WELCOME 2019 GRANT AND COOPERATIVE AGREEMENT TECHNICAL WORKSHOP - - PowerPoint PPT Presentation

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?

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

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

Project Cost Estimate

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

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?

LAW ENFORCEMENT

Off-Highway Motor Vehicle Recreation Division Grants and Cooperative Agreements Program 2018/2019 Workshops Law Enforcement Overview

OHV-Law Enforcement Projects

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.

• 2 nd Monday in January (1/7/2019)
• Grantee Workshop

New Grant Year

• Applications due 1 st Monday in March
• (3/4/2019 by 5pm)

Preliminary Applications

• 1 st Tuesday in March to 1 st Monday in May
• (3/5 – 5/6/2019)

Public Review and Comment Period

• 1 st Monday in June
• (6/3/2019)

Application final File Date

• June and July 2019

OHMVR Final Review

• Intent to Aw ard

1 st Monday in August (8/5/2019)

Application Results

• 30 Calendar days from Intent to Aw ard
• (8/6-9/4/2019)

Appeal Period

• Upon Resolution of any appeals
• Final Aw ard 9/5/2019

Grant Execution

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.

PRELIMINARY

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

• pportunity to review and comment on their

Preliminary Application.

 Notification no later than the first Tuesday follow ing the first Monday in March.

Public notification efforts must include at least one

• f 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.

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

• nly modify the specific sections of their Application

w hich received a OHMVR-Division and/or Public Comment(s).

Division Comments

DIVISION COMMENTS

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.

ELIGIBLE 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.

INELEGIBLE COSTS

 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.

EQUIPMENT

 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

MATCH Calc. EXPLAINED

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.

INDIRECT COSTS

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

• perations 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).

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

Adjusting Your Cost-Estimate

EXECUTION

When can you start spending?

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.

PERFORMANCE PERIOD

 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.

PAYMENT REQUESTS

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).

REIMBURSMENTS

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.

ADVANCES

DPR 364

 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

• peration functions.

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.) :

PAYMENT REQUEST

WORKBOOKS

WORKBOOKS

WORKBOOKS

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.

FINAL PAYMENT

INELIGIBLE/INDIRECT

15 min Break

55

Law Enforcement Site Visits

56

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.

Common Issues and Concerns :

Joint jurisdiction w ith SVRAs and grants Tighter review s of LE grant monies Charging training to grants Charging equipment to grants Questions: ?

Contact:

Mark Hada: (916) 327-5734 - Office (916) 475-8130 - cell