Item L9 �/ BOARD OF COUNTY COMMISSIONERS
County of Monroe f Mayor George Neugent, District 2 • The Florida. Keys Mayor Pro Tem David Rice, District 4
Danny L. Kolhage, District 1
Heather Carruthers, District 3
Sylvia J. Murphy, District 5
County Commission Meeting
February 15, 2017
Agenda Item Summary #2688
ADD ON DAY OF MEETING: L9
BULK ITEM: Yes DEPARTMENT: BOCC District 3
TIME APPROXIMATE: STAFF CONTACT: Pedro Mercado (3035) 292 - 3470
N/A
AGENDA ITEM WORDING: Approval of a Memorandum of Understanding with the Florida
Council Against Sexual Violence, the Florida Department of Law Enforcement, the Monroe County
Sheriffs Office and the State Attorney to collaborate and make application to the Improving
Criminal Justice Responses to Sexual Assault, Domestic Violence, Dating Violence, and Stalking
Grant Program and authorization for the County Administrator to execute the final revised MOU. .
ITEM BACKGROUND: The Florida Council Against Sexual Violence (FCASV) reached out to
Monroe County to collaborate and enter into a Memorandum of Understanding (MOU) with their
organization, the Florida Department of Law Enforcement, the Monroe County Sheriff's Office and
the State Attorney's Office in order to apply for an Improving Criminal Justice Responses to Sexual
Assault, Domestic Violence, Dating Violence, and Stalking Program grant.
The attached MOU has been circulated amongst the MOU participants however the MOU has not
been finalized. The time constraints for the grant application require that the MOU be approved at
the February meeting which requires presentation of the MOU in its present draft form.
This grant program is authorized by 42 U.S.C. §§ 3796hh- 3796hh -4, formerly known as the Grants
to Encourage Arrest and Enforcement of Protection Orders Program (Arrest Program), and is
designed to encourage partnerships among state, local, and tribal governments, courts, victim service
providers, coalitions and rape crisis centers, to ensure that sexual assault, domestic violence, dating
violence, and stalking are treated seriously, requiring the coordinated involvement of the entire
criminal justice system and community -based victim service organizations.
If awarded, with FCASV as the lead agency, this grant funding would provide much needed funding
for greater victim advocacy and the delivery of critical victim services throughout Monroe County.
Pursuant to Article VIII, §, 1(e) & (f) of the Florida Constitution, as a non - charter county, the Board
of County Commissioners is the unit of local government partner for purposes of this grant
application. The Board's approval of this MOU:
1) designates Assistant County Attorney Christine Limbert- Barrows as the County's contact person
for purposes of this agreement;
2) commits the County to serving as the unit of local government partner for the purpose of this
agreement and all grant applications; and
3) commits the County to assisting the Sheriff's and his designees in implementing this agreement.
This MOU involves no direct cost to the County or County match.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT /AGREEMENT CHANGES:
N/A
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
REV Neugents name kp 2 13 17 FCASV - ICJR.FY2017.MOU.DRAFT (3)
Improving Criminal Justice Responses to Sexual Assault Domestic Violence Dating Violence and
Stalking Grant Program
FINANCIAL IMPACT:
Effective Date: 10/01/2017 (to coincide with anticipated grant period)
Expiration Date: 09/30/2020 (to coincide with anticipated grant period)
Total Dollar Value of Contract:
Total Cost to County: No direct cost to the County.
Current Year Portion: N/A
Budgeted: N/A
Source of Funds: N/A
CPI: N/A
Indirect Costs: Staff time for County's designated contact person for purposes of this agreement.
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: Grant funding If yes, amount: TBD
Grant: Yes
County Match: None
Insurance Required: N/A
Additional Details:
REVIEWED BY:
Pedro Mercado Completed 02/13/2017 5:26 PM
Heather Carruthers Completed 02/14/2017 10:21 AM
Kathy Peters Completed 02/14/2017 10:26 AM
Board of County Commissioners Pending 02/15/2017 9:00 AM
MEMORANDUM OF UNDERSTANDING
WHEREAS, the Florida Council Against Sexual Violence (FCASV) [applicant]; the
Florida Department of Law Enforcement (FDLE); the Board of County Commissioners of
Monroe, FL ("BOCC" or "Monroe County "); the Monroe County Sheriff's Office (MCSO); and
the Office of the State Attorney, 16 Judicial Circuit have come together to collaborate and to
make an application for an Improving Criminal Justice Responses to Sexual Assault, Domestic
Violence, Dating Violence, and Stalking Program grant; and
WHEREAS, the partners listed above have agreed to enter into a collaborative
agreement in which FCASV will be the lead agency and named applicant and the other agencies
will be partners in this application; and
WHEREAS, the partners herein desire to enter into a Memorandum of Understanding
setting forth the services to be provided by the collaborative; and
WHEREAS, the application prepared and approved by the collaborative through its
partners is to be submitted to the Office of Justice Programs on or before February 16, 2017;
NOW, THEREFORE, be it resolved by the parties as follows;
Description of Partner Agencies
1. Non - profit Sexual Assault Organization Partner
Florida Council Against Sexual Violence (FCASV) is Florida's federally recognized state sexual
assault coalition and a 501(c)(3) non - profit organization. The agency serves as the statewide
voice for rape crisis centers, advocating for improved state and local responses to survivors of
sexual violence. FCASV is also the certifying entity for Florida's rape crisis centers, ensuring
compliance with core service and governance standards. FCASV collaborates with criminal
justice system partners and delivers technical assistance and training to rape crisis programs, law
enforcement agencies, hospitals and medical professionals, prosecutors, and other allied
professionals.
2. Governmental Partners
The Florida Department of Law Enforcement (FDLE) was created by Section 20.201, Florida
Statutes. FDLE's mission is to `promote public safety and strengthen domestic security" by
providing services in partnership with local, state, and federal criminal justice agencies to
prevent, investigate, and solve crimes while protecting Florida's citizens and visitors. Through
its seven Regional Operations Centers and Crime Laboratories, FDLE delivers investigative,
forensic, and information system services to Florida's criminal justice community.
The Board of County Commissioners of Monroe County (BOCC) is the governing body of the
County of Monroe, Florida acting pursuant to the authority set forth in Article VIII, § 1(e) & (f),
a non - charter county under the Florida Constitution. As the Monroe County's governing body,
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the Board of County Commissioners is the unit of local government partner for the purpose of
this application.
The Office of the State Attorney, 16 Judicial Circuit (SAO 16 prosecutes persons charged
with state crimes in Monroe County, including sexual battery and related offenses reported in the
circuit.
Monroe County Sheriff's Office (MCSO) is the primary law enforcement entity serving Monroe
County, Florida. The MCSO deputies, victim advocates, and detectives respond to and
investigate sex crimes in Monroe County against victims who report the attacks to law
enforcement.
History of the Relationships
3. Statewide Collaboration to Improve the Criminal Justice Response to Sexual
Assault
The Florida Council Against Sexual Violence and the Florida Department of Law Enforcement
have a ten -year history of successful collaboration, beginning in 2007 with the establishment of a
multidisciplinary workgroup convened by FCASV to provide guidance to local jurisdictions on
compliance with the new forensic exam, polygraph, and HIV - testing provisions of the Violence
Against Women Act. The success of "Non- Reporting Victims Workgroup", was in no small part
due to the contributions of Harry "Hap" Hopkins, FDLE Crime Lab Analyst Supervisor, now
retired. That workgroup became what is now known as the Statewide Sexual Assault Response
Team Advisory Committee, and representatives from FDLE's Forensic Services Division have
been constant and active members each year.
As the State Attorney's Office, 4 Judicial Circuit developed its application for the Department
of Justice, Bureau of Justice Assistance 2015 National Sexual Assault Kit Initiative program,
Jacksonville -based FDLE crime lab personnel engaged FCASV in discussions about whether kits
from non - reporting victims should be tested and how victims /survivors should be notified. In
2015, the Florida Legislature directed the Department to conduct a one -time audit of and provide
the Legislature with a report on untested rape kits held by law enforcement agencies across the
state. During that audit, FDLE Assistant Commissioner Jennifer Cook Pritt and Forensic
Services Director David Coffman provided regular updates to FCASV. In 2016, Assistant
Commission Pritt and FCASV Executive Director Jennifer Dritt worked with representatives of
the Office of the Attorney General; the Florida Sheriffs Association; the Florida Police Chiefs
Association; and members of the Florida Legislature on legislation to ensure that Florida would
never again have a backlog of untested sexual assault kits. That legislation, signed into law by
Governor Scott in March 2016, required FDLE, in coordination with FCASV, to adopt and
disseminate guidelines and procedures for the collection, submission, and testing of DNA
evidence obtained in connection with an alleged sexual offense. FDLE and FCASV continue to
work closely to review law enforcement agencies' compliance with the statutory requirement to
submit those sexual assault kits accompanied by a law enforcement report for processing within
30 days of receipt. The two agencies' history of meaningful collaboration to improve Florida's
response to crimes of sexual violence — particularly in regard to forensic evidence collection and
submission -- has led to the proposed project.
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4. Monroe County Collaboration
In 2004, the Florida Council Against Sexual Violence, the State Attorney's Office, 16 Judicial
Circuit, and the Monroe County Sheriff's Office' began a partnership to provide counseling and
forensic exam services to sexual assault victims /survivors. In response to appeals from MCSO
Det. Janine Gedmin for assistance in developing sexual assault services where none existed, the
Office of the Attorney General asked FCASV to work with MCSO; the State Attorney's Office,
16 Circuit; the Key West Police Department; and the Florida Department of Health to make
services available to child, adolescent, and adult survivors of sexual assault/abuse. The Key West
Police Department donated a three- bedroom townhouse; a local architect planned necessary
modifications; a local contractor donated the labor to make those modifications; the Department
of Health contributed exam equipment and supplies; MCSO staff donated and installed the
flooring; MCSO and KWPD staff donated the paint; FCASV hired an experienced therapist,
contracted with the only SANE -A/P in Monroe County to provide on -call coverage for forensic
exams, and purchased office furniture; and all partners, including several Assistant State
Attorneys, cleaned and painted in preparation for the facility's opening.
Development of the Application
FCASV had planned for several years to build on its successful statewide SANE training project
by adding a SANE program administration technical assistance and training initiative, having
learned that without proper administrative and programmatic support, trained nurses leave SANE
programs and SANE programs are unsustainable. When the Victims of Crime Act fund cap was
raised by Congress in 2015 FCASV began consulting with the state administering agency about
this project. However, the state administering agency required more time to rollout distribution
of the significant increase in funding the state received, and delayed funding new projects until
2016. It subsequently decided that as the SANE Training and SANE Program Sustainability
Project was not a direct victim service project, it was not eligible for Victims of Crime Act
funding. When OVW released the 2017 Improving Criminal Justice Responses to Sexual
Assault, Domestic Violence, Dating Violence, and Stalking Grant solicitation, FCASV staff
began reaching out to potential project partners.
Over the last thirteen years, the Monroe County collaboration to provide forensic exam and
counseling services to victims of sexual assault has remained strong. An MCSO representative
has always served on the advisory board; FCASV has contracted with Darene Cahill, SANE -A/P
for forensic nursing services and provided a full -time VOCA - funded therapist; KWPD has
continued to donate and maintain the facility; and the State Attorney's Office, 16 Circuit, has
consistently supported the project, often through advisory board membership. Nevertheless,
community -based sexual assault victim - advocacy services are unavailable, forensic exams
provided by a qualified examiner are available only in Key West, and Monroe County has never
established a Sexual Assault Response Team. Though FCASV conducted a 40 -hour SANE
training in Key West in 2006, not one of the nurses who attended that training went on to take
call or conduct exams. Recruiting nurses to attend another 40 -hour SANE training has been
complicated by Monroe County's isolation, the time it takes to drive from the Florida Keys to the
central Florida locations where most trainings are conducted, and the cost of airfare to and from
Key West. In an effort to make exams conducted by SANE - trained nurses available in the middle
and upper Florida Keys, in September 2016, FCASV began planning a 40 -hour training to be
held in January 2017. The three Keys -based nurses who completed the January 2017 training
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must still conduct enough pelvic exams to achieve competence before being evaluated for
competence by a qualified examiner. In the absence of local SANE program direction and
coordination, not only will it be difficult to sustain the nurses' interest in becoming SANEs, but
the logistics of arranging the clinical practice training and evaluation component become
daunting. Mindful of this reality, when planning for the January 2017 SANE training, Darene
Cahill and Jennifer Dritt began a conversation about establishing a SANE program that would
ensure exams are available in Key West, Marathon, and Tavernier.
In January 2017, 16 Circuit State Attorney Dennis Ward announced the formation of a major
crimes unit to provide sexual battery and homicide cases in the Middle and Upper Keys the same
level of attention typically given to cases in Key West. Shortly thereafter, Jennifer Dritt reached
out to Mr. Ward's office requesting that an Assistant State Attorney contribute to the SANE
training scheduled later in the month. Mr. Ward offered the assistance of Assistant State
Attorneys Colleen Dunne and Val Winter, two members of the newly- established major crimes
team. At the same time, Jennifer Dritt reached out to Det. Lissette Quintero, President of
Christina's Courage advisory board, to assess the Monroe County Sheriff's Office interest in
collaborating to develop a Sexual Assault Response Team and Sexual Assault Nurse Examiner
program serving the entire county.
In early February, Jennifer Dritt, Theresa Prichard, and Melissa Ashton were able to meet with
Darene Cahill and Carla Fuquay, FCASV's therapist providing services in Key West, via Skype.
Unfortunately, Det. Quintero, was unable to attend the scheduled meeting because of another,
unplanned meeting about a case. Jennifer Dritt and Det. Quintero spoke two days later by phone
and discussed the outlines of the project. Det. Quintero then met with MCSO command staff. At
the recommendation of Darene Cahill, Jennifer Dritt contacted Monroe County Commissioner
Heather Carruthers and explained the need for the project, while Ms. Cahill followed up with her
by email. Jennifer Dritt also reached out to FDLE Assistant Commissioner Jennifer Cook Pritt to
discuss the project.
Roles and Responsibilities
5. The Florida Council Against Sexual Violence will:
➢ Coordinate the project.
➢ Contract with Darene Cahill, ARNP, SANE -A/P to provide Monroe County SANE
Program coordination and direction, including establishing protocols, supervising the call
schedule, and coordinating peer review and continuing education events.
➢ In consultation with the Monroe County project partners, hire a full -time, Monroe
County -based staff person to provide advocacy for victims of sexual violence and
coordinate the Sexual Assault Response Team.
➢ Dedicate 25% of Executive Director Jennifer Dritt's time to XXXXX
➢ Dedicate 20% of Director of Advocacy Theresa Prichard's time to oversee the project,
provide legal services to victims of sexual violence in Monroe County, and provide
technical assistance and training on victims' rights to SANE programs and SARTs
statewide, including those to be developed in Monroe County. Direct legal assistance
will be available to victims of sexual violence in such areas as housing, employment,
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public benefits, immigration, victim compensation, coerced prostitution, sex trafficking,
and their rights in criminal proceedings.
➢ Dedicate 65% of SANE Training and Sustainability Project Director Kris -Tena Albers'
time to statewide provision of SANE training; technical assistance on SANE program
development, administration, and quality assurance; and technical assistance to certified
Sexual Assault Nurse Examiners on competent, ethical practice consistent with Florida
Board of Nursing standards and International Association of Forensic Nursing standards.
➢ Dedicate 5% of Statewide Victim Advocacy Coordinator Melissa Ashton's time to
providing direct assistance to the developing Monroe County SART, and supervision of
the to -be -hired advocate.
➢ Dedicate 5% of Communications Manager Courtney Nomina's time to developing and
implementing strategies for effectively communicating to public officials and policy
makers the projects goals and outcomes, including recommendations for legislation and
policies that enhance best practice for responding to crimes of sexual assault.
➢ Assist Monroe County project partners in developing, implementing, and maintaining
their Sexual Assault Response Team and Sexual Assault Nurse Examiner program. Staff
will assist Monroe County partners in establishing comprehensive advocacy services for
adult primary and secondary survivors of sexual assault.
➢ Conduct two, STOP Formula Grant developed, approved, and funded one -day Trauma -
Informed Sexual Assault Investigations trainings in Monroe County for Monroe County
Sheriff's Office detectives and investigators.
➢ Provide two, full -day SART trainings for project partners and stakeholders in Monroe
County —one at the beginning of the grant period and another mid -way through.
➢ Coordinate and facilitate quarterly onsite project team meetings to assess Monroe County
SART and SANE Program implementation.
➢ Coordinate and facilitate quarterly project team meetings to assess project
implementation.
➢ Provide 8 hour trainings on basic forensic medical evidence collection and working with
sexual assault victims to medical professionals at Fishermen's Hospital in Marathon
(Monroe County) and Mariners Hospital in Tavernier (Monroe County).
➢ Pay the travel and lodging costs for two medical professionals from each of these
hospitals to attend one of the FCASV's 40 -hour Sexual Assault Nurse Examiner (SANE)
trainings.
➢ Coordinate quarterly meetings between FCASV project staff and FDLE Director of
Forensic Services, David Coffman to discuss areas of the state which, based upon
FDLE's assessment of sexual assault kits submitted for processing, may need targeted
training and technical assistance to improve the collection, packaging, storage, and
submission of such evidence.
➢ Provide targeted technical assistance and training to improve collection, packaging,
storage, and submission of sexual assault kits, in consultation with FDLE, to examiners in
need of same.
➢ Develop, print, distribute, and make available on FCASV's website a SANE Program
Administrators Manual specifically for administrators /coordinators of non - medical
facility based Sexual Assault Nurse Examiner Programs in the State of Florida.
➢ Develop, print, and distribute posters statewide informing citizens of the availability of
forensic exams for victims of sexual assault, regardless of reporting status.
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➢ Provide three 40 -hour Sexual Assault Nurse Examiner trainings designated as meeting
the IAFN 2015 Educational Guidelines across the state.
➢ Provide three SANE clinical skills trainings consisting of day -long series of pelvic exams
utilizing volunteers and SANE -A certified preceptors who provide clinical supervision
necessary to support competence in forensic evidence collection for those preparing to sit
for the national SANE -A certification exam.
➢ Provide three day -long SANE clinical skills validation courses at which SANE- trained
nurses can demonstrate competence in forensic examination, which is a prerequisite for
SANE -A certification.
➢ Provide, for SANE -A certified nurses, three one -day Advanced SANE trainings focused
on learning new and emerging practices, didactic skills training, protocol updates,
photography, and new technologies used during evidence collection.
➢ Provide travel and lodging costs, consistent with State of Florida travel policies, for one
representative of each MOU partner agency to attend FCASV's Biennial Statewide
Sexual Assault Training Summit in 2018 and 2020.
➢ Pay travel, meals, and lodging costs for Darene Cahill, ARNP, SANE A/P; the to -be-
hired Monroe County advocate; and one representative from each MOU partner agency
to attend technical assistance and training activities sponsored by the Office on Violence
Against Women.
➢ Conduct three regional trainings and various webinars for Florida certified rape crisis
centers around the state on SANE program sustainability.
➢ Submit all financial and programmatic reports required by the terms of the award.
➢ Commit to continue working together with all project partners to maintain the Monroe
County SART and SANE program; sustain sexual assault advocacy services in Monroe
County; and maintain the statewide SANE Training and Sustainability Project once grant
funds are no longer available.
6. The Florida Department of Law Enforcement will:
➢ Designate David Coffman, Director of Forensic Services, to participate in statewide
project team planning, development, and implementation, and attend quarterly meetings
with FCASV SANE Training and Program Sustainability Project staff to:
1. Identify jurisdictions from which submitted sexual assault kits indicate a need for
technical assistance and/or training on evidence collection, packaging, or storage;
2. Set short and long -term goals for improving evidence collection; and
3. Determine strategies for effecting such improvement.
➢ Commit to working with FCASV to identify strategies to maintain statewide SANE
training and SANE program sustainability efforts once grant funds are no longer
available.
7. The Office of the State Attorney, 16 Judicial Circuit will:
➢ Designate Chief Assistant State Attorney Mark Wilson (Colleen Dunne or Val Wilson ?)
to participate in the project team planning, development and implementation and attend
monthly Monroe County SART meetings, and along with the other team members:
1. Identify desired changes to the collaborative response to sexual assault.
2. Set short and long -term goals for the team process.
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3. Determine how to gather feedback from responders, community members and
victims as part of a community needs assessment.
4. Implement strategies for making changes.
5. Create a written protocol or guidelines outlining how each agency will respond to
victims of sexual violence and interact with each other.
➢ Train staff using the new protocol or guidelines.
➢ Designate Chief Assistant State Attorney Mark Wilson to attend two one -day SART
development trainings over the course of the grant period.
➢ Commit to continue working together with the other project partners to maintain the
SART and SANE program, and sustain sexual assault counseling and advocacy services
to residents of the rural counties once grant funds are no longer available.
8. Monroe County Sheriff's Office will:
➢ Designate Capt. Penny Phelps to participate in the project team planning, development
and implementation and attend monthly Monroe County SART meetings, and along with
the other team members:
1. Identify desired changes to the collaborative response to sexual assault.
2. Set short and long -term goals for the team process.
3. Determine how to gather feedback from responders, community members and
victims as part of a community needs assessment.
4. Implement strategies for making changes.
5. Create a written protocol or guidelines outlining how each agency will respond to
victims of sexual violence and interact with each other.
➢ Train staff using the new protocol or guidelines.
➢ Designate Capt. Penny Phelps to attend two one -day SART development trainings over
the course of the grant period.
➢ Commit to continue working together with the other project partners to maintain the
SART and SANE program, and sustain sexual assault counseling and advocacy services
to residents of Monroe County once grant funds are no longer available.
9. The Board of County Commissioners of Monroe County will:
➢ Designate Christine Limbert as the County's contact person for purposes of this
agreement.
➢ Serve as the unit of local government partner for the purpose of this agreement and all
grant applications;
➢ Assist the Monroe County Sheriff and his designees in implementing this agreement.
10. Timeline
The roles and responsibilities described above are contingent on the Florida Council Against
Sexual Violence receiving funds requested for the project described in the OVW grant
application. Responsibilities under this Memorandum of Understanding would coincide with the
grant period, anticipated to be 10/01/2017 through 09/30/2020.
11. Commitment to Partnership
a) The collaboration service area encompasses the State of Florida, with focused SART and
SANE program development collaboration in Monroe County. The partners agree to
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collaborate and provide SART and SANE program coordination for Monroe County, and
to provide forensic nursing services to primary victims of sexual assault, and sexual
assault advocacy services to victims and secondary victims of sexual assault, in Monroe
County, pursuant to the program narrative of the grant application attached to this
agreement.
b) The partners agree to collaborate and provide SANE training and SANE program
sustainability technical assistance and training statewide, pursuant to the program
narrative of the grant application attached to this agreement.
c) The partners agree to collaborate to identify jurisdictions in which training and technical
assistance on sexual assault forensic evidence collection, packaging, and storage would
improve the quality of sexual assault evidence kits submitted to the statewide crime
laboratory system for processing.
d) Compensation for contributions to this project by the Florida Department of Law
Enforcement; the Monroe County Sheriff's Office; and the State Attorney's Office, 16
Judicial Circuit will be provided as outlined in the attached OVW budget detail.
e) We, the undersigned have read and agree with this MOU. Further, we have reviewed the
proposed project and approve it.
Richard L. Swearingen, Commissioner Date
Florida Department of Law Enforcement
Jennifer L. Dritt, Executive Director Date
Florida Council Against Sexual Violence
(SEAL) BOARD OF COUNTY COMMISSIONERS
ATTEST: KEVIN MADOK, CLERK OF MONROE COUNTY, FLORIDA
By By
Deputy Clerk Mayor George Neugent
8
Dennis W. Ward, State Attorney Date
16 Judicial District
Rick Ramsey, Sheriff Date
Monroe County Sheriff's Office
9
tit r
f .
U.S. Department of Justice
Office on Violence Against Women (OVW)
OVW Fiscal Year 2017
Improving Criminal Justice
Responses to Sexual Assault
Domestic Violence, Dating Violence
and Stalking Grant Program
(formerly known as the Grants to
Encourage Arrest and Enforcement
of Protection Orders Program)
Solicitation
Release Date: on or about January 4, 2017
Eligibility
Eligible applicants are limited to: states; Indian tribal governments; state, tribal and local courts
(including juvenile courts); units of local government; state, tribal, or territorial domestic violence
or sexual assault coalitions; or victim service providers. Grant recipients that received funding
for 36 months in Fiscal Year 2015 or 2016 are NOT eligible to apply for Fiscal Year 2017
awards.
(See "Eligibility Information ")
Deadlines
Applications are due by 11:59 p.m. Eastern Time (E.T.) on February 16, 2017.
(See "Submission Dates and Times ")
Registration Information: To submit an application, all applicants must obtain a Data Universal
Number System (DUNS) Number, and register online with the System for Award Management
(SAM) and with Grants.qov. To ensure sufficient time to complete the registration process,
applicants must obtain a DUNS Number, and register online with SAM and with Grants.qov
immediately, but no later than, January 26, 2017.
(See "Registration ")
Letter of Registration: Applicants are strongly encouraged to submit a letter of registration to
OVW.ICJR by January 26, 2017. This will ensure that applicants are well -
positioned to successfully submit an application by the deadline. Submitting a Letter of
Registration will not obligate potential applicants to submit an application. Interested applicants
who do not submit a Letter of Registration are still eligible to apply.
(See "Letter of Registration ")
Pre- Application Information Sessions: OVW will conduct a web -based Pre - Application
Information Session for eligible entities interested in submitting an application for the Improving
Criminal Justice Responses to Sexual Assault, Domestic Violence, Dating Violence, and
Stalking Grant Program. Participation in this session is optional. Interested applicants who do
not participate are still eligible to apply.
(See "Content and Form of Application Submission ")
Contact Information
For assistance with the requirements of this solicitation, call OVW at (202) 307 -6026 or email
OVW.ICJR
Submission and Notification Information
Submission: Applications for the Improving Criminal Justice Responses to Sexual Assault,
Domestic Violence, Dating Violence, and Stalking Grant Program will be submitted through
Grants.gov. For technical assistance with Grants.qov, contact the Grants.qov Customer Support
Line at 1- 800 - 518 -4726.
The Grants.qov number assigned to this announcement is OVW- 2017 - 11921.
Notification: OVW anticipates notifying all applicants of funding decisions by October 1, 2017.
ii
Contents
A. Program Description 1
Overview 1
About the OVW Improving Criminal Justice Responses to Sexual Assault, Domestic Violence,
Dating Violence, and Stalking Grant Program 1
Program Scope 2
Purpose Areas 2
Mandatory Program Requirements 5
Mandaroty Partnerships 5
OVW Priority Areas 6
Statutory Priority 7
Activities that Compromise Victim Safety and Recovery 7
Out -of -Scope Activities 8
Unallowable Activities 9
B. Federal Award Information 9
Availability of Funds 9
Award Period 9
Award Amounts 9
Types of Applicants 10
C. Eligibility Information 11
Eligible Applicants 11
Eligible Entities 11
Nonprofit Organization Requirement — 501(c) 3 Status 12
Non Profit Organization Requirement - Offshore Accounts 13
Cost Sharing or Match Requirement 13
Other Program Eligibility Requirements 13
Required Partnerships and Certification 15
Limit on Number of Applications Submissions 17
D. Application and Submission Information 17
Address to Request Application Package 17
Content and Form of Application Submission 17
Letter of Registration 17
Pre - Application Information Session 17
Application Contents 18
Formatting and Technical Requirements 18
Application Requirements 18
iii
Summary Data Sheet 19
Proposal Abstract 20
Project Narrative 20
Budget Detail Worksheet and Narrative 22
Memorandum of Understanding 23
Additonal Required Information 24
Unique Entity Identifier (DUNS Number) and System for Award Management (SAM) 28
Submission Date and Times 29
OVW Policy on Duplicate Applications 30
OVW Policy on Late Submissions 30
Intergovernmental Review — Single Point of Contact Review 31
Funding Restrictions 32
Other Submission Requirements 33
Downloading a Grant Application 34
Completing the Grant Application Package 35
Submitting the Completed Grant Application Package 35
E. Application Review Information 35
Criteria 35
Review and Selection Process 36
Anticipated Announcement and Federal Award Dates 37
F. Federal Award Administration Information 37
Federal Award Notice 37
Administrative and National Policy Requirements 37
Reporting 38
G. Federal Awarding Agency Contact(s) 39
H. Other Information 39
Application Checklist 39
Public Reporting Burden — Paperwork Reduction Act Notice 40
APPENDIX A 41
Budget Guidance 42
Budget Detail Worksheet 44
APPENDIX B 51
Sample Letter of Registration 51
APPENDIX C 53
Disclosures Related to Executive Compensation 54
APPENDIX D 55
iv
Summary of Current and Recent OVW Projects 56
APPENDIX E 57
Summary of Current and Pending Non -OVW Grants to do the Same or Similar Work 58
APPENDIX F 59
Tips for Letters of Certification 60
Tips for Applicants 61
Tips for States, Tribes, and Units of Local Government 62
Sample Certification Letter 63
v
OMB Number — 1122 -0020
Expiration Date: 12/31/2018
OVW Improving Criminal Justice Responses to
Sexual Assault, Domestic Violence, Dating
Violence, and Stalking Grant Program
(CFDA 16.590)
A. Program Description
Overview
The Office on Violence Against Women (OVW) is a component of the United States Department
of Justice (DOJ). Created in 1995, OVW implements the Violence Against Women Act (VAWA)
and subsequent legislation and provides national leadership on issues of sexual assault,
domestic violence, dating violence, and stalking. Since its inception, OVW has supported a
multifaceted approach to responding to these crimes through implementation of grant programs
authorized by VAWA. By forging state, local and tribal partnerships among police, prosecutors,
judges, victim advocates, health care providers, faith leaders, organizations that serve culturally
specific and underserved communities, and others, OVW grants help provide victims, across
their life span, with the protection and services they need to pursue safe and healthy lives, while
improving communities' capacity to provide justice for victims and hold offenders accountable.
About the OVW Improving Criminal Justice Responses to Sexual Assault, Domestic
Violence, Dating Violence, and Stalking Grant Program
This program is authorized by 42 U.S.C. §§ 3796hh - 3796hh -4. The Improving Criminal Justice
Responses to Sexual Assault, Domestic Violence, Dating Violence, and Stalking Grant Program
(Improving Criminal Justice Responses Program), formerly known as the Grants to Encourage
Arrest and Enforcement of Protection Orders Program (Arrest Program),' is designed to
encourage partnerships among state, local, and tribal governments, courts, victim service
providers, coalitions and rape crisis centers, to ensure that sexual assault, domestic violence,
dating violence, and stalking are treated seriously, requiring the coordinated involvement of the
entire criminal justice system and community -based victim service organizations.
The Improving Criminal Justice Responses Program challenges the community to work
collaboratively to identify problems and share ideas that will result in effective responses to
ensure victim safety and offender accountability. A coordinated community response that brings
together effective partners from the local government including law enforcement agencies,
prosecutors' offices and courts, nonprofit organizations, and population specific organizations is
critical to the Improving Criminal Justice Responses Program. These partnerships are critical to
the effective implementation of grant projects funded by the Improving Criminal Justice
Response Program and as such, documentation that memorializes this critical coordination and
collaboration, such as a memorandum of understanding, is a vital component of an application
submitted under this solicitation. Such partnerships serve as a foundation for grant- funded
activities.
For additional information on the Improving Criminal Justice Responses Program, including
what past grantees have accomplished with their grant funds and to view the Improving Criminal
Justice Responses Program performance measures and reporting data, see
http://muskie.usm.maine.edu/vawamei/cdsarrestmain.htm.
OVW has changed the working title of the Arrest Program in FY2015 to more accurately reflect the program's scope.
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Program Scope
Activities supported by the Improving Criminal Justice Responses Program are determined by
statute, federal regulations, and OVW policies. If an applicant receives an award, the funded
project is bound by the provisions of this solicitation, the DOJ Financial Guide, including updates
to the guide after an award is made, and the conditions of the award.
Purpose Areas
In FY 2017, funds under the Improving Criminal Justice Responses Program may be used for
the following purposes:
1. Implement pro- arrest programs and policies in police departments, including policies for
protection order violations and enforcement of protection orders across state and tribal
lines;
2. Develop policies, educational programs, protection order registries, data collection
systems, and training in police departments to improve tracking of cases and
classification of complaints involving sexual assault, domestic violence, dating violence,
and stalking. Policies, educational programs, protection order registries, and training
described in this purpose area shall incorporate confidentiality, and privacy protections
for victims of sexual assault, domestic violence, dating violence, and stalking;
3. Centralize and coordinate police enforcement, prosecution, or judicial responsibility for
sexual assault, domestic violence, dating violence, and stalking cases in teams or units
of police officers, prosecutors, parole and probation officers, or judges;
4. Coordinate computer tracking systems and provide the appropriate training about sexual
assault, domestic violence, dating violence, and stalking to ensure communication
between police, prosecutors, parole and probation officers, and both criminal and family
courts;
5. Strengthen legal advocacy service programs and other victim services for victims of
sexual assault, domestic violence, dating violence, and stalking, including strengthening
assistance to such victims in immigration matters;
6. Educate federal, state, tribal, territorial, and local judges, courts, and court-based and
court- related personnel in criminal and civil courts (including juvenile courts) about
sexual assault, domestic violence, dating violence, and stalking and improve judicial
handling of such cases;
7. Provide technical assistance and computer and other equipment to police departments,
prosecutors, courts, and tribal jurisdictions to facilitate the widespread enforcement of
protection orders, including interstate enforcement, enforcement between states and
tribal jurisdictions, and enforcement between tribal jurisdictions;
8. Develop or strengthen policies and training for police, prosecutors, and the judiciary in
recognizing, investigating, and prosecuting instances of sexual assault, domestic
violence, dating violence, and stalking against older individuals and individuals with
disabilities;
9. Develop state, tribal, territorial, or local policies, procedures, and protocols for preventing
dual arrests and prosecutions in cases of sexual assault, domestic violence, dating
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violence, and stalking, and develop effective methods for identifying the pattern and
history of abuse that indicates which party is the actual perpetrator of abuse;
10. Plan, develop and establish comprehensive victim service and support centers, such as
family justice centers, designed to bring together victim advocates from victim service
providers, staff from population specific organizations, law enforcement officers,
prosecutors, probation officers, governmental victim assistants, forensic medical
professionals, civil legal attorneys, chaplains, legal advocates, representatives from
community -based organizations and other relevant public or private agencies or
organizations into one centralized location, in order to improve safety, access to
services, and confidentiality for victims and families;
11. Develop and implement policies and training for police, prosecutors, probation, and
parole officers, and the judiciary in recognizing, investigating, and prosecuting instances
of sexual assault, with an emphasis on recognizing the threat to the community for
repeat crime perpetration by such individuals;
12. Develop, enhance and maintain protection order registries;
13. Develop human immunodeficiency virus (HIV) testing programs for sexual assault
perpetrators and notification and counseling protocols;
14. Develop and implement training programs for prosecutors and other prosecution - related
personnel regarding best practices to ensure offender accountability, victim safety, and
victim consultation in cases involving sexual assault, domestic violence, dating violence,
and stalking;
15. Develop or strengthen policies, protocols, and training for law enforcement, prosecutors,
and the judiciary in recognizing, investigating, and prosecuting instances of sexual
assault, domestic violence, dating violence, and stalking against immigrant victims,
including the appropriate use of applications for nonimmigrant status under
subparagraphs (T) and (U) of section 1101 (a)(15) of title 8;
16. Develop and promote state, local, or tribal legislation and policies that enhance best
practices for responding to the crimes of sexual assault, domestic violence, dating
violence, and stalking, including the appropriate treatment of victims;
17. Develop, implement, or enhance sexual assault nurse examiner programs or sexual
assault forensic examiner programs, including the hiring and training of such examiners;
18. Develop, implement, or enhance Sexual Assault Response Teams or similar coordinated
community responses to sexual assault;
19. Develop and strengthen policies, protocols, and training for law enforcement officers and
prosecutors regarding the investigation and prosecution of sexual assault cases and the
appropriate treatment of victims;
20. Provide human immunodeficiency virus testing programs, counseling, and prophylaxis
for victims of sexual assault;
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21. Identify and inventory backlogs of sexual assault evidence collection kits and develop
protocols for responding to and addressing such backlogs, including policies and
protocols for notifying and involving victims; and
22. Develop multidisciplinary high -risk teams focusing on reducing domestic violence and
dating violence homicides by—
A. using evidence -based indicators to assess the risk of homicide and link high -risk
victims to immediate crisis intervention services;
B. identifying and managing high -risk offenders; and
C. providing ongoing victim advocacy and referrals to comprehensive services
including legal, housing, health care, and economic assistance.
Because the majority of the statutory purpose areas listed above include functions and /or
activities that are inherently governmental or law enforcement focused, victim service providers
applying as the lead applicant may seek funding to address only the following purpose areas:
5. Strengthen legal advocacy service programs and other victim services for victims of
sexual assault, domestic violence, dating violence, and stalking, including strengthening
assistance to such victims in immigration matters;
6. Educate federal, state, tribal, territorial, and local judges, courts, and court-based and
court- related personnel in criminal and civil courts (including juvenile courts) about
sexual assault, domestic violence, dating violence, and stalking and improve judicial
handling of such cases;
10. Plan, develop and establish comprehensive victim service and support centers, such as
family justice centers, designed to bring together victim advocates from victim service
providers, staff from population specific organizations, law enforcement officers,
prosecutors, probation officers, governmental victim assistants, forensic medical
professionals, civil legal attorneys, chaplains, legal advocates, representatives from
community -based organizations and other relevant public or private agencies or
organizations into one centralized location, in order to improve safety, access to
services, and confidentiality for victims and families;
16. Develop and promote state, local, or tribal legislation and policies that enhance best
practices for responding to the crimes of sexual assault, domestic violence, dating
violence, and stalking, including the appropriate treatment of victims;
17. Develop, implement, or enhance sexual assault nurse examiner programs or sexual
assault forensic examiner programs, including the hiring and training of such examiners;
18. Develop, implement, or enhance Sexual Assault Response Teams or similar coordinated
community responses to sexual assault; and
22. Develop multidisciplinary high -risk teams focusing on reducing domestic violence and
dating violence homicides by-
(A) using evidence -based indicators to assess the risk of homicide and link high -
risk victims to immediate crisis intervention services;
(B) identifying and managing high -risk offenders; and
(C) providing ongoing victim advocacy and referrals to comprehensive services
including legal, housing, health care, and economic assistance.
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Note: Victim service provider applicants interested in addressing purpose areas 6, 10, 18,
or 22 must partner with the appropriate government agency necessary for the effective
implementation of the selected purpose area(s).
Mandatory Program Requirements
Applicants that receive funding under the Improving Criminal Justice Responses Program will
be required to engage in the following activities:
Mandatory Partnerships
An effective response to sexual assault, domestic violence, dating violence, and stalking begins
with coordination of the public and private agencies that play a role in providing for victim safety
and offender accountability. To ensure that the limited Improving Criminal Justice Responses
Program funds are going to jurisdictions ready to employ a coordinated community response
(CCR), OVW requires that each applicant develop a Memorandum of Understanding (MOU)
with its project partners. The required partnerships are described below:
Government and Court Applicants
Applicants that are states, units of local governments, tribal governments, or courts are required
to enter into a formal collaboration with one or more nonprofit, nongovernmental victim service
provider(s) serving victims of sexual assault, domestic violence, dating violence, and /or stalking.
A victim service provider must be involved in the development and implementation of the
project. Applicants that fail to include the mandatory partners will be removed from further
consideration.
Victim service provider partners should meet all of the following criteria:
1. Provide services to victims of sexual assault, domestic violence, dating violence, or
stalking as one of their primary purposes and have a demonstrated history of effective
work in this field;
2. Address a demonstrated need in their communities by providing services that promote
the dignity and self - sufficiency of victims, improve their access to resources, and create
options for victims; and
3. Do not engage in or promote activities that compromise victim safety.
In developing an application for the Improving Criminal Justice Responses Program, applicants
are encouraged to consider some important distinctions among the following potential partners:
1. Victim assistants or victim witness specialists who work for government agencies (e.g.,
the police department or the district or city attorney's office);
2. Advocates employed by nonprofit, nongovernmental sexual assault, domestic violence,
dating violence, or stalking programs (e.g., shelters, rape crisis centers, advocacy
groups or coalitions); and
2 A "victim service provider" means a nonprofit, nongovemmental or tribal organization or rape crisis center, including a state or
tribal coalition, that assists or advocates for domestic violence, dating violence, sexual assault, or stalking victims, including
domestic violence shelters, faith -based organizations, and other organizations, with a documented history of effective work
concerning domestic violence, dating violence, sexual assault or stalking.
A "rape crisis center" means a nonprofit, nongovernmental or tribal organization, or govemmental entity in a state other than a
territory that provides intervention and related assistance, as specified in 42 U.S.C. § 14043g(b)(2)(C), to victims of sexual assault
without regard to their age. In the case of a governmental entity, the entity may not be part of the criminal justice system (such as a
law enforcement agency) and must be able to offer a comparable level of confidentiality as a nonprofit entity that provides similar
victim services.
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3. Legal representatives (e.g., students from law school clinics, paralegals, attorneys
working for legal service agencies or independent attorneys).
There is an important role for all advocates to play in the creation of a coordinated community
response. However, given the unique role that nonprofit, nongovernmental victim advocates
play in representing the needs of survivors, nonprofit, nongovernmental providers must be
involved in the development and implementation of projects receiving Improving Criminal
Justice Responses Program funds to ensure that victim safety remains central throughout the
project. This does not preclude applicants from requesting support for governmental victim
service providers, but the budget and budget narrative must distinguish between these roles
and should include compensation for the contributions of nonprofit, nongovernmental victim
service providers.
Victim Service Provider Applicants
Applicants that are victim service providers are required to enter into a formal collaboration with
a state, local government, or tribal government as well as any specific governmental
organizations that are necessary for the implementation of the proposed project. For example,
an applicant proposing law enforcement training must have a law enforcement partner in
addition to the required state, local, or tribal government partner. These partners must be
involved in the development and implementation of the project. Applicants that fail to include
the mandatory partners will be removed from further consideration. See Appendix E for a list of
the mandatory partners.
Applicants Addressing Underserved Populations
Applicants providing services to underserved populations must also partner with population
specific organizations for the development and implementation of the project. Victim service
providers that qualify as population specific should demonstrate the necessary experience and
expertise in the MOU and Who Will Implement sections of the application.
OVW Priority Areas
In FY 2017, OVW is interested in supporting the priority areas identified below. Applications
proposing activities in the following areas will be given special consideration during the
application review process.
1. Strengthen and revitalize coordinated community response and multi - disciplinary teams,
prioritizing those that meaningfully involve organizations and programs that focus on
marginalized communities;
2. Increase support for sexual assault, including services, law enforcement response and
prosecution;
3. Meaningfully increase access to OVW programming for specific underserved
populations (based on race, ethnicity, sexual orientation, gender identity, disability, age,
geographical region, etc.);
4. Increase the use of promising or evidence - building practices, where available; and
5. Integrate principles outlined in recent Department of Justice guidance on 'Identifying and
Preventing Gender Bias in Law Enforcement Response to Sexual Assault and Domestic
Violence' into policies, training, and supervision protocols and systems of accountability.
3 A "population specific organization" means a nonprofit, nongovemmental organization that primarily serves members of a specific
underserved population and has demonstrated experience and expertise providing targeted services to members of that specific
underserved population.
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Statutory Priority
By statute, 42 U.S.C. § 3796hh -1(b), when making Improving Criminal Justice Responses
Program awards priority should be given to applicants that:
1. Do not currently provide for centralized handling of cases involving sexual assault,
domestic violence, dating violence, and stalking by police, prosecutors, and courts;
2. Demonstrate a commitment to strong enforcement of laws, and prosecution of cases,
involving sexual assault, domestic violence, dating violence, or stalking including the
enforcement of protection orders from other states and jurisdictions, including tribal
jurisdictions;
3. Have established cooperative agreements or can demonstrate effective ongoing
collaborative arrangements with neighboring jurisdictions to facilitate the enforcement of
protection orders from other states and jurisdictions, including tribal jurisdictions; and
4. Intend to utilize grant funds to develop and install data collection and communication
systems, including computerized systems, and training on how to use these systems
effectively to link police, prosecutors, courts and tribal jurisdictions for the purpose of
identifying and tracking protection orders and violations of protection orders, in those
jurisdictions where such systems do not exist or are not fully effective.
In FY 2017, applications seeking to address two or more of the Improving Criminal Justice
Responses Program statutory priorities will receive priority during the recommendation process.
Applications addressing a single statutory priority area will receive one additional point and
those addressing two or more of the statutory priorities will receive a total of two additional
points.
Activities that Compromise Victim Safety and Recovery
The following activities have been found to jeopardize victim safety, deter or prevent physical or
emotional healing for victims, or allow offenders to escape responsibility for their actions:
1. Procedures or policies that exclude victims from receiving safe shelter, advocacy
services, counseling, and other assistance based on their actual or perceived sex, age,
immigration status, race, religion, sexual orientation, gender identity, mental health
condition, physical health condition, criminal record, work in the sex industry, or the age
and /or sex of their children;
2. Procedures or policies that compromise the confidentiality of information and privacy of
persons receiving OVW- funded services;
3. Procedures or policies that impose requirements on victims in order to receive services
(e.g. seek an order of protection, receive counseling, participate in couples counseling or
mediation, report to law enforcement, seek civil or criminal remedies, etc.);
4. Procedures or policies that fail to conduct safety planning with victims;
5. Project designs and budgets that fail to account for the access needs of individuals with
disabilities and individuals who have limited English proficiency or are Deaf or hard of
hearing;
6. The use of pre -trial diversion programs without prior OVW review and approval of the
program or the automatic placement of offenders in such programs;
4 1f an award is made, the recipient will also be subject to statutory prohibitions on discrimination. For further
information on these civil rights requirements, see the section "Violence Against Women Act Non - Discrimination
Provision" under "F. Federal Award Administration Information."
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7. Relying on batterer intervention programs that do not use court monitoring to hold
batterers accountable for their behavior;
8. Offering or ordering anger management programs for offenders as a substitute for
batterer's intervention programs;
9. Policies or practices that discourage accepting cases when victims do not have physical
evidence;
10. Establishment or enhancement of a multidisciplinary collaborative community response
without developing appropriate policies regarding confidentiality and information sharing
for the members;
11. Promoting nuisance abatement ordinances, crime -free housing ordinances, or crime -free
lease addenda (often associated with crime -free housing programs) that require or
encourage the eviction of tenants or residents who may be victims of domestic violence,
sexual assault, dating violence or stalking;
12. Policies or procedures that require testing of sexual assault forensic evidence in cases
where the victim obtained a medical forensic exam but has not chosen to participate in
the criminal justice system.
13. Couples counseling, family counseling or any other manner or joint victim - offender
counseling as a routine or required response to sexual assault, domestic violence,
dating violence, or stalking [or in situations in which child sexual abuse is alleged].
Applications that propose activities that compromise victim safety and recovery may receive a
deduction in points during the review process or may be eliminated from further consideration
entirely.
Out - of - Scope Activities
OVW has determined the activities listed below to be out of the program scope, and they will not
be supported by Improving Criminal Justice Responses Program funding.
1. Research projects (This does not include program assessments conducted only for
internal improvement purposes. See "Research and Protection of Human Subjects" in
the Solicitation Companion Guide.
2. Direct legal representation. Grant funds may not be used to provide legal representation
in civil and criminal matters, such as family law cases, divorce, custody, visitation and
child support, housing cases, consumer law cases, etc. However, grant funds may be
used to provide legal representation to victims of sexual assault, domestic violence,
dating violence, and stalking only in the limited context of protection order proceedings.
3. Prevention activities. Grant funds may not be used for prevention activities, e.g.,
outreach to elementary and secondary schools, implementation of educational programs
regarding domestic and dating violence intervention, and public /community awareness
campaigns. Grantees are only permitted to engage in outreach activities to inform
potential victims about the availability of services.
4. Family violence services. Grant funds may not be used to address child abuse, other
family violence issues such as violence perpetrated by a child against a parent or
violence perpetrated by a sibling against another sibling.
5. Services for children. Grant funds may not be used to provide direct services to children,
including children who are witnesses or victims of violence, except where such services
are an ancillary part of providing services to the child's parent who is a victim of sexual
5 See also the U.S. Department of Housing and Urban Development for guidance on how such ordinances and
addenda may violate the Fair Housing Act.
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assault, domestic violence, dating violence, or stalking (such as providing child care
services while the victim receives services). In addition, funds may not be used to
investigate or prosecute child abuse or child sexual abuse cases.
6. Sex offender registry. Grant funds may not be used to create sex offender registries.
An application that is deemed to be substantially out -of- scope, proposes a substantial number
of activities that are unallowable, or proposes activities that pose a significant threat to victim
safety or a serious breach of confidentiality will not be considered for funding.
Unallowable Activities
OVW has determined the activities listed below to be unallowable, and they will not be
supported by Improving Criminal Justice Responses Program funding.
1. Lobbying, except with explicit statutory authorization;
2. Fundraising;
3. Purchase of real property;
4. Physical modifications to buildings, including minor renovations (such as painting or
carpeting);
5. Construction; and
6. Uniforms, weapons, automobiles, and security systems that require permanent
installation.
Applications that propose unallowable activities may receive a point deduction during the review
process or may be eliminated from further consideration entirely.
B. Federal Award Information
Availability of Funds
All awards are subject to the availability of appropriated funds and any modifications or
additional requirements that may be imposed by law. There is no guarantee that funds will be
available in the future. Therefore, OVW encourages applicants to develop a plan to sustain
project activities if federal funding through this program ceases to be available. Also, please
note that OVW may elect to make awards for applications submitted under this solicitation in
future fiscal years, depending on the merits of the applications and on the availability of funding.
Award Period
The grant award period is 36 months. Budgets must reflect 36 months of project activity, and the
total "estimated funding" on the SF -424 must reflect 36 months. Generally, the award period will
start on October 1, 2017.
Award Amounts
Applicants should not exceed the award amounts listed in this solicitation and should carefully
consider the resources needed to successfully implement the proposed project.
Awards under the Improving Criminal Justice Responses Program for FY 2017 will be made for
up to $900,000.
Funding levels under the Improving Criminal Justice Responses Program for FY 2017 are as
follows:
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Service Area Population Budget Cap
Up to 500,000 $450,000
500,001 to 900,000 $750,000
Over 900,000 $900,000
OVW has the discretion to award grants for greater or lesser amounts than requested and to
negotiate the scope of work and budget with applicants prior to award of a grant.
The Improving Criminal Justice Responses Program typically makes awards in the range of
$450,000 to $900,000 with an average award of $555,500. OVW estimates that it will make up
to 58 awards for an estimated $30,000,000.
Awards will be made as grants.
Types of Applicants
In FY 2017, OVW will accept applications for the Improving Criminal Justice Responses
Program from the following:
New: applicants that have never received funding under the Improving Criminal Justice
Responses Program or had previous funding that expired more than 12 months ago.
Continuation: applicants that have an existing or recently closed (within the last 12 months)
award under the former Arrest Program. Entities that are no longer eligible due to the change in
definition of unit of local government, such as a parish sheriffs office, can apply through their
unit of local government. Continuation funding is not guaranteed.
Grant recipients that received new or supplemental /continuation under the Improving Criminal
Justice Responses Program funding for 36 months in FY 2015 and 2016 are NOT eligible to
apply.
Additionally, continuation applicants with a substantial amount (50% or more of funds
remaining) at the time of application submission without adequate justification may not be
considered for funding in FY 2017. OVW may elect to not fund new applicants whose
projects propose to expand or enhance services in an area where ICJR grant funds
currently support activities or to extend activities at a currently funded site.
C. Eligibility Information
Eligible Applicants
It is very important that applicants review this information carefully. Applications that are
submitted by ineligible entities or that do not meet all program eligibility requirements will not be
considered for funding.
Eligible entities for this program are:
• States;
• Indian tribal governments;
• State, local, tribal, and territorial courts (including juvenile courts);
• units of local government
• victim services providers (including state, tribal, or territorial domestic violence or sexual
assault coalitions and government rape crisis centers (in a state other than a territory))
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For the purpose of this grant, the following eligible entities below are defined as follows:
State
A state is any state of the United States, the District of Columbia, the Commonwealth of Puerto
Rico, Virgin Islands, American Samoa, Guam and the Northern Mariana Islands.
Unit of Local Government
A unit of local government is any city, county, township, town, borough, parish, village, or other
general- purpose political subdivision of a state. Sheriffs departments, police departments,
district or city attorney's offices are not units of local governments for the purposes of the
Improving Criminal Justice Responses Program.
Indian Tribal Government
Indian tribal government is defined as (A) the governing body of an Indian tribe; or (B) a tribe,
band, pueblo, nation, or other organized group or community of Indians, including any Alaska
Native Village or regional or village corporation (as defined in, or established pursuant to, the
Alaska Native Claims Settlement Act (43 U.S.C. § 1601 et seq.)), that is recognized as eligible
for the special programs and services provided by the United States to Indians because of their
status as Indians.
State, Local, Tribal, and Territorial Court (including juvenile courts)
Courts are defined as any civil or criminal, tribal, and Alaska Native Village, federal, state, local
or territorial court having jurisdiction to address sexual assault, domestic violence, dating
violence, or stalking, including immigration, family, juvenile, and dependency courts and the
judicial officers serving in those courts including judges, magistrate judges, commissioners,
justices of the peace or any other person with decision making authority.
Victim Service Provider
A victim service provider means a nonprofit, nongovernmental or tribal organization or rape
crisis center, including a state or tribal coalition, that assists or advocates for sexual assault,
domestic violence, dating violence, or stalking victims, including domestic violence shelters,
faith -based organizations, and other organizations, with a documented history of effective work
concerning sexual assault, domestic violence, dating violence, or stalking.
State Domestic Violence Coalition
The term "state domestic violence coalition" means a program determined by the Administration
for Children and Families under 42 U.S.C. § 10402 and 10411. (See OVW's website for a
current list of eligible state domestic violence coalitions, httg://www.iustice.gov/ovw/local-
resources.
State Sexual Assault Coalition
The term "state sexual assault coalition" means a program determined by the Center for Injury
Prevention and Control of the Centers for Disease Control and Prevention under the Public
Health Service Act (42 U.S.C. § 280b et seq.) (See OVW's website for a current list of eligible
state sexual assault coalitions, httD: / /www.justice.gov /ovw /local- resources).
Tribal Coalition
The term "tribal coalition" means an established nonprofit, nongovernmental Indian organization,
or Alaska Native organization that (A) provides education, support, and technical assistance to
member Indian service providers in a manner that enables those member providers to establish
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and maintain culturally appropriate services, including shelter and rape crisis services, designed
to assist Indian women and the dependents of those women who are victims of sexual assault,
domestic violence, dating violence, and stalking; and (B) is comprised of board and general
members that are representative of (i) the member service providers described in subparagraph
(A); and (ii) the tribal communities in which the services are being provided.
Rape Crisis Center
The term "rape crisis center" means a nonprofit, nongovernmental, or tribal organization, or
governmental entity in a State other than a Territory that provides intervention and related
assistance, as specified in section 14043q(b)(2)(C) of this title, to victims of sexual assault
without regard to their age. In the case of a governmental entity, the entity may not be part of
the criminal justice system (such as a law enforcement agency) and must be able to offer a
comparable level of confidentiality as a nonprofit entity that provides similar victim services.
Note: By statute, the eligibility of government rape crisis centers is limited to those
within the 50 states and District of Columbia, as well as tribal governments. As such,
government rape crisis centers from the U.S. Territories will need to apply through a non -
profit victim service provider or territorial, state or tribal coalition, a local unit of
government, or their territorial government.
Non - eligible entities generally include, but are not limited to:
1. Police departments;
2. Pre -trial service agencies;
3. District or city attorneys' offices;
4. Sheriffs' departments;
5. Probation and parole departments; and
6. Universities.
The above non - eligible entities are not units of local government for the purposes of the
Improving Criminal Justice Responses Program unless they meet the definition of "unit of local
government" set forth in 42 U.S.C. § 13925. Applications from typically "non- eligible" entities
that want to assert "unit of local government" status under 42 U.S.C. § 13925 must include in
their application proof of such status. If these agencies or organizations do not meet the
definition of "unit of local government," they are not eligible to apply directly for funding,
but may assume a partner role and responsibility for the development and
implementation of the project. They must apply through a state; a state, local, territorial
or tribal court; an Indian tribal government; or a unit of local government. For example,
the "Orange Police Department" has an interest in applying to the Improving Criminal Justice
Responses Program Solicitation. The "Orange Police Department" is located in the "County of
Green." The police department would have to apply through their unit of local government which
would be the "County of Green." The police department would use the name of the county as
the "applicant" and the county DUNS Number, NOT the DUNS Number for the police
department. Applicants for Federal grants and cooperative agreements are required to have a
Data Universal Number System (DUNS) Number to submit an application (a DUNS Number is a
unique nine - character identification number provided by the commercial company Dun &
Bradstreet (D &B).
Nonprofit Organization Requirement — 501(c)3 Status Any entity that is eligible for the
Improving Criminal Justice Responses Program based on its status as a nonprofit organization
must be an organization that is described in section 501(c)(3) of the Internal Revenue Code of
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1986 and is exempt from taxation under section 501(a) of that Code. See 42 U.S.C. §
13925(b)(16)(B).
Nonprofit Organization Requirement — Offshore Accounts Any nonprofit organization that
holds money in offshore accounts for the purpose of avoiding paying the tax described in
section 511(a) of the Internal Revenue Code is not eligible for a grant from the Improving
Criminal Justice Responses Program.
Cost Sharing or Match Requirement
This program has no match or cost sharing requirement.
Other Program Eligibility Requirements
In addition to meeting the eligible entity requirements outlined above, applications for the
Improving Criminal Justice Responses Program must also meet the requirements below. All
certification and other eligibility related documents must be current and developed in
accordance with the FY 2017 solicitation. By statute, 42 U.S.C. § 3796hh- 1(a)(1), all
applications must include a certification by the chief executive officer of the state, Indian tribal
government or local government entity that conditions listed below are met or will be met by the
end of the period ending on the date on which the next session of the state or Indian tribal
legislature ends. Applicants that are victim service providers (including state or tribal
coalitions, or government rape crisis centers (not in a territory)) must have a state, local
government, or tribal government partner, and the chief executive officer must submit
the following certifications on agency letterhead. Applicants can refer to Appendix F of
this Solicitation for samples of the Certification of Eligibility Letter. Please note that
applicants will not be contacted by OVW to correct certification letters.
Applications that do not meet all of the program eligibility requirements below will not be
considered for funding under the Improving Criminal Justice Responses Program.
Certification of Eligibility State, Unit of Local Government and Tribal Government Applicants
Must:
(1) certify that their laws or official policies —
(A) encourage or mandate arrests of domestic violence offenders based on
probable cause that an offense has been committed; and
(B) encourage or mandate arrest of domestic violence offenders who violate the
terms of a valid and outstanding protection order;
(2) demonstrate that their laws, policies, or practices and their training programs discourage
dual arrests of offender and victim;
(3) certify that their laws, policies, or practices prohibit issuance of mutual restraining
orders of protection except in cases where both parties file a claim and the court makes detailed
findings of fact indicating that both parties acted primarily as aggressors and that neither party
acted primarily in self- defense;
(4) certify that their laws, policies, and practices do not require, in connection with the
prosecution of any misdemeanor or felony sexual assault, domestic violence, dating violence, or
stalking offense, or in connection with the filing, issuance, registration, modification,
enforcement, dismissal, or service of a protection order, or a petition for a protection order, to
protect a victim of sexual assault, domestic violence, dating violence, or stalking, that the victim
bear the costs associated with the filing of criminal charges against the offender, or the costs
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associated with the filing, issuance, registration, modification, enforcement, dismissal or service
of a warrant, protection order, petition for a protection order, or witness subpoena, whether
issued inside or outside the state, tribal, or local jurisdiction; and
(5) certify that their laws, policies or practices ensure that—
(A) no law enforcement officer, prosecuting officer or other government official shall ask
or require an adult, youth, or child victim of a sex offense as defined under federal, tribal,
state, territorial, or local law to submit to a polygraph examination or other truth telling
device as a condition for proceeding with the investigation of, trial of, or sentencing for
such an offense; and
(B) the refusal of a victim to submit to an examination described in subparagraph (A)
shall not prevent the investigation of, trial of, or sentencing for the offense.
Court Applicants Must Certify that:
(1) their laws, policies, or practices prohibit issuance of mutual restraining orders of protection
except in cases where both parties file a claim and the court makes detailed findings of fact
indicating that both parties acted primarily as aggressors and that neither party acted
primarily in self- defense;
(2) the laws, policies, and practices applicable to the court do not require, in connection with the
prosecution of any misdemeanor or felony domestic violence, dating violence, sexual
assault, or stalking offense, or in connection with the filing, issuance, registration,
modification, enforcement, dismissal, or service of a protection order, or a petition for a
protection order, to protect a victim of sexual assault, domestic violence, dating violence, or
stalking, that the victim bear the costs associated with the filing of criminal charges against
the offender, or the costs associated with the filing, issuance, registration, modification,
enforcement, dismissal or service of a warrant, protection order, petition for a protection
order, or witness subpoena, whether issued inside or outside the state, tribal, or local
jurisdiction; and
(3) the laws, policies or practices applicable to the court ensure that:
(A) no law enforcement officer, prosecuting officer or other government official shall ask or
require an adult, youth, or child victim of a sex offense as defined under federal, tribal, state,
territorial, or local law to submit to a polygraph examination or other truth telling device as a
condition for proceeding with the investigation of, trial of, or sentencing for such an offense;
and
(B) The refusal of a victim to submit to an examination described in subparagraph (A) shall
not prevent the investigation of, trial of, or sentencing for the offense
All applicants, new and continuation, must submit a Certification of Eligibility letter at the
time of application. Applicants' submissions that do not meet all of the eligibility
requirements at the time of application deadline will not be considered for funding.
Submission of state, tribal, territorial and /or local statutes, laws and policies in lieu of a
letter with proper certifications signed by the chief executive officer will not satisfy these
statutory requirements. Applicants can refer to Appendix F of the Improving Criminal
Justice Responses Program Solicitation for samples of the Certification of Eligibility
Letter for courts and state, tribal, and units of local governments. Please note that
applicants will not be contacted by OVW to correct certification letters.
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Required Partnerships and Certification:
If you are a: You must partner with a: The Certification of Eligibility Letter /MOU
requirements:
Court nonprofit victim service provider, • Must be on court's letterhead and signed by
(including state sexual assault the designated official signatory, typically the
or domestic violence coalition, Chief Justice of the court / jurisdiction.
tribal sexual assault or domestic • In the rare circumstance where a court is
violence coalition, or precluded from signing a formal MOU, a Letter
governmental rape crisis center of Commitment may be submitted in lieu of a
(not in territories)); and, if your MOU. In this instance only, all of the
proposal addresses a culturally partners may submit a Letter of
specific or underserved Commitment.
population, a population specific
organization.
Victim state, unit of local or tribal • Must be on the governmental partner's
Service government; specific letterhead (state of, town of, county of, etc.,)
Provider government organization and signed by the designated official of that
(including needed for the project; agency (governor, mayor, town administrator,
State or Tribal population specific etc.)
Sexual organization(s); and, if your • All partners must also be listed on the MOU
Assault or proposal addresses a culturally and provide a signature and date.
Domestic specific or underserved
Violence population, a population specific
Coalition or organization.
Governmental
Rape Crisis
Center (not in
territories))
State victim service provider • Must be on State's letterhead and signed by
(including state sexual assault the designated official signatory typically the
or domestic violence coalition, governor of the state.
tribal sexual assault or domestic • All partners must also be listed on the MOU
violence coalition, or and provide a signature and date.
governmental rape crisis center
(not in territories)); and, if your
proposal addresses a culturally
specific or underserved
population, a population specific
organization.
Tribal victim service provider, • Must be on the tribal government's letterhead
Government (including state sexual assault and signed by the principal chief, president,
or domestic violence coalition, chairman, etc.
tribal sexual assault or domestic • All partners must also be listed on the MOU
violence coalition, or and provide a signature and date.
governmental rape crisis center
(not in territories)); and, if your
proposal addresses a culturally
specific or underserved
population, a population specific
organization.
Unit of Local nonprofit victim service provider • Must be on unit of local government's
Government (including state sexual assault letterhead and signed by the designated official
(Town, or domestic violence coalition, signatory, typically the mayor, county
County, City, tribal sexual assault or domestic administrator, town administrator, or county
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Parrish, etc. violence coalition, or board chairperson.
governmental rape crisis center • All partners must also be listed on the MOU
(not in territories)); and, if your and provide a signature and date.
proposal addresses a culturally
specific or underserved
population, a population specific
organization.
Post -Award HIV Certification Letter
In addition to the certification of eligibility requirements mentioned above, under 42 U.S.C.
§ 3796hh(d), all states and units of local government that receive Improving Criminal Justice
Responses Program funding shall not be entitled to 5 percent of their total Improving Criminal
Justice Responses Program award unless the state or unit of local government:
(1) certifies that it has a law, policy, or regulation that requires:
(A) The state or unit of local government at the request of a victim to administer to a
defendant, against whom an information or indictment is presented for a crime in
which by force or threat of force the perpetrator compels the victim to engage in
sexual activity, testing for the immunodeficiency virus (HIV) not later than 48
hours after the date on which the information or indictment is presented and the
defendant is in custody or has been served with the information or indictment;
(B) as soon as practicable notification to the victim, or parent and guardian of the
victim, and defendant of the testing results; and
(C) follow -up tests for HIV as may be medically appropriate, and that as soon as
practicable after each such test the results be made available in accordance with
subparagraph (B); or
(2) gives the Attorney General assurances that its laws and regulations will be
incompliance with requirements of paragraph (1) by the period ending on the date on
which the next session of the state legislature ends.
A Special Condition will be added to all awards to states and units of local governments to
ensure compliance with the HIV testing certification listed above. It is not necessary to submit
the HIV Certification Letter at this time. Applicants selected for awards will be required to
submit an acceptable HIV Certification letter along with the jurisdictional and /or state statute for
review at a later date. This certification shall take the form of a letter, on letterhead, signed and
dated by the authorizing official.
The special condition will prohibit the drawdown of 5 percent of the award until an acceptable
HIV Certification Letter and statute have been reviewed and approved by OVW and a Grant
Adjustment Notice has been issued removing the relevant award special condition.
Please note that the submission of a Certification of Eligibility Letter does not constitute
compliance with the HIV Certification requirement.
Tribes, courts, and non - profit entities (victim service providers, state sexual assault and
domestic violence coalitions) are exempt from this HIV certification requirement.
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Limit on Number of Applications Submissions
An applicant can only submit one application per organization in response to this solicitation. If
an applicant submits multiple versions of the same application, OVW will review only the most
recent system - validated version submitted before the deadline.
D. Application and Submission Information
Address to Request Application Package
The complete application package is available on Grants.qov or at the OVW website at
http: / /www.justice.gov /ovw. Applicants wishing to request a paper copy of the application
materials should contact Michelle Thomas at OVW.ICJR usdoi.gov or 202 - 616 -0016.
Content and Form of Application Submission
The information below ( "Letter of Registration" through "Additional Required Information ")
describes the full content and form of application submission.
Letter of Registration
Applicants intending to apply for FY 2017 funding under this program are strongly encouraged
to submit a letter of registration. The letter should state that the applying organization is
registered and current with SAM and with Grants.qov. The letter should be submitted to OVW at
OVW.ICJR by January 26, 2017. This will ensure that the applicant is well -
positioned to successfully submit a proposal by the application deadline. This letter will not
obligate the applicant to submit an application. See Appendix B for a sample Letter of
Registration.
Pre - Application Information Sessions
OVW will conduct one web -based Pre - Application Information Session. During this session,
OVW staff will review the Improving Criminal Justice Responses Program requirements, review
the solicitation, and allow for a brief question and answer session. Participation in this session is
optional. The session is tentatively scheduled for January 17, 2017, 2 -3 p.m. ET.
Anyone interested in submitting an application to the Improving Criminal Justice Responses
Program may register to participate in a pre - application information session. The total number of
participants for each session is limited to 500 participants. Registration is on a first- come - first-
serve basis, and space is not guaranteed. Interested participants from the same
agency /jurisdiction are strongly encouraged to participate together so that as many communities
as possible may join the session. OVW reserves the right to deny multiple registrations from a
single agency /jurisdiction.
To register, please contact Kari Sonmore at ksonmore @bwjp.org. Registration must be received
by no later than Monday, January 16, 2017 at 11:59 p.m. ET. Participants will have the option
to listen through VoIP (Voice over Internet Protocol which will allow participants to listen to the
audio via their computer speakers) or over your telephone through a teleconference service
number that will be provided. Standard long distance charges will apply to the teleconference
call. Anyone who is interested in participating in the webinar must register in advance.
Registration for the webinar begins on Thursday January 5, 2016, and ends on Monday,
January 16, 2016, 11:59 pm E.T.
Register Here: http://www.bwip.orq/ our - training- and - services /webinar- pre - appinfo- ovw- fy2017-
icir.html WE CANNOT ACCEPT REGISTRATIONS AFTER Monday, January 16, 2016, 11:59
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pm E.T. The Pre - Application webinar will be posted to OVW's website for review on or about
January 23, 2017 at https://www.justice.gov/ovw/ video /improving -cj- response - solicitation-
presentation- potential - applicants
For registration questions contact Kari Sonmore with The Battered Women's Justice Project at
ksonmore(a�bwjp.orq or 612 - 824 -8768 x114
Closed captioning will be provided during the webinar, if additional accommodations are
required to participate in the webinar, please contact OVW at OVW.ICJR(a)usdoj.gov no later
than January 10, 2017.
Application Contents
This section describes what is included in a complete application package. Applicants should
anticipate that failure to submit an application that contains all of the specified elements will
negatively affect the review of the application and may result in the application not being
considered for funding. Should a decision be made to make an award, it may result in the
inclusion of special conditions that preclude access to or use of award funds pending
satisfaction of the conditions. It is the responsibility of the applicant to ensure that a complete
application is submitted by the deadline. OVW will not contact applicants for missing items.
Applicants should not submit documents that were not specifically asked for in the solicitation.
Providing information that was not requested will not increase the likelihood that an application
will be selected for funding. All materials submitted as part of an application may be released
pursuant to a request under the Freedom of Information Act.
Formatting and Technical Requirements
Applications must follow the requirements below. Points may be deducted for applications that
do not adhere to the following requirements:
1. Double space the Project Narrative section
(Project Abstract, Summary Data Sheet and charts may be single space)
2. 8'/ x 11 inch paper
3. One -inch margins
4. Type no smaller than 12 point, Times New Roman font
5. Page numbers
6. No more than 20 pages for the Project Narrative
7. Word documents in the following formats: Microsoft Word (.doc), PDF files (.pdf), or Text
Documents (.txt).
8. Headings and sub - headings that correspond to the sections identified in this section of
the solicitation.
Application Requirements
Applications must include the following required documents and demonstrate that the program
eligibility requirements have been met. Applications that do not address all of the following
components will be considered substantially incomplete and will not be considered for funding:
1. Project Narrative
2. Budget Detail Worksheet and Narrative
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3. Memorandum of Understanding (MOU) /Letter of Commitments
4. Certification of Eligibility Letter
In addition to the application being scored on the documents listed above, the Summary Data
Sheet will also be scored.
Summary Data Sheet (5 Points Total)
The Summary Data Sheet should be one to four pages in length and may be single or double
spaced. The Summary Data Sheet does not count toward the 20 page limit for the Project
Narrative. Please provide the following information:
1. Name, title, address, phone number, and e-mail address of the individual with authority
to accept grants on behalf of the agency.
2. Name, title, address, phone number, and e-mail address for the grant point -of- contact.
This person must be an employee of the applicant agency.
3. Statement as to whether the organization applying will serve as a "pass through entity"
(fiscal agent/sponsor) for an organization, or organizations that will ultimately implement
the project. If so, the applicant must include a statement acknowledging that, should an
award be made, it would be responsible for all statutory, fiscal and programmatic
requirements, including those of 2 CFR Part 200, as well as all project deliverables. The
organization applying for the award must also list all of the entities it will enter into
agreements with to perform the work, and should include a description of how these
entities intend to accomplish the purposes of the award if such a description is not
already provided in a Memorandum of Understanding (MOU) submitted as part of the
application.
4. Statement as to whether the agency applying has expended $750,000 in federal funds in
the organization's past fiscal year. If yes, please also specify the end date of the
applicant's fiscal year.
5. A list of other federal grant programs from which the applicant organization currently
receives funding or for which it has applied for funding in FY 2017 to do similar work.
Please provide this information in a table using the format found in APPENDIX E.
6. Statement as to whether the applicant is a nonprofit organization that is described in
section 501(c)(3) of the Internal Revenue Code of 1986 and is exempt from taxation
under section 501(a) of that Code.
7. Summary of Current and Recent OVW Projects (if applicable). If the applicant has a
current grant or cooperative agreement under any OVW grant program or an award that
has been closed within the last 12 months from the date this solicitation closes, the
information below must be provided in a table using the format found in APPENDIX D.
Failure to provide the required table will result in a loss of points.
8. Statement as to whether the applicant is a nonprofit organization that holds money in
offshore accounts for the purpose of avoiding paying the tax described in section 511(a)
of the Internal Revenue Code.
9. Statement as to whether the applicant is a nonprofit organization that uses the Internal
Revenue Service's three -step safe - harbor procedure to establish a rebuttable
presumption that its executives' compensation is reasonable. If the applicant is not a
nonprofit organization or is a nonprofit that does not use the safe - harbor procedure,
provide a statement to that effect. For additional information about the safe - harbor
procedure, see "Disclosures of Process Related to Executive Compensation" section.
6 FOR COURTS APPLYING AS THE LEAD APPLICANT ONLY- In the rare circumstance where a court is precluded from
signing a formal MOU, the court applicant may submit a Letter of Commitment in lieu of a MOU and the the project partners
may also submit Letter of Commitments.
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10. State the percentage of grant activities, should the application be funded, that will
address each of the following issues:
• Sexual assault;
• Domestic violence;
• Dating /teen dating violence; and /or
• Stalking;
The total percentage of grant activities should not exceed 100 %.
11. State the organization and type of organization(i.e., state, unit of local government,
Indian tribal government, state, local, tribal and territorial court, nonprofit and tribal
government victim service provider, state or tribal sexual assault or domestic violence
coalition, and governmental rape crisis centers (not in a territory)) applying for funding:
• Whether this project is a local, tribal, multi - jurisdiction (involving 10 or more
counties), statewide, regional (multiple states), tribal consortium, or court project;
• Identify the project focus (law enforcement, prosecution, courts, family justice
center, special projects within the scope of the Improving Criminal Justice
Responses Program);
• The regional area(s) (city, town, tribal area, county, parish) where this project will
be implemented;
• The start and end date of the applicant's next state or tribal legislative session;
• The Improving Criminal Justice Responses Program Statutory Purpose Area(s)
the applicant will address (Applicants must address at least one Statutory
Purpose Area, see "Program Description" section);
• Any Statutory Priority and /or OVW Priority Area(s) the applicant will address (see
Statutory Priority and /or OVW Priority Area(s) under the "Program Description"
section); and
• For continuation applicants only: Statement as to whether the application is in
compliance with the HIV requirement, (see "Post Award HIV Certification Letter"
under the "Eligibility Information" section).
Applicants are not required to address a statutory priority area or OVW priority area.
Proposal Abstract
The Proposal Abstract should provide a short and accurate summary (no more than two pages,
single or double- spaced) of the proposed project, including who will be involved with the
proposed project, what will be done as primary activities, what products will be produced, the
service area where the proposed project will take place and who will be impacted by the
proposed project. Applicants should not summarize past accomplishments in this section.
Project Narrative (55 Points Total)
The Project Narrative may not exceed 20 pages in length, double- spaced. The Project Narrative
must include the following three sections:
Purpose of Application (10 points)
This section must:
1. Describe the community to be served including the geographic location and the
populations in the service area, including individuals with disabilities, individuals who
are Deaf or hard of hearing, and persons with limited English proficiency. Applicants
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should use U.S. Census and other government data, as well as the Limited English
Proficient Mapping Tool, available at www.lep.gov /maps/ to obtain this information;
2. Provide a detailed description of the need for the project;
3. Identify the service area in which the project will be implemented and a service area
map that identifies the project's targeted area and jurisdiction to be served;
4. Describe the target population of the proposed project;
5. Provide a detailed description of the problem to be addressed;
6. Identify current services offered in the service area as it relates to the target
population;
7. Identify current gaps and barriers to providing services to the target population;
8. Describe the impact of current or prior efforts to prevent and reduce sexual assault,
domestic violence, dating violence, and /or stalking in the service area;
9. Describe how the proposed project complements the state's STOP Violence Against
Women Implementation Plan (this is not required for applications from tribal
governments);
10. List other grant funding opportunities for FY 2017 the applicant has applied for and a
detailed description of how this proposed application will complement potential
funding opportunities and not duplicate efforts; and
11. Describe the community to be served, including diverse, traditionally underserved
populations of victims of sexual assault, domestic violence, dating violence, or
stalking and how the proposed project will address their needs.
What Will Be Done (35 points)
The application must provide a clear link between the proposed activities and the need identified
in the "Purpose of Application" section above.
This section must:
1. Describe how the proposed project will be accessible to individuals with disabilities,
individuals who are Deaf or hard of hearing, and persons with limited English proficiency;
2. Describe the goals and objectives of the proposed project;
3. Describe the specific tasks and activities necessary to accomplish the goals and
objectives;
4. Describe the expected outcomes of the proposed project;
5. Provide a detailed timeline for the proposed project that demonstrates how the activities
will be accomplished within the 36 month grant cycle;
6. Describe how funding will address the identified needs in the service area. The applicant
should detail how additional funding will enhance any existing projects if applicable;
7. List tangible products (e.g., a video, a brochure, a curriculum) if any, that will be created
under this project, and a description of how they could be used to assist other
jurisdictions to address sexual assault, domestic violence, dating violence, or stalking.
Product development is not required; and
8. Describe how the applicant is currently addressing victim safety and autonomy. The
applicant should state what enhancements, if any, will be made through the proposed
project.
Also, applicants should consider the principles outlined in the guidance fact sheet for "Identifying
and Preventing Gender Bias in Law Enforcement Response to Sexual Assault and Domestic
Violence" released by the Department of Justice, December 2015. This Information is available
on the OVW website at http: / /www.iustice.gov /ovw /identifying- and- preventinq- qender -bias. This
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guidance is designed to help law enforcement agencies prevent gender bias in their response to
sexual assault and domestic violence, focusing on the need for clear policies, robust training
and responsive accountability systems.
In addition, if applicants are proposing to use any technology (including, but not limited to,
security systems, GPS, hotlines, and databases) they should explain how they plan to address
any victim safety concerns that may arise from the use of the technology, such as
confidentiality, safety planning, and informed consent. Security systems that require permanent
installation are unallowable under the Improving Criminal Justice Responses Program.
Who Will Implement the Project (10 points)
The application must identify the key individuals and organizations involved in the proposed
project. This section must demonstrate that the individuals and organizations identified have the
capacity to address the stated need and can successfully implement the proposed project
activities.
This section must:
1. List the organizations and key personnel involved with the proposed project;
2. Provide detailed information about the experience and expertise of the organization and
key personnel who will be directly involved with the proposed project. Position
description and resumes should be included with the application;
3. Clearly demonstrate that the partnerships required by the solicitation have been met
(see "Mandatory Partnership Requirement" under the "A. Program Description" section);
4. Identify the agency(ies) or office(s) responsible for implementing the project; and
5. Describe the roles and responsibilities of each organization and key personnel.
Budget Detail Worksheet and Narrative (20 Points)
All applications must include a detailed budget and budget narrative. A sample Budget Detail
Worksheet is available in Appendix A. When preparing the Budget Detail Worksheet and
Narrative, please use the Sample Budget Detail Worksheet as a guide and be sure to include all
necessary budget categories as outlined in the Worksheet. Also, keep in mind that budgetary
requirements vary slightly among programs. Applicants must read the solicitation closely to
determine the requirements of the budget and budget narrative for each OVW program.
Additionally, the budget must adhere to the guidelines contained in the DOJ Financial Guide.
Award Period and Amount
• The grant award period is 36 months. Budgets must reflect 36 months of project activity,
and the total "estimated funding" on the SF -424 must reflect 36 months. The award
period will start on October 1, 2017.
• Applicants should carefully consider the resources needed to successfully implement the
proposed project and present a realistic budget that accurately reflects project costs.
OVW has the discretion to award grants for greater or lesser amounts than requested and to
negotiate the scope of work and budget with applicants prior to award of a grant.
Funding levels under the Improving Criminal Justice Responses Program for FY 2017 are as
follows:
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Service Area Population Budget Cap
Up to 500,000 $450,000
500,001 to 900,000 $750,000
Over 900,000 $900,000
Budget Requirements
Applicants must submit reasonable budgets based on the resources needed to implement their
projects in their specific geographic location. The budget should display a clear link between the
specific project activities and the proposed budget items. It should not contain any items that are
not detailed in the project narrative. The budget narrative must support all costs included in the
budget and explain how the costs of goods and services are determined and how they will fulfill
the overall objective of the project.
In some circumstances, the budget and budget narrative will be reviewed separately from the
proposed project narrative. Therefore, it is very important that the budget narrative be as
comprehensive as possible and describe in a narrative format each line item requested in the
budget.
A Sample Budget Detail Worksheet is available in Appendix A. When preparing the Budget
Detail Worksheet and Narrative, please use the Sample Budget Detail Worksheet as a guide
and be sure to include all necessary budget categories as outlined in the Worksheet. The
budget must adhere to the DOJ Financial Guide.
The budget must:
1. Include funds or include other resources available to support activities to ensure access
for individuals with disabilities, Deaf /hard of hearing individuals, and persons with limited
English proficiency. Please see "Accessibility" under "F. Federal Award Administration
Information."
2. Include funds to attend OVW- sponsored training and technical assistance in the amount
of $10,000 for states and $15,000 for territories, Hawaii and Alaska. Please see
"Training and Technical Assistance" in the Funding Restrictions section of the
solicitation.
3. Salary and fringe costs in the "Personnel" category for staff only if they work directly for
the eligible applicant; for project partners, include salary and fringe benefits in the
"Consultants /Contracts" category; and
4. Appropriately compensate all project partners.
Applicants proposing to use grant funds to create websites, videos, and other materials must
ensure that the materials are accessible to persons with disabilities. Grant funds may be
allocated for these purposes.
For additional guidance please go to the Funding Restrictions section of the solicitation.
Memorandum of Understanding (MOU) / Court Letter of Commitment (20 Points Total)
For purposes of this solicitation, the MOU is a document containing the terms of the partnership
and the roles and responsibilities between two or more parties. The MOU should be a single
document and should be signed and dated by the Authorized Representative of each proposed
partner agency during the development of the application. If necessary, an MOU can include
multiple signature pages so long as each page includes the name and title on each signature
page.
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The MOU must:
1. Clearly identify the partners and provide a brief history of the collaborative relationship
among those partners, including when and under what circumstances the relationship
began and when each partner entered into the relationship;
2. Clearly state the roles and responsibilities each partner will assume to ensure the
success of the proposed project;
3. Describe the resources each partner would contribute to the project, either through time,
in -kind contributions, or grant funds (e.g., office space, project staff, and training);
4. Specify the extent of each partner's participation in developing the application;
5. Demonstrate the commitment of each project partners to work together to achieve stated
project goals;
6. Indicate approval of the proposed project budget by all signing parties; and
7. Identify the representatives of the team who will be responsible for developing and
implementing project activities and describe how they will work together and with project
staff
In the rare instance a court is applying as the lead applicant and it is precluded from signing
onto a formal MOU, the court may submit a Letter of Commitment in lieu of an MOU and the
proposed project partners may also submit Letters of Commitment. However, when the lead
applicant is not a court, the court may submit a Letter of Commitment but all other project
partners must sign an MOU.
The Letter of Commitment must:
1. Be printed on official letterhead of the court and signed by the appropriate official.
2. Clearly identify the name of the court;
3. Highlight the expertise of the court's staff that will be affiliated with this project;
4. Provide a description of the collaborative relationships with the applicant and partners;
5. Specify the extent of the agency or organization's participation in developing the
application;
6. Clearly state the roles and responsibilities the organization or agency would assume to
ensure the success of the proposed project;
7. Demonstrate a commitment to work with the applicant and its partners to achieve the
stated project goals;
8. Describe the resources that would be contributed to the project, either through time, in-
kind contributions, or grant funds (e.g., office space, project staff, and training);
Letters of Commitment from court applicants should address their plans to involve victim service
providers and culturally specific organizations, when appropriate, in the development of the
application and implementation of the proposed project.
Additional Required Information
The following documents will not be scored during the review process but they should be
included with your application. Failure to include any of the information may result in your
application being removed from consideration from funding.
Proof of 501(c)(3) Status (Nonprofit Organizations Only) As noted under Eligible Entities, an
entity that is eligible for the Improving Criminal Justice Reponses Program Grant funds based
on its status as a nonprofit organization must be an organization that is described in section
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OMB Number — 1122 -0020
Expiration Date: 12/31/2018
501(c)(3) of the Internal Revenue Code of 1986 and is exempt from taxation under section
501(a) of the Code. All such applicants are required to submit a determination letter from the
Internal Revenue Service recognizing their tax - exempt status. OVW will be unable to make an
award to any nonprofit organization that does not submit a 501(c)(3) determination letter from
the Internal Revenue Service.
Disclosure of Process Related to Executive Compensation [Internal note: use for all programs
except STOP and SASP formula]
An applicant that is a nonprofit organization may be required to make certain disclosures
relating to the processes it uses to determine the compensation of its officers, directors,
trustees, and key employees.
Under certain circumstances, a nonprofit organization that provides unreasonably high
compensation to certain persons may subject both the organization's managers and those
who receive the compensation to additional federal taxes. A rebuttable presumption of the
reasonableness of a nonprofit organization's compensation arrangements, however, may be
available if the nonprofit organization satisfied certain rules set out in Internal Revenue
Service regulations with regard to its compensation decisions.
Each applicant nonprofit organization must state at the time of its application (in the
"Summary Data Sheet" mentioned earlier) whether the applicant is a nonprofit organization
that uses the Internal Revenue Service's three -step safe - harbor procedure to establish a
rebuttable presumption that its executives' compensation is reasonable.
A nonprofit organization that states on the Summary Data Sheet that it uses the safe - harbor
procedure must then disclose, in an attachment to its application (to be titled "Disclosure of
Process related to Executive Compensation "), the process used by the applicant nonprofit
organization to determine the compensation of its officers, directors, trustees, and key
employees (together, "covered persons ").
At a minimum, the disclosure must describe in pertinent detail: (1) the composition of the
body that reviews and approves compensation arrangements for covered persons; (2) the
methods and practices used by the applicant nonprofit organization to ensure that no
individual with a conflict of interest participates as a member of the body that reviews and
approves a compensation arrangement for a covered person; (3) the appropriate data as to
comparability of compensation that is obtained in advance and relied upon by the body that
reviews and approves compensation arrangements for covered persons; and (4) the written
or electronic records that the applicant organization maintains as concurrent documentation
of the decisions with respect to compensation of covered persons made by the body that
reviews and approves such compensation arrangements, including records of deliberations
and of the basis for decisions.
For purposes of the required disclosure, the following terms and phrases have the meanings
set out by the Internal Revenue Service for use in connection with 26 C.F.R. 53.4958 -6:
officers, directors, trustees, key employees, compensation, conflict of interest, appropriate
data as to comparability, adequate documentation, and concurrent documentation.
Applicant nonprofit organizations should note that following receipt of an appropriate request,
OVW may be authorized or required by law to make information submitted to satisfy this
requirement available for public inspection. Also, a recipient may be required to make a prompt
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OMB Number— 1122 -0020
Expiration Date: 12/31/2018
supplemental disclosure after the award in certain circumstances (e.g., changes in the way the
organization determines compensation).
Confidentiality Notice Form
All applicants are required to acknowledge that they have received notice that grantees and
subgrantees must comply with the confidentiality and privacy requirements of the Violence
Against Women Act, as amended. Applicants must submit the acknowledgement form available
on the OVW website at
http: / /www.iustice.gov/ sites /default/files /ovw /pages/ attachments /2015/01 /20 /confidentiality ackn
owledqement form 42015.pdf. This form must be signed by the authorized representative and
uploaded with the application on Grants.qov.
Application for Federal Assistance (SF -424)
Applicants must complete the SF -424 online. For "Type of Applicant," please do not select
"other." Please pay careful attention to the amount of federal funding requested in the
"Estimated Funding" section of this form. This amount must match the amount of federal funding
requested in the budget section of the application package. Only include values for "Applicant" if
the program solicitation requires a match. The individual who is listed in "Authorized
Representative" must be individual who has the authority to apply for and accept grant awards
on behalf of the organization or jurisdiction.
Standard Assurances and Certifications Regarding Lobbying; Debarment, Suspension, and
Other Responsibility Matters; and Druq -Free Workplace Requirements (Form 4061/6)
Please carefully review the assurances and certification forms online. Applicants will receive a
request to compile these forms online during the application submission process.
All applicants must complete the Disclosure of Lobbying Activities (SF -LLL) form. Applicants
that expend any funds for lobbying activities must provide the detailed information requested on
the form. Applicants that do not expend any funds for lobbying activities should enter "N /A" in
the required highlighted fields.
Letter of Nonsupplantinq
Applicants must submit a letter to OVW's Director, signed by the Authorized Representative,
certifying that federal funds will not be used to supplant state or local funds should a grant
award be made. Please refer to
http: / /www.justice.gov/ sites /default/files /ovw /legacy /2012 /10 /09 /nonsup letter.pdf for a sample
letter. This should be a separate attachment to the application in Grants.qov.
Financial Accounting Practices
Each applicant must prepare a response to the following questions. Please be sure to provide
complete responses that address all questions included for each numbered item. OVW will
review the applicant's responses to assist in evaluating the adequacy of the organization's
financial management system and to identify areas of need for training and technical
assistance. This section of your application should be no more than two pages and should be a
separate attachment to the online application in Grants.qov.
1. Will all funds awarded under this program be maintained in a manner that they will be
accounted for separately and distinctly from other sources of revenue /funding? Please
provide a brief description of the organization's policies and procedures that ensure
funds will be tracked appropriately.
2. Does the applicant have written accounting policies and procedures? How often are
these policies and procedures updated? Please provide a brief list of the topics covered
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OMB Number— 1122 -0020
Expiration Date: 12/31/2018
in the organization's policies and procedures. OVW may request a copy for review
during the application /award process or as part of the grant monitoring process.
3. Is the applicant's financial management system able to track actual expenditures and
outlays with budgeted amounts for each grant or subgrant? Please provide a brief
summary of the organization's process for tracking expenditures, including tracking
budgeted versus actual amounts.
4. Does the applicant have procedures in place for minimizing the time between transfer of
funds from the United States Treasury and disbursement for project activities? Please
provide a short summary of the organization's policy for requesting payments for grant
awards.
5. Does the applicant have effective internal controls in place to ensure that federal funds
are used solely for authorized purposes? Please provide a brief description of the
applicant organization's internal controls that will provide reasonable assurance that the
award funds will be managed properly.
6. Does the applicant have a documented records retention policy? If so, briefly describe
the policy.
7. Does the applicant organization or any of its employees have any potential personal or
organizational conflicts of interest related to the possible receipt of OVW award funds?
Organizations are required to disclose in writing any potential conflicts of interest to their
awarding agency. See 2 CFR 200.112 of the Uniform Guidance and Chapter 3.20, Grant
Fraud, Waste and Abuse, of the DOJ Financial Guide for additional information.
8. Is the individual primarily responsible for fiscal and administrative oversight of grant
awards familiar with the applicable grants management rules, principles, and regulations
including the Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards (2 CFR Part 200)? Please provide a short list of the
individual's qualifications /experience. If the individual is not familiar with the applicable
rules and regulations, the applicant must contact OVW's Grants Financial Management
Division at OVW.GFMD a(� usdoi.gov or 1- 888 - 514 -8556 immediately after the
organization is notified of its award to coordinate training.
This information will be used for a mandatory pre -award risk assessment. Failure to provide this
information or to respond to questions from OVW regarding this information in a timely manner
could result in the applicant being removed from consideration or a delay in funds.
Applicant Financial Capability Questionnaire (if applicable)
All nonprofit, nongovernmental organizations that apply for funding from OVW and have not
previously (or within the last three years) received funding from OVW must complete an
Applicant
Financial Capability Questionnaire, and submit it as a separate attachment with their application.
Additionally, applicants may be required to submit their current year's audit report at a later time.
The form can be found at http: / /www.justice.gov /ovw /how - apply.
Indirect Cost Rate Agreement (if applicable)
Applicants that intend to charge indirect costs through the use of an indirect cost rate must have
a federally- approved indirect cost rate agreement. Please include a copy of a current, signed
federally- approved indirect cost rate agreement. This should be a separate attachment to the
application in Grants.qov.
Non- federal entities that have never received a federally- approved indirect cost rate may elect to
charge a de minimis rate of 10% of modified total direct costs which may be used indefinitely.
This includes state and local governments that have never negotiated an indirect cost rate with
27
OMB Number - 1122 -0020
Expiration Date: 12/31/2018
the federal government and receive less than $35 million in direct federal funding per year.
Tribes that have never negotiated an indirect cost rate with the federal government may also
use the 10% de minimis rate.
Organizations that wish to negotiate an indirect cost rate may contact OVW's Grants Financial
Management Division at OVW.GFMDusdoi.qov or 1- 888 - 514 -8556 for more information.
Unique Entity Identifier (DUNS Number) and System for Award Management (SAM)
Applicants for federal grants and cooperative agreements are required to have a Data Universal
Number System (DUNS) Number to submit an application. A DUNS Number is a unique nine -
character identification number provided by the commercial company Dun & Bradstreet (D &B).
Once an applicant has completed the D &B registration, its DUNS Number should be available
within two business days.
Federal guidelines require that applicant organizations must (1) be registered in SAM.gov prior
to submitting an application; (2) provide a valid DUNS number in its application; and (3)
continue to maintain an active SAM registration with current information at all times during which
it has an active federal award or an application under consideration by a federal awarding
agency. Also, federal agencies may not make an award to an applicant until that applicant has
complied with all applicable DUNS and SAM requirements. If an applicant has not fully
complied with the requirements by the time that OVW is ready to make an award, then OVW
may make the determination that the applicant is not qualified to receive an award and use that
determination as a basis for making the award to another applicant.
The SAM centralizes information about grant recipients and also provides a central location for
grant recipients to change organizational information. Grants.gov uses SAM to establish roles
and IDs for electronic grant applicants.
If the applying organization already has an Employer Identification Number (EIN), the SAM
registration will take up to two weeks to process. If the applying organization does not have
an EIN, then the applicant should allow two to five weeks for obtaining the information
from IRS when requesting the EIN via phone, fax, mail or Internet. Follow the steps listed
below to register in the SAM:
1. Obtain a DUNS number at the following website http: / /www.dnb.com /us/ or call (866)
705 -5711.
2. Access the SAM online registration through the SAM homepage at https: / /www.sam.gov/
and follow the online instructions for new SAM users.
3. Complete and submit the online registration. If the applying organization already has the
necessary information on hand, the online registration takes approximately 30 minutes to
complete, depending upon the size and complexity of the business or organization.
Once the SAM registration becomes active, the applicant will be able to return to
Grants.qov and complete the registration. Please note that organizations must
update or renew their SAM registration at least once a year to maintain an active
status.
DUNS DUNS January 26, 2017
SAM SAM January 26, 2017
Grants.gov Grants.gov January 26, 2017
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OMB Number— 1122 -0020
Expiration Date: 12/31/2018
There is no fee associated with the registration process. Additionally, the registration
process cannot be expedited. OVW strongly discourages applicants from paying a third party
to register on their behalf in an attempt to expedite the registration process. To ensure all
applicants have ample time to complete the registration process, applicants must obtain a
DUNS number, register online with the SAM and with Grants.qov immediately, but no later than
January 26, 2017.
Submission Dates and Times
It is very important that applicants read this section carefully. It is the responsibility of the
applicant to ensure that the application is complete and submitted by the deadline. OVW will not
contact applicants for missing items. Applicants should anticipate that failure to meet all
registration and submission deadlines will result in their application being removed from
consideration. Applicants should refer to the chart below to ensure that all required steps and
deadlines are met.
Applicants are strongly encouraged to begin the application submission process at least
48 hours but no later than 24 hours before February 16, 2017.
Solicitation Grants.qov and OVW Website Once the solicitation
is released January
4, 2017 — February
16, 2017
Request For applicants who cannot submit an application January 25, 2017
Permission to electronically, please contact the Improving
Submit a Hardcopy Criminal Justice Responses Program at 202-307 -
Application Due to 6026 or OVW.ICJR
Lack of Internet
Access.
Confirmation of Grants.qov February 16, 2017
Application
1. The Authorized Organization Representative *Applicants are
(AOR) should closely monitor their email for strongly
any notification from Grants.qov about a encouraged to
possible failed submission. The Authorized begin the
Organization Representative (AOR) is a user application
role within Grants.gov for a user that is submission process
authorized to submit applications on behalf of at least 48 hours but
the organization. no later than 24
hours before the
2. The Authorized Organization Representative deadline.
(AOR) will receive a minimum of two emails
from Grants.qov. One will confirm receipt of
the application package. The other will either
notify the Authorized Organization
Representative (AOR) that the application
was successfully submitted, or it will notify the
Authorized Organization Representative
29
OMB Number - 1122 -0020
Expiration Date: 12/31/2018
(AOR) that there was an error with the
application submission.
OVW does not send out these notifications, nor
does OVW receive a copy of these notifications.
It is the responsibility of the applicant to notify
OVW of any problems with the application
submission process.
All applications will be submitted electronically. The deadline for submitting applications in
response to this solicitation is 11:59 p.m. E.T. on February 16, 2017 Applications submitted
after 11:59 p.m. E.T. on February 16, 2017 will not be considered for funding. Applicants
experiencing difficulties submitting an application should refer Experiencing Technical
Difficulties During Submission in the chart below.
OVW Policy on Duplicate Applications
An applicant should submit one application for the same project per program. If an applicant
submits multiple versions of an application, OVW will review the most recent version submitted.
OVW Policy on Late Submissions
OVW offers several options for an applicant to provide advance notice to OVW if receipt of its
application will be delayed. Applicants should refer to the chart below for the various scenarios.
Applicants should thoroughly familiarize themselves with the requirements as outlined by OVW
in the chart below. An applicant's request to submit an application after the deadline will be
considered by OWV if all of the steps below are followed. Only in rare circumstances are
extensions granted. For applicants that receive permission to submit an application after the
deadline, those applications will be reviewed to ensure that the application meets the basic
minimum eligibility requirements (BMR) and will be subject to the review process as outlined in
this solicitation.
Experiencing Prior to the application deadline, the applicant Prior to the
Technical must contact the Grants.qov Customer Support application deadline
Difficulties Prior to Hotline at 1- 800 - 518 -4726, or of February 16, 2017
or During support 24 hours a day, 7 days a
Application week, except on Federal holidays.
Submission Contact the Improving Criminal Justice
Responses Program at 202 - 307 -6026 or at
OVW.ICJRusdoi.qov prior to the application
deadline stating that the applicant is experiencing
unforeseeable technical issues and provide a
phone number and /or email address where the
applicant can be reached.
Request Within 24 hours after the application deadline, the Within 24 hours after
Permission to applicant must email the following information to the deadline
Submit a Late the Improving Criminal Justice Responses February 16, 2017
Application. Program OVW.ICJR to request
30
OMB Number— 1122 -0020
Expiration Date: 12/31/2018
permission to submit a late application. The
request should include the complete grant
application, DUNS number, and the Grants.qov
Help Desk tracking number(s).
OVW Review and OVW will review and verify, with the Grants.qov It is anticipated that
Late Application Customer Support Hotline, all information decisions will be
Submission submitted related to the technical difficulties made within 3 weeks
Decision experienced by the applicant. from the application
deadline.
OVW will contact the applicant to either approve
or deny the request to submit a late application. If
the technical issues cannot be verified as
unforeseeable, the application will be rejected as
late.
Applicant may contact the Improving Criminal
Justice Responses Program at 202 - 307 -6026 or
OVW.ICJR(c�usdoi.gov for information on the
request.
Extraordinary In cases of extraordinary natural or manmade Up to 7 calendar days
Natural or disasters, such as extreme weather emergencies after the application
Manmade or terrorist acts, applicants may request to submit deadline.
Disasters requests to the Improving Criminal Justice
Responses Program at 202 - 307 -6026 or
OVW.ICJR(a�usdoi.gov. The request should
specify the nature of the disaster and how it
affected the applicant's ability to submit an
application on time. OVW may request additional
documentation from the applicant verifying the
extraordinary natural or manmade disaster.
Failure to begin the registration or application submission process in sufficient time is not an
acceptable reason for a late application submission. Applicants should register with SAM and
Grants.qov by January 26, 2017. To ensure a successful application submission, OVW strongly
encourages applicants to submit their applications at least 48, but no less than 24, hours before
the deadline.
Please note that the Grants.qov notification process is automatic. OVW does not send out these
notifications, nor does OVW receive a copy of these notifications. It is the responsibility of the
applicant to notify OVW of any problems with the application submission process. Please see
"Experiencing Unforeseeable Technical Issues" for information on the steps applicants must
follow if corrective action is required.
Intergovernmental Review - Single Point of Contact Review
Executive Order 12372 requires applicants from state and local units of government or other
organizations providing services within a state to submit a copy of the application to the state
Single Point of Contact (SPOC) if one exists and if the program has been selected for review.
Applicants must contact their state SPOCs to determine whether their programs have been
selected for state review. The applicant should enter the date that the application was sent to
the SPOC or the reason such submission is not required in the section of the SF 424 which
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OMB Number— 1122 -0020
Expiration Date: 12/31/2018
refers to EO 12372. Applicants can find a list of SPOCs on the Office of Management and
Budget website at http: / /www.whitehouse.gov /omb /grants spoc.
Funding Restrictions
Federal assistance awards are governed by the provisions of 2 CFR Part 200. Additionally,
OVW awards are covered by the DOJ Financial Guide. The DOJ Financial Guide includes
information on allowable costs, methods of payment, audit requirements, accounting systems,
and financial records. This document also outlines the successful administration of grant funds.
Any recipient of an award will be responsible for monitoring subgrants /contracts, including MOU
partner activities, under the grant in accordance with all applicable statutes, regulations,
guidelines, and the DOJ Financial Guide. Primary recipients will be responsible for oversight of
subgrantee /partner spending and monitoring specific performance measures and outcomes
attributable to the use of OVW funds.
Food and Beverage /Costs for Refreshments and Meals
Generally, food and beverage costs are not allowable, and under no circumstances may OVW
funding be used to supply food and /or beverages during refreshment breaks. OVW may
approve the use of OVW funds to provide food and /or beverages for a meal at a meeting,
conference, training, or other event, if one of the following applies:
1. The location of the event is not in close proximity to food establishments. It should be a
priority to try to secure a location near reasonably priced and accessible commercial
food establishments.
2. Not serving food will significantly lengthen the day or necessitate extending the meeting
to achieve meeting outcomes.
3. A special presentation at a conference requires a plenary address where there is no
other time for food to be obtained.
4. Other extenuating circumstances necessitate the provision of food.
Justification for an exception listed above must be included in the budget narrative, and funds
may only be used to purchase food and /or beverages for a meal at a meeting, conference,
training, or other event if OVW approves the specific expenditures in advance.
Conference Planning and Expenditure Limitations
Applicants should be aware of all applicable laws, regulations, policies and guidance (including
specific cost limits, prior approval and reporting requirements, where applicable) governing the
use of federal funds for expenses related to conferences (which is defined to include meetings,
retreats, seminars, symposiums, training and other similar events), including the provision of
food and /or beverages at such events, and costs of attendance at such events. Information on
pertinent laws, regulations, policies and guidance is available at
http: / /www.iustice.gov /ovw /grantees. Applicants should also be aware of the following specific
restrictions on conference planning and expenditure limitations:
1. Cost of Logistical Conference Planning
2. Cost of Programmatic Conference Planning
3. Conference Space and Audio - Visual Equipment and Services
4. Prohibition on Trinkets at Conferences
5. Entertainment at Conferences
6. Food and Beverages at Conferences
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OMB Number — 1122 -0020
Expiration Date: 12/31/2018
7. Prior Approval Required Before Entering Into Contracts or Expending Funds for
Conferences
8. Conference Reporting
Updated Department of Justice and OVW guidance on conference planning, minimization of
costs, and conference cost reporting is available on the OVW website at
http: / /www.iustice.gov /ovw /grantees. For additional information regarding food and beverage
regulations, please refer to the DOJ Financial Guide.
Training and Technical Assistance
All applicants are required to allocate funds in the amount of $10,000 to support travel costs
associated with technical assistance and capacity - building activities sponsored by OVW-
designated technical assistance providers. Applicants from Alaska, Hawaii, and United States
Territories should allocate $15,000 to account for higher travel costs. These specific applicants
may exceed the budget caps to account for this increased travel amount. The required set -aside
amount may be shared between the applicant and any partnering agency(ies), but the budget
must reflect the costs in the appropriate categories. Therefore, an employee's travel costs
should be included in the "Travel" category, while travel costs for the project partner(s) must be
included in the "Consultants /Contracts" category. Label both costs as "OVW Technical
Assistance." Include an estimated breakdown for these costs, including the number of trips,
number of travelers, airfare or mileage, lodging, per diem, etc. (OVW technical assistance is
provided free of charge to grantees, so applicants do not need to include registration fees). This
amount should equal the full, required set -aside amount listed above.
Please note these funds can only be used for OVW- designated technical assistance, unless
otherwise approved by OVW. Any training and technical assistance funds not used by the end
of the grant period may not be reprogrammed and must be returned to OVW. Travel funds
should be used to support travel by all project partners including nonprofit, nongovernmental
victim service providers. Funds may also be used by persons whose positions are not grant -
funded as long as that person's roles and responsibilities are linked to the project's overall
mission.
Program Assessments
Applicants may not use any OVW funds to conduct research. However, up to three percent of
the budget may be allocated for the purpose of assessing the effectiveness of funded activities.
For example, funds may be used to conduct pre- and post- testing of training recipients or for
victim satisfaction surveys. In conducting such testing or surveys, grantees may not collect,
analyze or disseminate any information that would disclose the identity of an individual.
Pre - Agreement Cost Approval
OVW generally does not allow pre -award costs. Please be aware that costs incurred prior to
the start date of the award may not be charged to the project unless the recipient receives prior
approval from OVW. Please see the DOJ Financial Guide for more information on pre -award
costs.
Other Submission Requirements
As discussed in the "Submission Dates and Times" section above, applications must be
submitted electronically via Grants.gov. Applicants that are unable to submit electronically must
follow the instructions in the OVW Policy on Late Submission section above.
33
OMB Number— 1122 -0020
Expiration Date: 12/31/2018
After applicants obtain their DUNS number and register with SAM, they can begin the
Grants.gov registration process. In order to apply for a grant, the applying organization must
complete the Grants.gov registration process prior to beginning an application for a federal
grant. Complete instructions can be found at Grants.gov. The registration process can take
between three and five business days or as long as four weeks if all steps are not
completed in a timely manner. Please note that Grants.gov is not the Office of Justice
Programs' (OJP) Grants Management System (GMS). If applicants experience difficulties at any
point during this process, they should call the Grants.gov Customer Support Hotline at 1 - 800-
518 -4726.
Note: Grants.gov limits the use of specific characters in names of attachment files. Valid
file names include only the characters shown in the table below. Grants.gov is designed to
reject any application that includes an attachment(s) with a file name that contains any
characters not shown in the table below.
Characters
Upper case (A — Z) Parentheses () Curly braces { } Square brackets [
Lower case (a — z) Ampersand ( &) Tilde ( —) Exclamation point (!)
Numbers (0 -9) Comma (,) Semicolon (;) Apostrophe ( )
Underscore ( At sign ( @) Number sign ( #) Dollar sign ($)
Hyphen ( -) Percent sign ( %) Plus sign ( +) Equal sign ( =)
Space When using the ampersand ( &) in XML, applicants must use the " &"
Period (.) format.
OVW strongly suggests usinq simple titles for all documents, such as "FY 2017 ICJR
Proiect Narrative ", or "FY 2017 ICJR Budget Narrative ". Please visit the Grants.qov
website to review the most up -to -date guidelines about the use of specific characters.
The E- Business Point of Contact (E -Biz POC) within the applicant's organization must register
the organization with Grants.qov. The E -Biz POC oversees the organization's Grants.gov
transactions and assigns the AOR. The AOR submits the application to Grants.gov and must
register with Grants.gov as well. In some cases the E -Biz POC is also the AOR for an
organization.
1. Step 1: Go to Grants.gov. Scroll over the "APPLICANTS" drop down and click the
"Organization Registration Link ".
2. Step 2: Register with SAM
3. Step 3: Username & Password
4. Step 4: AOR Authorization
5. Step 5: TRACK AOR STATUS
The application process can move forward once the organization successfully registers
with Grants.qov.
Downloading a Grant Application Package
An applicant may download the application package to complete it offline and route it through
the applying organization for review before final submission.
Applicants must use the correct version of Adobe software in order to download the grant
application package. To verify if the Adobe software version is compatible with Grants.gov, visit
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OMB Number — 1122 -0020
Expiration Date: 12/31/2018
the following Zink: http: / /www.grants.gov/ web /grants /applicants /adobe- software-
compatibility.html.
Instructions on how to open and use the forms in the package are on the application package
cover sheet. Agency- specific instructions are available for download when the application
package is downloaded. The instructions identify the required information for a complete
application.
Completing the Grant Application Package
The applicant must manually save changes to the grant application. Grants.qov does NOT
automatically save changes. The package cannot be submitted until all required fields have
been completed.
Submitting the Completed Grant Application Package
AORs should closely monitor their email for any notification from Grants.gov about a possible
failed submission. The AOR will receive a minimum of two emails from Grants.gov. Log on to
Grants.qov. After the application is fully completed, errors are corrected, and the application is
saved, click the "Save & Submit" button on the cover page. The application package will be
automatically uploaded to Grants.qov.
To ensure a successful application submission, OVW strongly encourages applicants to start
their applications at least 48, but no Tess than 24, hours before the deadline.
A confirmation screen will appear once the submission is complete. A Grants.qov tracking
number will be provided at the bottom of this screen, as well as the official date and time of the
submission. Applicants must record the tracking number if technical support is needed. The
Grants.qov Help Desk can be reached at 1- 800 - 518 -4726, Monday through Friday, from 7:00
a.m. to 9:00 p.m. E.T; except federal holidays.
E. Application Review Information
Criteria
Applications will be subject to a peer review and a programmatic review. Applications will be
scored based on the degree to which the application responds to each section and addresses
each element in the section. Furthermore, applications will be scored based upon the quality of
the response and the level of detail provided. Each element must be addressed in the section in
which it is requested. Points may be deducted if the applicant does not include the information in
the appropriate section even if it is included elsewhere within the application. Each section will
be reviewed as a separate document and will be scored as such. Specifically, for the Improving
Criminal Justice Responses Program scoring will be as follows:
1. Summary data sheet: 5 points
2. Project narrative: 55 points, of which
A. Purpose of the project: 10 points
B. What will be done: 35 points
C. Who will implement: 10 points
3. Budget narrative and detail worksheet: 20 points
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4. MOU 20 points
Review and Selection Process
Peer Review
OVW will subject all eligible applications to a peer review process that is fair and based on the
criteria outlined in this solicitation. OVW may use internal reviewers, external reviewers, or a
combination of both.
Programmatic Review
All applications that are considered for funding will be subject to a programmatic review. An
applicant with considerable past performance issues may be removed from consideration. The
programmatic review consists of assessing the application for compliance with the program's
scope, activities that compromise victim safety and, if applicable, past performance and priority
review. OVW reserves the right to deduct points from applications for the following reasons:
1. Activities that compromise victim safety and recovery (deduct up to 10 points.)
2. Out -of -scope activities (deduct up to 10 points)
3. Past performance (deduct up to 25 points)
4. Formatting and Technical Requirements (deduct up to 5 points)
An application that is deemed to be substantially out of scope, proposes a substantial number of
activities that are unallowable, or proposes activities that pose a significant threat to victim
safety or a serious breach of confidentiality will not be considered for funding.
As a part of the programmatic review process described above, applicants with current or
recently closed OVW awards and /or cooperative agreements will be reviewed for past
performance based on the elements listed below.
1. Progress reports submitted by the applicant, in conjunction with monitoring conducted by
OVW, demonstrate the effectiveness of the current project, indicating timely progress
toward meeting project goals and objectives
2. Demonstration that past activities supported with OVW grant funds have been limited to
program purpose areas
3. Adherence to all special conditions of existing grant award(s) from OVW
4. Adherence to programmatic and financial reporting requirements, including timely
submission of required reports
5. Completion of close -out of prior awards in a timely manner
6. Appropriate use of and active participation in OVW- sponsored workshops and other
technical assistance events as required by a special condition of the current or recent
award
7. Receipt of financial clearances on all current or recent grants from OVW
8. Timely resolution of issues identified in any audit or on -site financial or programmatic
monitoring visit
9. Adherence to the Office of Management and Budget single -audit requirement
10. Timely expenditure of grant funds
11. Adherence to the requirements of the DOJ Financial Guide
In the rare instance a court is applying as the lead applicant and it is precluded from signing onto a formal MOU,
the court may submit a Letter of Commitment in lieu of an MOU and the proposed project partners may also submit
Letters of Commitment.
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OVW grantees with significant past performance issues may not be considered for funding.
Absent explicit statutory authorization or written delegation of authority to the contrary, all final
award decisions will be made by the OVW Director, who also may give consideration to factors
including, but not limited to, underserved populations, geographic diversity, strategic priorities,
past performance, and available funding when making awards. All award decisions are final and
not subject to appeal.
High Risk Grantees
Based on DOJ's assessment of each grantee with regard to current or previous funding,
unresolved audit issues, delinquent programmatic and fiscal reporting, and prior performance, a
grantee may be designated "high risk." Awards to high -risk grantees may carry special
conditions such as increased monitoring and /or prohibitions on drawing funds until certain
requirements are met. High -risk grantees with substantial or persistent performance or
compliance issues, long- standing open audits, or open criminal investigations will likely not
receive an additional OVW award until all issues are resolved.
Anticipated Announcement and Federal Award Dates
It is anticipated that all applicants will be notified of the outcome of their applications by October
1, 2017.
F. Federal Award Administration Information
Federal Award Notices
Successful applications will receive OVW award notifications electronically from the OJP Grants
Management System (GMS) (not grants.gov). This award notification will be sent to the
individuals listed as the Authorized Representative and the Point of Contact on the SF -424 for
the application that was selected for funding and will include instructions on accepting the
award. Recipients will be required to login; accept any outstanding assurances and
certifications on the award; designate financial points of contact; and review, sign, and accept
the award. The award acceptance process involves physical signature of the award document
and terms and conditions by the Authorized Representative and the scanning of the fully -
executed award document to OVW.
Administrative and National Policy Requirements
Information for All Federal Award Grantees
Applicants selected for awards must agree to comply with additional legal, administrative, and
national policy requirements upon acceptance of an award. OVW strongly encourages
applicants to review the information pertaining to these additional requirements prior to
submitting an application. Additional information for each requirement can be found in the
Solicitation Companion Guide.
1. Civil Rights Compliance
2. Funding to Faith -Based Organizations
3. Confidentiality and Privacy Protections
4. Research and the Protection of Human Subjects (if applicable)
5. Anti - Lobbying Act
6. Reporting Requirements
7. National Environmental Policy Act (NEPA) (if applicable)
8. National Historic Preservation Act (NHPA (if applicable)
9. DOJ Information Technology Standards (if applicable)
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10. Non - Supplanting of State or Local Funds
11. Criminal Penalty for False Statements
12. Reporting Fraud, Waste, Error, and Abuse
13. Suspension or Termination of Funding
14. Nonprofit Organizations
15. Government Performance and Results Act (GPRA)
16. Rights in Intellectual Property
17. Federal Funding Accountability and Transparency Act (FFATA) of 2006
18. Awards in Excess of $5,000,000 - Federal Taxes Certification Requirement
19. Active SAM Registration and Unique Identifier Requirements
20. Whistleblower Protections for Employees of OVW Grantees
21. Prohibited Conduct by Recipients Related to Trafficking in Persons
22. General Appropriations Law Restrictions on Use of Federal Funds
23. Recipient Integrity and Performance Matters Including Recipient Reporting to FAPIIS
Terms and conditions for OVW awards, including awards under this Improving Criminal Justice
Responses Program are available at http: / /www.justice.gov /ovw /grantees. These terms are
subject to change prior to the issuance of the awards.
Violence Against Women Act Non - Discrimination Provision
The Violence Against Women Reauthorization Act of 2013 added a new civil rights provision
that applies to all FY 2017 OVW grants. This provision prohibits OVW grantees from excluding,
denying benefits to, or discriminating against any person on the basis of actual or perceived
race, color, religion, national origin, sex, gender identity, sexual orientation, or disability in any
program or activity funded in whole or in part by OVW. For more information on this prohibition,
see http: / /www. justice. qov /ovw /docs /fags- nqc- vawa.pdf. Additional information on the civil rights
obligations of OVW funding recipients can be found in the Solicitation Companion Guide under
"Civil Rights Compliance ".
Accessibility
Recipients of OVW funds must comply with applicable federal civil rights laws, which, among
other things, prohibit discrimination on the basis of disability and national origin. This includes
taking reasonable steps to ensure that persons with limited English proficiency (LEP) have
meaningful access to recipients' programs and activities and ensuring that these programs and
activities are readily accessible to qualified individuals with disabilities, including Deaf or hard of
hearing individuals. More information on these obligations is available in the Solicitation
Companion Guide. Applicants must allocate grant funds or other available resources to support
activities that help to ensure meaningful and full access to their programs. For example, grant
funds can be used to support American Sign Language (ASL) interpreter services, language
interpretation and translation services, or the purchase of adaptive equipment.
Reporting
Reporting Requirements
OVW grantees are required to submit semi - annual progress reports and quarterly Federal
Financial Reports (SF -425). Appropriate progress report forms will be provided to all applicants
selected for an award. Forms will be submitted electronically via GMS. Future awards and fund
drawdowns may be withheld if forms are delinquent.
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G. Federal Awarding Agency Contact(s)
For assistance with the requirements of this solicitation, contact the OVW Improving Criminal
Justice Responses Unit at OVW.ICJR c(D usdoi.gov or (202) 307 -6026.
H. Other Information
Application Checklist
Applicants must submit a fully executed application to OVW, including all required supporting
documentation. OVW will not contact applicants for missing items. Additionally, if an applicant
plans to submit an application under any other OVW grant program this fiscal year, please
ensure that only documents pertinent to this solicitation are included with this application. OVW
will not redirect documents that are inadvertently submitted with the wrong application (e.g. a
Rural letter submitted with a Transitional Housing Program Application will not be transferred to
the Rural application).
Application Document
1. Letter of Registration
2. Summary Data Sheet
3. Project Narrative
4. Purpose of the Application
5. What Will Be Done
6. Who Will Implement
7. Proposal Abstract
8. Budget Detail Worksheet and Narrative
9. Memorandum of Understanding
(OR, if applicable, Letter of Commitment)
10. Application for Federal Assistance: SF 424
11. Standard Assurances and Certifications
12. Proof of 501(c) (3) Status (Nonprofit Organizations Only)
13. Disclosures of Process Related to Executive
Compensation
14. Confidentiality Notice Form
15. Letter of Nonsupplanting
16. Financial Accounting Practices
17. Applicant Financial Capability Questionnaire (new
nonprofits only)
18. Indirect Cost Rate Agreement (only if the applicant has a
current federally- approved rate)
19. Certification of Eli • ibilit Letter
20. Service Area Map that identifies the project's targeted area
and jurisdiction to be served
Do not submit documents in addition to those specified in this solicitation. Please note
that any materials submitted as part of an application may be released pursuant to a
request under the Freedom of Information Act.
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Public Reporting Burden - Paperwork Reduction Act Notice
Under the Paperwork Reduction Act, a person is not required to respond to a collection of
information unless it displays a currently valid OMB control number. OVW tries to create forms
and instructions that are accurate, can be easily understood, and impose the least possible
burden on applicants. The estimated average time to complete and file this form is 30 hours.
Comments regarding the accuracy of this estimate or suggestions for simplifying this form can
be submitted to the Office on Violence Against Women, U.S. Department of Justice, 145 N
Street, NE, Washington, DC 20530
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APPENDIX A
Budget Guidance & Sample Budget Detail Worksheet
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Budget Guidance
Cost guidance for selected items is provided below to assist applicants in preparing the budget
detail worksheet. In developing your budget detail worksheet please refer to the DOJ Financial
Guide.
Consultants /Contracts
Compensation for services by an individual consultant should be reasonable and consistent with
that paid for similar services in the marketplace. Applicants should consider the type of services
provided and the experience and expertise of the individual consultant when deciding if a
consultant's rate is reasonable. Applicants are strongly discouraged from requesting consultant
rates in excess of $650 per day. Please note that this does not mean that the rate can or should
be as high as $650 for all consultants. If a project is ultimately selected for funding with a budget
allocating more than $650 per day to a consultant, the applicant must provide additional
information to OVW for review and approval before consultant costs are incurred.
Applicants should also include all costs associated with consultants /contracts in the
"Consultants /Contracts" category, including travel - related costs. These costs should not be
reflected in the Personnel or Travel categories.
Applicants should follow the same established procurement policies with federal funds as they
would with non - federal funds. All procurement transactions should be awarded in a manner that
provides maximum open, free and fair competition, and must follow 2 CFR Part 200.317 -326. All
sole- source procurements (those not awarded competitively) in excess of $150,000 require prior
approval from OVW. This applies to procurements of goods and services, but not to selection of
sub recipients. MOU project partners are generally considered subrecipients for time spent
working on program objectives. For additional information on determining whether the recipient
of the pass- through funds is a subrecipient or a contractor, please refer to 2 CFR Part 200.330.
Rent
Rental costs are generally allowable under OVW programs. Applicants should list square
footage and cost per square foot in the budget. The amount must be based on the space that
will be allocated to implement the OVW project, not the costs of the entire rental space. Rental
costs are not allowable for property owned by the applicant or if the applicant has a
financial interest in the property. In this case only the costs of ownership, including
maintenance costs, insurance, depreciation, utilities, etc., are allowable costs. The applicant
must indicate in the budget narrative whether or not they own the space that will be rented.
Audit Costs
Costs for audits not required or performed in accordance with the Office of Management and
Budget (OMB) Circular A -133 or 2 CFR Part 200 Subpart F — Audit Requirement are
unallowable. If the applicant agency did not meet the applicable expenditure threshold during
the organization's fiscal year, the cost of any audit performed may not be charged to the grant.
Indirect Costs
Applicants that have current, federally- approved, indirect cost rates may seek to claim indirect
costs and must submit a copy of their current federally- approved indirect cost rate agreement
with the application. Applicants may choose to waive indirect costs.
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Non- federal entities that have never received a federally- approved indirect cost rate may elect
to charge a de minimis rate of 10% of modified total direct costs which may be used indefinitely.
This includes state and local governments that have never negotiated an indirect cost
Purchase and /or Lease of Vehicles
The purchase and lease of vehicles are prohibited under most OVW grant programs, although
some programs allow for purchasing vehicles on a case -by -case basis. Please refer to the
solicitation for which you are applying to determine whether vehicles can be purchased or
leased. If requesting a vehicle, a lease /purchase analysis must be submitted with the
application.
Compensation for Partners
In developing the budget, applicants should compensate all project partners for their
participation in any project - related activities, including but not limited to, compensation for time
and travel expenses to participate in project development, training, and implementation. The
budget must include compensation for all services rendered by project partners, including
nonprofit, nongovernmental domestic violence and /or sexual assault victim services programs
and state and tribal domestic violence and /or sexual assault coalitions. Keep in mind that
partners are generally considered a subrecipient and would be reimbursed for their actual costs
incurred for the project rather than a fee for service. If a partner is a state or local governmental
agency and the partnership duties are conducted within the course of the agency's "regular"
scope of work, applicants do not need to compensate the partner if the partner a) offers this
arrangement; and b) an explanation of this arrangement is included in the application.
Non - Federal contributions
Any non - federal contributions can be discussed in the project narrative or Memorandum of
Understanding (if required). Applicants should not include supplemental contributions in
the budget, budget narrative, or SF -424.
Applicants are advised that if they voluntarily decide to provide matching funds through the use
of in -kind contributions, and include this information in the budget or budget narrative, the
voluntary contributions will become a mandatory requirement under the grant award. Grantees
that fail to provide sufficient mandatory matching funds through cash or in -kind contributions
during the award period may be required to meet their obligation by making a cash payment to
the Office on Violence Against Women in order to close out the grant award.
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Budget Detail Worksheet
Purpose: The Budget Detail Worksheet may be used as a guide to assist you in the preparation
of the budget and budget narrative. You may submit the budget and budget narrative using this
form or in the format of your choice (plain sheets, your own form, or a variation of this form).
However, all required information (including the budget narrative) must be provided. Any
category of expense not applicable to your budget may be deleted.
Please Note: The following budget is an example intended to assist you in preparing your
application budget.
A. Personnel — List each position by title and name of employee, if available. Show the annual
salary rate and the percentage of time to be devoted to the project. Compensation paid for
employees engaged in grant activities must be consistent with that paid for similar work within
the applicant organization.
Name /Position Computation Cost
Program Coordinator $23,500 x 100% x 3 years $ 70,500
Investigator $45,000 x 100% x 3 years $135,000
Administrative Assistant $10 /hr. x 20 hrs /month x 36 months $ 7,200
The Program Coordinator will coordinate the tribe's Tribal Governments Program project by
organizing regular coordinating council meetings between all partner organizations, ensuring
compliance with program requirements, and serving as the central point of contact for all project
activities.
The Investigator is an investigator with the tribal law enforcement agency. She /he will dedicate
100% of their time to investigating cases of domestic violence, sexual assault, dating violence
and stalking that occur on tribal lands.
The Administrative Assistant for the project will be a part -time employee. She /he will be
compensated at a rate of $10 /hour. The designated time spent on the project will be 20 hours
each month providing administrative and clerical support to the staff of the Victim Services
Program.
TOTAL PERSONNEL: $ 212,700
B. Fringe Benefits — Fringe benefits should be based on actual known costs or an established
formula. Fringe benefits are for the personnel listed in budget category (A) and only for the
percentage of time devoted to the project. Fringe benefits on overtime hours are limited to
FICA, Worker's Compensation, and Unemployment Compensation.
Name /Position Computation Cost
Program Coordinator
Employer's FICA $70,500 x 7.65% $ 5,393
Health Insurance $70,500 x 6.12% $ 4,315
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Worker's Compensation $70,500 x 1.00% $ 705
Unemployment Compensation $70,500 x 0.50% $ 353
Investigator
Employer's FICA $135,000 x 7.65% $10,328
Health Insurance $135,000 x 6.12% $ 8,262
Worker's Compensation $135,000 x 1.00% $ 1,350
Unemployment Compensation $135,000 x 0.50% $ 675
Administrative Assistant
Employer's FICA $ 7,200 x 7.65% $ 551
Health Insurance $ 7,200 x 6.12% $ 441
Worker's Compensation $ 7,200 x 1.00% $ 72
Unemployment Compensation $ 7,200 x 0.50% $ 36
TOTAL FRINGE BENEFITS: $ 32,481
TOTAL PERSONNEL AND FRINGE BENEFITS: $ 245,181
The tribe is requesting fringe benefits for the Program Coordinator, the Investigator, and the
Administrative Assistant.
C. Travel — Itemize travel expenses of project personnel by purpose (e.g., staff to training, field
interviews, advisory group meeting, etc.). Show the basis of computation (e.g., six people to 3-
day training at $X airfare, $X lodging, $X per diem). In training projects, travel and meals for
trainees should be listed separately. Show the number of trainees and unit costs involved.
Identify the location of travel, if known. Indicate source of Travel Policies applied, Applicant or
Federal Travel Regulations.
Purpose of Travel Location Item Computation Cost
OVW- Mandated TBD Airfare $500 (avg.) x 3 people x 4 trips $ 6,000
Training and Lod in $100 (avg.) g 9 ( g.) x 3 nights x 3 people x$ 3,600
Assistance 4 trips
Per diem $ 50 (avg.) x 4 days x 3 people x 4 $ 2,400
trips
$12,000 of the required $20,000 in OVW mandated technical assistance and training funds has
been allocated to cover the cost of travel for staff of the tribe in accordance with program
guidelines. The remaining amount of $8,000 has been allocated for partner travel and can be
found in Section G of this form. The sites of the training sessions are unknown at this time.
Travel estimates are based upon the tribe's formal written travel policy.
TOTAL TRAVEL: $ 12,000
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D. Equipment - List non - expendable items that are to be purchased. (Note: Organization's
own capitalization policy for classification of equipment should be used.) Expendable items
should be included in the "Supplies" category. Applicants should analyze the cost benefits of
purchasing versus leasing equipment, especially high cost items and those subject to rapid
technical advances. Rented or leased equipment costs should be listed in the "Contractual"
category. Explain how the equipment is necessary for the success of the project. Attach a
narrative describing the procurement method to be used.
Item Computation Cost
(2) Video Cameras $750 /camera x 2 cameras $ 1,500
The video cameras will be used during the interviews of alleged offenders, as well as to record
witness testimony in preparation for trial in cases of domestic violence, dating violence, sexual
assault, and stalking.
TOTAL EQUIPMENT: $ 1,500
E. Supplies - List items by type (office supplies, postage, training materials, copying paper, and
other expendable items such as books, thumb drives, and flash drives) and show the basis for
computation. Generally, supplies include any materials that are expendable or consumed during
the course of the project.
Supply Items Computation Cost
Office Supplies $150 /month x 36 months $5,400
(paper, printer, toner, pens, etc.)
Postage $ 50 /month x 36 months $1,800
75 Victim Assistance Kits $ 25 /kit x 75 kits $1,875
Office supplies and postage are needed for the general operation of the program. The Victim
Assistance Kits will be provided to victims of domestic violence, dating violence, sexual assault,
and stalking who seek assistance from the program. The kits contain toiletries and other
necessities. The estimated cost is based on previous kit prices from other programs. We
estimate that at least 75 kits will be needed.
TOTAL SUPPLIES: $ 9,075
F. Construction - As a rule, construction costs are not allowable. In some cases, minor repairs
or renovations may be allowable. Consult with the program office before budgeting funds in this
category.
Purpose Description of Work Cost
TOTAL CONSTRUCTION:
G. Consultants /Contracts - Indicate whether applicant's formal, written Procurement Policy or
the Federal Acquisition Regulations are followed.
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Consultant Fees: For each consultant enter the name, if known, service to be provided, hourly
or daily fee (8 -hour day), and estimated time on the project. Consultant fees in excess of $650
per day or $81.25 per hour require additional justification and prior approval from the Office on
Violence Against Women.
Name of Consultant Service Provided Computation Cost
Consultant /Trainer Sexual Assault $650 /day x 3 days $ 1,950
Training
Part-Time Prosecutor Prosecution $50 /hr. x 20 hrs. /month x 36 months $ 36,000
A Consultant/Trainer will provide a three day on -site training on sexual assault and related
issues to tribal leaders, law enforcement, prosecution, court personnel, and medical and social
services personnel. The training will focus on the challenges of providing support and advocacy
services to Indian victims of sexual assault, dating violence, and elder abuse.
The tribe will hire a Part-Time Prosecutor. The Part-Time Prosecutor will be compensated at an
hourly rate of $50 /hour. The Part-Time Prosecutor will spend 20 hours each month prosecuting
crimes related to domestic violence, dating violence, sexual assault, and stalking.
Subtotal Consultant Fees: $ 37,950
Consultant Travel: List all expenses to be paid from the grant to the individual consultant in
addition to their fees (i.e., travel, meals, lodging etc.).
Purpose of Travel Location Item Computation Cost
OVW- Mandated TBD Airfare $550 (avg.) x 2 people x 4 trips $ 4,400
Training and Lodging $100 (avg.) x 3 nights x2 people x 4 $ 2,400
Technical trips
Assistance Per diem $ 50 av
( g.) x 3 days x 2 people x 4 $ 1,200
trips
Subtotal OVW- Mandated Training: $ 8,000
Delivery of Sexual Tribe's Airfare $500 (avg.) x 1 person x 1 trip $ 500
Assault Training Reservation Lodging $ 50 (avg.) /night x 2 nights $ 100
Per diem $ 35 (avg.) /day x 3 days $ 105
Subtotal Sexual Assault Training: $ 705
Subtotal Consultant Travel: $ 8,705
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$8,000 of the required $20,000 in OVW mandated technical assistance and training funds has
been allocated to cover the cost of travel for staff of the tribe in accordance with program
guidelines. The sites of the training sessions are unknown at this time.
Funds have also been allocated to pay for the Consultant/Trainer to travel to the reservation to
provide sexual assault training.
Contracts: Provide a description of the product or services to be procured by contract and an
estimate of the cost. Applicants are encouraged to promote free and open competition in
awarding contracts. A separate justification must be provided for sole source contracts in
excess of $150,000.
Item Computation Cost
Cell Phone Service $75 /month x 36 months $ 2,700
Equipment and Rental Lease $300 /month x 36 months $10,800
Subtotal Contracts: $ 13,500
The Shelter Advocates will share a cellular phone so that they may be contacted 24 hours /day,
7 days a week to provide emergency services and transportation to victims in need.
Equipment to be rented and /or leased includes the copier and printer. The copier and printer
costs are allocated based on historical usage
TOTAL CONTRACTS AND CONSULTANTS: $ 60,155
H. Other Costs — List items (e.g., rent, reproduction, telephone, janitorial or security services,
and investigative or confidential funds) by major type and the basis of the computation. For
example, provide the square footage and the cost per square foot for rent, and provide a
monthly rental cost and how many months to rent.
Item Computation Cost
Sexual Assault Training $ 25 /manual x 25 manuals $ 625
Manual
Resource Manual $ 25 /manual x 75 manuals $ 1,875
Crisis Hotline $ 75 /month x 36 months $ 2,700
Brochures $ .25 /brochure x 1,000 copies x 2 Titles $ 500
Rent $1.50/sq. foot x 1,000 sq. feet x 36 months $54,000
Utilities $200 /month x 36 months $ 7,200
Housing Assistance $500 /family x 12 families /year x 3 years $18,000
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The Sexual Assault Training manuals will be purchased from the Sexual Assault Resource
Center and will be used in conjunction with the on -site training that will be provided by the
Consultant/Trainer.
The Project Coordinator will develop and produce a Resource Manual for services both on and
off the Reservation for victims of domestic violence, sexual assault, dating violence, and
stalking. Copies of the manual will be provided to all units of Tribal government and to victim
services and social services agencies in the local community.
Many victims in the more geographically remote areas of the Reservation do not have long
distance service, and it is a long distance call for most of them to reach the program office. The
project will continue to operate an 800 hotline for victims. It will be staffed by volunteers on a
daily basis.
The program has previously developed brochures explaining the dynamics of domestic violence
and sexual assault and detailing the services offered by the program. Additional copies of the
brochures need to be reproduced. Based on previous distribution patterns, it is anticipated that
the program will distribute 1,000 copies of each brochure during the 36 month grant period.
The Victim Services Program rents a safe house that is located off - reservation in the local
community. The house is used to provide temporary housing to victims of domestic violence and
their minor children who are in need of a safe place to stay after fleeing an abusive situation.
The rent is consistent with the fair market rate for similar properties in the local community.
The cost of utilities (i.e., gas, electric, and water service) averages $200 /month. The services
are necessary to ensure that the house is suitable for occupancy.
Funds have been budgeted to provide transitional housing assistance to at least one victim of
domestic violence, dating violence, sexual assault or stalking each month. Each victim and her
dependents will receive up to $500 to assist with rent and utility payments or security deposits.
TOTAL OTHER COSTS: $ 84,900
I. Indirect Costs - Indirect costs are allowed if the applicant has a federally approved indirect
cost rate. A copy of the rate approval (a fully executed, negotiated agreement) must be
attached. If the applicant does not have an approved rate, one can be requested by contacting
the applicant's cognizant federal agency, which will review all documentation and approve a rate
for the applicant organization, or if the applicant's accounting system permits, costs may be
allocated in the direct costs categories. Non - federal entities that have never received a federally -
approved indirect cost rate may elect to charge a de minimis rate of 10% of modified total direct
costs (MTDC) which may be used indefinitely. This includes state and local governments that
have never negotiated an indirect cost rate with the Federal government and receive Tess than
$35 million in direct Federal funding per year. Tribes that have never negotiated an indirect cost
rate with the Federal government may also use the 10% de minimis rate.
Description Computation Cost
13.25% of Direct Salaries $212,700 x 13.25% $28,183
(Excluding Fringe Benefits)
49
•
OMB Number— 1122 -0020
Expiration Date: 12/31/2018
TOTAL INDIRECT COSTS: $ 28,183
The Indirect Cost Rate Agreement was approved by the Department of the Interior, the
applicant's cognizant federal agency on January 1, 2015. (A copy of the fully executed,
negotiated agreement is attached).
Budget Summary — When you have completed the budget worksheet, transfer the totals for
each category to the spaces below. Compute the total direct costs and the total project costs.
Indicate the amount of federal funds requested and the amount of non - federal funds that will
support the project.
Budget Category Amount
A. Personnel
•
$212,700
B. Fringe Benefits $ 32,481
C. Travel $ 12,000
D. Equipment $ 1,500
E. Supplies $ 9,075
F. Construction $ 0
G. Consultants and Contracts $ 60,155
H. Other Costs $ 84, 900
Total Direct Costs $412,811
I. Indirect Costs $ 28,183
TOTAL PROJECT COSTS $ 440,994
Federal Share Requested $ 440,994
Non - Federal (Match) Amount $ 0
50
OMB Number— 1122 -0020
Expiration Date: 12/31/2018
APPENDIX B
Sample Letter of Registration
For DUNS number, SAM and Grants.gov
51
OMB Number— 1122 -0020
Expiration Date: 12/31/2018
[Applicant Letterhead]
[Date]
Director
Office on Violence Against Women
145 N Street NE
Suite 10W.121
Washington, DC 20530
Dear Director:
This letter serves to certify that [Insert Applicant Name] is registered and current with the
System for Award Management (SAM) under DUNS number [insert DUNS number]. [Insert
Applicant Name] registered /verified registration on [Insert Verification Date]. The SAM
registration for [Insert Applicant Name] will expire on [Insert Expiration Date].
First Time Grants.gov Users ONLY - I understand that in order to submit an application for the
FY 2017 Improving Criminal Justice Responses Program, [Insert Applicant Name] must be
registered with Grants.qov. I certify that [Insert Organization Name] began the registration
process with Grants.qov on [Insert Registration Date].
OR
Repeat Grants.gov Users ONLY — I understand that upon application submission in
Grants.qov the Authorized Organization Representative (AOR) will receive a minimum of two
email messages. One will confirm receipt of the application package. The other will either notify
the AOR that the application was successfully submitted, or it will notify the AOR that there was
an error with the application submission. In order to successfully receive notifications from
Grants.qov, all information listed in Grants.qov must be current and active. [Insert Applicant
Name] verified that all information listed in Grants.qov (Name and contact information for the
AOR, organization address, etc.) is current and active on [Insert Date].
Sincerely,
[Authorized Organization Representative]
52
OMB Number— 1122 -0020
Expiration Date: 12/31/2018
APPENDIX C
Disclosures of Process Related to Executive Compensation
53
OMB Number — 1122 -0020
Expiration Date: 12/31/2018
Disclosures Of Process Related to Executive Compensation
Sample Cover Letter
[Applicant Letterhead]
[Date]
Director
Office on Violence Against Women
145 N Street, NE
Suite 10 W.
Washington, DC 20530
Dear Director:
The [Applicant] is a nonprofit organization that uses the Internal Revenue Service's three -step
safe- harbor procedure for establishing a rebuttable presumption that our executives'
compensation is reasonable. Therefore, I am submitting the following information to you, as
required by the Violence Against Women Reauthorization Act of 2013:
Following is the process used to determine the compensation of officers, directors, trustees, and
key employees (together, "covered persons "):
The text of the letter should include the following: (1) the composition of the body that reviews
and approves compensation arrangements for covered persons; (2) the methods and practices
used by the applicant nonprofit organization to ensure that no individual with a conflict of interest
participates as a member of the body that reviews and approves a compensation arrangement
for a covered person; (3) the appropriate data as to comparability of compensation that is
obtained in advance and relied upon by the body that reviews and approves compensation
arrangements for covered persons; and (4) the written or electronic records that the applicant
organization maintains as concurrent documentation of the decisions with respect to
compensation of covered persons made by the body that reviews and approves such
compensation arrangements, including records of deliberations and of the basis for decisions.
Sincerely,
[Applicant's Authorizing Official]
Attachments
54
OMB Number — 1122 -0020
Expiration Date: 12/31/2018
APPENDIX D
Summary of Current and Recent OVW Projects
55
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•
OMB Number — 1122 -0020
Expiration Date: 12/31/2018
APPENDIX E
Summary of Current and Pending Non -OVW Grants to do the Same or
Similar Work
57
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r
OMB Number— 1122 -0020
Expiration Date: 12/31/2018
APPENDIX F
Sample Certification Letter
59
T �
OMB Number — 1122 -0020
Expiration Date: 12/31/2018
Tips for Letters of Certification
• If you have certified in the past, you must certify again;
• If your jurisdiction is compliant with all statutory eligibility requirements, please refer to
the separate "Sample Certification of Eligibility Letters" on page 63 for court
applicants, and page 64 for state, and unit of local government applicants;
• Ensure that all language in the letter accurately reflects what is required in the
solicitation and highlighted in the following sample letters. Note: an "and "or an "or" in the
incorrect place or missing can make the letter deficient, therefore making the application
ineligible for funding. Please note also, that some of the certification language has
changed, so be sure to read it carefully. Please follow the attached template assuming
that it is true for your jurisdiction. Note: Use of the template is highly encouraged to the
extent possible;
• The Certification of Eligibility letter must be submitted on the letterhead of the
governmental agency (state, unit of local government, or court) associated with this
application (applicant or partner to a non - profit applicant); see chart on page 15 and 16;
• Have the Chief Executive Officer of the governmental agency sign the letter. Examples:
Governor for a state applicant, Chief Judge or Court Administrator for a court applicant;
or Mayor or County Executive for a unit of local government applicant; or Tribal
Chairman for a Indian tribal government applicant;
• Applicants that do not meet the HIV Certification language will have until the end of their
next legislative session to meet the certification requirements;
• Non - profits, Tribes and Courts are exempt from the HIV Certification requirement; and
• If you have questions, please contact the Improving Criminal Justice Responses
Program Unit by phone at the OVW mainline (202) 307 -6026 and request to speak with
a member from the Improving Criminal Justice Responses Program Unit, or by email at
OVW.ICJR(c�usdoi.gov.
60
OMB Number— 1122 -0020
Expiration Date: 12/31/2018
FOR COURT APPLICANTS
[Applicant Letterhead]
[Date]
Director
Office on Violence Against Women
145 N Street, NE
Suite 10 W.121
Washington, DC 20530
Re: Improving Criminal Justice Responses Program Certification of Eligibility
Dear Director:
As Chief Executive Officer of [enter the court name], I submit this letter to certify to the following:
1) the laws, policies, or practices applicable to the court prohibit issuance of mutual
restraining orders of protection except in cases where both parties file a claim and the
court makes detailed findings of fact indicating that both parties acted primarily as
aggressors and that neither party acted primarily in self- defense;
2) the laws, policies, and practices applicable to the court do not require, in connection with
the prosecution of any misdemeanor or felony domestic violence, dating violence, sexual
assault, or stalking offense, or in connection with the filing, issuance, registration,
modification, enforcement, dismissal, or service of a protection order, or a petition for a
protection order, to protect a victim of sexual assault, domestic violence, dating violence,
or stalking, that the victim bear the costs associated with the filing of criminal charges
against the offender, or the costs associated with the filing, issuance, registration,
modification, enforcement, dismissal or service of a warrant, protection order, petition for
a protection order, or witness subpoena, whether issued inside or outside the state,
tribal, or local jurisdiction;
3) the laws, policies or practices applicable to the court ensure that:
(A) no law enforcement officer, prosecuting officer or other government official shall
ask or require an adult, youth, or child victim of a sex offense as defined under
federal, tribal, state, territorial, or local law to submit to a polygraph examination
or other truth telling device as a condition for proceeding with the investigation of, trial of,
or sentencing for such an offense; and
(B) the refusal of a victim to submit to an examination described in subparagraph (A)
shall not prevent the investigation of, trial of, or sentencing for the offense.
Sincerely,
[Chief Executive Officer]
61
OMB Number — 1122 -0020
Expiration Date: 12/31/2018
FOR STATES, TRIBES and UNITS of LOCAL GOVERNMENT (See tips page 62)
[Applicant Letterhead]
[Date]
Director
Office on Violence Against Women
145 N Street, NE
Suite 10 W.121
Washington, DC 20530
Re: Improving Criminal Justice Responses Program
Dear Director:
As Chief Executive Officer of [enter jurisdiction name], I submit this letter to certify to the
following:
1) the laws or official policies of [the jurisdiction] encourage or mandate arrests of domestic
violence offenders based on probable cause that an offense has been committed;
2) the laws or official policies of [the jurisdiction] encourage or mandate arrests of domestic
violence offenders who violate the terms of a valid and outstanding protection order;
3) the laws, policies, or practices and the training programs of [the jurisdiction] discourage
dual arrests of offender and victim;
4) the laws, policies, or practices of [the jurisdiction] prohibit issuance of mutual restraining
orders of protection except in cases where both parties file a claim and the court makes
detailed findings of fact indicating that both parties acted primarily as aggressors and
that neither party acted primarily in self- defense;
5) the laws, policies, and practices of [the jurisdiction] do not require, in connection with the
prosecution of any misdemeanor or felony domestic violence, dating violence, sexual
assault, or stalking offense, or in connection with the filing, issuance, registration,
modification, enforcement, dismissal, or service of a protection order, or a petition for a
protection order, to protect a victim of sexual assault, domestic violence, dating violence,
or stalking, that the victim bear the costs associated with the filing of criminal charges
against the offender, or the costs associated with the filing, issuance, registration,
modification, enforcement, dismissal or service of a warrant, protection order, petition for
a protection order, or witness subpoena, whether issued inside or outside the state,
tribal, or local jurisdiction; and
6) the laws, policies or practices of [the jurisdiction] ensure that:
(A) no law enforcement officer, prosecuting officer or other government official shall
ask or require an adult, youth, or child victim of a sex offense as defined under
federal, tribal, state, territorial, or local law to submit to a polygraph examination
or other truth telling device as a condition for proceeding with the investigation of, trial
of, or sentencing for such an offense; and
(B) the refusal of a victim to submit to an examination described in subparagraph (A)
shall not prevent the investigation of, trial of, or sentencing for the offense.
Sincerely,
[Chief Executive Officer]
62
OMB Number— 1122 -0020
Expiration Date: 12/31/2018
HIV Certification Letter for New Applicants (See Tips Page 62)
[Applicant Letterhead]
[Date]
Director
Office on Violence Against Women
145 N Street, NE
Suite 10 W.121
Washington, DC 20530
Dear Director:
I certify that [enter jurisdiction name] laws and regulations will be in compliance with the
requirements of 42 U.S.C. § 3796hh(d) by the period ending in the date on which the next
session of that state legislature ends [insert date].
(A) The state or unit of local government at the request of a victim to administer to a
defendant, against whom an information or indictment is presented for a crime in
which by force or threat of force the perpetrator compels the victim to engage in
sexual activity, testing for the immunodeficiency virus (HIV) not later than 48 hours
after the date on which the information or indictment is presented and defendant is
in custody or has been served with the information or indictment;
(B) as soon as practicable notification to the victim, or parent and guardian of the victim,
and defendant of the testing results; and
(C) follow -up tests for HIV as may be medically appropriate, and that as soon as
practicable after each such test the results be made available in accordance with
subparagraph (B); or
gives the Attorney General assurances that its laws and regulations will be in
compliance with requirements or paragraph (1) by the period ending on the date on
which the next session of the state legislature ends.
I further acknowledge that should [insert jurisdiction name] receive an Improving Criminal
Justice Responses Program award. Five percent of the total award will be withheld until such
time that OVW receives and approves documentation that supports our certification or our
exemption from the certification required. Acceptable documentation includes statutes,
regulations, or written policies. Failure to submit the necessary documentation by the end of our
next state legislative session will result in the forfeiture of the five percent.
Sincerely,
[Applicant's Authorizing Official]
63