WELCOME 2019 GRANT AND COOPERATIVE AGREEMENT TECHNICAL WORKSHOP - - PDF document
1/2/2019 WELCOME 2019 GRANT AND COOPERATIVE AGREEMENT TECHNICAL WORKSHOP Tips for a better Application Sixto Fernandez, Grants Manager Martha Ibarra, Grants Supervisor Tips for a better Application General Tips Applications
2019 GRANT AND COOPERATIVE AGREEMENT TECHNICAL WORKSHOP
Sixto Fernandez, Grants Manager Martha Ibarra, Grants Supervisor
Tips for a better Application
General Tips Applications
Certification
needed?
General Tips
Know your due dates Project Directors – you are the primary contact! Copy feature eliminated – What does this mean? Equipment – plan ahead Legislative districts – applies only to the Project Area Preliminary comments – read and respond Review your Application – no do-overs
Application Requirements – Project Description/LE Needs Assessment
Geographic area served Education outreach Circumstances unique to agency Clear and concise – no fluff Needs to correlate w ith the Project Cost Estimate
Application Requirements – Project Description/LE Needs Assessment, continued…
B.Describe the number of miles/acres patrolled
Keep it simple
patrols D.Number of officers deployed for the project
Application Requirements – Project Certifications
Clear and concise
OHV Recreation
What is the nexus
Project Cost Estimate
General Tips
Be clear on your line items Use the notes section Costs must relate to the Needs Assessment Make sure costs are reasonable – be prepared to defend any item that does not seem reasonable If the Project Cost Estimate is significantly higher than in previous years, you must justify the increased costs.
Project Cost Estimate
Staff
Identify appropriate job classification
needed Must use hourly rate and quantity of hours Must be ow n staff vs a contractor
Project Cost Estimate
Contracts
Identify contractor’s activities Cannot be Applicant’s staff Contractors cannot provide match as part of the contract
Contracts are auditable
Project Cost Estimate
Materials & Supplies
Identify items needed to complete the project Use the notes section if needed
Equipment Use Expenses
Major changes
Project Cost Estimate
Equipment
Remember the new definition Plan ahead Use the notes section if needed The need for equipment must be addressed in the Project Description
Project Cost Estimate
Others
Identify costs not included in previous categories
Indirect Costs
Costs for any activity that does not directly result in the completion of the project Must not exceed 15% of the total direct grant expenses Indirect Costs can vary from one project to another
General Evaluation Criteria Is it needed?
Off-Highway Motor Vehicle Recreation Division Grants and Cooperative Agreements Program 2018/2019 Workshops Law Enforcement Overview
AD1
Slide 15 AD1
Avery, Deborah@Parks, 12/3/2018
Local 40% BLM 30% USFS- Patrol Districts 30%
LAW ENFORCEMENT BREAKDOWN
Law Enforcement is non-competitive. All compliant Law Enforcement applicants w ill receive base funding in the amount of $10,000 per application. Remaining funds in each entity category w ill be distributed on a proportional basis.
New Grant Year
Preliminary Applications
Public Review and Comment Period
Application final File Date
OHMVR Final Review
1 st Monday in August (8/5/2019)
Application Results
Appeal Period
Grant Execution
Preliminary Applications are Due the first Monday in March, no later than 5:00 pm Pacific time. Will be review ed by the OHMVR Division. The OHMVR Division w ill provide comments. Comments w ill be sent out via email follow ing the 1st Monday in May. In the month of March/April the OHMVR Division’s priority is preliminary grant application review.
Applicants for law enforcement Projects must submit the follow ing preliminary Application items: General Information Project Cost Estimate Law Enforcement Needs Assessment Law Enforcement Project Certification
Public Review and Comment Period
All preliminary Applications are available on the OLGA Website
Posted the day follow ing the Application deadline for public review and comment.
The Applicants must notify the public of the
Preliminary Application.
Notification no later than the first Tuesday follow ing the first Monday in March.
Public notification efforts must include at least one
(A) Notice mailed and/or emailed to those persons the Applicant determines most likely to have an interest in or be affected by the Application, and to those w ho have requested notice, (B) Publication on Applicant’s w ebsite, (C) Publication in local new spaper,
(D) New s release,
(E) Public meeting or hearing conducted by the Applicant.
Public Review and Comment Period (Cont.)
OHMVR-Division review s all public comments/concerns and, as necessary, w ill corroborate comments from the general public via unannounced site visits and/or other methods.
OHV.GRANTS@ PARKS.CA.GOV
OHMVR-Division independently conducts a preliminary application review and provides feedback to applicants. OHMVR-Division and Public Comments are posted to: http://ohv.parks.ca.gov/ OHMVR-Division comments not addressed by the applicant in the final application, may result in a reduced final aw ard amount or elimination of any cost item. Prior to the Final Application submittal, Applicants may
w hich received a OHMVR-Division and/or Public Comment(s).
Eligible Project costs include, but are not limited to: Law enforcement patrol, including aircraft support. Material and Supplies. Equipment Use. (NEW REGULATIONS) Purchase of Equipment for OHV law enforcement. OHV specific training for personnel assigned to an OHV detail.
Examples of ineligible Project costs include but are not limited to: Costs not associated w ith the Project Description. Expenditures outside the Project Performance Period. Work or services performed outside of the Project Description. Use fee for Equipment purchased w ith moneys from the OHV Trust Fund.
Used for OHV related purposes. Equipment shall display "OHV Trust Funds at Work" insignia. Vehicles should not be registered w ith DMV. Ow nership and title belongs to the Grantee. Disposed of via the agency’s standard equipment disposition procedures. New equipment needs division approval. May be used as a trade-in for replacement at the end of it’s useful life cycle. May be transferred or traded w ithin the agency.
All Applicants shall provide matching funds. In an amount not less than tw enty-five percent (25%) of the total Project cost. Any item of expense that would be eligible as a Project cost is also eligible as a match. Must directly further the activities and deliverables. Documented the same as any other item of expense. Shall not be duplicated for multiple Projects.
Total Project Cost OHV Grant Dollars
Grantee Match
75% 25%
“Doing the Math” to figure match
Grant Ask / .75 = 100% Project Cost (PC) 100% PC – Grant ask = Required Match Amount Example: $90,000 (Grant Ask) / .75 = $120,000 $120,000 - $90,000= $30,000 Required Match
All expenses that do not directly relate to the scope of the Project are considered an Indirect Cost. The Applicant may receive reimbursement up to fifteen percent (15%) of the requested amount.
Due the first Monday in June (6/3/19), no later than 5:00 pm Pacific time. OHMVR Division final Application review is in the months of June and July 2019. In the months of June and July the OHMVR Division suspends normal
applications Application results/Intent to Aw ard w ill be posted on the Division Website the first Monday in August (8/5/19).
APPEAL PERIOD
Within thirty (30) calendar days from the posting of the Intent to Aw ard on the OHMVR-Division w ebsite, Applicants have the right to appeal the Intent to Aw ard. The grounds for appeal are limited to the follow ing: The OHMVR-Division failed to follow regulations, and/or The OHMVR-Division lacked sufficient evidence to support or deny the aw ard of a Grant(s). The receipt of an appeal by the OHMVR-Division may delay the execution of Project Agreements w ithin all project categories until the appeal is resolved.
To Adjust: Enter Grant Application To Submit: Grant Application Preview
AT THE START DATE OF THE PROJECT PERFORMANCE PERIOD SPECIFIED IN THE AGREEMENT. Time betw een the start date and the end date in w hich the w ork under the Project Agreement shall be completed. The Grantee shall not charge expenditures prior to the start date or subsequent to the end date. The start date shall be no later than January 1 of the year follow ing the year of the Intent to Aw ard posting. Division does not allow an overlap of performance periods. The earliest start date for the project aw arded may not be earlier than the prior project year’s end date.
Grantees are required to request payments for advances or reimbursements. Must submit a current Payment Request form (DPR 364). May submit payment requests at any time after the execution of the Project Agreement.
Requests for reimbursement shall include the follow ing documentation: Purchases: paid invoices and/or receipts. Services: paid invoices and/or receipts. Timekeeping and equipment logs: transaction register or other electronically generated reports. Training and Travel: paid invoices and/or receipts. A statement of activities/accomplishments (Payment Request Summary).
Typically may not be more than half the total amount of the Grant. Request shall include: Written justification to explain the need for the advance. Summary list of proposed expenditures. The sum of the proposed expenditures shall match the amount indicated on the Payment Request form.
Staff Charges - Electronic payroll report, excel sheet breakdow n, etc. Keep timesheets in case of audit. Contracts - Copies of anything supporting the contract charges. Materials and Supplies - Copies of receipts supporting each charge. Equipment Use Expense – Mileage logs separating transportation and
Supporting Documentation Needed:
Equipment Purchase - Copies of receipts for any charge, must be $5,000 or more single item cost. Submit a picture of the equipment show ing "OHV Funds at Work" decal. Other - Any charge for anything that doesn't fit in the other categories, advertising, travel, etc. Copies of receipts supporting charge. Indirect Costs - Limited to 15% of total of grant amount, provide explanation of w hat comprised the Indirect Cost charge. Remember - Overall, any charge claimed MUST be relative to the Contract/Project Agreement Cost Estimate.
Supporting Documentation Needed (Cont.) :
Performance Accomplishment Report (PAR)
The Grantee shall include the follow ing:
A report of deliverables completed. All documents supporting the expenditures claimed. A summary of costs, including match requirements. Photos of Equipment purchased through the Project. “OHV Funds at Work” sticker, VIN / model #, and Manufacture’s Certificate.
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Our Team Goals: Site Visit Objectives:
Site Visit Objectives: Site Visit Objectives: What w e look for at Site Visits
What w e look for at Site Visits What w e look for at Site Visits What w e look for at Site Visits
What w e look for at Site Visits What w e look for at Site Visits What w e look for at Site Visits
Site Visit Reports Site Visit Reports Site Visit Reports
Site Visit Reports Exempt Stickers
Are available through OHMVR Division. Are for government agency ow ned OHV vehicles that are not registered/plated. Prevent complaints from OHV riders w hen contacted for red and green sticker violations (or other violations). Prevent a backlog of registration fees due w hen the OHV patrol vehicle has reached the end of its service life and is auctioned/sold to a private person w ho must register it w ith the DMV
How to Request:
2019 Training: OHV Law Enforcement: OHV Sound Training:
Recent Red Sticker Changes:
Non-residents no longer exempt. Phasing in – Educational period.
Joint jurisdiction w ith SVRAs and grants Tighter review s of LE grant monies Charging training to grants Charging equipment to grants Questions: ?
Mark Hada: (916) 327-5734 - Office (916) 475-8130 - cell