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HomeMy WebLinkAbout032-26 RESOLUTIONPage 1 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 32-26 File Number: 2025-2625 A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A PROJECT SAFE NEIGHBORHOOD GRANT IN THE AMOUNT OF $33,629.76 FOR THE FAYETTEVILLE POLICE DEPARTMENT, AND TO APPROVE A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to accept the Fiscal Year 2026 Project Safe Neighborhood Grant award in the amount of $33,629.76 for the Fayetteville Police Department. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. PASSED and APPROVED on January 6, 2026 Approved: _______________________________ Molly Rawn, Mayor Attest: _______________________________ Kara Paxton, City Clerk Treasurer Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov CITY COUNCIL MEMO 2025-2625 MEETING OF JANUARY 6, 2026 TO: Mayor Rawn and City Council THROUGH: FROM: Mike Reynolds, Police Chief SUBJECT: Project Safe Neighborhoods (PSN) Grant Award for the Fayetteville Police Department RECOMMENDATION: Staff recommends acceptance of the non-matching Project Safe Neighborhoods (PSN) grant award for the Fayetteville Police Department and approval of a budget adjustment in the amount of $33,629.76. BACKGROUND: The Fayetteville Police Department (FPD) has been receiving grant funding and participating in the PSN program since 2019, with the Department of Finance & Administration, Office of Intergovernmental Services. The application for this grant was approved by Mayor Rawn on June 5, 2025, and the FPD received notification on December 9, 2025, that grant funds had been awarded in the amount of $33,629.76. The PSN grant is designed to create and foster safer neighborhoods through a sustained reduction of violent crime and works in partnership with the U.S. Attorney’s Office for the Western District of Arkansas. The program’s effectiveness relies on the collaboration of local, state, and federal law enforcement agencies working together with the communities they serve. DISCUSSION: The FPD applied for the PSN grant for a total amount of $38,629.76, which included $5,000 in community outreach projects, which were not funded. The awarded funds will be utilized for the following: $28,800 for gun violence investigations and community response overtime, and $4,829.76 for the fringe benefits associated with the overtime allocations. The grant period for this award is from October 1, 2025 to September 30, 2026. The notification of the award was delayed this year due to the government shutdown. BUDGET/STAFF IMPACT: There are no matching funds associated with this grant. A budget adjustment in the amount of $33,629 will be added to the 2026 operating budget. There is no impact on staffing. ATTACHMENTS: 3. Staff Review Form, 4. Staff Review Memo - Department Head Signed, 5. Budget Adjustment, 6. Grant Award Page 1 City of Fayetteville, Arkansas Legislation Text 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 File #: 2025-2625 A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A PROJECT SAFE NEIGHBORHOOD GRANT IN THE AMOUNT OF $33,629.76 FOR THE FAYETTEVILLE POLICE DEPARTMENT, AND TO APPROVE A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to accept the Fiscal Year 2026 Project Safe Neighborhood Grant award in the amount of $33,629.76 for the Fayetteville Police Department. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. Mike Reynolds Submitted By City of Fayetteville Staff Review Form 2025-2625 Item ID 1/6/2026 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 12/10/2025 Submitted Date Action Recommendation: POLICE (200) Division / Department Staff recommends acceptance of the non -matching Project Safe Neighborhoods (PSN) grant award for the Fayetteville Police Department and approval of a budget adjustment in the amount of $33,629.76. 1010.200.2920-various Account Number 32210.2601 Project Number Budgeted Item? No Does item have a direct cost? No Is a Budget Adjustment attached? Yes Budget Impact: General Fund Police PSN 2026 Grant Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Project Title $ 33,629.00 $ 33,629.00 V20221130 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Comments: Approval Date: CITY OF F,, YETTEV LLE ,A►RKAN A MEETING OF JANUARY 6, 2026 TO: Mayor and City Council FROM: Mike Reynolds, Chief of Police DATE: December 10, 2025 CITY COUNCI.L MEMO SUBJECT: Project Safe Neighborhoods (PSN) Grant Award for the Fayetteville Police Department RECOMMENDATION: Staff recommends acceptance of the non -matching Project Safe Neighborhoods (PSN) grant award for the Fayetteville Police Department and approval of a budget adjustment in the amount of $33,629.76. BACKGROUND: The Fayetteville Police Department (FPD) has been receiving grant funding and participating in the PSN program since 2019, with the Department of Finance & Administration, Office of Intergovernmental Services. The application for this grant was approved by Mayor Rawn on June 5, 2025, and the FPD received notification on December 9, 2025, that grant funds had been awarded in the amount of $33,629.76. The PSN grant is designed to create and foster safer neighborhoods through a sustained reduction of violent crime and works in partnership with the U.S. Attorney's Office for the Western District of Arkansas. The program's effectiveness relies on the collaboration of local, state, and federal law enforcement agencies working together with the communities they serve. DISCUSSION: The FPD applied for the PSN grant for a total amount of $38,629.76, which included $5,000 in community outreach projects, which were not funded. The awarded funds will be utilized for the following: $28,800 for gun violence investigations and community response overtime, and $4,829.76 for the fringe benefits associated with the overtime allocations. The grant period for this award is from October 1, 2025 to September 30, 2026. The notification of the award was delayed this year due to the government shutdown. BUDGET/STAFF IMPACT: There are no matching funds associated with this grant. A budget adjustment in the amount of $33,629 will be added to the 2026 operating budget. There is no impact on staffing. Attachments: Budget Adjustment Project Safe Neighborhoods award documents Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 City of Fayetteville, Arkansas - Budget Adjustment (Agenda) Budget Year Division /Org2 POLICE (200) Adjustment Number 2026 (BY) Requestor:T Tannehill BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Establish a revenue and expense budget for tracking the FY2026 Police Project Safe Neighborhoods (PSN) grant award in project accounting. COUNCIL DATE:1/6/2026 ITEM ID#:2025-2526 Holly Black 12/12/2025 11:31 AM Budget Division Date TYPE:D - (City Council) JOURNAL #: GLDATE: RESOLUTION/ORDINANCE CHKD/POSTED:/ v.2025125TOTAL33,629 33,629 Increase / (Decrease)Project.Sub# Account Number Expense Revenue Project Sub.Detl AT Account NameGLACCOUNTEXPENSEREVENUEPROJECTSUBATDESCRIPTION X 1010.200.2920-4302.01 -33,629 32210 2601 RE State Grants - Operational 1010.200.2920-5120.00 33,629 -32210 2601 EX Personnel Other - Contra -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- 1 of 1 OFFICE OF INTERGOVERNMENTAL SERVICES ARKANSAS DEPARTMENT OF 1515 West Seventh Street, Suite 404 FINANCE AND ADMINISTRATION P.O. Box 8031 Little Rock, Arkansas 72203-8031 \ Phone: (501) 682-1074 Fax: (501) 682-5206 https://w'_ww.dfa.ark-ansas.Pov/interRovernnTental- services CATALOG OF DOMESTIC FEDERAL ASSISTANCE a DTF ❑ RSAT (CFDA Number) 16.609 Federal Award Number: 15PB1A-23-GG-02426-GUNP PSN COAP/COSSA Federal Award Date: 9/25/23 1. SUBGRANTEE NAME AND ADDRESS (Including Zip Code) 6. SUBGRANT NUMBER: 267331-23WL Molly Rawn, Mayor City of Fayetteville Police Department 1800 N. Stephen Carr Memorial Blvd 7. START DATE: October 1, 2025 Fayetteville, AR 72704 END DATE: September 30, 2026 8. AWARD DATE: December 08, 2025 2. FEDERAL IDENTIFICATION NUMBER/UEI: 71-6018462 / ZGAZNS4HKFY3 9. ACTION: Initial X Modification 3. MODIFICATION EFFECTIVE DATE: 4. MODIFICATION AMOUNT: $ 10. AWARD AMOUNT: $33,629.76 FEDERAL AMOUNT: $ FEDERAL AMOUNT: $33,629.76 STATE AMOUNT: $ STATE AMOUNT: N/A LOCAL MATCH: $ LOCAL MATCH: N/A No Indirect Rote Cost S. PROJECT DESCRIPTION PSN is a nationwide initiative that brings together federal, state, local, tribal, and territorial law enforcement officials, prosecutors, community -based partners, and other stakeholders to identify the most pressing violent crime problems in a community and develop comprehensive solutions to address them. PSN is coordinated by the U.S. Attorney's Offices in the 94 federal judicial districts throughout the 50 states and U,S Territories. 11. SPECIAL CONDITIONS (Check if applicable) aTHE ABOVE GRANT PROJECT IS APPROVED SUBJECT TOSUCH CONDITIONSOR LIMITATIONS ASSET FORTH IN IT'S APPLICATION AND ALL CERTIFICATIONS, ASSURANCES AND SPECIAL CONDITIONS PREVIOUSLY AGREED TO. Statutory Authority: 34 U.S.C. 60701-OS AGENCY APPROVAL SUBGRANTEE APPROVAL 12. TYPED NAME AND TITLE OF APPROVING IGS OFFICIAL 15. TYPED NAME AND TITLE OF AUTHORIZED SUBGRANTEE OFFICIAL Doris Smith, DFA Administrator Molly Rawn, Mayor Intergovernmental Services City of Fayetteville Police Department 13. SIGN UrEOF APPROWNG OFFICIAL 14. : 16. SIGNAT}I JIRFF�OOF AI FFHnR17FD OFFICIAL 17. DATE: rDATE I13iZ 1* �``�'`' 01/06/2026 SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP Initial Here Special Conditions Compliance with restrictions on the use of federal funds --prohibited and controlled equipment under OJP awards Consistent with Executive Order 14074, "Advancing Effective, Accountable Policing and Criminal Justice Practices To Enhance Public Trust and Public Safety," OJP has prohibited the use of federal funds under this award for purchases or transfers of specified equipment by law enforcement agencies. In addition, OJP requires the recipient, and any subrecipient ("subgrantee") at any tier, to put in place specified controls prior to using federal funds under this award to acquire or transfer any property identified on the "controlled equipment" list. The details of the requirement are posted on the OJP web site at https://www.ojp.gov/funding/explore/prohibited-and-controlled-equipment (Award condition: Compliance with restrictions on the use of federal funds --prohibited and controlled equipment under OJP awards), and are incorporated by reference M.R. here. 2 Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 54 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 54, which relates to nondiscrimination on M.R. the basis of sex in certain "education programs." 3 Compliance with 41 U.S.C. 4712 (including prohibitions on reprisal; notice to employees) The recipient (and any subrecipient at any tier) must comply with, and is subject to, all applicable provisions of 41 U.S.C. 4712, including all applicable provisions that prohibit, under specified circumstances, discrimination against an employee as reprisal for the employee's disclosure of information related to gross mismanagement of a federal grant, a gross waste of federal funds, an abuse of authority relating to a federal grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a federal grant. The recipient also must inform its employees, in writing (and in the predominant native language of the workforce), of employee rights and remedies under 41 U.S.C. 4712. Should a question arise as to the applicability of the provisions of 41 U.S.C. 4712 Page 1 of 17 SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP to this award, the recipient is to contact the DOJ awarding agency (OJP or OVW, M.R. as appropriate) for guidance. 4 Applicability of Part 200 Uniform Requirements The Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2 C.F.R. Part 200, as adopted and supplemented by DOJ in 2 C.F.R. Part 2800 (together, the "Part 200 Uniform Requirements") apply to this FY 2022 award from OJP. The Part 200 Uniform Requirements were first adopted by DOJ on December 26, 2014. If this FY 2022 award supplements funds previously awarded by OJP under the same award number (e.g., funds awarded during or before December 2014), the Part 200 Uniform Requirements apply with respect to all funds under that award number (regardless of the award date, and regardless of whether derived from the initial award or a supplemental award) that are obligated on or after the acceptance date of this FY 2022 award. For more information and resources on the Part 200 Uniform Requirements as they relate to OJP awards and subawards ("subgrants"), see the OJP website at https:Hojp.gov/funding/Part2000niformRequirements.htm. Record retention and access: Records pertinent to the award that the recipient (and any subrecipient ("subgrantee") at any tier) must retain -- typically for a period of 3 years from the date of submission of the final expenditure report (SF 425), unless a different retention period applies -- and to which the recipient (and any subrecipient ("subgrantee") at any tier) must provide access, include performance measurement information, in addition to the financial records, supporting documents, statistical records, and other pertinent records indicated at 2 C.F.R. 200.334. In the event that an award -related question arises from documents or other materials prepared or distributed by OJP that may appear to conflict with, or differ in some way from, the provisions of the Part 200 Uniform Requirements, the M.R. recipient is to contact OJP promptly for clarification. 5 Compliance with applicable rules regarding approval, planning, and reporting of conferences, meetings, trainings, and other events The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable laws, regulations, policies, and official DOJ guidance (including Page 2 of 17 SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP specific cost limits, prior approval and reporting requirements, where applicable) governing the use of federal funds for expenses related to conferences (as that term is defined by DOJ), including the provision of food and/or beverages at such conferences, and costs of attendance at such conferences. Information on the pertinent DOJ definition of conferences and the rules applicable to this award appears in the DOJ Grants Financial Guide (currently, as M.R. section 3.10 of "Postaward Requirements" in the "DOJ Grants Financial Guide"). 6 Requirement for data on performance and effectiveness under the award The recipient must collect and maintain data that measure the performance and effectiveness of work under this award. The data must be provided to OJP in the manner (including within the timeframes) specified by OJP in the program solicitation or other applicable written guidance. Data collection supports compliance with the Government Performance and Results Act (GPRA) and the M.R. GPRA Modernization Act of 2010, and other applicable laws. 7 Compliance with DOJ Grants Financial Guide References to the DOJ Grants Financial Guide are to the DOJ Grants Financial Guide as posted on the OJP website (currently, the "DOJ Grants Financial Guide" available at https:Hojp.gov/financialguide/DOJ/index.htm), including any updated version that may be posted during the period of performance. The recipient agrees M.R. to comply with the DOJ Grants Financial Guide. 8 Compliance with general appropriations -law restrictions on the use of federal funds (FY 2022) The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable restrictions on the use of federal funds set out in federal appropriations statutes. Pertinent restrictions, including from various "general provisions" in the Consolidated Appropriations Act, 2022, are set out at https://www.ojp.gov/funding/Explore/ FY22Approp riationsRestrictions. htm, and are incorporated by reference here. Should a question arise as to whether a particular use of federal funds by a recipient (or a subrecipient) would or might fall within the scope of an Page 3 of 17 SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP i appropriations -law restriction, the recipient is to contact OJP for guidance, and M.R. may not proceed without the express prior written approval of OJP. ►AIV 9 Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 38 The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 38 (as may be applicable from time to time), specifically including any applicable requirements regarding written notice to program beneficiaries and prospective program beneficiaries. Currently, among other things, 28 C.F.R. Part 38 includes rules that prohibit specific forms of discrimination on the basis of religion, a religious belief, a refusal to hold a religious belief, or refusal to attend or participate in a religious practice. Part 38, currently, also sets out rules and requirements that pertain to recipient and subrecipient ("subgrantee") organizations that engage in or conduct explicitly religious activities, as well as rules and requirements that pertain to recipients and subrecipients that are faith -based or religious organizations. The text of 28 C.F.R. Part 38 is available via the Electronic Code of Federal Regulations (currently accessible at https://www.ecfr.gov/cgi- bin/ECFR?page=browse), by browsing to Title 28-Judicial Administration, Chapter 1, Part 38, under a-CFR "current" data. 10 Effect of failure to address audit issues The recipient understands and agrees that the DOJ awarding agency (OJP or OVW, as appropriate) may withhold award funds, or may impose other related requirements, if (as determined by the DOJ awarding agency) the recipient does not satisfactorily and promptly address outstanding issues from audits required by the Part 200 Uniform Requirements (or by the terms of this award), or other outstanding issues that arise in connection with audits, investigations, or reviews of DOJ awards. 11 Requirements of the award; remedies for non-compliance or for materially false statements The conditions of this award are material requirements of the award. Compliance with any assurances or certifications submitted by or on behalf of the recipient that Page 4 of 17 ILVAN0 SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP relate to conduct during the period of performance also is a material requirement of this award. Limited Exceptions. In certain special circumstances, the U.S. Department of Justice ("DOJ") may determine that it will not enforce, or enforce only in part, one or more requirements otherwise applicable to the award. Any such exceptions regarding enforcement, including any such exceptions made during the period of performance, are (or will be during the period of performance) set out through the Office of Justice Programs ("OJP") webpage entitled "Legal Notices: Special circumstances as to particular award conditions" (ojp.gov/funding/Explore/LegalNotices-AwardRegts.htm), and incorporated by reference into the award. By signing and accepting this award on behalf of the recipient, the authorized recipient official accepts all material requirements of the award, and specifically adopts, as if personally executed by the authorized recipient official, all assurances or certifications submitted by or on behalf of the recipient that relate to conduct during the period of performance. Failure to comply with one or more award requirements -- whether a condition set out in full below, a condition incorporated by reference below, or an assurance or certification related to conduct during the award period -- may result in OJP taking appropriate action with respect to the recipient and the award. Among other things, the OJP may withhold award funds, disallow costs, or suspend or terminate the award. DOJ, including OJP, also may take other legal action as appropriate. Any materially false, fictitious, or fraudulent statement to the federal government related to this award (or concealment or omission of a material fact) may be the subject of criminal prosecution (including under 18 U.S.C. 1001 and/or 1621, and/or 34 U.S.C. 10271-10273), and also may lead to imposition of civil penalties and administrative remedies for false claims or otherwise (including under 31 U.S.C. 3729-3730 and 3801-3812). Should any provision of a requirement of this award be held to be invalid or unenforceable by its terms, that provision shall first be applied with a limited construction so as to give it the maximum effect permitted by law. Should it be held, instead, that the provision is utterly invalid or -unenforceable, such provision shall be deemed severable from this award. 12 Compliance with DOJ regulations pertaining to civil riahts and nondiscrimination - 28 C.F.R. Part 42 Page 5 of 17 SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28 C.F.R. Part 42, specifically including any applicable requirements in Subpart E of M.R. 28 C.F.R. Part 42 that relate to an equal employment opportunity program. 13 Employment eligibility verification for hiring under the award 1. The recipient (and any subrecipient at any tier) must -- A. Ensure that, as part of the hiring process for any position within the United States that is or will be funded (in whole or in part) with award funds, the recipient (or any subrecipient) properly verifies the employment eligibility of the individual who is being hired, consistent with the provisions of 8 U.S.C. 1324a(a)(1). B. Notify all persons associated with the recipient (or any subrecipient) who are or will be involved in activities under this award of both-- (1) this award requirement for verification of employment eligibility, and (2) the associated provisions in 8 U.S.C. 1324a(a)(1) that, generally speaking, make it unlawful, in the United States, to hire (or recruit for employment) certain aliens. C. Provide training (to the extent necessary) to those persons required by this condition to be notified of the award requirement for employment eligibility verification and of the associated provisions of 8 U.S.C. 1324a(a)(1). D. As part of the recordkeeping for the award (including pursuant to the Part 200 Uniform Requirements), maintain records of all employment eligibility verifications pertinent to compliance with this award condition in accordance with Form 1-9 record retention requirements, as well as records of all pertinent notifications and trainings. 2. Monitoring The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition. 3. Allowable costs To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the reasonable, necessary, and Page 6 of 17 SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP allocable costs (if any) of actions designed to ensure compliance with this condition. 4. Rules of construction A. Staff involved in the hiring process For purposes of this condition, persons "who are or will be involved in activities under this award" specifically includes (without limitation) any and all recipient (or any subrecipient) officials or other staff who are or will be involved in the hiring process with respect to a position that is or will be funded (in whole or in part) with award funds. B. Employment eligibility confirmation with E-Verify For purposes of satisfying the requirement of this condition regarding verification of employment eligibility, the recipient (or any subrecipient) may choose to participate in, and use, E-Verify (www.e-verify.gov), provided an appropriate person authorized to act on behalf of the recipient (or subrecipient) uses E-Verify (and follows the proper E-Verify procedures, including in the event of a "Tentative Nonconfirmation" or a "Final Nonconfirmation") to confirm employment eligibility for each hiring for a position in the United States that is or will be funded (in whole or in part) with award funds. C. "United States" specifically includes the District of Columbia, Puerto Rico, Guam, the Virgin Islands of the United States, and the Commonwealth of the Northern Mariana Islands. D. Nothing in this condition shall be understood to authorize or require any recipient, any subrecipient at any tier, or any person or other entity, to violate any federal law, including any applicable civil rights or nondiscrimination law. E. Nothing in this condition, including in paragraph 4.B., shall be understood to relieve any recipient, any subrecipient at any tier, or any person or other entity, of any obligation otherwise imposed by law, including 8 U.S.C. 1324a(a)(1). Questions about E-Verify should be directed to DHS. For more information about E-Verify visit the E-Verify website (https://www.e-verify.govn or email E- Verify at E-Verify@dhs.gov. E-Verify employer agents can email E-Verify at E- VerifyEmployerAgent@dhs.gov. Questions about the meaning or scope of this condition should be directed to OJP, M.R. before award acceptance. 14 Page 7 of 17 SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP OJP Training Guiding Principles Any training or training materials that the recipient -- or any subrecipient ("subgrantee") at any tier -- develops or delivers with OJP award funds must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees, available at https://www.ojp.gov/funding/implement/training-guiding-principles- M.R. grantees-and-subgrantees. 15 Determination of suitability to interact with participating minors SCOPE. This condition applies to this award if it is indicated -- in the application for the award (as approved by DOJ)(or in the application for any subaward, at any tier), the DOJ funding announcement (solicitation), or an associated federal statute -- that a purpose of some or all of the activities to be carried out under the award (whether by the recipient, or a subrecipient at any tier) is to benefit a set of individuals under 18 years of age. The recipient, and any subrecipient at any tier, must make determinations of suitability before certain individuals may interact with participating minors. This requirement applies regardless of an individual's employment status. The details of this requirement are posted on the OJP web site at https://ojp.gov/funding/Explore/Interact-Minors.htm (Award condition: Determination of suitability required, in advance, for certain individuals who may M.R. interact with participating minors), and are incorporated by reference here. 16 Restrictions and certifications regarding non -disclosure agreements and related matters No recipient or subrecipient ("subgrantee") under this award, or entity that receives a procurement contract or subcontract with any funds under this award, may require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits or otherwise restricts, or purports to prohibit or restrict, the reporting (in accordance with law) of waste, fraud, or abuse to an investigative or law enforcement representative of a federal department or agency authorized to receive such information. The foregoing is not intended, and shall not be understood by the agency making this award, to contravene requirements applicable to Standard Form 312 (which relates to classified information), Form 4414 (which relates to sensitive Page 8 of 17 ►�C7 SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP compartmented information), or any other form issued by a federal department or agency governing the nondisclosure of classified information. 1. In accepting this award, the recipient -- a. represents that it neither requires nor has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and b. certifies that, if it learns or is notified that it is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds, will provide prompt written notification to the federal agency making this award, and will resume (or permit resumption of) such obligations only if expressly authorized to do so by that agency. 2. If the recipient does or is authorized under this award to make subawards ("subgrants"), procurement contracts, or both -- a. it represents that-- (1) it has determined that no other entity that the recipient's application proposes may or will receive award funds (whether through a subaward ("subgrant"), procurement contract, or subcontract under a procurement contract) either requires or has required internal confidentiality agreements or statements from employees or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste, fraud, or abuse as described above; and (2) it has made appropriate inquiry, or otherwise has an adequate factual basis, to support this representation; and b. it certifies that, if it learns or is notified that any subrecipient, contractor, or subcontractor entity that receives funds under this award is or has been requiring its employees or contractors to execute agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will immediately stop any further obligations of award funds to or by that entity, will provide prompt written notification to the federal agency making this award, and will resume (or permit resumption of) such obligations only if expressly authorized to do so by that agency. 17 Page 9 of 17 SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP Requirement to report actual or imminent breach of personally identifiable information (PII) The recipient (and any "subrecipient" at any tier) must have written procedures in place to respond in the event of an actual or imminent "breach" (OMB M-17-12) if it (or a subrecipient) -- (1) creates, collects, uses, processes, stores, maintains, disseminates, discloses, or disposes of "Personally Identifiable Information (PII)" (2 CFR 200.1) within the scope of an OJP grant -funded program or activity, or (2) uses or operates a "Federal information system" (OMB Circular A-130). The recipient's breach procedures must include a requirement to report actual or imminent breach of PH to an OJP Program Manager no later than 24 hours after M.R. an occurrence of an actual breach, or the detection of an imminent breach. 18 Encouragement of policies to ban text messaging while driving Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving," 74 Fed. Reg. 51225 (October 1, 2009), DOJ encourages recipients and subrecipients ("subgrantees") to adopt and enforce policies banning employees from text messaging while driving any vehicle during the course of performing work funded by this award, and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease M.R. crashes caused by distracted drivers. 19 All subawards ("subgrants") must have specific federal authorization The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements for authorization of any subaward. This condition applies to agreements that -- for purposes of federal grants administrative requirements -- OJP considers a "subaward" (and therefore does not consider a procurement "contract"). The details of the requirement for authorization of any subaward are posted on the M.R. OJP web site at https://ojp.gov/ funding/Explore/SubawardAuthorization.htm (Award condition: All subawards ("subgrants") must have specific federal authorization), and are incorporated by reference here. 20 Specific post -award approval required to use a noncompetitive approach in any procurement contract that would exceed $250,000 Page 10 of 17 SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements to obtain specific advance approval to use a noncompetitive approach in any procurement contract that would exceed the Simplified Acquisition Threshold (currently, $250,000). This condition applies to agreements that -- for purposes of federal grants administrative requirements -- OJP considers a procurement "contract" (and therefore does not consider a subaward). The details of the requirement for advance approval to use a noncompetitive approach in a procurement contract under an OJP award are posted on the OJP web site at https:Hojp.gov/funding/Explore/NoncompetitiveProcurement.htm (Award condition: Specific post -award approval required to use a noncompetitive approach in a procurement contract (if contract would exceed $250,000)), and are M.R. incorporated by reference here. 21 Requirements pertaining to prohibited conduct related to trafficking in persons (including reporting requirements and OJP authority to terminate awa rd The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements (including requirements to report allegations) pertaining to prohibited conduct related to the trafficking of persons, whether on the part of recipients, subrecipients ("subgrantees"), or individuals defined (for purposes of this condition) as "employees" of the recipient or of any subrecipient. The details of the recipient's obligations related to prohibited conduct related to trafficking in persons are posted on the OJP web site at https://ojp.gov/funding/Explore/ProhibitedConduct-Trafficking.htm (Award condition: Prohibited conduct by recipients and subrecipients related to trafficking in persons (including reporting requirements and OJP authority to terminate M.R. award)), and are incorporated by reference here. 22 Requirement to report potentially duplicative funding If the recipient currently has other active awards of federal funds, or if the recipient receives any other award of federal funds during the period of performance for this award, the recipient promptly must determine whether funds from any of those other federal awards have been, are being, or are to be used (in whole or in part) for one or more of the identical cost items for which funds are provided under this award. If so, the recipient must promptly notify the DOJ awarding agency (OJP or OVW, as appropriate) in writing of the potential duplication, and, if so requested b� Page 11 of 17 SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP the DOJ awarding agency, must seek a budget -modification or change -of -project - scope Grant Award Modification (GAM) to eliminate any inappropriate duplication M.R. of funding. 23 Reporting potential fraud, waste, and abuse, and similar misconduct The recipient, and any subrecipients ("subgrantees") at any tier, must promptly refer to the DOJ Office of the Inspector General (OIG) any credible evidence that a principal, employee, agent, subrecipient, contractor, subcontractor, or other person has, in connection with funds under this award-- (1) submitted a claim that violates the False Claims Act; or (2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct. Potential fraud, waste, abuse, or misconduct involving or relating to funds under this award should be reported to the OIG by--(1) online submission accessible via the OIG webpage at https://oig.justice.gov/hotline/contact-grants.htm (select "Submit Report Online"); (2) mail directed to: U.S. Department of Justice, Office of the Inspector General, Investigations Division, ATTN: Grantee Reporting, 950 Pennsylvania Ave., NW, Washington, DC 20530; and/or (3) by facsimile directed to the DOJ OIG Investigations Division (Attn: Grantee Reporting) at (202) 616-9881 (fax). Additional information is available from the DOJ OIG website at M.R. hftps:Hoig.justice.gov/hotline. 24 Requirements related to System for Award Manaqement and Universal Identifier Requirements The recipient must comply with applicable requirements regarding the System for Award Management (SAM), currently accessible at https://www.sam.gov/. This includes applicable requirements regarding registration with SAM, as well as maintaining the currency of information in SAM. The recipient also must comply with applicable restrictions on subawards ("subgrants") to first -tier subrecipients (first- tier "subgrantees"), including restrictions on subawards to entities that do not acquire and provide (to the recipient) the unique entity identifier required for SAM registration. The details of the recipient's obligations related to SAM and to unique entity identifiers are posted on the OJP web site at Page 12 of 17 M.R SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP https:Hojp.gov/funding/Explore/SAM.htm (Award condition: System for Award Management (SAM) and Universal Identifier Requirements), and are incorporated by reference here. This condition does not apply to an award to an individual who received the award as a natural person (i.e., unrelated to any business or non-profit organization that he or she may own or operate in his or her name). 25 Restrictions on "lobbying" In general, as a matter of federal law, federal funds awarded by OJP may not be used by the recipient, or any subrecipient ("subgrantee") at any tier, either directly or indirectly, to support or oppose the enactment, repeal, modification, or adoption of any law, regulation, or policy, at any level of government. See 18 U.S.C. 1913. (There may be exceptions if an applicable federal statute specifically authorizes certain activities that otherwise would be barred by law.) Another federal law generally prohibits federal funds awarded by OJP from being used by the recipient, or any subrecipient at any tier, to pay any person to influence (or attempt to influence) a federal agency, a Member of Congress, or Congress (or an official or employee of any of them) with respect to the awarding of a federal grant or cooperative agreement, subgrant, contract, subcontract, or loan, or with respect to actions such as renewing, extending, or modifying any such award. See 31 U.S.C. 1352. Certain exceptions to this law apply, including an exception that applies to Indian tribes and tribal organizations. Should any question arise as to whether a particular use of federal funds by a recipient (or subrecipient) would or might fall within the scope of these prohibitions, the recipient is to contact OJP for guidance, and may not proceed without the express prior written approval of OJP. 26 The recipient agrees to submit to BJA for review and approval any product (e.g., curricula, training materials, publications, reports, videos, or any other written, web - based, or audio-visual, or other materials) that will be developed and published under this award at least thirty (30) working days prior to the targeted dissemination date. The current edition of the DOJ Grants Financial Guide provides guidance on allowable printing and publication activities. Any products developed under this award, (with the exception of press releases, web sites, and mobile applications), shall contain the following statements: "This project was supported by Grant No. <Award_Number> awarded by the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice. Points of view or opinions in this document are those of the Page 13 of 17 ►NV ►IAM M. R. SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP author and do not necessarily represent the official position or policies of the U.S. Department of Justice." (Note: A separate disclaimer has been developed and is required for web sites and mobile applications. No disclaimer is required for press releases.) 27 The recipient agrees to cooperate with any assessments, national evaluation efforts, or information or data collection requests, including, but not limited to, the provision of any information required for the assessment or evaluation of any activities within this project. m Cooperating with OJP monitoring The recipient agrees to cooperate with OJP monitoring of this award pursuant to OJP's guidelines, protocols, and procedures, and to cooperate with OJP (including the grant manager for this award and the Office of Chief Financial Officer (OCFO)) requests related to such monitoring, including requests related to desk reviews and/or site visits. The recipient agrees to provide to OJP all documentation necessary for OJP to complete its monitoring tasks, including documentation related to any subawards made under this award. Further, the recipient agrees to abide by reasonable deadlines set by OJP for providing the requested documents. Failure to cooperate with OJP's monitoring activities may result in actions that affect the recipient's DOJ awards, including, but not limited to: withholdings and/or other restrictions on the recipient's access to award funds; referral to the DOJ OIG for audit review; designation of the recipient as a DOJ High Risk grantee; or termination of an award(s). 29 Protection of human research subjects The recipient (and any subrecipient at any tier) must comply with the requirements of 28 C.F.R. Part 46 and all OJP policies and procedures regarding the protection of human research subjects, including obtainment of Institutional Review Board approval, if appropriate, and subject informed consent. 30 Confidentiality of data The recipient (and any subrecipient at any tier) must comply with all confidentialit, Page 14 of 17 SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP requirements of 34 U.S.C. 10231 and 28 C.F.R. Part 22 that are applicable to collection, use, and revelation of data or information. The recipient further agrees, as a condition of award approval, to submit a Privacy Certificate that is in accord with requirements of 28 M.R. C.F.R. Part 22 and, in particular, 28 C.F.R. 22.23. 31 Any Web site that is funded in whole or in part under this award must include the following statement on the home page, on all major entry pages (i.e., pages (exclusive of documents) whose primary purpose is to navigate the user to interior content), and on any pages from which a visitor may access or use a Web -based service, including any pages that provide results or outputs from the service: "This Web site is funded in whole or in part through a grant from the Bureau of Justice Assistance, Office of Justice Programs, U.S. Department of Justice. Neither the U.S. Department of Justice nor any of its components operate, control, are responsible for, or necessarily endorse, this Web site (including, without limitation, its content, technical infrastructure, and policies, and any services or tools provided)." The full text of the foregoing statement must be clearly visible on the home page. On other pages, the statement may be included through a link, entitled "Notice of M.R. Federal Funding and Federal Disclaimer," to the full text of the statement. 32 Applicants must ensure that Limited English Proficiency persons have meaningful access to the services under this program(s). National origin discrimination includes discrimination on the basis of limited English proficiency (LEP). To ensure compliance with Title VI and the Safe Streets Act, recipients are required to take reasonable steps to ensure that LEP persons have meaningful access to their programs. Meaningful access may entail providing language assistance services, including oral and written translation when necessary. The U.S. Department of Justice has issued guidance for grantees to help them comply with Title VI requirements. The guidance document can be accessed on the Internet at M.R. www.lep.gov. 33 Body armor - compliance with NIJ standards and other requirements Ballistic -resistant and stab -resistant body armor purchased with award funds may be purchased at any threat level, make or model, from any distributor or manufacturer, as long as the body armor has been tested and found to comply with applicable National Institute of Justice ballistic or stab standards, and is listed on the NIJ Compliant Body Armor Model List. In addition, ballistic -resistant and stab -resistant body armor purchased must be made in the United States and must be uniquely fitted, as set forth in 34 U.S.C. 10202(c)(1)(A). The latest NIJ standard Page 16 of 17 SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP information and the NIJ Compliant Body Armor List may be found by following the links located on the NIJ Body Armor page: https:Hnij.ojp.gov/topics/equipment-and- technology/body-armor. In addition, if recipient uses funds under this award to M.R. purchase body armor, the recipient is strongly encouraged to have a "mandatory wear" policy in effect. There are no requirements regarding the nature of the policy other than it be a mandatory wear policy for all uniformed officers while on duty. M. M.R. 34 In accepting this award, the recipient agrees that grant funds cannot be used for Facial Recognition Technology (FRT) unless the recipient has policies and procedures in place to ensure that the FRT will be utilized in an appropriate and responsible manner that promotes public safety, and protects privacy, civil rights, and civil liberties and complies with all applicable provisions of the U.S. Constitution, including the Fourth Amendment's protection against unreasonable searches and seizures and the First Amendment's freedom of association and speech, as well as other laws and regulations. Recipients utilizing funds for FRT must make such policies and procedures available to DOJ upon request. 35 PSN Fiscal Agent Definition References in this award document to "recipient" and "fiscal agent" both refer equally to the entity or organization receiving this award directly. 36 The recipient understands that, in accepting this award, the Authorized Representative declares and certifies, among other things, that he or she possesses the requisite legal authority to accept the award on behalf of the recipient entity and, in so doing, accepts (or adopts) all material requirements that relate to conduct throughout the period of performance under this award. The recipient further understands, and agrees, that it will not assign anyone to the role of Authorized Representative during the period of performance under the award without first ensuring that the individual has the requisite legal authority. 37 If award funds are used for DNA testing of evidentiary materials, any resulting eligible DNA profiles must be uploaded to the Combined DNA Index System ("CODIS," the DNA database operated by the FBI) by a government DNA laboratory with access to CODIS. With the exception of Forensic Genetic Genealogy, no profiles generated under this award may be entered or uploaded into any non -governmental DNA database without prior express written approva Page 16 of 17 M.R SPECIAL CONDITIONS FOR FEDERAL AWARD 15PBJA-23-GG-02426-GUNP from BJA. Award funds may not be used for the purchase of DNA equipment and supplies unless the resulting DNA profiles may be accepted for entry into CODIS. Booking agencies should work with their state CODIS agency to ensure all requirements are met for participation in Rapid DNA (see National Rapid DNA Booking Operational Procedures Manual). 38 The recipient agrees that no funds under this grant award (including via subcontract or subaward, at any tier) may be used for unmanned aircraft systems (UAS), which includes unmanned aircraft vehicles (UAV), or for any accompanying accessories to support UAS. Page 17 of 17 STATE OF ARKANSAS Department of Finance and Administration OFFICE OF INTERGOVERNMENTAL SERVICES 1515 West Seventh Street, Suite 400 Post Office Box 8031 Little Rock, Arkansas 72203-8031 Phone: (501) 682-1074 Fax:(501 682-5206 http://www.dfa.arkansas.gov AO GENERAL TERMS AND SPECIAL SUBGRANT CONDITIONS Initials The applicant assures that federal funds will not be used to supplant state and local funds but will be used to increase the amount of funds that would, in the absence of federal funds, be made available for the activities of this project. The subrecipient shall ensure that federal and/or state matching funds are used to supplement existing funds for program activities and must not replace those funds that have been appropriated for the same purpose. Federal and/or state matching funds made available under this grant will be used to increase the amount of funds that would, in the absence of federal and/or state matching funds, be made available for law enforcement activities. If there is a potential presence of supplanting, the subrecipient will supply documentation demonstrating that the reduction in non - Federal resources occurred for reasons other than the receipt or expected receipt of Federal funds. For example, no maintenance and operation costs previously funded by a state, city or county government may be supported with Drug Crime Fund and/or state matching funds. Any federal and/or state matching funds budgeted to supplement existing state and/or local funds due to increased maintenance and operation costs (e.g., fuel, utilities, etc.) M.R. shall not be used until all state and/or local funds budgeted for those costs are exhausted. The applicant assures that fund accounting, auditing, monitoring, and evaluation procedures as may M.R. be necessary to keep such records as the Department of Justice and the Department of Finance and Administration shall be provided to assure fiscal control, proper management, and effective disbursement/reimbursement of funds received under this sub award, M.R. The applicant assures that it will maintain an appropriate grant administration system to ensure that all terms, conditions, and specifications of the grant, including these assurances, are met. M.R. The applicant assures that it will comply with the OJP Financial Guide in its administration of the grant. The OJP Financial Guide can be accessed online at https://www.justice.gov/ovw/­page/­­file/1228061/download. M.R. The applicant assures that it shall maintain such data and information and submit such reports in such form, at such times, and containing such data and information as the as the Department o Justice and the Department of Finance and Administration may require. The applicant agrees to use the grant and matching funds only for the purposes stated in this application. Additionally, the applicant agrees that any grant and matching funds approved for M.R. personnel for this project will be based on the percent of time the personnel actually devote to the project. DFA-IGS General Terms and Conditions Updated September 2025 1 OF 5 IGOSTATE OFARKANSAS Department of Finance and Administration OFFICE OF INTERGOVERNMENTAL SERVICES 1515 West Seventh Street, Suite 400 Post Office Box 8031 Little Rock, Arkansas 72203-8031 Phone: (501) 682-1074 Fax: 501 682-5206 littp://www.dfa.arkansas.kyov The applicant assures that in the event a federal/state court or federal/state administrative agency makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, or sex against a recipient of funds, the recipient will forward a copy of the finding M.R. to the Office of Justice Programs, Office of Civil Rights Compliance (OCRC) and the Arkansas Department of Finance and Administration, Office of Intergovernmental Services. The applicant assures that if it is required to formulate an Equal Employment Opportunity Program M.R. (EEOP) in accordance with 28 CFR 42.301, et. seq., it should submit a certification to the state that it has a current EEOP on file which meets the requirements therein. The applicant assures that it will comply with the provisions of 28 CFR applicable to grants and cooperative agreements including Part 18, OJP Hearing and Appeals Procedures; Part 20, Criminal Justice Information Systems; Part 22, Confidentiality of Identifiable Research and Statistical Information; Part 23, Criminal Intelligence Systems Operating Policies; Part 30, Department of M.R. Justice Programs and Activities; Part 42, Nondiscrimination Equal Employment Opportunity Policies and Procedures; Part 61, Procedures for Implementing the National Environmental Policy Act; and Part 63, Floodplain Management and Wetland Protection Procedures. The applicant assures that in addition to all other audit requirements, it will allow the Division of Legislative Audit or any other independent or internal auditors of the Department of Finance and Administration to have access to the applicant's records and financial statements; (A) as may be necessary for the Department of Finance and Administration to comply with 2 C.F.R. 200 and other rules and/or regulations governing financial accounting and auditing guidelines, principles, and procedures; and M.R. (B) as may be requested by the Department of Finance and Administration to comply with any State or local government rules and/or regulations. M.R. The applicant assures that it will fully participate in the compilation of statistical information as required by state agencies, i.e., providing complete fingerprint arrest information. The applicant assures that both federal, state, and matching funds used for this project will be used M.R. exclusively to support Justice Assistance Grant (JAG) Program activities defined and will not be used to support any general-purpose law enforcement or other activity maintained by the applicant. The applicant assures that if the grant funds are used to support a Task Force, the Task Force Boar of Directors or 'Control Group' will hold regularly scheduled meetings every two (2) months and wil provide DFA-IGS and the State Drug Director with copies of the agenda and minutes of each meeting M.R. DFA-IGS General Terms and Conditions Updated September 2025 2OF5 STATE OF ARKANSAS Department of Finance % and Administration OFFICE OF INTERGOVERNMENTAL SERVICES 1515 West Seventh Street, Suite 400 Post Office Box 8031 Little Rock, Arkansas 72203-8031 Phone: (501) 682-1074 Fax: 501 682-5206 litip://www.dfa.arkatisas.gov The applicant assures that if the grant funds are used to support a Task Force, appropriate and adequate staffing would be maintained for the duration of the project period. For efficiency in project implementation, the State Drug Director's Office highly recommend that appropriate staff M.R. include a full-time Drug Task Force Commander (certified law enforcement officer) and a Fiscal Officer regardless of if funds are used to pay salaries. The applicant assures that if grant funds are used to support a Task Force, the Task Force Administrator/Director/Commander and the Board of Directors will develop and/or maintain a M.R. detailed policy and procedures manual for the guidance oftaskforce operations. Copies of the Policy and Procedures Manual as well as updates and revisions shall be forwarded to DFA-IGS and the State Drug Director's Office. (Updates and Revisions shall be submitted when occurred.) M.R. The applicant assures that all proposals for out of state travel for conference and training will submitted for approval prior to any expense being incurred. M.R. If applicable, the sub -recipient agrees to prepare and submit an Inventory Report for equipment purchased with federal, state, and/or local matching funds with the 151 Quarterly Report. (Updates to Inventory Reporting shall be submitted with quarterly reports.) The sub -recipient agrees to prepare and submit a Monthly Request for Reimbursement Form (with copies of invoices, cancelled checks, and other documentation of expenditures by line item) by the 15' day of each month following the month for which subgrant expenditures were paid. A supporting document(s) (Excel Spreadsheet) reporting the allocation of subgrant expenditures between federal, state and/or local funds shall accompany each Request for Reimbursement. Reimbursement requests must be timely. Documentation must be appropriate, legible, and accurate. Sub -recipients are required to submit requests monthly, even if the request is zero. Failure to submit monthly reimbursement requests in a timely manner may impose additional special conditions. Please note and acknowledge the additional items below. a. Grant funds will be used only in accordance with the approved budget. Expenditures incurred or made outside the approved budget line items/categories will be disallowed. b. All lease agreements (i.e., vehicle, storage, office space, and/or rental) must be submitted to DFA-IGS forthe file within 60 days of the award date. c. Preapproval is required for out of state travel. Prior to travel, sub - recipient must submit an out-of-state travel request form to IGS for approval no later than 30 days before the travel. IGS will provide the standard form to use. Expense incurred for out of state travel that is not pre -approved by IGS will be disallowed. d. Before unique purchases, review federal/state solicitations and be M.R. aware of other unallowable items or items that require special conditions for approval. DFA-IGS General Terms and Conditions Updated September 2025 3OF5 STATE OF ARKANSAS OFFICE OF INTERGOVERNMENTAL . SERVICES 1515 West Seventh Street, Suite 400 Department of Finance Post Office Box8031 Little Rock, Arkansas 72203-8031 Phone: 501 682-1074 and Administration Fax: (501) 682-5206 http://www.dfa.arkansis.bov The sub -recipient agrees to prepare and submit Quarterly Reports by the loth of the month following the end of a quarter. Report due dates are October loth, January loth, April loth, and July loth. Sub- M.R. recipient must utilize the Accountability Measures Quarterly ReportTool when submitting quarterly reports. Failure to submit quarterly reports in a timely manner may result in suspension of funds. Budget Modifications/Revision Requests must be submitted by the loth of the month in order for them to be considered for expenditures made during that month. Budget revisions will not be accepted during the last month of the grant period absent extraordinary circumstances. Sub - recipient may request modification of the approved budget to reallocate funds between existing categories. Requests for the addition of new budget categories or line items may not be approved. The final budget request modification/revision must be submitted no later than October loth. DFA- M. R. IGS will only accept four (4) budget modifications request during the awarded project period. This does not include the initial budget modification which is due within 45 days of the Award Date. The subrecipient agrees to submit within thirty (30) days of the end of the grant period a Cumulative Financial Report and Annual Narrative Report "MARKED FINAL." Reimbursement requests not submitted by ninety days past the final day of the grant period will be denied payment subject M.R. extraordinary circumstances. Absent such circumstances, the federal and/or state funds will be de - obligated from the subaward. The sub -recipient agrees to provide notification to IGS of all changes made to the General Project Information, i.e., scope, contact information -name, address, telephone, fax, e-mail, etc. and changes made to authorized officials and/or staffing. The sub -recipient will assure that DFA-IGS has complete and correct contact information for the Contract Official for the grant. Changes in contact information will include physical address, phone, fax, and e-mail information as well as any updated Memorandum of Understanding. Replacement or changes of DTF officers/staff who are M.R. paid directly by the grant or whose salary is used in whole or in part as match to the grant must also be reported the DFA-IGS. The sub -recipient agrees to attend any required DFA-IGS sponsored trainings/meetings as deemec M.R. necessary as well as other local trainings/meetings. M.R. The sub -recipient understands that prior written approval is required for subgrant expenditures from federal and/or state funds budgeted in equipment and travel and training line items. The subrecipient shall submit to IGS a written request to purchase small equipment items not approved in the initial budget and submit a written request for use of funds for out-of-state travel and training. Federal and/or state funds budgeted for these purposes shall neither be obligated nor expended until approved by DFA-IGS. All approvals will be transmitted in written form to the subrecipient. DFA-IGS General Terms and Conditions Updated September 2025 40F5 01/06/2026 01/06/2026