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  Background  LE Needs Assessment/Project Certification  Project Cost Estimate  General Evaluation Criteria- Is it needed? 1

1/2/2019 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 A. Describe the project  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 C. Describe the frequency of patrols D.Number of officers deployed for the project 2

1/2/2019 Application Requirements – Project Certifications A. Identify high priority areas  Clear and concise B. Relation of Proposed Project to 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  Use the notes section if needed  Must use hourly rate and quantity of hours  Must be ow n staff vs a contractor 3

1/2/2019 Project Cost Estima te Contracts  Identify contractor’s activities  Cannot be Applicant’s staff  Contractors cannot provide match as part of the contract  Use the notes section if needed  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 4

1/2/2019 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? AD1 LAW ENFORCEMENT Off-Highway Motor Vehicle Recreation Division Grants and Cooperative Agreements Program 2018/2019 Workshops Law Enforcement Overview 5

Slide 15 AD1 Avery, Deborah@Parks, 12/3/2018

1/2/2019 OHV-Law Enforcement Projects LAW ENFORCEMENT  Law Enforcement is BREAKDOWN non-competitive.  All compliant Law USFS- Enforcement Patrol applicants w ill receive Districts Local base funding in the 30% 40% amount of $10,000 per application.  Remaining funds in each entity category BLM w ill be distributed on 30% a proportional basis. • 2 nd Monday in January (1/7/2019) New Grant Year • Grantee Workshop • Applications due 1 st Monday in March Preliminary Applications • (3/4/2019 by 5pm) • 1 st Tuesday in March to 1 st Monday in May Public Review and Comment Period • (3/5 – 5/6/2019) • 1 st Monday in June Application final File • (6/3/2019) Date • June and July 2019 OHMVR Final Review • Intent to Aw ard Application Results 1 st Monday in August (8/5/2019) • 30 Calendar days from Intent to Aw ard Appeal Period • (8/6-9/4/2019) • Upon Resolution of any appeals Grant Execution • Final Aw ard 9/5/2019 PRELIMINARY Application Process  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. 6

1/2/2019 Preliminary Law Enforcement Applications 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 opportunity to review and comment on their Preliminary Application.  Notification no later than the first Tuesday follow ing the first Monday in March. 7

1/2/2019 Public Review and Comment Period (Cont.) Public notification efforts must include at least one of the follow ing:  (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. OHV.GRANTS@ PARKS.CA.GOV 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. Division Comments 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 only modify the specific sections of their Application w hich received a OHMVR-Division and/or Public Comment(s). 8

1/2/2019 DIVISION COMMENTS ELIGIBLE COSTS 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. INELEGIBLE COSTS 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. 9

1/2/2019 EQUIPMENT  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. MATCH  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. MATCH Calc. EXPLAINED Grantee OHV Grant Dollars Match + = Total Project Cost 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 10

1/2/2019 INDIRECT COSTS  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. Final Application Process  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 operations to assess final grant applications  Application results/Intent to Aw ard w ill be posted on the Division Website the first Monday in August (8/5/19). 11

1/2/2019 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. Adjusting Your Cost-Estimate To Adjust: To Submit: Grant Enter Grant Application Application Preview 12