PKG00253292-instructions..pdf

OMB Number - 1122-0020 Expiration Date: 12/31/2018 i

U.S. Department of Justice Office on Violence Against Women (OVW)

OVW Fiscal Year 2019 Resource Center on Workplace Responses to Assist Victims of Domestic and Sexual Violence

Solicitation

Release Date: on or about July 25, 2019

Eligibility

Eligible applicants are limited to: nonprofit nongovernmental entities or tribal organizations, with the capacity and expertise to establish and operate a national resource center on workplace responses to assist victims of domestic and sexual violence.

(See “Eligibility Information”)

Deadlines

Applications are due by 11:59 p.m. Eastern Time (E.T.) on August 27, 2019.

(See “Submission Dates and Times”)

Registration Information: To submit an application, all applicants must obtain a Data Universal Number System (DUNS) Number and register online with the System for Award Management (SAM) and with Grants.gov. To ensure sufficient time to complete the registration process, applicants must obtain a DUNS Number and register online with SAM and with Grants.gov immediately, but no later than July 31, 2019.

(See “Registration”)

Letter of Intent: Applicants are strongly encouraged to submit a Letter of Intent to ayesha.gaston@usdoj.gov by July 31, 2019. This letter confirms that the applicant has https://www.grants.gov/ http://www.grants.gov/ mailto:ayesha.gaston@usdoj.gov ii registered with SAM and Grants.gov. Submitting a Letter of Intent will not obligate a potential applicant to submit an application. Interested applicants who do not submit a Letter of Intent are still eligible to apply.

(See “Letter of Intent”)

Contact Information

For assistance with the requirements of this solicitation, email Ayesha A. Gaston at ayesha.gaston@usdoj.gov. Alternatively, interested parties may call OVW at (202) 307-6026.

Submission and Notification Information

Submission: Applications for this program will be submitted through Grants.gov. For technical assistance with Grants.gov, contact the Grants.gov Customer Support Line at 1-800-518-4726.

The Grants.gov number assigned to this announcement is OVW-2019-16573.

Notification: OVW anticipates notifying applicants of funding decisions by October 1, 2019.

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Contents A. Program Description

Overview

About the OVW Resource Center on Workplace Response to Assist Victims of Domestic and Sexual Violence

Program Scope

Purpose Areas

OVW Priority Areas ................................................................. Error! Bookmark not defined.

Activities that Compromise Victim Safety and Recovery and Undermine Offender Accountability

Out-of-Scope Activities

Activities Requiring Prior Approval

B. Federal Award Information Availability of Funds

Award Period and Amounts

Types of Applications Mandatory Program Requirements

C. Eligibility Information Eligible Applicants

Cost Sharing or Matching

Other Program Eligibility Requirements

D. Application and Submission Information Address to Request Application Package

Content and Form of Application Submission

Formatting and Technical Requirements

Application Contents

Summary Data Sheet Proposal Abstract

Project Narrative

Budget Detail Worksheet and Narrative

Memorandum of Understanding (MOU) ................................... Error! Bookmark not defined.

Additional Required Information

Unique Entity Identifier (DUNS Number), System for Award Management (SAM), and Grants.gov Registration iv

Submission Dates and Times

OVW Policy on Late Submissions

Intergovernmental Review - Single Point of Contact Review

Funding Restrictions

Other Submission Requirements

Submitting a Grant Application

E. Application Review Information Criteria

Review and Selection Process

Anticipated Announcement and Federal Award Dates

F. Federal Award Administration Information Federal Award Notices

Administrative and National Policy Requirements

Reporting

G. Federal Awarding Agency Contact(s) H. Other Information

Application Checklist

Federal Award Information:

Funding Type: Cooperative Agreement Estimated Total Funding: $1,000,000 Expected Number of Awards: 1 Award Ceiling: $1,000,000 Award Floor N/A Average Projected Award Amount: $1,000,000 Letter of Intent Due: July 31, 2019 Application Due: August 27, 2019 Anticipated Start Date: October 1, 2019 Length of Project Period: 24 months

OVW Resource Center on Workplace Responses to Assist Victims of Domestic and Sexual

Violence (CFDA 16.028)

A. Program Description Overview The Office on Violence Against Women (OVW) is a component of the United States Department of Justice (DOJ). Created in 1995, OVW administers grant programs authorized by the Violence Against Women Act (VAWA) and subsequent legislation and provides national leadership on issues of sexual assault, domestic violence, dating violence, and stalking. OVW grants support coordinated community responses to hold offenders accountable and serve victims.

Statutory Authority This program is authorized by 34 U.S.C. 12501.

About the OVW Resource Center on Workplace Responses to Assist Victims of Domestic and Sexual Violence By statute, this award provides for the establishment and operation of a national resource center on workplace responses to assist victims of domestic and sexual violence. The Resource Center on Workplace Responses to Victims of Domestic and Sexual Violence (Resource Center) provides information and assistance to employers and labor organizations to aid in their efforts to develop and implement responses to such violence.

Program Scope Activities supported by this program are determined by statute, federal regulations, and OVW policies. If an applicant receives an award, the funded project is bound by the provisions of this solicitation, the DOJ Financial Guide, including updates to the guide after an award is made, the section of the Solicitation Companion Guide entitled “Post-Award Requirements for All Federal Grant Recipients,” and the conditions of the award.

Purpose Areas Pursuant to 34 U.S.C. 12501, funds under this program must be used for one or more of the following purposes:

1. Provide training to promote a better understanding of workplace assistance to victims of domestic or sexual violence;

2. Provide conferences and other educational opportunities; and

3. Develop protocols and model workplace policies

Activities that Compromise Victim Safety and Recovery and Undermine Offender Accountability OVW does not fund activities that jeopardize victim safety, deter or prevent physical or emotional healing for victims, or allow offenders to escape responsibility for their actions.

Information on activities that compromise victim safety and recovery and undermine offender accountability may be found in the Solicitation Companion Guide.

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Applications that propose any activities that compromise victim safety and recovery or undermine offender accountability may receive a deduction in points during the review process or may be eliminated from consideration entirely.

Out-of-Scope Activities The activities listed below are out of the program scope, and they will not be supported by this program’s funding.

1. Research projects (This does not include program assessments conducted only for internal improvement purposes. For information about DOJ regulations on research involving human subjects, see “Research and Protection of Human Subjects” in the Solicitation Companion Guide).

2. Direct victim services – The Resource Center award funds are intended to support the establishment and operation of a national resource center for workplace responses to victims of domestic and sexual violence. They are not meant to support legal representation, direct services, or other interventions.

Applications that propose activities that are deemed to be substantially out-of-scope may receive a deduction in points during the review process or may be eliminated from consideration entirely.

Activities Requiring Prior Approval Activities listed below will require prior approval in order to be supported by grant funds.

1. Surveys, whether conducted as part of a program or needs assessment, or for any other purpose. Prior approval is necessary to determine whether the activity is within the scope of the award and meets the requirements of the Paperwork Reduction Act.

2. Training events including conferences, meetings, roundtables, and on-site trainings.

B. Federal Award Information Availability of Funds All awards are subject to the availability of appropriated funds and any modifications or additional requirements that may be imposed by law. There is no guarantee that funds will be available in the future. Therefore, OVW encourages applicants to develop a plan to sustain project activities if federal funding through this program ceases to be available. Also, please note that OVW may elect to make awards for applications submitted under this solicitation in future fiscal years, depending on the merits of the applications and on the availability of funding.

Award Period The award period is for five years, or 60 months. The recipient will be awarded a cooperative agreement with a five-year project period. However, the initial award will support up to 24 months of project activity. The recipient may then apply, noncompetitively, for future appropriated funding during the project period. Any subsequent noncompetitive award will be made at the discretion of the OVW Director. Budgets must reflect 24 months of project activity, and the total “estimated funding” on the SF424 must reflect 24 months. The award period will start on October 1, 2019.

Award Amounts Applicants should not exceed the award amounts listed in this solicitation and should carefully consider the resources needed to successfully implement the proposed project. Awards under this solicitation will be made for up to $1 million for 24 months of activity. OVW has the discretion to award grants for greater or lesser amounts than requested and to negotiate the scope of work and budget with applicants prior to award of a grant.

Types of Applications OVW will accept applications under this solicitation from new applicants, meaning those that have never received funding under this initiative, and continuation applicants, meaning applicants that have an existing award under this initiative.

Mandatory Program Requirements Applicants that receive funding under this program will be required to participate in OVW-sponsored training and technical assistance.

C. Eligibility Information

Applications that are submitted by ineligible entities or that do not meet all program eligibility requirements will not be considered for funding. In addition, an application that is deemed deficient in one or more of the following categories may not be considered for funding: 1.

activities that compromise victim safety, 2. out-of-scope activities, 3. unallowable costs, 4. Pre- Award Risk Assessment, 5. completeness, 6. timeliness, and 7. past performance issues.

Further, an applicant with more than 20% of funding remaining on previous Workplace Resource Center awards, long-standing open audits, or an open criminal investigation also may not be considered for funding.

Eligible Applicants The following entities are eligible to apply for this program: nonprofit nongovernmental entities or tribal organization with at least 3 years experience operating a national resource center. The applicant must also demonstrate experience providing training and technical assistance related to workplace violence.

Nonprofit Organization Requirement – Offshore Accounts Any nonprofit organization that holds money in offshore accounts for the purpose of avoiding paying the tax described in section 511(a) of the Internal Revenue Code is not eligible for a grant from this program. See 34 U.S.C. § 12291(b)(16)(B)(ii).

Cost Sharing or Matching Cost sharing in the amount of 10 percent of the project costs is required. This means that the award may not cover more than 90% of the costs for the projects described in the application.

The match may be satisfied with either cash or in-kind services. Match should be reflected in the submitted budget. For more information on Match Requirements, see the DOJ Grants Financial Guide.

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Other Program Eligibility Requirements Limit on Number of Applications OVW will consider only one application per organization for the same service area in response to this solicitation. In addition, if an applicant submits multiple versions of the same application, OVW will review only the most recent system-validated version submitted before the deadline.

D. Application and Submission Information Address to Request Application Package The complete application package (this solicitation, including links to required forms) is available on Grants.gov or the OVW website. Applicants wishing to request a paper copy of these materials should contact Ayesha A. Gaston at ayesha.gaston@usdoj.gov.

Content and Form of Application Submission The information below (“Letter of Intent through “Additional Required Information”) describes the full content and form of application submission. For a complete checklist of required contents, see the “Other Information” section in this solicitation.

Letter of Intent Applicants intending to apply for FY 2019 funding under this program are strongly encouraged to submit a Letter of Intent. The letter should state that the applicant is registered and current with SAM and with Grants.gov. The letter should be submitted to OVW at ayesha.gaston@usdoh.gov by July 24, 2019. This letter will not obligate the applicant to submit an application. See https://www.justice.gov/ovw/resources-applicants for a sample Letter of Intent.

Formatting and Technical Requirements Applications must follow the requirements below. . Pages that contain blurred text, or text that is too small to read comfortably may be removed. Points will be deducted for applications that do not adhere to the following requirements:

1. Applications must be double-spaced (Summary Data Sheet and charts may be single spaced).

2. Applications must be formatted on 8 ½ x 11 inch paper with one inch margins.

3. Applications must be in Times New Roman (TNR), 12-point font, except for footnotes, which may be TNR 10-point font.

4. Applications must have page numbers.

5. Project Narrative may be no longer than 10 pages.

6. OVW accepts documents in Microsoft Word (.doc), PDF files (.pdf), or Text Documents

(.txt).

1. The Project Narrative must contain the following headings: Goals, Objectives, and

Activities; Summary of Key Staff and Partner Roles; Demonstrated Expertise; and Performance Measures.

Application Contents Applications must include the following required documents and demonstrate that the program eligibility requirements have been met. OVW will not contact applicants for missing items on the list below. Applications that do not include all of the following documents will be considered substantially incomplete and will not be considered for funding:

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1. Summary Data Sheet

2. Project Narrative

3. Budget Detail Worksheet and Narrative

Summary Data Sheet (5 Points Total) The Summary Data Sheet should be one to four pages and may be single or double spaced.

The Summary Data Sheet does not count toward the 10 page limit for the Project Narrative.

Provide the following information:

1. Name, title, address, telephone number, and e-mail address of the Authorized Representative (individual with authority to accept grants on behalf of the applicant).

2. Name, title, address, telephone number, and e-mail address for the programmatic point-of-contact. This person must be an employee of the applicant who has involvement in the grant project.

3. Statement as to whether the applicant (the organization with the DUNS number listed in the application) will issue subawards without any other involvement in the project.

The applicant must be an eligible entity and is responsible for meeting all award requirements.

4. Statement as to whether the applicant has expended $750,000 in federal funds in the applicant’s past fiscal year. If so, specify the end date of the applicant’s fiscal year.

5. Summary of current and pending OVW grants (if applicable). If the applicant has a current grant or cooperative agreement under any OVW grant program or an award that has been closed within the last 12 months from the date this solicitation closes, the information must be provided in a table using the sample format found on the OVW website https://www.justice.gov/ovw/resources-applicants. Failure to provide the required table will result in a loss of points. The applicant should also provide the same information regarding any current OVW grants or pending applications on which the applicant is a subrecipient.

6. A list of other federal grant programs from which the applicant currently receives funding or for which it has applied for funding in FY 2019 to do similar work. Provide this information in a table using the sample format found on the OVW website https://www.justice.gov/ovw/resources-applicants .

7. Statement as to whether the applicant is a nonprofit organization that holds money in offshore accounts for the purpose of avoiding paying the tax described in section 511(a) of the Internal Revenue Code.

8. Statement as to whether the applicant is a nonprofit organization that uses the Internal Revenue Service's three-step safe-harbor procedure to establish a rebuttable presumption that its executives' compensation is reasonable. If the applicant is not a nonprofit organization or is a nonprofit that does not use the safe-harbor procedure, provide a statement to that effect. For additional information about the safe-harbor procedure, see "Disclosure of Process Related to Executive Compensation" in the Additional Required Information section.

9. A list of all program partners (organization names and/or individual consultants) and the funding amount requested for each partner.

Proposal Abstract (not scored) The Proposal Abstract must provide a short summary (no more than two pages double-spaced) of the proposed project, including names of applicant and partners, vision and outcomes for the project, primary activities, products and deliverables, the service area, and who will benefit.

Applicants must not summarize past accomplishments in this section.

Project Narrative (70 Points Total) The Project Narrative may not exceed 10 pages, double-spaced. The Project Narrative must include the following four sections:

1. Goals, Objectives, and Activities. Describe the applicant’s plan to maximize outreach to employers and labor organizations concerning developing and implementing workplace responses to assist victims of domestic and sexual violence and a plan for developing materials and training for employers that addresses the needs of employees in cases of domestic violence, dating violence, sexual assault, and stalking impacting the workplace, including the needs of underserved communities.

2. Summary of Key Staff and Partner(s) Roles. Provide the qualifications and experience of the key individuals and consultants, including their experience providing national technical assistance and/or training on the selected purpose area and to the identified audience.

3. Demonstrated Expertise. Demonstrate that the individuals and organizations identified have the capacity to address the stated need, including the expertise necessary to address workplace responses to assist victims of domestic and sexual violence, and can successfully implement the proposed project activities.

4. Performance Measures. Describe how the applicant will assess the project’s progress, the quality and utility of the training and technical assistance deployed, and the potential impact of the training and technical assistance on workplace responses to domestic and sexual violence.

Budget Detail Worksheet and Narrative (25 Points) All applications must include a detailed budget and budget narrative. A sample Budget Detail Worksheet is available on the OVW website at https://www.justice.gov/ovw/resources-applicants. Keep in mind that budgetary requirements vary among programs. Applicants must submit reasonable budgets based on the resources needed to implement their projects in their specific geographic location.

Award Period and Amount The application must include a detailed budget and budget narrative. A sample Budget Detail Worksheet is available on the OVW website at https://www.justice.gov/ovw/resources-applicants. Submit a reasonable budget based on the resources needed to implement the project. The applicant can request up to $1,000,000 for 24 months.

The budget and budget narrative will be reviewed separately from the proposed project narrative. The budget narrative must describe each line item requested in the budget and explain all costs included in the budget, including how the costs of goods and services are determined and how they will fulfill the objectives of the project.

The budget must:

1. Display a clear link between the specific project activities and the proposed budget items and not contain items that are not supported by the project narrative.

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2. Include funds to attend OVW-sponsored training and technical assistance in the amount of $5,000. This amount is for a 12 month project period. Applicants also may budget expenses in excess of the required amount if they are aware of relevant non-OVW sponsored conferences or training for which they would like to request permission to use grant funds to support staff/project partner attendance.

3. Include funds or describe other resources available to the applicant to support activities to ensure access for individuals with disabilities, Deaf/hard of hearing individuals, and persons with limited English proficiency. See Accessibility under F. Federal Award Administration Information for more information.

4. Compensate all project partners appropriately. For more information on compensating project partners, see the sample Budget Detail Worksheet on the OVW website at https://www.justice.gov/ovw/resources-applicants.

5. Distinguish clearly between subawards and contracts in allocating any grant funds to other entities. Pursuant to 2 C.F.R. § 200.330, a subaward is for the purpose of carrying out a portion of the federal award, such as compensating an MOU partner, and a contract is for the purpose of obtaining goods and services for the grantee’s own use.

The substance of the relationship is more important than the form of the agreement in determining whether the recipient of the pass-through funds is a subrecipient or a contractor. The awarding and monitoring of contracts must follow the recipient’s documented procurement procedures, including full and open competition, pursuant to the procurement standards in 2 C.F.R. §§ 200.317-200.329. The issuance and monitoring of subawards must meet the requirements of 2 C.F.R. § 200.331, which includes oversight of subrecipient/partner spending and monitoring performance measures and outcomes attributable to grant funds. For more information, see the sample Budget Detail Worksheet and the Solicitation Companion Guide on the OVW website at https://www.justice.gov/ovw/resources-applicants.

OVW awards are governed by the provisions of 2 C.F.R. Part 200 and the DOJ Financial Guide, which include information on allowable costs, methods of payment, audit requirements, accounting systems, and financial records. For additional information on allowable and unallowable costs, go to the Funding Restrictions section of this solicitation and the sample Budget Detail Worksheet on the OVW website at https://www.justice.gov/ovw/resources-applicants.

Additional Required Information The following documents will not be scored during the review process but they must be included with the application. Failure to include any of the information may result in the application being removed from consideration for funding. Some documents will be generated during the application submission process while other documents will be uploaded and attached to the application.

The following documents will be generated and completed during the application submission process:

Application for Federal Assistance (SF-424) Applicants must complete the SF-424 on Grants.gov . For “Type of Applicant,” do not select “other.” The amount of federal funding requested in the “Estimated Funding” section of this form must match the amount of federal funding requested in the budget section of the application package. This program does not requires a match; therefore, the values for the Applicant line https://www.justice.gov/ovw/resources-applicants https://www.justice.gov/ovw/page/file/1108301/download https://www.justice.gov/ovw/resources-applicants https://www.grants.gov/ should be zero. The individual who is listed in “Authorized Representative” must be an individual who has the authority to apply for and accept grant awards on behalf of the organization or jurisdiction.

Standard Assurances and Certifications Regarding Lobbying; Debarment, Suspension, and Other Responsibility Matters; and Drug-Free Workplace Requirements (Form 4061/6) Carefully review the assurances and certification forms online. Applicants will receive a request to compile these forms online during the application submission process. All applicants must complete the Disclosure of Lobbying Activities (SF-LLL) form. Applicants that expend any funds for lobbying activities must provide the detailed information requested on the form. Applicants that do not expend any funds for lobbying activities should enter “N/A” in the required highlighted fields.

The following documents must be uploaded and attached separately to the application:

Applicant Financial Capability Questionnaire (if applicable) All nonprofit, nongovernmental organizations that apply for funding from OVW and have not previously (or within the last three years) received funding from OVW must complete an Applicant Financial Capability Questionnaire. In addition, applicants may be required to submit their current year’s audit report at a later time. The questionnaire can be found at https://www.justice.gov/ovw/how-apply#ra.

Confidentiality Notice Form All applicants are required to acknowledge that they have received notice that grantees and subgrantees must comply with the confidentiality and privacy requirements of VAWA, as amended. Applicants must submit the acknowledgement form available on the OVW website at http://www.justice.gov/sites/default/files/ovw/pages/attachments/2015/01/20/confidentiality_ackn owledgement_form_42015.pdf. This form must be signed by the Authorized Representative.

Disclosure of Process Related to Executive Compensation (if applicable) An applicant that is a nonprofit organization may be required to make certain disclosures relating to the processes it uses to determine the compensation of its officers, directors, trustees, and key employees.

Under certain circumstances, a nonprofit organization that provides unreasonably high compensation to certain persons may subject both the organization’s managers and those who receive the compensation to additional federal taxes. A rebuttable presumption of the reasonableness of a nonprofit organization’s compensation arrangements, however, may be available if the nonprofit organization satisfies certain rules set out in Internal Revenue Service regulations with regard to its compensation decisions.

Each applicant must state at the time of its application (in the Summary Data Sheet mentioned earlier) whether the applicant is a nonprofit organization that uses the Internal Revenue Service's three-step safe-harbor procedure to establish a rebuttable presumption that its executives' compensation is reasonable. If the applicant states that it uses the safe-harbor procedure, then it must disclose, in an attachment to its application (to be titled "Disclosure of Process Related to Executive Compensation"), the process it uses to determine the compensation of its officers, directors, trustees, and key employees (together, "covered persons"). See 34 U.S.C. § 12291(b)(16)(B)(iii).

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At a minimum, the disclosure must describe in pertinent detail: (1) the composition of the body that reviews and approves compensation arrangements for covered persons; (2) the methods and practices used by the applicant nonprofit organization to ensure that no individual with a conflict of interest participates as a member of the body that reviews and approves a compensation arrangement for a covered person; (3) the appropriate data as to comparability of compensation that is obtained in advance and relied upon by the body that reviews and approves compensation arrangements for covered persons; and (4) the written or electronic records that the applicant maintains as concurrent documentation of the decisions with respect to compensation of covered persons made by the body that reviews and approves such compensation arrangements, including records of deliberations and of the basis for decisions. For a sample letter, see the OVW website at https://www.justice.gov/ovw/resources-applicants.

For purposes of the required disclosure, the following terms and phrases have the meanings set out by the Internal Revenue Service for use in connection with 26 C.F.R. § 53.4958-6:

officers, directors, trustees, key employees, compensation, conflict of interest, appropriate data as to comparability, adequate documentation, and concurrent documentation.

Following receipt of an appropriate request, OVW may be authorized or required by law to make information submitted to satisfy this requirement available for public inspection. Also, a recipient may be required to make a prompt supplemental disclosure after the award in certain circumstances (e.g., changes in the way the organization determines compensation).

Pre-Award Risk Assessment Each applicant must respond to the questions below. This information will be used for a mandatory pre-award risk assessment. Failure to provide this information or to respond to questions from OVW regarding this information in a timely manner could result in the applicant being removed from consideration or a delay in access to funds. Provide complete responses that address all questions included for each numbered item. This section of the application should be no more than four pages.

1. Will all funds awarded under this program be maintained in a manner that they will be accounted for separately and distinctly from other sources of revenue/funding? Provide a brief description of the applicant’s policies and procedures that ensure funds will be tracked appropriately.

2. Does the applicant have written accounting policies and procedures? How often are these policies and procedures updated? Provide a brief list of the topics covered in the applicant’s policies and procedures. OVW may request a copy for review during the application/award process or as part of the grant monitoring process.

3. Is the applicant’s financial management system able to track actual expenditures and outlays with budgeted amounts for each grant or subgrant? Provide a brief summary of the organization’s process for tracking expenditures, including tracking budgeted versus actual amounts.

4. Does the applicant have procedures in place for minimizing the time between transfer of funds from the United States Treasury and disbursement for project activities? Provide a short summary of the applicant’s policy for requesting payments for grant awards.

5. Does the applicant have effective internal controls in place to ensure that federal funds are used solely for authorized purposes? Provide a brief description of the applicant’s internal controls that will provide reasonable assurance that the award funds will be managed properly.

6. Does the applicant have a documented records retention policy? If so, briefly describe the policy and confirm that the policy complies with federal regulations. Information on Record Retention and Access can be found at 2 C.F.R. §§ 200.333-200.337.

7. Does the applicant or any of its employees have any potential personal or organizational conflicts of interest related to the possible receipt of OVW award funds? Applicants are required to disclose in writing any potential conflicts of interest to their awarding agency.

See 2 C.F.R. § 200.112 and Chapter 3.20, Grant Fraud, Waste and Abuse, of the DOJ Financial Guide for additional information.

8. Is the individual primarily responsible for fiscal and administrative oversight of grant awards familiar with the applicable grants management rules, principles, and regulations including the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 C.F.R. Part 200)? Provide a short list of the individual’s qualifications/experience. If the individual is not familiar with the applicable rules and regulations, the applicant must contact OVW’s Grants Financial Management Division at OVW.GFMD@usdoj.gov or 1-888-514-8556 immediately after the applicant is notified of its award to coordinate training.

9. Does the applicant have policies and procedures in place to manage subawards and monitor activities of subrecipients as necessary to ensure that subawards are used for authorized purposes, in compliance with laws, regulations, and terms and conditions of the award, and that established subaward performance goals are achieved (2 C.F.R. §§ 200.330-200.332)? Provide a brief description of the organization’s policies and procedures on subrecipient management and monitoring.

10. Does the applicant currently require employees to maintain time distribution records that accurately reflect the work performed on specific activities or cost objectives in order to support the distribution of employees’ salaries among federal awards or other activities (2 C.F.R. § 200.430)? Budget estimates do not qualify as support for charges to federal awards. Provide a brief description of the organization’s established timekeeping policies and procedures.

Indirect Cost Rate Agreement (if applicable) Applicants that intend to charge indirect costs through the use of a negotiated indirect cost rate must have a current, signed, federally-approved indirect cost rate agreement. Applicants 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, which may be used indefinitely. This includes state, local, and tribal 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.

Organizations that wish to negotiate an indirect cost rate should contact OVW’s Grants Financial Management Division at OVW.GFMD@usdoj.gov or 1-888-514-8556 for more information.

Letter of Nonsupplanting Applicants must submit a letter to OVW’s Director, signed by the Authorized Representative, certifying that federal funds will not be used to supplant non-federal funds should a grant award be made. A sample letter is available at https://www.justice.gov/ovw/resources-applicants.

Unique Entity Identifier (DUNS Number), System for Award Management (SAM), and Grants.gov Registration Applicants for federal grants and cooperative agreements are required to have a Data Universal Number System (DUNS) Number to submit an application. A DUNS Number is a unique, nine-character identification number provided by the commercial company Duns & Bradstreet https://www.justice.gov/ovw/file/1030311/download https://www.justice.gov/ovw/file/1030311/download mailto:OVW.GFMD@usdoj.gov mailto:OVW.GFMD@usdoj.gov

(D&B). Once an applicant has applied for a DUNS number through D&B, its DUNS Number should be available within two business days.

Federal regulations require that an applicant (1) be registered in SAM.gov prior to submitting an application; (2) provide a valid DUNS number in its application; and (3) continue to maintain an active SAM registration with current information at all times during which it has an active federal award or an application under consideration by a federal awarding agency. Also, federal agencies may not make an award to an applicant until that applicant has complied with all applicable DUNS and SAM requirements. If an applicant has not fully complied with these requirements by the time that OVW is ready to make an award, then OVW may make the determination that the applicant is not qualified to receive an award and use that determination as a basis for making the award to another applicant.

SAM centralizes information about grant recipients and also provides a central location for grant recipients to change organizational information. Grants.gov uses SAM to establish roles and IDs for electronic grant applicants.

If the applicant already has an Employer Identification Number (EIN), the SAM registration will take up to two weeks to process. If the applicant does not have an EIN, then the applicant should allow two to five weeks for obtaining an EIN from the Internal Revenue Service.

There is no fee associated with these processes. Additionally, these processes cannot be expedited. OVW strongly discourages applicants from paying a third party to apply or register on their behalf in an attempt to expedite these processes. To ensure all applicants are able to apply by the deadline for this solicitation, applicants must have obtained a DUNS number and registered online with the SAM and with Grants.gov no later than July 24, 2019

Submission Dates and Times It is the responsibility of the applicant to ensure that the application is complete and submitted by the deadline. Failure to meet the submission deadline will result in an application being removed from consideration. Applicants should refer to the chart below to ensure that all required steps and deadlines are met.

Applicant Action Information Dates/Deadline Apply for a DUNS number

Obtain a DUNS number at the following website http://www.dnb.com/us/ or call (866) 705-5711.

July 24, 2019

Register with

SAM

Access the SAM online registration through the SAM homepage at https://SAM.gov and follow the online instructions for new SAM users. If the applicant already has the necessary information on hand, the online registration takes approximately 30 minutes to complete, depending upon the size and complexity of the business or organization.

Organizations must update or renew their SAM registration at least once a year to maintain an active status.

July 24, 2019

Register with Grants.gov

Once the SAM registration becomes active, the applicant will be able to complete the Grants.gov registration (see Other Submission Requirements for more information on registering for and using Grants.gov).

July 24, 2019 https://sam.gov/ http://www.grants.gov/ http://www.grants.gov/ https://www.sam.gov/ https://sam.gov/

Submit Letter of Intent

Ayesha A. Gaston, 202-307-6026, ayesha.gaston@usdoj.gov

July 24, 2019

Download Updated Version of Adobe

Applicants are responsible for ensuring that the most up-to-date version of Adobe Acrobat is installed on all computers that may be used to download the grant application package and submit the proposal. To verify if the Adobe software version is compatible with Grants.gov, visit the following link:

http://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html.

At least 48 hours before application deadline August 27, 2019

Request Hardcopy Submission (If Needed)

Applicants that cannot submit an application electronically due to lack of internet access must contact the POC at 202-307-6026 or ayesha.gaston@usdoj.gov to request permission to submit a hardcopy application.

July 24, 2019

Begin Application Submission Process

Applications must be submitted electronically via Grants.gov

August 25, 2019.

48 hour before application due date and time

Complete Application Submission Process

Grants.gov August 27, 2019

Confirmation of Application Receipt

1. Authorized Organization Representatives (AORs) should closely monitor their email for any notification from Grants.gov about a possible failed submission. The AOR is a user role within Grants.gov for a user who is authorized to submit applications on behalf of the organization.

2. The AOR should receive a minimum of two emails from Grants.gov. One will confirm receipt of the application package. The other will contain either a notice that the application was successfully submitted or a notice that there was an error with the application submission.

OVW does not send out these notifications, nor does OVW receive a copy of these notifications. It is the responsibility of the applicant to notify OVW of any problems with the application submission process.

Submitting the application at least 48 hours before the application deadline of August 27, 2019 will enable the applicant to receive notice of a failed submission and provide an opportunity to correct the error before the deadline.

http://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html http://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html mailto:ayesha.gaston@usdoj.gov https://www.grants.gov/ https://www.grants.gov/

OVW Policy on Late Submissions Applications submitted after 11:59 p.m. E.T. on August 27, 2019 will not be considered for funding, unless the applicant receives OVW permission to submit a late application. In limited circumstances, OVW will approve a request to submit an application after the due date. The charts below provide a description of the circumstances under which OVW will consider such requests. OVW’s approval of a late submission request is not an indication of the application’s final disposition. Applications approved for late submission are still subject to all of the review process and criteria described in this solicitation.

Failure to begin registration or application submission by the deadlines stated in the chart above is not an acceptable reason for late submission. To ensure fairness for all applicants, OVW requires that applicants requesting late submission adhere to the following:

Severe Inclement Weather or Natural Disaster

1. Document when the severe inclement weather or natural disaster occurred, the impacted area, and the specific impact on the applicant/partners (e.g., without power for “x” days, office closed for “x” days).

2. Contact OVW at the earliest possible date and provide the information described in #1.

3. Contact OVW at least 24 hours prior to the application deadline to request a late submission. Applicants impacted by severe inclement weather or a natural disaster occurring on the deadline must contact OVW within 72 hours after the due date or as soon as communications are restored.

OVW may not be able to accommodate all requests resulting from severe inclement weather or a natural disaster.

Experiencing Technical Difficulties Beyond the Applicant’s Reasonable Control Issue Applicant Action OVW Policy

Issue with SAM or Grants.gov Registration

1. Register and/or confirm existing registration at least 3 weeks prior to the application due date to ensure that the individual who will be submitting the application has SAM and Grants.gov access and is the person registered to submit on behalf of the applicant.

2. Maintain documentation of when registration began, any issues related to registration, and all communication with technical support.

3. Notify OVW as soon as the applicant becomes aware of a problem with registration but no later than 14 days

Failure to begin the SAM or Grants.gov registration process in sufficient time (i.e., by the date identified in this solicitation) is not an acceptable reason for late submission.

https://sam.gov/ https://www.grants.gov/ before the application due date.

Experiencing Unforeseeable Technical Difficulties During the Application Submission Process

1. Document when the applicant began the submission process.

2. Contact Grants.gov for technical support at least 24 hours prior to the application deadline.

3. Maintain documentation of all communication with Grants.gov support.

4. Contact the POC for this program at Ayesha A.

Gaston @ ayesha.gaston@usdoj.gov indicating that the applicant is experiencing technical difficulties and would like permission to submit a late application. Provide a telephone number and/or email address at which someone with the authority to submit the application and required documentation can be reached for the first 3 business days immediately following the application deadline.

5. Respond promptly to communication from OVW requesting the complete application package, applicant DUNS Number, Grants.gov helpdesk tracking numbers, and any other relevant documentation.

Common foreseeable technical difficulties for which OVW will not approve a late submission requests include:

a. Using an outdated version of Adobe Acrobat; and

b. Attachment rejection.

Through Grants.gov, OVW can confirm when submission began. Applicants who start the submission process less than 24 hours before the deadline will not be considered for late submission.

1. By beginning the application submission process 24-48 hours before the deadline, applicants should have sufficient time to receive notice of problems with their submissions and make necessary corrections.

2. To ensure that attachments are not rejected, attachment names should only include allowable characters. (See “Other Submission Requirements”).

Intergovernmental Review - Single Point of Contact Review Executive Order 12372 requires applicants from state and local units of government or other organizations providing services within a state to submit a copy of the application to the state Single Point of Contact (SPOC) if one exists and if the program has been selected for review.

Applicants must contact their state SPOCs to determine whether their programs have been selected for state review. The applicant must enter the date that the application was sent to the SPOC or the reason such submission is not required in the section of the SF 424 that refers to EO 12372. Applicants can find a list of SPOCs on the Office of Management and Budget website at https://www.whitehouse.gov/wp-content/uploads/2017/11/SPOC-Feb.-2018.pdf https://www.grants.gov/ https://www.grants.gov/ mailto:ayesha.gaston@usdoj.gov https://www.grants.gov/ https://www.grants.gov/ http://www.whitehouse.gov/omb/grants_spoc/ http://www.whitehouse.gov/omb/grants_spoc/ https://www.whitehouse.gov/wp-content/uploads/2017/11/SPOC-Feb.-2018.pdf

Funding Restrictions The following information is provided to allow applicants to develop an application and budget consistent with program requirements.

Unallowable Costs The activities listed below are unallowable, and costs for them must not be included in applicants’ budgets.

1. Lobbying

2. Fundraising

3. Purchase of real property

4. Physical modifications to buildings, including minor renovations (such as painting or carpeting)

5. Construction

Food and Beverage/Costs for Refreshments and Meals Generally, food and beverage costs are not allowable. OVW may approve the use of grant funds to provide a working meal at a meeting, conference, training, or other event, if one of the following applies:

2. The location of the event is not in close proximity to food establishments, despite efforts to secure a location near reasonably priced and accessible commercial food establishments.

3. Not serving food will significantly lengthen the day or necessitate extending the meeting to achieve meeting outcomes.

4. A special presentation at a conference requires a plenary address where there is no other time for food to be obtained.

5. Other extenuating circumstances necessitate the provision of food.

Justification for an exception listed above must be included in the applicant’s budget narrative, and grantees may only use funds to purchase food and/or beverages if OVW approves the specific expenditures in advance. For additional information on restrictions on food and beverage expenditures go to https://www.justice.gov/ovw/conference-planning.

Budget clearance does not constitute prior approval of food and beverage costs. Recipients must seek approval of these costs through the OVW conference approval process.

Conference Planning and Expenditure Limitations Applicants’ budgets must be consistent with all requirements (including specific cost limits and prior approval and reporting requirements, where applicable) governing the use of federal funds for expenses related to conferences (which is defined to include meetings, retreats, seminars, symposiums, training, and other similar events), and costs of attendance at such events.

Information on conference planning, minimization of costs, and conference reporting is available at https://www.justice.gov/ovw/conference-planning. This includes requirements pertaining to:

1. Cost of Logistical Conference Planning

2. Cost of Programmatic Conference Planning

3. Conference Space and Audio-Visual Equipment and Services

4. Prohibition on Trinkets at Conferences

5. Prohibition on Entertainment at Conferences https://www.justice.gov/ovw/conference-planning https://www.justice.gov/ovw/conference-planning

6. Food and Beverages at Conferences

7. Prior Approval Required Before Entering Into Contracts or Expending Funds for

Conferences

8. Conference Reporting

Budget clearance does not constitute prior approval to hold a…