at a rate that exceeds 110 percent of the maximum annual salary payable to a member of the Federal Government’s Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year. The 2012 salary table for SES employees is available at www.opm.gov/oca/12tables/indexSES.asp. Note: A recipient may compensate an employee at a greater rate, provided the amount in excess of this compensation limitation is paid with non-federal funds. (Any such additional compensation will not be considered matching funds where match requirements apply.)

The Assistant Attorney General for OJP may exercise discretion to waive, on an individual basis, the limitation on compensation rates allowable under an award. Applicants requesting a waiver should include a detailed justification in the budget narrative of their applications.

Applicants who do not submit a waiver request and justification with their applications should anticipate that OJP will request that they adjust and resubmit their budgets.

The justification should include the particular qualifications and expertise of the individual, the uniqueness of the service the individual will provide, the individual’s specific knowledge of the program or project being undertaken with award funds, and a statement explaining that the individual’s salary is commensurate with the regular and customary rate for an individual with his/her qualifications and expertise, and for the work to be done.

The Native American Pass Through (NAPT) amount may differ, depending upon the state allocation amount. Final

NAPT amounts will be posted at www.jrsa.org/napt, when available.

http://www.opm.gov/oca/12tables/indexSES.asp http://www.jrsa.org/napt

OMB No. 1121-0329 OJJDP FY 2013 Nonparticipating State Program: Wyoming Approval Expires 02/28/2013 OJJDP-2013-3471

Minimization of Conference Costs. OJJDP encourages applicants to review the OJP guidance on conference approval, planning, and reporting that is available on the OJP Web site at www.ojp.gov/funding/confcost.htm. This guidance sets out the current OJP policy, which requires all funding recipients who propose to hold or sponsor conferences (including meetings, trainings, and other similar events) to minimize costs, requires OJP review and prior written approval of most conference costs for cooperative agreement recipients (and certain costs for grant recipients), and generally prohibits the use of OJP funding to provide food and beverages at conferences. The guidance also sets upper limits on many conference costs, including facility space, audio/visual services, logistical planning services, programmatic planning services, and food and beverages (in the rare cases where food and beverage costs are permitted).

Prior review and approval of conference costs can take time (see the guidance for specific deadlines), and applicants should take this into account when submitting proposals. Applicants also should understand that conference cost limits may change and that they should check the guidance for updates before incurring such costs.

Note on food and beverages. OJP may make exceptions to the general prohibition on using OJP funding for food and beverages but will do so only in rare cases where food and beverages are not otherwise available (e.g., in extremely remote areas); the size of the event and capacity of nearby food and beverage vendors would make it impractical to not provide food and beverages; or a special presentation at a conference requires a plenary address where conference participants have no other time to obtain food and beverages. Any such exception requires OJP’s prior written approval. The restriction on food and beverages does not apply to water provided at no cost, but does apply to any and all other refreshments, regardless of the size or nature of the meeting. Additionally, this restriction does not affect direct payment of per diem amounts to individuals in a travel status under your organization’s travel policy.

The provision of food and/or beverages to youth as part of programmatic activity is not subject to the above restriction because such activity does not fall within the definition of a conference, training, or meeting.

Costs Associated with Language Assistance (if applicable). If an applicant proposes a program or activity that would deliver services or benefits to individuals, the costs of taking reasonable steps to provide meaningful access to those services or benefits for individuals with limited English proficiency may be allowable. Reasonable steps to provide meaningful access to services or benefits may include interpretation or translation services where appropriate.

For additional information, see the "Civil Rights Compliance" section of the OJP "Other Requirements for OJP Applications" Web page at www.ojp.usdoj.gov/funding/other_requirements.htm.

Match Requirement. This solicitation does not require a match. However, if a successful application proposes a voluntary match amount, and OJP approves the budget, the total match amount incorporated into the approved budget becomes mandatory and subject to audit.

Performance Measures

To assist the Department with fulfilling its responsibilities under the Government Performance and Results Act of 1993 (GPRA), Public Law 103-62, and the GPRA Modernization Act of 2010, Public Law 111–352, applicants that receive funding under this solicitation must provide data http://www.ojp.gov/funding/confcost.htm http://www.ojp.usdoj.gov/funding/other_requirements.htm

OMB No. 1121-0329 OJJDP FY 2013 Nonparticipating State Program: Wyoming Approval Expires 02/28/2013 OJJDP-2013-3471 that measure the results of their work done under this solicitation. OJP will require any award recipient, post award, to provide the data requested in the “Data Grantee Provides” column so that OJP can calculate values for the “Performance Measures” column. OJJDP will require award recipients to submit semiannually performance metrics of relevant data through the Data Reporting Tool (DCTAT) located at www.ojjdp-dctat.org/. Performance measures for this solicitation are as follows:

Objective Performance Measure(s) Data Grantee Provides

To develop and support alternatives to secure confinement for delinquent and status offending youth in those localities that hold juveniles in violation of the Juvenile Justice and Delinquency Prevention Act of 1974, as amended.

To reduce the violations of the following JJDP Act core requirements by 10 percent:

sight and sound separation deinstitutionalization of status offenders jail removal.

To identify the percentage of minority youth in contact with the justice system at each of OJJDP’s specified nine DMC contact points.

The following are mandatory measures for the grant recipient.

Percentage increase in number of partner organizations involved in the reform effort, includes schools, law enforcement officials, prosecutors, judges, jail and corrections officials, public and private service providers, and local public interest groups.

Number of partner organizations involved in the reform effort at the beginning of the reporting period.

Number of partner organizations involved in the reform effort during the reporting period.

Percentage increase in number of organizations with whom the grantee has coordinated program activities.

Number of organizations with whom the grantee has coordinated program activities.

Percentage increase in the number of training events conducted.

Number of training events conducted at the beginning of the reporting period.

Number of training events conducted during the reporting period.

Percentage increase in the number of new local/statewide policies regarding juveniles in secure confinement established or enhanced.

Number of policies in place at the beginning of the reporting period.

Number of new policies established or enhanced during the reporting period.

Percentage decrease in violations of each of the following JJDP Act core requirements:

sight and sound separation deinstitutionalization of status offenders jail removal.

Number of violations for each of the core requirements at the beginning of the reporting period and during the report period.

Percentage increase in the number of DMC contact points for which data are collected and reported.

Number of DMC contact points for which data are collected and reported at the beginning of the reporting period.

Number of DMC contact points for which data are collected and reported during the reporting period.

http://ojpnet.ojp.doj.gov/sites/solicitations/ojjdp_2/Documents/www.ojjdp-dctat.org/

OMB No. 1121-0329 OJJDP FY 2013 Nonparticipating State Program: Wyoming Approval Expires 02/28/2013 OJJDP-2013-3471

OJP does not require applicants to submit performance measures data with their applications.

Instead, applicants should discuss in their application their proposed methods for collecting data for performance measures. Refer to the section What an Application Is Expected To Include on page 11 for additional information.

Project Evaluations

Applicants that propose to use funds awarded through this solicitation to conduct project evaluations or statistical data collections should be aware that these activities (such as systematic investigations to develop or contribute to generalizable knowledge) may constitute research, which is defined as follows:

Research means a systematic investigation, including research development, testing, and evaluation, designed to develop or contribute to generalizable knowledge. Activities that meet this definition constitute research for the purposes of this policy, whether or not they are conducted or supported under a program that is considered research for other purposes.

For example, some demonstration and service programs may include research activities (28 C.F. R. § 46.102(d). The following information pertains to applications that propose to conduct research and involves human subjects:

DOJ regulations (28 C.F.R. Part 46) protect the human subjects of federally funded research. In brief, 28 C.F.R. Part 46 requires that an Institutional Review Board, in accordance with the regulations, review and approve most research involving human subjects that any federal department or agency conducts or supports before an award recipient may expend federal funds for that research. As a rule, persons who participate in federally funded research must provide their informed consent and must be permitted to terminate their participation at any time. Funding recipients, before they will be allowed to spend OJP funds on any research activity involving human subjects, must submit appropriate documentation to OJP showing compliance with 28 C.F.R. Part 46 requirements, as requested by OJP.

DOJ regulations (28 C.F.R. Part 22) require recipients of OJP funding to submit a Privacy Certificate as a condition of approval of any grant application or contract proposal that contains a research or statistical component under which information identifiable to a private person will be collected, analyzed, used, or disclosed. The funding recipient's Privacy Certificate includes a description of its policies and procedures to be followed to protect the confidentiality of identifiable data (28 C.F.R. § 22.23). The Department's regulations provide, among other matters, that: "Research or statistical information identifiable to a private person may be used only for research or statistical purposes (28 C.F.R. § 22.21).” Moreover, any private person from whom information identifiable to a private person is collected or obtained (either orally or by means of written questionnaire or other document) must be advised that the information will only be used or disclosed for research or statistical purposes and that compliance with the request for information is voluntary and may be terminated at any time (28 C.F.R. § 22.27).

OJP has developed a decision tree (www.ojp.usdoj.gov/funding/pdfs/decision_tree.pdf) to assist applicants in assessing whether an activity they plan to undertake with OJP funds may constitute research involving human subjects. Applicants should review this decision tree and include a statement in their application narrative that clarifies if they intend to use any information from a project evaluation or data collection to contribute to generalizeable knowledge or if they intend to use the information solely for internal improvements and/or to meet OJP’s performance measures data reporting requirements.

http://www.ojp.usdoj.gov/funding/pdfs/decision_tree.pdf

OMB No. 1121-0329 OJJDP FY 2013 Nonparticipating State Program: Wyoming Approval Expires 02/28/2013 OJJDP-2013-3471

If an application includes a research, demonstration evaluation, or statistical data collection component, OJP will examine that component to determine whether it meets the definition of research.

For additional information visit the “Research and Protection of Human Subjects” and the “Confidentiality” sections of the OJP “Other Requirements” Web page at www.ojp.usdoj.gov/funding/other_requirements.htm.

Notice of Post-Award FFATA Reporting Requirement

Applicants should anticipate that OJP will require all recipients (other than individuals) of awards of $25,000 or more under this solicitation, consistent with the Federal Funding Accountability and Transparency Act of 2006 (FFATA), to report award information on any first-tier subawards totaling $25,000 or more, and, in certain cases, to report information on the names and total compensation of the five most highly compensated executives of the recipient and first-tier subrecipients. Each applicant entity must ensure that it has the necessary processes and systems in place to comply with the reporting requirements should it receive funding. Reports regarding subawards will be made through the FFATA Subaward Reporting System (FSRS), found at www.fsrs.gov.

Please note also that applicants should anticipate that no subaward of an award made under this solicitation may be made to a subrecipient (other than an individual) unless the potential subrecipient acquires and provides a Data Universal Numbering System (DUNS) number.

What an Application Is Expected To Include

Applicants should anticipate that if they fail to submit an application that contains all of the specified elements, it may negatively affect the review of their application; and, should OJJDP decide 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.

Moreover, applicants should anticipate that some application elements are so critical that applications that do not respond to the scope of the solicitation, that do not meet the eligibility requirements, that do not request funding within the funding limit, or that do not include the application elements that OJJDP has designated to be critical will neither proceed to peer review nor receive further consideration. Under this solicitation, OJJDP has designated the following application elements as critical: Program Narrative, Budget Detail Worksheet or Budget Narrative.

OJP strongly recommends that applicants use appropriately descriptive file names (e.g., “Program Narrative,” “Budget Detail Worksheet and Budget Narrative,” “Timelines,” “Memoranda of Understanding,” “Resumes”) for all attachments. Also, OJP recommends that applicants include resumes in a single file.

1. Information to Complete the Application for Federal Assistance (SF-424)

The SF-424 is a required standard form used as a cover sheet for submission of pre-applications, applications, and related information. Grants.gov and GMS take information from the applicant’s profile to populate the fields on this form. If the applicant is a for-profit https://www.fsrs.gov/

OMB No. 1121-0329 OJJDP FY 2013 Nonparticipating State Program: Wyoming Approval Expires 02/28/2013 OJJDP-2013-3471 entity, select "For-Profit Organization" or "Small Business" (as applicable), when selecting "type of applicant."

2. Abstract

Applications should include a high quality project abstract that summarizes the proposed project in 400 words or less. Project abstracts should be:

written for a general public audience.

submitted as a separate attachment with “Project Abstract” as part of its file name.

single-spaced, using a standard 12-point font (Times New Roman) with 1-inch margins.

As a separate attachment, the project abstract will not count against the page limit for the program narrative.

The abstract should include a brief description of the project’s purpose, the population to be served, and the activities that the applicant will implement to achieve the project’s goals and objectives. The abstract should describe how the applicant will measure progress toward these goals. The abstract should indicate whether any portion of the project budget will be used to conduct research, as described on page 10.

3. Program Narrative

Applicants must submit a program narrative that presents a detailed description of the purpose, goals, objectives, strategies, design, and management of the proposed program.

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 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 Additional Attachments sections will not count toward the program narrative page count. Applicants may provide bibliographical references as a separate attachment that will not count toward the 30-page program narrative limit. If the program narrative fails to comply with these length-related restrictions, OJJDP may consider such noncompliance in peer review and in final award decisions.

Applicants may provide bibliographical references as a separate attachment that will not count toward the 30-page program narrative limit.

The program narrative should address the following selection criteria: (1) statement of the problem; (2) goals, objectives, and performance measures; (3) program design and implementation; and (4) capabilities/competencies. The applicant should clearly delineate the connections between and among each of these sections. For example, the applicant should derive the goals and objectives directly from the problems to be addressed. Similarly, the project design section should clearly explain how the program’s structure and activities will accomplish the goals and objectives identified in the previous section.

The following sections should be included as part of the program narrative.

OMB No. 1121-0329 OJJDP FY 2013 Nonparticipating State Program: Wyoming Approval Expires 02/28/2013 OJJDP-2013-3471

a. Statement of the Problem. Applicants should briefly describe the nature and scope of the problem that the program will address. The applicant should use data to provide evidence that the problem exists, demonstrate the size and scope of the problem, and document the effects of the problem on the target population and the larger community.

Applicants should describe the target population and any previous or current attempts to address the problem.

b. Goals, Objectives, and Performance Measures. Applicants should describe the goals of the proposed program and identify its objectives. When formulating the program’s goals and objectives, applicants should be cognizant of the performance measures that OJJDP will require successful applicants to provide.

Goals. Applicants should describe the program’s intent to change, reduce, or eliminate the problem noted in the previous section and outline the project’s goals.

Program Objectives. Applicants should explain how the program will accomplish its goals. Objectives are specific, quantifiable statements of the project’s desired results.

They should be clearly linked to the problem identified in the preceding section and measurable. (Examples of measurable objectives include the following: to provide school-based and community services for 40 youth returning from commitment, to increase the percentage of youth who successfully complete their current academic grade, or to expand counseling services to cover an additional 50 at-risk youth.)

Performance Measures. OJJDP does not require applicants to submit performance measures data with their applications. Performance measures (see Performance Measures, page 8) are included as an alert that OJJDP will require successful applicants to submit specific data as part of their reporting requirements. Applicants should indicate an understanding of these requirements and discuss in their applications how they will gather the required data, should they receive funding.

OJJDP encourages award recipients to use information from existing program records to fulfill performance measures reporting requirements rather than initiating new data collection activities for this purpose.

c. Project Design and Implementation. Applicants should detail how the project will operate throughout the funding period and describe the strategies that they will use to achieve the goals and objectives identified in the previous section. Applicants should describe how they will complete the deliverables stated in the Goals, Objectives, and Deliverables section on page 4. OJJDP encourages applicants to select evidence-based practices for their programs.

This section should also include details regarding any leveraged resources (cash or in-kind) from local sources to support the project and discuss plans for sustainability beyond the grant period.

Logic Model. Applicants should include a logic model that graphically illustrates how the performance measures are related to the project’s problems, goals, objectives, and design. Sample logic models are available at www.ojjdp.gov/grantees/pm/logic_models.html. Applicants should submit the logic model as a separate attachment, as stipulated in Additional Attachments, page 16.

http://www.ojjdp.gov/grantees/pm/logic_models.html

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Timeline. Applicants should submit a realistic timeline or milestone chart that indicates major tasks associated with the goals and objectives of the project, assigns responsibility for each, and plots completion of each task by month or quarter for the duration of the award, using “Year 1,” “Month 1,” “Quarter 1,” etc., not calendar dates (see “Sample Project Timelines” at www.ojjdp.gov/grantees/timelines.html).

Applicants should submit the timeline as a separate attachment, as stipulated in Additional Attachments, page 16. On receipt of an award, the recipient may revise the timeline, based on training and technical assistance that OJJDP will provide.

d. Capabilities and Competencies. This section should describe the experience and capability of the applicant organization and any contractors or subgrantees that the applicant will use to implement and manage this effort and its associated federal funding, highlighting any previous experience implementing projects of similar design or magnitude. Applicants should highlight their experience/capability/capacity to manage subawards, including details on their system for fiscal accountability. Management and staffing patterns should be clearly connected to the project design described in the previous section. Applicants should describe the roles and responsibilities of project staff and explain the program’s organizational structure and operations. The applicant should include a copy of the organizational chart showing how the organization operates, including who is the financial manager and how subawards, if there are any, are to be managed. In addition, the applicant should also include an organizational chart detailing the management of the project proposed for funding.

Letters of Support/Memoranda of Understanding. If submitting a joint application, as described under Eligibility, page 3, applicants should provide signed and dated letters of support or memoranda of understanding for all key partners that include the following:

• expression of support for the program and a statement of willingness to participate and collaborate with it

• description of the partner’s current role and responsibilities in the planning process and expected responsibilities when the program is operational

• estimate of the percentage of time that the partner will devote to the planning and operation of the project.

4. Budget Detail Worksheet and Budget Narrative

Applicants should provide a budget that (1) is complete, allowable, and cost-effective in relation to the proposed activities; (2) shows the cost calculations demonstrating how they arrived at the total amount requested; and (3) provides a brief supporting narrative to link costs with project activities. The budget should cover the entire award period.

The budget must have at least $513,000 (or 90 percent) go—either directly or through subgrants to or contracts with local public or private nonprofit agencies—to provide services to reduce violations of the JJDP Act. The award recipient may retain as much as $57,000 (or 10 percent) to manage the subgrants and/or contracts and coordinate and provide technical assistance and training to the subgrantees and/or contractors.

http://www.ojjdp.gov/grantees/timelines.html

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The budget should include the necessary expenses for travel and lodging for a 2.5 day national training event in Washington, DC.

For questions pertaining to budget and examples of allowable and unallowable costs, see the OJP Financial Guide at www.ojp.usdoj.gov/financialguide/index.htm.

a. Budget Detail Worksheet. A sample Budget Detail Worksheet can be found at www.ojp.gov/funding/forms/budget_detail.pdf. Applicants that submit their budget in a different format should include the budget categories listed in the sample budget worksheet.

b. Budget Narrative. The Budget Narrative should thoroughly and clearly describe every category of expense listed in the Budget Detail Worksheet. OJP expects proposed budgets to be complete, cost effective, and allowable (e.g., reasonable, allocable, and necessary for project activities).

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 the applicant could use technology and collaboration with outside organizations 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.

5. Indirect Cost Rate Agreement (if applicable)

Indirect costs are allowed only if the applicant has a federally approved indirect cost rate.

(This requirement does not apply to units of local government.) 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.

If DOJ is the cognizant federal agency, obtain information to submit an indirect cost rate proposal at www.ojp.usdoj.gov/funding/pdfs/indirect_costs.pdf.

6. Tribal Authorizing Resolution (if applicable)

Tribes, tribal organizations, or third parties proposing to provide direct services or assistance to residents on tribal lands should include in their applications a resolution, letter, affidavit, or other documentation, as appropriate, that certifies that the applicant has the legal authority from the tribe(s) to implement the proposed project on tribal lands. In those instances when an organization or consortium of tribes applies for a grant on behalf of a tribe or multiple specific tribes, then the application should include appropriate legal documentation, as described above, from all tribes that would receive services/assistance under the grant. A consortium of tribes for which existing consortium bylaws allow action without support from http://www.ojp.usdoj.gov/financialguide/index.htm http://www.ojp.gov/funding/forms/budget_detail.pdf http://www.ojp.usdoj.gov/funding/pdfs/indirect_costs.pdf

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SAMPLE

all tribes in the consortium (i.e., without an authorizing resolution or comparable legal documentation from each tribal governing body) may submit, instead, a copy of its consortium bylaws with the application.

Applicants that are unable to submit with the application a fully executed (i.e., signed) copy of appropriate legal documentation, as described above, consistent with the applicable tribe’s governance structure, should, at minimum, submit an unsigned, draft version of such legal documentation as part of its application (except in cases where, with respect to a tribal consortium applicant, consortium bylaws allow action without the support of all consortium member tribes). If selected for funding, OJJDP will make use of and access to funds contingent on receipt of the fully executed legal documentation.

7. Additional Attachments

Applicants should submit the following information, as stipulated in the cited pages, as attachments to their application. While the materials listed below are not assigned specific point values, peer reviewers will, as appropriate, consider these items when rating applications. For example, reviewers will consider résumés and/or Letters of Support/Memoranda of Understanding when assessing “Capabilities/Competencies.” Peer reviewers will not consider any additional information that the applicant submits other than that specified below.

a. Applicant disclosure of pending applications. Applicants are to disclose whether they have pending applications for federally funded assistance that include requests for funding to support the same project being proposed under this solicitation and that 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).

OJP seeks this information to avoid any inappropriate duplication of funding. OJP encourages leveraging multiple funding sources in a complementary manner to implement comprehensive programs or projects and does not see this as inappropriate duplication.

Applicants that have pending applications as described above are to provide the following information about applications submitted within the last 12 months:

the federal or state funding agency the solicitation name/project name the point of contact information at the applicable funding agency.

Federal or State Funding Agency

Solicitation Name/Project Name

Name/Phone/E-mail for Point of Contact at Funding Agency

DOJ/COPS COPS Hiring Program

Jane Doe, 202/000-0000;

jane.doe@usdoj.gov

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Applicants should include the table as a separate attachment, with the file name “Disclosure of Pending Applications,” to their application. 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] does not have pending applications submitted within the last 12 months for federally funded assistance 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.”)

c. logic model (see Logic Model, page 13)

d. timeline or milestone chart (see Timeline, page 14)

e. résumés of all key personnel

f.