HomeMy WebLinkAbout54-20 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 54-20
File Number: 2020-0026
PROJECT SAFE NEIGHBORHOOD GRANT AWARD:
A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A PROJECT SAFE NEIGHBORHOOD GRANT
AWARD IN THE AMOUNT OF $13,000.00 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 acceptance of
the Fiscal Year 2020 Project Safe Neighborhood Grant award in the amount of $13,000.00 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 2/4/2020
Attest:
K
0�gi!G:
Kara Paxton, City Clerk TreasurU. FAYF7-TFVi<<
Page 1 Printed on 216120
City of Fayetteville, Arkansas 113 West Mountain Street
1 Fayetteville, AR 72701
(479) 575-8323
Text File
® File Number: 2020-0026
Agenda Date: 2/4/2020 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 17
PROJECT SAFE NEIGHBORHOOD GRANT AWARD:
A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A PROJECT SAFE NEIGHBORHOOD
GRANT AWARD IN THE AMOUNT OF $13,000.00 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 acceptance of the
Fiscal Year 2020 Project Safe Neighborhood Grant award in the amount of $13,000.00 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.
City of Fayetteville, Arkansas Page 1 Printed on 21512020
City of Fayetteville Staff Review Form
2020-0026
Legistar File ID
2/4/2020
City Council Meeting Date - Agenda item Only
N/A for Non -Agenda Item
Mike Reynolds 1/14/2020 POLICE (200)
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends acceptance of the FY2020 Project Safe Neighborhood (PSN) grant award to the Fayetteville
Police Department and approval of a budget adjustment in the amount of $13,000.
1010.200.2920-various
Account Number
32210.2020
Project Number
Budgeted Item? No
Does item have a cost? No
Budget Adjustment Attached? Yes
Budget Impact:
General
Fund
Police PSN 2020 State Grant
Project Title
Current Budget
Funds Obligated
Current Balance
item Cost
Budget Adjustment
Remaining Budget
$ 13,000.00
$ 13,000.00
V20180321
Purchase Order Number: Previous Ordinance or Resolution #
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF FEBRUARY 4, 2020
TO: Mayor and City Council
FROM: Mike Reynolds, Chief of Police
DATE: January 14, 2020
CITY COUNCIL MEMO
SUBJECT: Project Safe Neighborhood (PSN) Grant Award
for the Fayetteville Police Department
RECOMMENDATION:
Staff recommends acceptance of the Project Safe Neighborhood (PSN) Grant Award to
the Fayetteville Police Department and approval of a budget adjustment in the amount of
$13,000.
BACKGROUND:
The Fayetteville Police Department applied for the PSN grant on November 1, 2019 to
the Department of Finance & Administration, Office of Intergovernmental Services. In
partnership with the U.S. Attorney's Office for the Western District of Arkansas, the PSN grant is
designed to create and foster safer neighborhoods through a sustained reduction of violent
crime. The program's effectiveness depends on partnerships of local, state, and federal law
enforcement agencies working together with the communities they serve. This is the first time
this grant has been awarded to the Fayetteville Police Department.
DISCUSSION:
The Fayetteville Police Department will utilize the PSN grant funds to host community
events, educate the public, and investigate gun related crimes. Four (4) community events will
be held to support firearms safety and outreach campaign. This campaign will educate citizens
on firearm safety and situations in which the police department should be notified. The Criminal
Investigation Division will monitor patrol related enforcement to identify and investigate firearm
cases that are potentially suitable for federal prosecution.
The Fayetteville Police Department has the contacts in place to educate all age groups
and demographics of our city on firearm related crime. Through education and a tight
partnership with members of the community, we can make our neighborhoods safer.
BUDGET/STAFF IMPACT:
There are no matching funds associated with this grant. A budget adjustment in the
amount of $13,000 will be added to the 2020 operating budget. There is no impact on staffing.
Attachments:
Budget Adjustment
Project Safe Neighborhood award document
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
ARKANSAS DEPARTMENT OF
OFFICE OF INTERGOVERNMENTAL SERVICES
FINANCE AND ADMINISTRATION 1515 West Seventh Street, Suite 404
P.O. Box 8031
Little Rock, Arkansas 72203-8031
Phone: (501) 682-1074
Fax: (501) 682-5206
http:11www.state.ar.us/c1fa
Fx]
CATALOG OF DOMESTIC FEDERAL ASSISTANCE (CFDA Number)
16.609-The Project Safe Neighborhoods (PSN)
PSN RSAT
FEDERAL AWARD NUMBER(S): 2018-GP-BX-0013
DCF LLEEG
�
2018-GP-SX-0072
FEDERAL AWARD DATE: 10/02/2018
1, SUBGRANTEE NAME AND ADDRESS (Including Zip Code)
6. SUBGRANT NUMBER: PW20-233-P18
Mr. Lioneld Jordan, Mayor
City of Fayetteville
7. START DATE: January 1, 2020
100 West Rock Street
END DATE: December 31, 2020
Fayetteville, AR 72701
8. AWARD DATE: January 08, 2020
2. FEDERAL IDENTIFICATION NUMBER/DUNS:
71-6018462
9. ACTION: ® Initial
3. MODIFICATION EFFECTIVE DATE:
❑ Modification
4. MODIFICATION AMOUNT $
10. AWARD AMOUNT: $ 13,000.00
FEDERAL AMOUNT: $
FEDERAL AMOUNT: $ 13,000.00
STATE AMOUNT: $
STATE AMOUNT: $ N/A
LOCAL MATCH: $
LOCAL MATCH: $ N/A
No Indirect Rate Cost
5. PROJECT DESCRIPTION
Project Safe Neighborhoods (PSN) is designed to create and foster safer neighborhoods through a sustained reduction in violent crime,
including, but not limited to, addressing criminal gangs and the felonious possession and use of firearms. PSN provides critical funding,
resources, and training for law enforcement, prosecutors, and their
PSN teams to combat violent crime and make their communities
safer through a comprehensive approach to public safety that marries targeted law enforcement efforts with community engagement,
prevention, and reentry efforts. This subaward is not an R&D.
11. SPECIAL CONDITIONS (Check if applicable)
❑THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH
CONDITIONS OR LIMITATIONS AS SET FORTH IN IT'S APPLICATION AND ALL
X CERTIFICATIONS, ASSURANCES AND SPECIAL CONDITIONS PREVIOUSLY AGREED TO.
This project is supported under Statutory Authority: FY18(BJA
-Project Safe Neighborhoods Award) Public Law 115-141, 132 Stat. 348,
420; title I of Public Law 90-351(generally codified at 34 USC ch. 101); 28 USC 530C(a)
AGENGY APPROVAL
SUBGRANTEE APPROVAL. -
12. TYPED NAME AND TITLE OF APPROVING IGS OFFICIAL
15. TYPED NAME AND TITLE OF AUTHORIZED SUBGRANTEE OFFICIAL
Autumn Hemphill, Statewide Program Manager
Lioneld Jordan, Mayor
Intergovernmental Services
ity of Fayetteville
13. SIGNATURE OF APPROVING OFFICIAL
14. DATE:
16. SI .ATURE OF UT RIZED C)fFFICIAL
17. DATE:
Award Document PSN f2018-GP-BX-001312018-GP-BX-0072)
Intergovernmental Services
ARKANSAS DEPARTMENT OF
OFFICE OF INTERGOVE K4£NfA1•'CES
FINANCE AND ADMINISTRATION
1515 West Seventh Street, Suite 404
P.O. Box 8031
Little Rock, Arkansas 72203-8031
Phone: (501) 682-1074
Fax: (501) 682-5206
http:/Iwww.state.ar.us/dfa
X
CATALOG OF DOMESTIC FEDERAL ASSISTANCE (CFDA Number)
16.609-The Project Safe Neighborhoods (PSN)
PSN RSAT
FEDERAL AWARD NUMBER(S): 2018-GP-SX-0013
DCF LLEEG
2018-GP•BX-0072
FEDERAL AWARD DATE: 10/02/2018
1. SUBGRANTEE NAME AND ADDRESS (Including Zip Code)
6. SUBGRANT NUMBER: PW20-233-P18
Mr. Lioneld Jordan, Mayor
City of Fayetteville
7. START DATE: January 1, 2020
100 West Rock Street
END DATE: December 31, 2020
Fayetteville, AR 72701
8. AWARD DATE: January 08, 2020
2. FEDERAL IDENTIFICATION NUMBER/DUNS:
71-6018462
9. ACTION: ® Initial
3. MODIFICATION EFFECTIVE DATE:
❑ Modification
4. MODIFICATION AMOUNT $
10. AWARD AMOUNT: $ 13,000.00
FEDERAL AMOUNT: $
FEDERAL AMOUNT: $ 13,000.00
STATE AMOUNT: $
STATE AMOUNT: $ N/A
LOCAL MATCH: $
LOCAL MATCH: $ N/A
No Indirect Rate Cost
5. PROJECT DESCRIPTION
Project Safe Neighborhoods (PSN) is designed to create and foster safer neighborhoods through a sustained reduction in violent crime,
including, but not limited to, addressing criminal gangs and the felonious possession and use of firearms. PSN provides critical funding,
resources, and training for law enforcement, prosecutors, and their PSN
teams to combat violent crime and make their communities
safer through a comprehensive approach to public safety that marries
targeted law enforcement efforts with community engagement,
prevention, and reentry efforts. This subaward is not an R&D.
11. SPECIAL CONDITIONS (Check if applicable)
ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS SET FORTH IN IT'S APPLICATION AND ALL
❑THE
X CERTIFICATIONS, ASSURANCES AND SPECIAL CONDITIONS PREVIOUSLY AGREED TO.
This project is supported under Statutory Authority: FY18(B1A - Project Safe Neighborhoods Award) Public Law 115-141, 132 Stat. 348,
420; title I of Public Law 90-351 (generally codified at 34 USC ch. 101); 28 USC
530C(a)
AGENGY APPROVAL
SUBGRANTEE APPROVAL
12. TYPED NAME AND TITLE OF APPROVING IGS OFFICIAL
15. TYPED NAME AND TITLE OF AUTHORIZED SUBGRANTEE OFFICIAL
Autumn Hemphill, Statewide Program Manager
Lioneld Jordan, Mayor
Intergovernmental Services
City f Fayetteville
13. SIGNATURE OF APPROVING OFFICIAL
14. DATE:
16
IGN RE OF A TH RIZED OFF IAL
17. DATE:
Aword Document PSN(2018-GP-SX•001312018-GP-BX-0072)
STATE OF ARKANSAS OFFICE OF INTERGOVERNMENTAL SERVICES
1515 West Seventh Street, Suite 400
Depnartment of Finance Post as 7 8031
•) Y Little Rock, Arkansas 2203-8031
/ Phone: (501) 682-1074
and Administration Fax: (501)682-5206
httl2://www.d fa.arkansas.Pov
phi;. •. �;:1:.'';. ,.,
AO GENERAL TERMS AND SPECIAL SUBGRANT CONDITIONS
Initials
The applicant assures that federal funds made available underthe Project Safe Neighborhoods (PSN)
Program 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.) 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
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.
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.
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:/Iwww.iustice.pov/ovw/pape/file/l228061/download .
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 of
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
personnel for this project will be based on the percent of time the personnel actually devote to the
project.
PSN 18 — Project Safe Neighborhoods
Grant Program
1 OF 5
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
httpJ/www.d fa.arkansas. gov
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 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
(ESOP) 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
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 maybe 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
(B) as may be requested by the Department of Finance and Administration to comply with
any State or local government rules and/or regulations.
The applicant assures that it will fully participate in the compilation of statistical information as
required by state agencies, i.e., providing complete finger print arrest information.
The applicant assures that both federal, state, and matching funds used for this project will be used
exclusively to support defined in Justice Assistance Grant (JAG) Program activities and will not be
used to support any general purpose law enforcement or other activity maintained by the applicant.
PSN 18 — Project Safe Neighborhoods
Grant Program
2OF5
STATE OF ARKANSAS OFFICE OF INTERGOVERNMENTAL SERVICES
1515 West Seventh Street, Suite 400
De artment of Finance Post Office Box 8031
p Little Rock, Arkansas 72203-8031
Phone: (501) 682-1074
and Administration Fax: (501) 682-5206
0 httD://www.dfa.arkansas.2ov
The applicant assures that if the grant funds are used to support a Task Force, the Task Force Board
N/A of Directors or'Control Group' will hold regularly scheduled meetings every two (2) months, and will
provide DFA-IGS and the State Drug Director with copies of the agenda and minutes of each meeting.
The applicant assures that if the grant funds are used to support a Task Force, appropriate and
N/A 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
include a full-time Drug Task Force Commander (certified law enforcement officer) and a Fiscal
Officer regardless if funds are used to pay salaries.
The applicant assures that if grant funds are used to support a Task Force, the Task Force
N/A Administrator/Director/Commander and the Board of Directors will develop and/or maintain a
detailed policy and procedures manual fortheguidance of task force 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.)
The applicant assures that all proposals for out of state travel for conference and training will be
submitted for approval prior to any expense being incurred.
N/A If Drug Crime Funds are awarded, the sub -recipient must comply with Act 1086 of 2007: The State
Drug Crime Enforcement and Prosecution Grant Fund
http://www.arkleg.state.ar.us/assembly/2007/R/Acts/Act1086.pdf
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 I" 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
151h 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 outsidethe 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 for the 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
PSN 18 — Project Safe Neighborhoods
Grant Program
3OF5
0 STATE 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
http://ww-w.dfa.arkansas.gov
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
aware of other unallowable items or items that require special
conditions for approval.
The sub -recipient agrees to prepare and submit Quarterly Reports by the 10th of the month following
the end of a quarter. Report due dates are October loth, January 10th, April 101h, and July 10'. Sub -
recipient must utilize the Accountability Measures Quarterly Report Tool when submitting quarterly
reports. Failure to submit quarterly reports in a timely manner may result in suspension of funds.
The sub -recipient agrees to prepare and submit Monthly Reports by the 10th of each month to both
DFA-IGS and the State Drug Director's Office. Monthly Reports are to be submitted in an excel format
utilizing DFA-IGS Reporting Tool #2. 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-
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
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 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 deemed
necessary as well as other local trainings/meetings.
PSN 18 — Project Safe Neighborhoods
Grant Program
4OF5
STATE OF ARKANSAS
Department of Finance
and Administration
OFFICE OF M ERGOVERNMENFAL SERVICES
1515 West Seventh Street, Suite 400
Post Office Box 8031
Little Rock, Arkansas 72203-8031
Phone: (501)682-1074
Fax: (501) 682-5206
httpJ/www dfa arkanm.9 Gov
The sub -recipient understands that arlof 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.
The sub -recipient understands that should It fail to comply with the Federal Award Special
Conditions and State Terms and Conditions of this subaward, including civil rights requirements,
whether stated in a Federal or State statute, regulation, assurance, application, or notice of award,
IGS may take one or more of the following actions, as appropriate in the circumstances: (1)
temporarily withhold cash payments pending correction of the deficiency by the recipient; (2)
disallow (that Is, deny both use of funds and any applicable matching credit for) all or part of the
cost of the activity or action not in compliance; (3) wholly or partly suspend or terminate the current
award; (4) withhold further awards for the project or program and (5) take other remedies that may
be legally available.
(Signature'o Authorized Official)
ioneld Jordana;,,,
(Prm Name)
(Siaitottire of Fiscal Officer)
,WiIGe Newman
(Print Name)
PSN 19— Project Safe Neighborhoods
Grant Program
SOFS
(Data)
Mayor
k
(77r1�)
oi�iy�x� �o
(Date)
Fiscal Officer
(Title)
U.S. Department of Justice
Office of Justice Programs AWARD CONTINUATION
U� Bureau of Justice Assistance SHEET
Page t of to
Grant
SPECIAL CONDITIONS
I. 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 certifications or assurances
submitted by or on behalf of the recipient that relate to conduct during the period of performance also is a material
requirement of this award.
Failure to comply with any one or more of these award requirements — whether a condition set out in full below, a
condition incorporated by reference below, or a certification or assurance related to conduct during the award period --
may result in the Office of Justice Programs ("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.
The Department of Justice ("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.
2. 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
2018 award from OJP.
The Part 200 Uniform Requirements were first adopted by DOJ on December 26, 2014. if this FY 2018 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 2018 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://ojp.gov/funding/Part200UnifomiRequirements.htrn.
Record retention and access: Records pertinent to the award that the recipient (and any subrecipient ("subgrantee") at
any tier) must rtuin — 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. 200.333.
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
recipient is to contact ON promptly for clarification.
OJP FORM 4000/2 (REV.4-88) AUTHORIZED OFFICIAL
U.S. Department of Justice
Office of Justice Programs
0 Bureau of Justice Assistance
AWARD CONTINUATION
SHEET Page 2 of to
Grant
SPECIAL CONDI770NS
3. Compliance with DOJ Grants Financial Guide
References to the DOJ Grants Financial Guide are to the DOJ Grants Financial Guide as posted on the ON website
(currently, the "DOJ Grants Financial Guide" available at https:Hojp.gov/financialguide/DOJ/index.htm), including any
updated version that maybe posted during the period of performance. The recipient agrees to comply with the DOJ
Grants Financial Guide.
4. Reclassification of various statutory provisions to a new Title 34 of the United States Code
On September 1, 2017, various statutory provisions previously codified elsewhere in the U.S. Code were editorially
reclassified to a new Title 34, entitled "Crime Control and Law Enforcement.'.' The reclassification encompassed a
number of statutory provisions pertinent to OJP awards (that is, OJP grants and cooperative agreements), including
many provisions previously codified in Title 42 of the U.S. Code.
Effective as of September 1, 2017, any reference in this award document to a statutory provision that has been
reclassified to the new Title 34 of the U.S. Code is to be read as a reference to that statutory provision as reclassified to
Title 34. This rule of construction specifically includes references set out in award conditions, references set out in
material incorporated by reference through award conditions, and references set out in other award requirements.
5. Required training for Point of Contact and all Financial Points of Contact
Both the Point of Contact (POC) and all Financial Points of Contact (FPOCs) for this award must have successfully
completed an "OJP financial management and grant administration training" by 120 days after the date of the
recipient's acceptance of the award. Successful completion of such a training on or after January 1, 2016, will satisfy
this condition.
In the event that either the POC or an FPOC for this award changes during the period of performance, the new POC or
FPOC must have successfully completed an "OJP financial management and grant administration training" by 120
calendar days after-- (1) the date of OJP's approval of the "Change Grantee Contact" GAN (in the case of a new
POC), or (2) the date the POC enters information on the new FPOC in GMS (in the case of a new FPOC). Successful
completion of such a training on or after January 1, 2016, will satisfy this condition.
A list of OJP trainings that OJP will consider "OJP financial management and grant administration training" for
purposes of this condition is available at https://www.ojp.gov/tminingtfmts.htm. All trainings that satisfy this condition
include a session on grunt fraud prevention and detection.
The recipient should anticipate that ON will immediately withhold ("freeze") award funds if the recipient fails to
comply with this condition. The recipient's failure to comply also may lead ON to impose additional appropriate
conditions on this award.
6. Requirements related to "de minimis" indirect cost rate
A recipient that is eligible under the Part 200 Uniform Requirements and other applicable law to use the "de minimis"
indirect cost rate described in 2 C.E.R. 200.414(f), and that elects to use the "de minimis" indirect cost rate, must advise
OJP in writing of both its eligibility and its election, and must comply with all associated requirements in the Part 200
Uniform Requirements. The "de minimis" rate may be applied only to modified total direct costs (MTDC) as defined
by the Part 200 Uniform Requirements.
ON FORM 400W (REV.4-88)
AUTHORIZED OFFICIAL INITIAI(§::;�V
U.S. Department of Justice
Office of Justice Programs
Bureau of Justice Assistance
AWARD CONTINUATION
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Grant
SPECIAL CONDITIONS
7. 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 OV W, as appropriate) in writing of the potential duplication, and, if so requested by the DOJ
awarding agency, must seek a budget -modification or change -of -project -scope grant adjustment notice (OAN) to
eliminate any inappropriate duplication of funding.
8. Requirements related to System for Award Management 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 https://ojp.gov/funding/Explore/SAM.fitm (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).
9. Requirement to report actual or imminent breach of personally identifiable information (Pil)
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)— l) creates, collects, uses, processes, stores,
maintains, disseminates, discloses, or disposes of "personally identifiable information (Pin" (2 CFR 200.79) 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
PII to an OJP Program Manager no later than 24 hours after an occurrence of an actual breach, or the detection of an
imminent breach.
10. 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 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.
AUTHORIZED OFFICIAL INITIALS
OJP FORM 4000/2 (REV. 4-88)
U.S. Department of Justice
Office oflustice Programs AWARD CONTINUATION
Bureau of Justice Assistance SHEET
Grant
SPECIAL CONDITIONS
11. Specific post -award approval required to use a noncompetitive approach in any procurement contract that would
exceed $150,000
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, $150,000). This condition applies to agreements that --for purposes of
federal grants administrative requirements -- ON 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 ON web site at https://ojp.gov/fundingfExplorf-NoncompefitiveProcurement.htm
(Award condition: Specific post -award approval required to use a noncompetitive approach in a procurement contract
(if contract would exceed $150,000)), and are incorporated by reference here.
12. Requirements pertaining to prohibited conduct related to trafficking in persons (including reporting requirements and
OJP authority to terminate award)
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/ExploreJProhibitedConduct-Traffrcking.htm (Award condition: Prohibited
conduct by recipients and subrecipients related to trafficking in persons (including reporting requirements and OJP
authority to terminate award)), and are incorporated by reference here.
13. 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 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 section 3.10 of "Postaward Requirements" in the "DOJ Grants Financial Guide").
14. 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 ON in the program
solicitation or other applicable written guidance. Data collection supports compliance with the Government
Performance and Results Act (GPRA) and the GPRA Modernization Act of 2010, and other applicable laws.
15. ON Training Guiding Principles
Any training or training materials that the recipient -- or any subrecipient ("subgrantee") at any tier — develops or
delivers with ON award funds must adhere to the ON Training Guiding Principles for Grantees and Subgrantees,
available at https://ojp.gov/funding/Implement/TrainingPrinciplesForGrantees-Subgrantees.htm.
OJP FORM 4000/2 (REV. 4-88)
AUTHORIZED OFFICIAL INITIAL
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U.S. Department of Justice
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Bureau of Justice Assistance SHEET
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SPECIAL CONDITIONS
16. Effect of failure to address audit issues
Page 5 of 16
The recipient understands and agrees that the DOJ awarding agency (OJP or OV W, as appropriate) may withhold
award funds, or may impose other related requirements, if (as determined by the DOI 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.
17. Potential imposition of additional requirements
The recipient agrees to comply with any additional requirements that may be imposed by the DOJ awarding agency
(OJP or OVW, as appropriate) during the period of performance for this award, if the recipient is designated as "high -
risk" for purposes of the DOJ high -risk grantee list.
18. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 42
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 28 C.F.R. Part 42 that relate to an
equal employment opportunity program.
19. 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 the basis of sex in certain "education programs."
20. 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, specifically including any applicable requirements regarding written notice to program beneficiaries and
prospective program beneficiaries.
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 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 the regulation, now entitled "Partnerships with Faith -Based and Other Neighborhood Organizations," is
available via the Electronic Code of Federal Regulations (currently accessible at https://www.ecfr.gov/egi-
bin/ECFR?page=browse), by browsing to Title 28-Judicial Administration, Chapter 1, Part 38, under a-CFR "current"
data.
ON FORM 4000/2 (REV.4-98) AUTHORIZED OFFICIAL
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Bureau of Justice Assistance SHEET Pape 8 of 18
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SPECIAL CONDt770NS
21. 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 tubes 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.
22. Compliance with general appropriations -law restrictions on the use of federal funds (FY 2018)
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, 2018, are set out at
https://ojp.gov/funding/Explore/FY 18AppropriationsRestrictions.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 appropriations -law restriction, the recipient is to contact OJP for guidance, and may not
proceed without the express prior written approval of OJP.
23. Reporting Potential Fraud, Waste, and Abuse, and Similar Misconduct
The recipient and any subrecipients ("subgrantees") 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) mail directed to: Office of the Inspector General, U.S. Department of Justice, Investigations Division,
1425 New York Avenue, N.W. Suite 7100, Washington, DC 20530; and/or (2) the DOJ OIG hotline: (contact
information in English and Spanish) at (800) 869-4499 (phone) or (202) 616-9881 (fax).
Additional information is available from the DOJ OIG website at bttps://oigjustice.gov/botline.
OJP FORM 4000/2 (REV. 4-88)
AUTHORIZED OFFICIAL INITIALS
U.S. Department of Justice
Office of Justice Programs AWARD CONTINUATION
T' Bureau of Justice Assistance SHEET
Grant
SPECIAL CONDITIONS
24. 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 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, laud, 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.
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Office of Justice Programs AWARD CONTINUATION
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SPECIAL CONDITIONS
25. 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 to this award, the recipient is to
contact the DOJ awarding agency (OJP or OVW, as appropriate) for guidance.
26. 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 I, 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
crashes caused by distracted drivers.
27. Requirement to disclose whether recipient is designated "high risk" by a federal grant -making agency outside of DOJ
If the recipient is designated "high risk" by a federal grant -making agency outside of DOJ, currently or at any time
during the course of the period of performance under this award, the recipient must disclose that fact and certain related
information to OJP by email at OJP.ComplianceReporting@ojp.usdoj.gov. For purposes of this disclosure, high risk
includes any status under which a federal awarding agency provides additional oversight due to the recipient's past
performance, or other programmatic or financial concerns with the recipient. The recipient's disclosure must include
the following: 1. The federal awarding agency that currently designates the recipient high risk, 2. The date the recipient
was designated high risk, 3. The high -risk point of contact at that federal awarding agency (name, phone number, and
email address), and 4. The reasons for the high -risk status, as set out by the federal awarding agency.
28. FFATA reporting: Subawards and executive compensation
The recipient must comply with applicable requirements to report first -tier subawards ("subgrants") of $25,000 or
more and, in certain circumstances, to report the names and total compensation of the five most highly compensated
executives of the recipient and first -tier subrecipients (first -der "subgrantecs") of award funds. The details of recipient
obligations, which derive from the Federal Funding Accountability and Transparency Act of 2006 (FFATA), are posted
on the OJP web site at https://ojp.gov/ftinding/Explore/FFATA.hun (Award condition: Reporting Subawards and
Executive Compensation), and are incorporated by reference here.
This condition, including its reporting requirement, does not apply to-- (1) an award of less than $25,000, or (2) an
award made 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).
OJP FORM 40OW2 (REV.4-88) AUTHORIZED OFFICIAL INITIALSjf�
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_ Grant
SPECIAL CONDITIONS
29. The recipient agrees to submit to BJA for review and approval any curricula, training materials, proposed publications,
reports, or any other written materials that will be published, including web -based materials and web site content,
through funds from this grant at least thirty (30) working days prior to the targeted dissemination date. Any written,
visual, or audio publications, with the exception of press releases, whether published at the grantee's or government's
expense, shall contain the following statements: "This project was supported by Grant No. 2018-GP-BX-0072
awarded by the Bureau of Justice Assistance. The Bureau of Justice Assistance is a component of the Department of
Justice's Office of Justice Programs, which also includes the Bureau of Justice Statistics, the National Institute of
Justice, the Office of Juvenile Justice and Delinquency Prevention, the Office for Victims of Crime, and the SMART
Office. Points of view or opinions in this document are those of the author and do not necessarily represent the official
position or policies of the U.S. Department of Justice." The current edition of the DOJ Grants Financial Guide provides
guidance on allowable printing and publication activities.
30. 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.
31. Verification and updating of recipient contact information
The recipient must verify its Point of Contact(POC), Financial Point of Contact (FPOC), and Authorized
Representative contact information in GMS, including telephone number and e-mail address. If any information is
incorrect or has changed, a Grant Adjustment Notice (GAN) must be submitted via the Grants Management System
(GMS) to document changes.
32. Recipient understands and agrees that it must submit quarterly Federal Financial Reports (SF425) and semi-annual
performance reports through GMS (https://grants.ojp.usdoj.gov), and that it must submit quarterly performance metrics
reports through BJA's Performance Measurement Tool (PMT) website (httpsJ/bjapmt.ojp.gov/). For more detailed
information on reporting and other requirements, refer to BJA's website. Failure to submit required reports by
established deadlines may result in the freezing of grant funds and High Risk designation.
33. Required attendance at BJA-sponsored events
The recipient (and its subrecipients at any tier) must participate in BJA-sponsored training events, technical assistance
events, or conferences held by BJA or its designees, upon BJA's request.
34. 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).
35. The award recipient agrees to participate in a data collection process measuring program outputs and outcomes. The
data elements for this process will be outlined by the Office of Justice Programs.
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SPECIAL CONDITIONS
36. 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.
37. Confidentiality of data
The recipient (and any subrecipient at any tier) must comply with all confidentiality 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
C.F.R. Part 22 and, in particular, 28 C.F.R. 22.23.
38. Copyright; Data rights
The recipient acknowledges that OJP reserves a royalty -free, non-exclusive, and irrevocable license to reproduce,
publish, or otherwise use, and authorize others to use (in whole or in part, including in connection with derivative
works), for Federal purposes: (1) any work subject to copyright developed under an award or subaward (at any tier);
and (2) any rights of copyright to which a recipient or subrecipient (at any tier) purchases ownership with Federal
support.
The recipient acknowledges that OJP has the right to (1) obtain, reproduce, publish, or otherwise use the data first
Produced under any such award or subaward; and (2) authorize others to receive, reproduce, publish, or otherwise use
such data for Federal purposes. "Data" includes data as defined in Federal Acquisition Regulation (FAR) provision
52.227-14 (Rights in Data - General).
It is the responsibility of the recipient (and of each subrecipient (at any tier), if applicable) to ensure that the provisions
of this condition are included in any subaward (at any tier) under this award.
The recipient has the responsibility to obtain from subrecipients, contractors, and subcontractors (if any) all rights and
data necessary to fulfill the recipient's obligations to the Government under this award. If a proposed subrecipient,
contractor, or subcontractor refuses to accept terms affording the Government such rights, the recipient shall promptly
bring such refusal to the attention of the OJP program manager for the award and not proceed with the agreement in
question without further authorization from the OJP program office.
39. 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 [insert "in part," if applicable] through a grant from the [insert name of OJP component],
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 Federal Funding and Federal Disclaimer," to the full text of the
statement.
OJP FORM 400012 (RFV.4-88) AUTHORIZED OFFICIAL INITIALS
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Grant
SPEC/AL CONDITIONS
40. Applicants must certify 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 www.lep.gov.
41. The grantee agrees to secure and maintain on file signed statements by each member of the selection committee
appointed by the United States Attorney or the PSN Task Force indicating that in making recommendations or
decisions regarding contracts or subgrants paid for by this grant, the member had no conflict of interest. Such
statements must include all of the language included in the PSN Conflict of Interest Certification, however, the grantee
may use a different format or may add other related certifications of their own.
42. Justification of consultant rate
Approval of this award does not indicate approval of any consultant rate in excess of $650 per day. A detailed
justification must be submitted to and approved by the OR program office prior to obligation or expenditure of such
funds.
43. The recipient agrees to coordinate the project with the U.S. Attorney and Project Safe Neighborhoods Task Force for
the district covered by the award. The recipient also is encouraged to coordinate with other community justice
initiatives, and other ongoing, local gun prosecution and law enforcement strategies.
44. The recipient agrees to submit to DOJ for review and approval, any proposal or plan for Project Safe Neighborhoods
media -related outreach. DOJ approval must be received prior to any obligation or expenditure of grant funds related to
the development of media -related outreach projects.
45. The recipient may obligate, expend, and draw down $15,000 for the sole purpose of developing a PSN Strategic Action
Plan (SAP). The recipient is not authorized to incur any additional obligations, or make any additional expenditures or
draw -downs until the awarding agency has reviewed and approved the recipient's SAP and a Grant Adjustment Notice
(GAN) has been issued to remove this special condition.
46. PSN Conditional Clearance with exception of funds released for required travel
The recipient is authorized to incur obligations, expend, and draw down funds for travel, lodging, and per diem costs
only, in an amount not to exceed $15,000, for the sole purpose of covering costs for PSN task force members to attend
a required OJP conference/meeting associated with this grant award. The recipient is not authorized to incur any
additional obligations, or make any additional expenditures or draw -downs until the awarding agency and the Office of
the Chief Financial Officer (OCFO) has reviewed and approved the recipient's budget and budget narrative, and a
Grant Adjustment Notice (GAN) has been issued to remove this special condition.
47. The recipient must submit a description and timeline for the subaward competition process and projected start date for
the PSN strategy implementation phase of the initiative no later than 180 days after award acceptance (BJA may, at its
discretion, grant an extension for good cause shown). The recipient is not authorized to incur any additional
obligations, make any additional expenditures, or draw down any additional funds until BJA has approved the
recipient's completed Description of Competition Process and has issued a Grant Adjustment Notice (GAN) removing
this condition.
OJP FORM 4OW/2 (REV. 4-88)
AUTHORIZED OFFICIAL INITIALS
U.S. Department of Justice
Office of Justice Programs
Bureau of Justice Assistance
48. PSN Competition Requirement
AWARD CONTINUATION
SHEET Page 12 of 18
Grant
SPEC/AL CONDMONS
10/02/2018
The recipient must coordinate a competitive application process to determine award subrecipients, in line with priorities
and strategies identified by the associated PSN Task Force. Such competition must be based on objective eligibility
criteria, application requirements, and application review procedures determined in advance of competition. Individuals
who evaluate the subrecipient applications must not be federal employees or employees of any applicant for a
subaward. In addition, they must not have played any part in the development of the subrecipient application.
The recipient is permitted to retain award funds (in addition to any amount retained for administrative expenses) for
implementation of a program activity, only if (1) it was selected by the PSN task force or steering/selection committee
associated with this award; (2) it was not involved in discussions to determine funding allocation amounts by strategy
or activity, or to identify target area(s) for the award; and (3) the activity cannot be performed by or competed to
another entity.
49. PSN Withholding: Budget Narrative
The recipient may only obligate, expend, and draw down $15,000 for the sole purpose of attending a required OJP
conference/meeting associated with this grant award. The recipient is not authorized to incur any additional obligations,
or make any additional expenditures or drawdowns until (1) it has provided to the grant manager for this OJP award the
budget narrative, (2) OJP has completed its review of the information provided and of any supplemental information it
may request, and (3) a Grant Adjustment Notice has been issued removing this special condition. Recipient should
further be aware that the provisions found herein may be superseded by more restrictive special conditions otherwise
placed upon this award.
50. PSN Withholding: Application Attachment
The recipient may only obligate, expend, and draw down $ 15,000 for the sole purpose of attending a required OJP
conference/ meeting associated with this grant award. Recipient may not obligate, expend or draw down funds until (1)
it has provided to the grant manager for this OJP award the required application attachment(s), (2) OJP has completed
its review of the information provided and of any supplemental information it may request, and (3) a Grant Adjustment
Notice has been issued removing this special condition. Recipient should further be aware that the provisions found
herein may be superseded by more restrictive special conditions otherwise placed upon this award.
51. 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.
52. The recipient understands and agrees that no more than 10 percent of the total amount of this award maybe used by the
recipient for costs associated with administering the award.
53. Required monitoring of subawards
The recipient must monitor subawards under this award in accordance with all applicable statutes, regulations, award
conditions, and the DOJ Grants Financial Guide, and must include the applicable conditions of this award in any
subaward. Among other things, the recipient is responsible for oversight of subrecipient spending and monitoring of
specific outcomes and benefits attributable to use of award funds by subrecipients. The recipient agrees to submit, upon
request, documentation of its policies and procedures for monitoring of subawards under this award.
OJP FORM 4000/2 (REV. 4-88) AUTHORIZED OFFICIAL
U.S. Department of Justice
Office of Justice Programs
i Bureau of Justice Assistance
SPECIAL CONDITIONS
54. Certification of Compliance with 8 U.S.C. 1373 (within the funded "program or activity") required for valid award
acceptance by a "State"
In order validly to accept this award, the prospective recipient must submit the required "State or Local Government:
FY 2018 Certification of Compliance with 8 U.S.C. 1373" (executed by the chief legal officer of the State). Unless that
executed certification either— (I) is submitted to OR together with the fully -executed award document, or (2) is
uploaded in OJP's GMS no later than the day the signed award document is submitted to OJP, any submission by a
State that purports to accept the award is invalid.
If an initial award -acceptance submission by the recipient is invalid, once the State does submit the necessary
certification regarding 8 U.S.C. 1373, the State may submit a fully -executed award document executed by the State on
or after the date of that certification.
OJP FORM 4000/2 (REV. 4-88)
AUTHORIZED OFFICIAL INITIAL
U.S. Department of Justice
Office of Justice Programs AWARD CONTINUATION
re Bureau of Justice Assistance SHEET Pape 14 or 16
Grant
SP9CIAL CONDITIONS
55. Noninterference (within the funded "program or activity") with federal law enforcement: 8 U.S.C. 1373; ongoing
compliance
1. With respect to the "program or activity" funded in whole or part under this award (including any such program or
activity of any subrecipient at any tier), throughout the period of performance, no State or local government entity, -
agency, or -official may prohibit or in any way restrict— (1) any government entity or -official from sending or
receiving information regarding citizenship or immigration status as described in 8 U.S.C. 1373(a); or (2) a government
entity or -agency from sending, requesting or receiving, maintaining, or exchanging information regarding immigration
status as described in 8 U.S.C. 1373(b). Any prohibition (or restriction) that violates this condition is an "information -
communication restriction" under this award.
2. Certifications from subrecipients. The recipient may not make a subaward to a State, a local government, or a
"public" institution of higher education, unless it first obtains a certification of compliance with 8 U.S.C. 1373, properly
executed by the chief legal officer of the government or educational institution that would receive the subaward, using
the appropriate form available at https://ojp.gov/funding/Explore/SampicCcrtifications-8USC1373.htm. Also, the
recipient must require that no subrecipient (at any tier) may make a further subaward to a State, a local government, or
a public institution of higher education, unless it first obtains a certification of compliance with 8 U.S.C. 1373, properly
executed by the chief legal officer of the government or institution that would receive the further subaward, using the
appropriate OJP form.
3. The recipient's monitoring responsibilities include monitoring of subrecipient compliance with the requirements of
this condition.
4. Allowable costs. Compliance with these requirements is an authorized and priority purpose of this award To the
extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the
reasonable, necessary, and allocable costs (if any) that the recipient, or any subrecipient at any tier that is a State, a
local government, or a public institution of higher education, incurs to implement this condition.
5. Rules of Construction
A. For purposes of this condition:
(1) "State" and "local government" include any agency or other entity thereof, but not any institution of higher
education or any Indian tribe.
(2) A "public" institution of higher education is defined as one that is owned, controlled, or directly funded (in whole or
in substantial part) by a State or local government. (Such a public institution is considered to be a "government entity,"
and its officials to be "government officials.")
(3) "Program or activity" means what it means under title VI of the Civil Rights Act of 1964 (see 42 U.S.C. 2000d4a).
(4) "Immigration status" means what it means under 8 U.S.C. 1373; and terms defined in 8 U.S.C. 1101 mean what
they mean under that section 1101, except that "State" also includes American Samoa (cf. 34 U.S.C. 10251(a)(2)).
(5) Pursuant to the provisions set out at (or referenced in) 8 U.S.C. 1551 note ("Abolition ... and Transfer of
Functions'l, references to the "Immigration and Naturalization Service" in 8 U.S.C. 1373 are to be read as references to
particular components of the Department of Homeland Security (DHS).
B. Nothing in this condition shall be understood to authorize or require any recipient, any subrecipient at any tier, any
State or local government, any public institution of higher education, or any other entity (or individual) to violate any
federal law, including any applicable civil rights or nondiscrimination law.
IMPORTANT NOTE: Any questions about the meaning or scope of this condition should be directed to OJP, before
OJP FORM 40=2 (REV. 4-99) AUTHORIZED OFFICIAL
" U.S. Department of Justice
Office of Justice Programs
Bureau of Justice Assistance
award acceptance.
AWARD CONTINUATION
SHEET
Grant
SPECIAL CONDITIONS
Page 15 of 18
56. Authority to obligate award funds contingent on noninterference (within the funded "program or activity") with federal
law enforcement (8 U.S.C. 1373); unallowable costs; notification
I. If the recipient is a "State," a local government, or a "public" institution of higher education:
A. The recipient may not obligate award funds if, at the time of the obligation, the "program or activity" of the recipient
(or of any subrecipient at any tier that is a State, a local government, or a public institution of higher education) that is
funded in whole or in part with award funds is subject to any "information -communication restriction."
B. Any drawdown of award funds by the recipient shall be considered, for all purposes, to be a material representation
by the recipient to OJP that, as of the date the recipient requests the drawdown, the recipient and each subrecipient
(regardless of tier) that is a State, local government, or public institution of higher education, is in compliance with the
award condition entitled "Noninterference (within the funded program or activity') with federal law enforcement: 8
U.S.C. 1373 and ongoing compliance."
C. The recipient must promptly notify OJP (in writing) if the recipient, from its requisite monitoring of compliance
with award conditions or otherwise, has credible evidence that indicates that the funded program or activity of the
recipient, or of any subrecipient at any tier that is either a State or a local government or a public institution of higher
education, may be subject to any information -communication restriction. In addition, any subaward (at any tier) to a
subrecipient that is a State, a local government, or a public institution of higher education must require prompt
notification to the entity that made the subaward, should the subrecipient have such credible evidence regarding an
information -communication restriction.
2. Any subaward (at any tier) to a subrecipient that is a State, a local government, or a public institution of higher
education must provide that the subrecipient may not obligate award funds if, at the time of the obligation, the program
or activity of the subrecipient (or of any further such subrecipient at any tier) that is funded in whole or in part with
award funds is subject to any information -communication restriction.
3. Absent an express written determination by DOJ to the contrary, based upon a finding by DOJ of compelling
circumstances (e.g., a small amount of award funds obligated by the recipient at the time of a subrecipienfs minor and
transitory non-compliance, which was unknown to the recipient despite diligent monitoring), any obligations of award
funds that, under this condition, may not be made shall be unallowable costs for purposes of this award. In making any
such determination, DOJ will give great weight to evidence submitted by the recipient that demonstrates diligent
monitoring of subrecipient compliance with the requirements set out in the "Noninterference ... 8 U.S.C. 1373 and
ongoing compliance" award condition.
4. Rules of Construction
A. For purposes of this condition "information -communication restriction" has the meaning set out in the
"Noninterference ... 8 U.S.C. 1373 and ongoing compliance" award condition.
B. Both the "Rules of Construction" and the "Important Note" set out in the "Noninterference ... 8 U.S.C. 1373 and
ongoing compliance" award condition are incorporated by reference as though set forth here in full.
OJP FORM4000/2 (RFV.4-88) AUTHORIZED OFFICIAL INITIALS_
U.S. Department of Justice
Office of Justice Programs
4D Bureau of Justice Assistance
AWARD CONTINUATION
SHEET Page 16 of 16
Grant
SPECIAL CONDITIONS
57. PSN — Subrecipient DHS question requirement
The recipient may not make a subaward to a State, a local government, or a "public" institution of higher education,
unless and until the following steps have occurred first: 1) the recipient obtains a properly executed certification of
compliance with 8 U.S.C. 1373 from the proposed subrecipient, along with responses to the questions identified in the
program solicitation as "Information regarding Communication with the Department of Homeland Security (DHS)
and/or Immigration and Customs Enforcement (ICE.)," and 2) that certification and question responses have been
submitted to BJA and BJA approves the subaward, or 3) that certification and question responses have been submitted
to BJA and 30 days have passed since the submission without a denial from BJA.
O1P FORM 4000/2 (REV. 4-88) AUTHORIZED OFFICIAL INITIAL _
ARKANSAS DEPARTMENT OF FINANCE AND ADMINISTRATION
BUREAU OF JUSTICE ASSISTANCE (BJA)
PROJECT SAFE NEIGHBORHOODS (PSN) GRANT PROGRAM
PSN REVISED PROJECT BUDGET
APPLICANT
City of Fayetteville Police Department
SUBGRANT NUMBER:
PW20-233-PIS
PROJECT TfiLE:
BUDGET SUMMARY
PROJECT SAFE NEIGHBORHOODS (PSN)
FUNDS --r1 ESTED TOTAL MATH CALCUATION FOR REQUESTED AMOUNT
(f EOE RAL)
A. PERSONNELIOVERTIME List all positions for which funding is sought. include positions to be used as match. Include the number of hours worked per week, the salary rate, as well as a brief
description of the )ob duties to be performed by each position In ere budget namteve. (Please Indicate If Contractual.)
Community events officers 5 316.00 $5,316.00
144.30 per hour tr 120 hours = $5,316 (Average OT rate is $44.30 per hour
Gun Violence tnvasticiators
88600 B .0
4.Inr x 20 hours = 886 Avere a OT rate is 44.30 er h
Position 3/Name of Personnel
$0.00 $0.00
Position 4/Name of Personnel
$0,00 $0.00
Position 5/Name of Personnel
$0.00 $0.00
FICA ns calculated at T Gr,% of total salary. Worker$ Compensation and State
litymeril to be relmbursed
Position 6/Name of Personnel
TOTAL SALARY
B. MANDATED BENEFITS: Mandated Benefits
Vnearnploymmiall r*W We determined by IN
0.00 $0.00
$6,202.00 56202. W
include FICA, Worker's Compensation and State Unempioyment
respective agencies, 3% Is the maxknum amount of Stale
FICA @ T 65% X total salary
$0.00 $0.00
_ _
Workers Compensation for all Positions
C0.00 $0.00
State Unemployment @ _% of first
$10000 or salary x number of positions
.00 0.00
Medicare
90.00 $90.00
5316 oven.* x 1.45% = $90
TOTAL MANDATED BENEFITS
1 $90.00 $0.00 $90.00
C. EMPLOYER BENEFITS. Include all other benefits offered to employee through group policies held by Me applicant (e,q, health insurance, retirement, etc.) ftmpnpl mLte dir i4 emDlovees
31Q M iin a4owaN I�M The grant will not pay an employer match to any healer Insurance benefit at a rate of more than P50 (Oro Slate's current match for insurance). Retirement benefits will not be
reimbursed at a rate above the current state retirement benefit of 15.32%.
L PFI r Orement
00.00 900.00
5316 overtime x 14.50% = 900
Item Name
0.00 .00
Item Name
0.00 0.00
Item Name
TOTAL EMPLOYER BENEFITS
0-00 TO 00
S900 W $900 00
Include gems essential to Me effective imptementanon of adivibes Iden0ed "Min this proposal (e g- communicanonsAetephone, vehicle maintenencertuel.
send services etc.
D. MAINTENANCE AND OPERATIONS:
ubb 'n insurances
Community Events
$2 482 00 2 482. W
4 events in target areas x S620 50 = 2482
Item Nam
0.00 $0.00
Item Name
0,00 $0.00
Item
0.00 0 00
Item Name
0.00 0.00
Item Name
$0.00 0.00
Item Name
0.00 0.00
Item Name
TOTAL MAINTENANCE AND
OPERATIONS
$0 00 $0.00
$2,482.00 $2,482,00
Updated PO PSN Budgel Fom, 2020 Revised 3Laget Detailed Line Item xis Peg. 1
ARKANSAS DEPARTMENT OF FINANCE AND ADMINISTRATION
BUREAU OF JUSTICE ASSISTANCE (BJA)
PROJECT SAFE NEIGHBORHOODS (PSN) GRANT PROGRAM
PSN REVISED PROJECT BUDGET
EQUIPMENT; List non -expendable and • nd" Morris to be Nome ndaGe emu t Is tangible Properly nano a useful ide of more than two years.
Item Name
S000 WDO
Item Name
f0.00 0.00
hem Name
s0 00 $O.DO
Item Name
$0.00 90.00
Item Name _
0.00 .00
Item Name
$0.00 .00
Item Name
$0.00 $0.00
Item Name $0 00 .00
TOTAL EQUIPMENT $0.00 90.00
F. PROFESSIONALICONTRACT SERVICES: Include any professional smote needed to ensure success of the project (re. vehicle lease. offco ranvstorage, consultants -CPA.
AccountingrBookkeeping, etc,) For each consultant enter the name, service to be provxW and hourly lee Estimate time worked on the protect. If Contract SeMce$ Is used for PERSONNEL - use
the PtrrsonneLtSalary Category, but list as Contractual Services.
Gun violence outreach supplies
3 326.00
events in target areas x $831.50 = 3 326
Item Name
�32601)A
0.00
Item Name $0,00 $0.D0
Item Name w.uu W.00
Item Name $0 0o so ac
TOTAL PROFESSIONAL/CONTRACT
SERVICES S3 328.00 53.326.00
G. TRAVEUTRAINING: Bemire'vavelhralning expenses of project personnel by purpose Training for personnel (Both In -Stele and Oul-0f-Slate) OUT OF STATE TRAVEL/TPAINING WILL BE PRE -
APPROVED BY OFA-IGS. Include Rainy age In this section.
Nam Name
.00 $0.00
Nam Name
.00 .00
Item Name
.00 .00
Item Name
SO.DO
!tam Name
0. s0.00
Item Name
.00 .00
hem Name
,00 POO
Item Name
1110.00 SO.00
Item Name SO.00 0.00
TOTAL TRAYELRRAINiNG $O.rw s0.00
H. OTHER COST:
Item Name $0.00 s0.00
Nam Name 0.00 00
TOTAL OTHER 50.00 SO.W
BUDGET REQUESTED
Updated PO PSN Budget Form 2020-Rovised Budget Detailed Line Itom.xle Pago 2
ARKANSAS DEPARTMENT OF FINANCE AND ADMINISTRATION
BUREAU OF JUSTICE ASSISTANCE (BJA)
PROJECT SAFE NEIGHBORHOODS (PSN) GRANT PROGRAM
City of Fayetteville Police Department
NUMBER: I P W20-233-P 7 B
TITLE: )PROJECT SAFE NEIGHBORHOODS (PSN)
Updalal PD PSN Budget Farm 2020-R.vued BWget Delailad Lre Item rle Peg.3
ARKANSAS DEPARTMENT OF FINANCE AND ADMINISTRATION
BUREAU OF JUSTICE ASSISTANCE (BJA)
PROJECT SAFE NEIGHBORHOODS (PSN) GRANT PROGRAM
PSN REVISED PROJECT BUDGET
BUDGET SUMMARY
FUNDS REQUESTED
(FEDERAL)
6 202 00
TOTAL
$6,202.00
PERSONNEL/OVERTIME
MANDATED BENEFITS
$90.00
EMPLOYER BENEFITS
900.00
$900.00
MAINTENANCE AND OPERATIONS
2482.00
$2,482.00
EQUIPMENT
$0 00
$0.00
PROFESSIONAUCONTRACT
SERVICES
3326.00
$3,326.00
TRAVEL/TRAINING
$0.00
OTHER
0.00
$0.00
TOTAL
t .00
t 000.
UTHORIZ OFF AL (AO) SIGNATURE DATE
47"7S8330
479-887.3581
FISCAL OFFICER (FO) SIGNATURE DATE
Updated PD PSN Budget Form 2026Revissd Budget Detailed Line Item als Page
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division POLICE (200)
/Org2
2020 I
Requestor: T. Tannehill
Adjustment Number
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
Establish a revenue and expense budget for tracking the FY2020 Project Safe Neighborhood grant award in project
accounting.
COUNCIL DATE: 2/4/2020
LEGISTAR FILE ID#: 2020-0026
Matthzw MaAdoxw
1/16/2020 11:16 AM
Budget Director Date
TYPE: D - (City Council)
JOURNAL #:
2/4/2020
GLDATE:
RESOLUTION/ORDINANCE
CHKD/POSTED:
TOTAL
13,000 13,000
v.20191231
Increase / (Decrease)
Proiect.Sub#
Account Number
Expense Revenue
Project
Sub.Detl AT
Account Name
1010.200.2920-4302.01
- 13,000
32210
2020 RE
State Grants - Operational
1010.200.2920-5120.00
7,192 -
32210
2020 EX
Personnel Other - Contra
1010.200.2920-5201.00
5,808 -
32210
2020 EX
Crime Prevent/Investigate
H:\Budget Adjustments\2020_Budget\City Council\02-04-2020\BA 2020-0026 Police PSN Grant (General Fund) 1 of 1
City of Fayetteville Staff Review Form
2020-0288
Legistar File ID
Additional grant documents
related to Project Safe
Neighborhood Award to the
Fayetteville Police Department.
ARCHIVED
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Mike Reynolds 3/27/2020 POLICE (200)
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends approval and execution of additional grant documents not previously provided by the Arkansas
Department of Finance and Administration (DF&A) for the release of funds related to the Project Safe
Neighborhood grant award to the Fayetteville Police Department. This grant award was approved by City Council
on February 4, 2020 by Resolution #54-20. These documents include agency certification, approved budget and
acting authorized official for grant reporting and drawdown of grant funds.
1010.200.2920-various
Account Number
32210.2020
Project Number
Budgeted Item? Yes
Does item have a cost? NA
Budget Adjustment Attached? NA
Budget Impact:
General
Fund
Police PSN 2020 State Grant
Project Title
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
$ 13,000.00
13,000,00
13,000.00
V20180321
Purchase Order Number: Previous Ordinance or Resolution # 54-20
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
4/1/2020
CITY OF
. FAYETTEVILLE
ARKANSAS
TO: Lioneld Jordan, Mayor &-
FROM: Mike Reynolds, Chief of Police
DATE: March 27, 2020
STAFF MEMO
SUBJECT: Approval and Execution of Agency Certification, Approved Budgets, and
Request to Designate an Acting Authorized Official
RECOMMENDATION:
Staff recommends approval and execution of additional grant documents not previously
provided by the Arkansas Department of Finance and Administration (DF&A) for the release of
funds related to the Project Safe Neighborhood grant award to the Fayetteville Police
Department. This grant award was approved by City Council on February 4, 2020 by
Resolution #54-20. These documents include agency certification, approved budget and acting
authorized official for grant reporting and drawdown of grant funds.
BACKGROUND:
Fayetteville City Council previously approved this grant award via Resolution #54-20.
These documents were not provided until after execution of the grant award documents and are
a part of the reporting documentation required by DF&A prior to release of grant funds.
DISCUSSION:
The DF&A Office of Intergovernmental Services requires the execution of an agency
certification form and approved budgets form prior to any drawdown requests being processed.
BUDGET/STAFF IMPACT:
There is no effect on budget nor staffing with these documents.
Attachments:
Agency certification — PW20-233-P18
Approved Budgets — PW20-233-P18
Request to Designate an Acting Authorized Official — PW20-233-P18
Resolution 54-20
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Newman, Willie
From:
Sent:
To:
Cc:
Subject:
Attachments:
Importance:
Good Morning.
Julie Shelby <Julie.Shelby@dfa.arkansas.gov>
Tuesday, March 24, 2020 11:28 AM
Newman, Willie; Mayor
Kenya Buffington
PW20-233-P18 City of Fayetteville I BJA Approval Status, Workbook, and Documents to
Sign
2020 PSN 18 Workbook PW20-233-P18_ Fayetteville.xlsx; INDEX FOR REQUEST FOR
FUNDS PSN.xlsx; Request to Designate An Acting Authorized Official FORM 2015.pdf
High
Good news! Your agency's Project Safe Neighborhood subaward has been approved by the Bureau of Justice Assistance
(BJA), and we are now able to move forward with your project.
There are several items attached to this message:
• Your Agency's Project Safe Neighborhood Workbook (which contains the Agency Certification page and the
Approved Budgets page), with an UNLOCKED Invoice 1
• Request to Designate an Acting Authorized Official Form
• Sample PSN Index (to be completed monthly as part of invoice submission)
Within these attached items are (3) documents DFA-IGS needs back from your agency SIGNED to move forward with
the invoice process.
Instructions:
Please look through the tabs of the workbook and check for accuracy; notify me of any errors or revisions
needed.
Fill out and print the Agency Certification and Approved Budgets from the workbook, and also the Request to
Designate an Acting Authorized Official Form (attached)-- (within these documents, you will identify and
designate your agency's Fiscal Officer for the project-4 will update workbooks with this information once 1
receive it).
Have the documents signed accordingly in BLUE INK, then mail the originals to:
Arkansas Department of Finance and Administration
Office of Intergovernmental Services
ATTN: PSN
Post Office Box 8031
Little Rock, Arkansas 72203-8031
4. Invoice 1 is unlocked in the workbook and is ready for immediate submission. Once we receive your signed
originals in the mail (Agency Certification, Approved Budgets, and Request to Designate AAO), DFA-IGS will
process your Invoice 1--which should cover approved project expenses from January 2020 and February 2020,
beginning with January 1, 2020. You may also submit Invoice 1 with a -0- balance if no project funds were spent
during that period.
5. Invoice 2 will cover March 2020 expenses, and will be due April 15", 2020. It may also be -0- balance if no funds
were spent.
6. Make sure to follow the procedure outlined in the PSN Invoice Submission from the PSN New Grantee
Workshop. Let me know if you need me to resend those materials.
7. Please utilize the Sample PSN Index (attached to this message) to accompany your invoice submission.
8. Make sure all invoice submissions are sent to IGS-JAG@dfd arkansas.gov for processing. A good practice is to
also copy me at lulie.Stielby@dfa.arkansas.gov. The IGS-JAG inbox enables our team to access information in
case of individual absence. Please remember to submit all project information to this address.
Please contact me if you have any questions or if I may further assist.
I look forward to working with you all to achieve safer neighborhoods in Arkansas.
Thank you so much.
Best,
js
Julie Shelby
Arkansas Department of Finance and Administration
Intergovernmental Services
Grants Analyst
Office: 501-683-2574 1 Main: 501-682-1074
Julie.Shelby@dfa.arkansas.gov
littps://www.dfa.arkansas.gov/intergovernmental-services/
DEPARTMENT OF FINANCE AND ADMINISTRATION
OFFICE OF INTERGOVERNMENTAL SERVICES
Y �• t
AGENCY CERTIFICATION
PAGE 1 OF 1
SUBGRANT NUMBERS .
PW20-233-P18
SUBGRANT ORGANIZATION:
City of Fayetteville Arkansas
MAILING ADDRESS:
100 West Rock Street
CITY/STATE/ZIP CODE
Fayetteville, AR 72701
TELEPHONE NUMBER:
479-575-8330
EMAIL ADDRESS:
mayor@fayetteville-ar.gov
PSN 18
FUNDING SOURCE:
AUTHORIZED OFFICIAL:
Mayor Lioneld Jordan
ACTING AUTHORIZED OFFICIAL:
Willie Newman
CERTIFICATION
As the Authorized Official of the organization named above, I certify that the
information contained and entered in to this workbook is true and accurate. I
acknowledge the obligation of the organization to Department of Finance and
Administration regarding the funding source as identified above. I understand
and agree that by accepting a contract with DFA/IGS that the organization will
provide the services set forth in the subaward agreement and will remain in
compliance with the terms and conditions set forth in the contract, as well as all
special conditions.
AND TITLE OP AUTHQRIZED OFFICIAL
SIGNA'
4/1/2020
DATE
\\fpd\dfs\user\Records\ttannehill\ASST SUPPT SERVICES\PSN\Workbook\Copy of 2020 PSN 18 Workbook PW20-
233-P18_ Fayetteville.xlsx : AGENCY CERTIFICATION 3/26/202012:18 PM
DEPARTMENT OF FINANCE AND ADMINISTRATION
OFFICE OF INTERGOVERNMENTAL SERVICES
APPROVED BUDGETS
AGENCY NAME
SUBGRANT NO:
PROJECT PERIOD:
City of Fayetteville Arkansas
PW20-233-P18
January 1, 2020 - December 31, 2020
ORIGINAL_ BUDGET
REVISION-1
ORXiMAL
REVt510N 1
BUDGETED LINE ITEM
BUDGET AMOUNT
BUDGETED LINE REM
AWARDED
(PSN)
AMOUNT (PSN)
?�SACARIESicr.<
&mmurtty Events Officers - Overtime
5.316.00
Community Events Officers - Ovenhne
Gun Violence InvmgawsOvertlme
686.00
Gun Violence krvestgeeors-Overtime
;;, ��:4k'lroA
,: �':v.x•::.
:�'�• %rA. @±.ems.
>x�
FICA Overtime
90.00
FICA (7.65%)-AOvveerrtibme�y���x.�
�(.(7.6�5y%)).�--
el�reY6
.1 �T•�LL ri'.V.fLtl-.OG{1GLITV:�:y. �:.R
i'U. iC. ;tSLW.'�i '4't�''
',V,f.�.n:BMR•f.�.1.�!.::�'::::::
Refinement OveNme X 15.32% Max
900.00
Rebrement (Ovenlme X 15.32% Max)
>s> ::.
i4fii#7Ve AND >RA�7!0ali
F!'
EveMa (4) - Rentars, F60110M.
Acdv*m 6 Light RefnesMlents O rOw to
2,482.00
ARMties. 8 Light Refreshments (Vmhed to
$2 per)
Program Suppaw Gun Vldenee Ouvw&
3,326,00
�rw^ uppbes; Gun Violence bead+
Awareness Prkmd fienn
Awareness Pnnted Items
OSSICI►AI ERv[CES::'l:>':
PROFESSIONAL
TRAVEUTRA1td11G £%y irf gi>;
7TtA1/EfLYItAlNth1G
X/
•;i+#'"'a.`.
.h...�<�OVMIAINi':2"n•'::�:,"•�;ll•<'t't
CAPITAL OUTLAY
TOTAL
S 13.000.00
TOTAL
S
category
Ca PSN
SALARIES
2.00
SALARIES
MANDATED BENEFITS
0.00
MANDATED BENEFITS -
EMPLOYER BENEFITS
0.00
EMPLOYER BENEFITS -
MAINTENANCE AND OPERATION][76
8.00
MAINTENANCE AND OPERATIONS -
PROFESSIONAL SERVICES
PROFESSIONAL SERVICES -
TRAVELI TRAINING
TRAVEL/TRAINING
EQUIPMENT
EQUIPMENT
CAPITAL OUTLAY
CAPITAL OUTLAY
5 13.000.00
$
SIGNATURE OF FISCAL OFFICER/DATE
o
SALARIES
MANDATED BENEFITS
PSN
8,202.00)
(90.00)
EMPLOYER BENEFITS
(900.D0)
MAINTENANCE AND OPERATIONS
PROFESSIONAL SERVICES
(5,808.D0)
TRAVELITRAINING
EQUIPMENT
CAPITAL OUTLAY
s +aoo9.
PAGE 1 OF 2
NO
\\fpd\dfs\user\Records\ttannehOWST SUPPT SERVICES\PSN\Workbook\Copy of 2020 PSN 18 Workbook P W20-233-P1e_ Fayetteville.xlsx : APPROVED BUDGETS 3/26/2020 12:19 PM
(a,
of Fayetteville Arkansas
BUDGETED LINE ITEM
1FICA(765%)-Ov "" 1
JACwW e$. t L0M Ralreahmenl3 (kmled to
CategoryCalogory
TOTALS
SALARIES
S 6,202.00
MANDATED BENEFITS
S (90.00)
EMPLOYER BENEFITS
$ (900.00)
MAINTENANCE AND OPERATIONS
S ("08.00)
PROFESSIONAL SERVICES
S
TRAVEL/ TRAINING
S
EOUIPMENT
S
CAPITAL OUTLAY
S
is 13,000.00)
DEPARTMENT OF FINANCE AND ADMINISTRATION
OFFICE OF INTERGOVERNMENTAL SERVICES
APPROVED BUDGETS
PAGE 2 OF 2
\\fpd\dfs\mer\Re orris\ttannehlll\ASST SUPPT SERVICES\PSN\Workbook\Copy of 2020 PSN 18 Workbook PW20-233-018_ Fayettwnle.xlsx : APPROVED BUDGETS 3/26/202012:19 PI
ARKANSAS DEPARTMENT OF FINANCE AND ADMINISTRATION
OFFICE OF INTERGOVERNMENTAL SERVICES
REQUEST TO DESIGNATE AN ACTING AUTHORIZED OFFICIAL
SUBGRANT
ORGANIZATION Fayetteville Police Department
AUTHORIZED
OFFICIAL Lioneld Jordan
PRINT NAME
SUBGRANT NT SUBGRANT FFR TO
NUMBER PW20-233-P18 71 PERIOD: ry 1, 2020 December 31, 2020
As the highest-ranking official of the above named organization's governing body, I hereby request the Office
of Intergovernmental Services, to recognize the individual listed below as authorized to act on my behalf in
matters regarding the above -referenced subgrant and project period.
I will ensure that I am kept appropriately apprised of project performance, expenditures and other areas of
administrative responsibility through this individual. I understand and accept that my designation of authority
will in no way valease this organization from any liability.
This autho y pecifica!ly a ws my desi nee to execute budget documents and reimbursement requests, and
to spe S.
Staff r�g�di matters,9ated to the grant.
l 4/1/2020 El Board President
❑ County Judge
IAL GNATURE DATE 0 Mayor
❑ Elected Prosecutor
❑ Other Authorized Official
PROPOSED ACTING AUTHORIZED OFFICIAL
PRINT NAME/TITLE
Willie Newman, Fiscal Officer
TELEPHONE NUMBER
479-575-8330
E-MAIL
wnewman@fayetteville-ar.gov
Having read the above referenced subgrant and all attachments, I certify that I will perform on behalf of this
organization's authorized official, I am prepared to oversee all matters related to the subgrant in accordance
with all state and federal laws and regulations.
ACTING
ARKANSAS OFA-IGS-JAG
20150226
RIZED OFFICIAL SIGNATURE
DATE 3 " 26 -ZOW
rArrr.
e� t,
jA" Ali"I"
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 54-20
File Number: 2020-0026
PROJECT SAFE NEIGHBORHOOD GRANT AWARD:
A RESOLUTION TO AUTHORIZE ACCEPTANCE OF A PROJECT SAFE NEIGHBORHOOD GRANT
AWARD IN THE AMOUNT OF $13,000.00 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 : That the City Council of the City of Fayetteville, Arkansas hereby authorizes acceptance of
the Fiscal Year 2020 Project Safe Neighborhood Grant award in the amount of $13,000.00 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 2/4/2020
Appro ed: Attest:
.�-ti ZG C • V� l r '' .IJre
Lioneld rd , Mayor Kara Paxton, City Clerk Treasurtr`': t.
Page ? Printed on 24M