Pre-Application Webinar: FY 2019 Stand-Alone Tribal Victim

Services Set-Aside Program

June 20, 2019

Presentation Updates

Three changes were made to this presentation after the webinar:• Slide 15, 50, 61: The application deadline was extended to 11:59 p.m. ET on

August 16, 2019. • Slide 26 and 30: The Award Period was revised to show the correct end date

(December 31, 2022).• Slide 45: Removed language re: downloading the FCQ form and replaced it with

the following language: “The responses on the Questionnaire directly impact the pre-award risk assessment and should accurately reflect the applicant’s financial management and internal control system at the time of the application.”

Today’s Presenter

Allison TurkelDeputy Director

Federal, International, and Tribal DivisionOffice for Victims of CrimeU.S. Department of Justice

Agenda 1) OVC Mission and Tribal Funding2) Breakdown of the solicitation (Helpful hint: Have a copy of the solicitation with

you to follow along and reference!)

3) How To Apply 4) Questions and Answers

OVC Mission Statement

OVC is committed to enhancing the Nation’s capacity to assist crime victims and to providing leadership in changing policies and practices to promote justice and healing for all victims of crime.

Coordinated Tribal Assistance Solicitation • Children’s Justice Act (PA-6)• Comprehensive Tribal Victim

Assistance (PA-7)

OVC’s Tribal Funding in FYs 2016-2018 **Not an exhaustive list as Tribes are also grantees through other OVC grant programs**

Training and Technical Assistance • American Indian/Alaska Native

(AI/AN) Training and Technical Assistance Program

• Tribal Financial Management Center

• National Indian Nations Conference

Discretionary Programs• FY 16 Tribal Victim Service Resource

Project• FY 16 Project Beacon: Increases

Services for Urban AI/AN Victims of Sex Trafficking

• FY 16 Self-Help Group for AN/AI Survivors of Homicide Facilitator's Guide Project

• FY 17 Developing Future Victim Specialists for Indian Country Program

Tribal Victim Services Set-Aside• FY 2018 Program 154101

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Section 2: Taking a Closer Look at the

FY 2019 Tribal Victim Services Set-Aside (VSSA) Solicitation

Where to find the Solicitation Three Great Places to Look:

1.Grants.Gov at: https://www.grants.gov/web/grants/search-grants.html

2.OVC Website: https://www.ovc.gov/grants/pdftxt/FY19-Tribal-VSSA-Solicitation.pdf

3.Office of Justice Programs Website: https://ojp.gov/funding/Explore/CurrentFundingOpportunities.htm

Solicitation UpdateThe following revisions were made to the solicitation:

• Page 10: spacing issues were corrected• Page 12 and 35: OVC reduced the critical application elements to only 3

documents:• Program Narrative;• Budget Detail Worksheet (including Budget Narrative); and• Applicant Disclosure of Pending Applications

Eligibility (who may apply) (p. 1)

The following applicants are eligible to apply:

1. Federally Recognized Indian Tribal Governments2. An organization acting as an Authorized Designee of a Federally

Recognized Indian Tribe3. Tribal Consortia consisting of two or more Federally Recognized Indian

Tribes

All applicants must submit a tribal resolution or other satisfactory evidence of legal authority from the Tribe to apply .

Eligibility (Cont.) (p. 2)Each tribe may submit only oneapplication.

Please Note: a tribe may submit their own application and ALSO be among the members of a consortium submitting a DIFFERENT application for a DIFFERENT proposal!

Eligibility (Cont.) (p. 2)Examples of an Applicant also applying as a Tribal Consortium:

Applicant X proposes to create an Elder Abuse Program and is a member of a Tribal Consortium proposing to enhance a Domestic Violence Shelter. This would be considered allowable.

Applicant X proposes to create an Elder Abuse Program to provide civil legal services and is a member of a Tribal Consortium proposing to create a program for the exact same thing. This would be considered unallowable.

Applicant X proposes to create an Elder Abuse Program to provide advocacy services to victims of crime and is a member of a Tribal Consortium that is requesting funding to provide civil legal services to victims of elder abuse served by Applicant X’s Elder Abuse Program. This would be considered allowable as long as civil legal services is NOT part of the Applicant X’s Elder Abuse Program Application.

Eligibility (Cont.) (p. 2)Applicants who:• Received funding under the FY 2018 Tribal Victim Services Set-Aside Program or

CTAS FY 2016-2018 (PA 5, 6, and/or 7) ; or

• Applied for FY 2019 CTAS funding (PA 5, 6, or 7) ARE ELIGIBLE to apply for funding!

The request for funding must be different and distinct from the activities and expenses currently being funded.

• Funds may supplement and compliment current programs. No Duplication or Supplanting! For more information, please review the DOJ Financial Guide: at https://www.justice.gov/ovw/file/892031/download

Eligibility SummaryEligible applicants must be one of the following:

1.Federally Recognized Indian Tribal Governments

2.Authorized Designee of a Federally Recognized Indian Tribe

3.Tribal Consortia

Additional Eligibility Requirements:1. Each tribe may submit only one application and also be a

member of a Tribal Consortia submitting an application.

2. The request for funding must be different and distinct from the activities and expenses currently being funded.

3. Proposals must supplement existing victim services (if any), and may not include costs that supplant (or replace) existing funding for victim services. No Duplication or Supplanting.

4. All APPLICANTS must submit a current tribal authorizing resolution or other satisfactory evidence of legal authority from the Tribe to apply for funding!

Deadline Details (p. 3)

Solicitation Opened:Wednesday, May 29, 2019

Solicitation Closes: Friday, August 16, 2019 at 11:59 pm ET

OPEN FOR…

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Program Description (p. 5)This solicitation is intended to support the ability of a tribal community to address the comprehensive needs of all crime victims and can support a comprehensive range of activities including—

• needs assessment;• strategic planning;• program development and implementation;• program expansion; and • other activities needed to address the needs of a wide variety of crime victims in tribal

communities.

Program Description (p. 6)

Apply under one of the following purpose areas:

Purpose Area 1: Establishment of a New Victim Service Program

(OVC-2019-16610)

Purpose Area 2: Coordination and

Expansion of Existing Victim Service Program

(OVC-2019-16611)

Applicants should select ONE Purpose Area, not both!

Purpose Area 1: Establishment of a New Victim Service Program (pgs. 6-7)

Who Should Apply under Purpose Area 1?

1.Applicants that have no existing victim services program should apply under this purpose area; and

2.New applicants for OVC funding are strongly encouraged to apply under this purpose area.

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Establish Partnerships: Identify partners that will play a role in reaching and serving crime victims

Convene and Mobilize Partners:Bring partners together to gain buy-in and determine a plan to coordinate.

Assess Community Needs: Work with partners and then conduct a needs assessment.

Develop a strategic/implementation plan: Develop a strategic plan for the development of the proposed victim services program.

Implementation: Implement the plan, continue to build upon what is working, and adjust what is not working.

Provide victim services: Begin providing victim services and provide community outreach and education.

Purpose Area 1: Establishment of a New Victim Service Program (pgs. 6-7)

Purpose Area 2: Coordination and Expansion of Existing Victim Service Program (pgs. 7-8)

Who Should Apply under Purpose Area 2?

Applicants wanting to enhance or expand their Victim Service Program – including:

expanding types of services provided to victims expanding populations served and/or expanding the types of crime addressed

Purpose Area 2: Coordination and Expansion of Existing Victim Service Program (pgs. 7-8)

The goal of Purpose Area 2 is for existing victim service programs to expand and enhance their victim services to:

– Become more victim-centered and culturally competent; – Provide more services, better services, serve more victims;– Enhance professionalism and support and training of staff;– Improve coordination with partners; and– Provide services to crime victims for whom there were no or limited

services previously available.

Purpose Area 2: Coordination and Expansion of Existing Victim Service Program (pgs. 7-8)

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Establish or fine-tune the role of a “Project Coordinator.”

Conduct a program scan and identify gaps in services to determine what services are currently available to crime victims.

Expand populations served and types of crime addressed.

Purchase or procure tangible items that will be used to enhance or expand victim services.

Expand and provide direct victim services to meet the short-term and long-term needs of victims.

Provide community outreach and education to ensure crime victims are able to quickly and easily access services.

Focus Areas under the VSSA ProgramOVC funds must be used to support victims of crime.

Examples of allowable focus areas to serve victims of crime include (but are not limited to):

Civil Legal Assistance for Crime Victims

Comprehensive Victim Assistance Program

Vulnerable Adults and Elder Abuse Program

Sexual Assault Program Domestic Violence Program

Child Abuse Programs including Child Advocacy

Center

Assisting Victims of Financial Abuse and Exploitation

Serving Male Survivors of Crime

Law Enforcement Based Victim Advocacy

Examples of Allowable and Unallowable Activities (pgs. 20-33)

OVC has created a chart (Appendix A) that highlights what is allowable and unallowable under this solicitation.

When thinking about what is allowable, use these two questions as a guide:1. Is this cost related to supporting or assisting crime victims?2. How does this expense help crime victims?

If you can answer those two questions in support of victims, it is most likely allowable.

While these funds can be used to provide a wide range of services for victims of crime, there are some statutory limitations on how the funds can be used.

These funds cannot be used to pay for costs associated with:

Services for criminal offenders; Primary crime prevention activities; Costs associated with law enforcement or prosecution personnel or activities; and Construction.

and know the funding limitations!

STOP

Unallowable Costs and Activities

Federal Award Information (p. 10)Estimated Total Program Funding: $90 millionAward Amount Guidelines*: $500,000- $720,00: Applicants can request MORE THAN $720,000 with a STRONG JUSTIFICATION that includes details of any exceptional need, large population, significant emergent victimization, other unique factors.Number of Awards to be Made: As many as possibleAward Period: Starts on January 1, 2020 and ends on December 31, 2022

Applicants can only apply to ONE Purpose Area, not both*All awards are subject to the availability of appropriated funds and to any modifications or additional requirements that may be imposed by law.

Section 3:Now, let’s look at the Required Documents

Program Narrative 1. Description of the Issue (25%) 2. Project Design and Implementation (30%)3. Capabilities and Competencies (20%)4. Plan for Collecting Performance Measurement

Data (5%)

Budget Detail Worksheet and Narrative (20%)Disclosure of Pending Applications (not scored)

Critical Documents (p. 17)

Without these critical documents, the

application will not proceed to peer

review.

Applications Should also Include

• SF-424

• Project Abstract

• Program Narrative*

• Budget Detail Worksheet ( and Budget Narrative)*

• Indirect Cost Rate Agreement (if applicable)

• Tribal Authority to Apply Documentation/ Tribal

Resolution

• Application Disclosure of High Risk Status

• Disclosure of Pending Applications*

• Disclosure of Lobbying Activities

• Financial Management and System of Internal

Controls Questionnaire

• Other Attachments (as needed)

1. Prior OVC Approved Strategic Plan or Logic Model

2. Resumes of Key Personnel

The following documents should be included in the application submission:

Without these (*) documents, the application will not proceed to peer review.

Complete the Application for Federal Assistance (Standard Form (SF)-424) (pg.13)

Double Check the SF-424• Type of Submission: “Application Non-Construction”• Type of Application: “New”• Descriptive Title of Applicant’s Project: Recommend using:

“OVC FY 2019 Tribal Victim Services Program”• Start/End dates: 01/01/2020 – 12/31/2022• Estimated Funding: Must match the federal request in the Budget Detail Worksheet• Authorized Representative: Must be someone with the authority to accept a federal

award.

Project Abstract (p.13)An abstract is a clear and simple summary statement about your proposal.

– 400 words or less1. Brief description of the project’s purpose; 2. Population to be served; and 3. Activities that will be implemented to achieve the project's goals and

objectives. – Written for a general public audience;– Submitted as a separate attachment with “Project Abstract” as part of its file name

(this will NOT count against the page limit for the program narrative); and– Single-spaced, using a standard 12-point font (Times New Roman) with 1-inch

margins.***KEEP IT SHORT AND TO THE POINT! ***

Program Narrative (p. 13)

Double-spaced, using a standard 12-point font (Times New Roman preferred) and no less than 1-inch margins (Strongly recommended)

Should not exceed 25 pages (pages should be numbered) and include: Description of the Issue (25%) Project Description and Implementation (30%) Capabilities and Competencies (20%) Plan for Collecting Data (5%)

Program Narrative (pgs. 13-14) Description of the Issue (25%)

Describe the specific victim services/assistance issue(s) (that is, need, crime problems, or other conditions), that this funding will help you address. For example: you might describe gaps in service, populations of victims that are underserved or not being served, or conditions caused by continuing or emergent crime problems that the tribe(s) is currently not able to adequately address.

What is the problemfunding will help

solve?

Program Narrative (pgs. 13-14)Program Design and Implementation (30%)

The Program Design and Implementation section is the most important section! This should include goals, objectives and activities that are aligned with serving victims of crime.

– What are you proposing to do, how will you utilize the funding to achieve your goals and objectives.

– Make sure the information is consistent throughout your proposal.– Create solid goals and measurable objectives that are Specific,

Measurable, Attainable, Realistic, and Time-bound – Focus on a realistic timeline to complete your project.

Program Narrative (pgs. 13-14)Capabilities and Competencies (20%)

Must include:1. Description of the applicant’s management structure;2. Current and proposed professional staff members’ qualifications

that will enable them to fulfill the program’s objectives. 3. Description on how the program will be managed and include an

organizational chart or information describing the roles of key personnel responsible for managing and implementing the major stages of the project.

Program Narrative (pgs.13-14)Plan to Collect Data (5%)

The Data Collection Plan should be a roadmap detailing how to collect each piece of the data such as:

– Quarterly Performance Measurement Tool Requirements

– Semiannual Progress Report– Deliverables– Collecting Subgrantee Data (as

applicable)

Applicants should visit OJP’s performance measurement page at

www.ojp.gov/performance for more information.

Program Narrative Tips

1. Stay within the 25 page limit.2. Use simple and concise language. Try not to use

jargon or acronyms.3. Make sure the proposal is consistent with the Purpose

Area goals and objectives and serving victims of crime.

4. Be realistic about how you will achieve goals.• Remember: you have 36 months to complete your project.

Budget Detail Worksheet (20%) (p. 14)

The proposed budget must be consistent with the program narrative and a 3 year project period.

The budget should not exceed $720,000– Applicants can request MORE THAN $720,000 with a STRONG

JUSTIFICATION that includes details of any exceptional need, large population, significant emergent victimization, other unique factors.

Budget Detail Worksheet (20%) (p. 11)

The budget must include costs for at least 2 appropriate staff to attend at least 3 required OVC training events over the life of the award:

• New Grantee Orientation• OVC Mandatory Training • 2020 OVC National Indian Nations Conference

Please use Washington, D.C., as the destination when calculating the estimated costs for required travel. The actual locations will be determined at a future date.

Budget Detail Worksheet (pgs. 11, 14)1. The Budget Narrative must relate directly to the project design.

– All budgeted expenses should be referenced in the Program Narrative. 2. Personnel costs should be limited to the key personnel for the project.3. The budget must cover 36 months of award activities.4. The narrative parts of the Budget Detail Worksheet must be clear and

relate to the Program Narrative and the amounts detailed in the spreadsheet.

Need More Help? Check out the recording of the FY 2018 Tribal Victim Services Set-Aside Phase 2: Budget Detail Worksheet Overview Webinar at: https://www.youtube.com/watch?v=x2Zbhl0S4Lc#action=share

Where to find the Budget Detail Worksheet

Visit the Office of Justice Programs (OJP) Funding Resource Center to download the OJP Budget Detail Worksheet:https://ojp.gov/funding/Apply/Forms/BudgetDetailWorksheet.htm

Budget Detail Worksheet (continued)

Do the Math— Provide calculations and total cost for each expense

Support your Request— Clearly link the expenses to the Program Narrative

Stay within Budget— Do not exceed $720K (unless justified in the Program Narrative)

Know the Timeline– All awards are for three year projects! (extensions are not allowed)

Remember that you must budget for each year

Reasonable Allowable Consistent AllocableRemember: All costs must be….

Indirect Cost Agreement (if applicable) (p. 15)

INDIRECT COSTS– Approved Indirect Cost Rate Agreement – (i.e., by cognizant Federal agency)– Current negotiated agreement rate type – (i.e., provisional/final,

predetermined)INDIRECT COSTS – De Minimis Rate

– Can be used by recipients that have NEVER had a Federally approved Indirect Cost Rate Agreement

– Charge 10% of MTDC without negotiating the rate / May be used indefinitely– Charge costs consistently as indirect/direct for all awards– Must provide documentation

Tribal Authorization Resolution (p. 15)

Tribal Resolution (letter, affidavit or other documentation as appropriate) should include:

• Authorization from the tribe(s) to implement the proposed project by the tribe or on behalf of the tribe.

• Must be signed and current.

Financial Management & Systems of Controls Questionnaire (p. 15)

• The responses on the Questionnaire directly impact the pre-award risk assessment and should accurately reflect the applicant’s financial management and internal control system at the time of the application.

• Must be completed by applicant’s chief financial officer (or equivalent).

Disclosure of High Risk Status (p. 15)All applicants must submit a Disclosure of High Risk Status Document!

If an applicant is currently designated as HIGH RISK by a federal grant-making agency, then the applicant must include the following information in its application:

1) NAME AND CONTACT INFO OF THE DESIGNATING AGENCY 2) DATE OF DESIGNATION3) REASON FOR DESIGNATION4) CORRECTIVE ACTIONS TO BE IMPLEMENTED

If the applicant is NOT designated as high risk, the application must include statement to this effect: "[Applicant Name on SF-424] (and proposed as a Subrecipient under) is not currently designated High Risk by a federal grant-making agency.”

SF-LLL: Disclosure of Lobbying Activities (p. 15)

All applicants must disclose the existence or nonexistence of lobbying activities by completing and submitting Form SF-LLL with the application.

To download the Disclosure of Lobbying Activities form, visit: https://ojp.gov/funding/Apply/Resources/Disclosure.pdf

Disclosure of Pending Applications (p. 15) The disclosure (written statement) should include both direct applications for federal funding (e.g., applications to federal agencies) and indirect applications for such funding (e.g., applications to state agencies that will subgrants federal funds). This written statement should include:

• Federal or state funding agency name • Solicitation name, project name, and description of the project• Point of contact information at the applicable funding agency

Section 4:How to Apply

How to Apply (p. 17)

• Applicants must register in, and submit applications through, Grants.gov• Registration steps are outlined in the OJP Grant Application Resource Guide• Applications Are Due: August 16, 2019 by 11:59 p.m. ET• Submit application at least 72 hours prior to the due date• Call the Grants.gov Customer Support Hotline at 800–518–4726 or 606–

545–5035 (24/7) for technical difficulties

4 Steps in Registering in Grants.Gov1. Acquire Data Universal Number System (DUNS) Number

– Applicants must have a DUNS number prior to applying– Process time: 1-2 business days

2. Acquire or maintain registration with System of Award Management (SAM) – A new entity registration (or updating or renewing a registration) in SAM.gov must

submit a notarized letter appointing the authorized Entity Administrator within thirty (30) days of the registration activation.

– Process time: 10-14 business days

4 Steps in Registering in Grants.Gov

3. Request an Authorized Organization Representative (AOR) and Grants.gov Username and Password

– Complete AOR profile and create a username and password – Process time: same day

4. Follow the E-Business Point of Contact (E-Biz POC) Steps in Grants.gov – E-Biz POC must confirm the AOR role in Grants.gov – Process time: same day

Attachment Tips

OVC strongly recommends that applicants use descriptive names when labeling attachments.

Good Examples: Bad Examples:

File Name: Budget Detail Worksheet File Name: Other AttachmentsFile Name: Letters of Support File Name: File 4

Grants.gov: Grants Learning CenterGrants Learning Center – The Grants Learning Center is your gateway to the federal grants world.• https://www.grants.gov/learn-grants.html

Grants.gov YouTube Channel – Subscribe!• https://www.youtube.com/channel/UCc7tRM0vKkTMp

xucO7iYPzQ

The Official Grants.gov Mobile App – Download in Apple App Store or Get it On Google Play• https://www.youtube.com/watch?v=Gme2RMKaU2c

1.Contact the Grants.gov Customer Support Hotline and receive a tracking number.

2.Email the Response Center at grants@ncjrs.gov within 24 hours after the application deadline.

The email must: 1.describe the technical difficulties;2.include a timeline of the submission efforts; 3.the complete grant application;4.DUNS number; and5.Grants.gov Help Desk tracking number(s).

Last Minute Technical Difficulties?

Note: OJP DOES NOTautomatically approve requests

for a late submission

Technical Problems/Request for Late Submission

The following conditions generally are insufficient to justify late submissions:

• Failure to register in SAM or Grants.gov in sufficient time

• Failure to follow Grants.gov instructions• Failure to follow each instruction in the OJP

solicitation.• Technical issues with the applicant’s computer

Before submitting your Application

be sure to upload…

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SF-424 Project Abstract Program Narrative Budget Detail Worksheet Indirect Cost Rate Agreement or De Minimis Doc (if applicable). Tribal Authorizing Resolution Financial Management and System of Internal Controls

Questionnaire Disclosure of Lobbying Activities Applicant Disclosure of Pending Applications Applicant Disclosure of High-Risk Status Other attachments

Upload all Relevant Documents (p. 35)

Important Web Resources• OVC Tribal Website: https://www.ovc.gov/news/tribal-set-

aside.html• DOJ Grants Financial Guide:

https://ojp.gov/financialguide/DOJ/index.htm• Grants Management System: https://grants.ojp.usdoj.gov/• OVC’s online Performance Measurement Tool (PMT):

https://ovcpmt.ojp.gov

Important Contact Information Technical Assistance for Submitting an Application:For technical assistance with submitting an application, contact the Grants.Gov Customer Support Hotline:

– Phone: 800–518–4726 or 606–545–5035– Email: support@grants.gov or

https://grants.gov/web/grants/support.html

• See next slide for more information…

Important Contact Information Solicitation Requirements, Programmatic and General Assistance:For programmatic and general assistance with the solicitation requirements, contact the National Criminal Justice Reference Service (NCJRS) Response Center:– Phone: 800–851–3420– Email: at grants@ncjrs.gov– web chat at https://webcontact.ncjrs.gov/ncjchat/chat.jsp.– Hours of operation: 10:00 a.m.– 6:00 p.m., eastern time, Monday–Friday,

and 10:00 a.m.–8:00 p.m., eastern time, on the solicitation closing date.

Reminder:The Deadline to Apply is August 16, 2019 at 11:59 pm ET