HomeMy WebLinkAbout20112557.tiff RESOLUTION
RE: APPROVE STATEMENT OF GRANT AWARD FOR JUSTICE ASSISTANCE GRANT FOR
NORTHERN COLORADO REGIONAL FORENSIC LABORATORY CAPACITY
ENHANCEMENT AND AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with a Statement of Grant Award for a Justice
Assistance Grant for Northern Colorado Regional Forensic Laboratory Capacity Enhancement from
the Colorado Division of Criminal Justice, Office of Adult and Juvenile Justice Assistance, to the
County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, on behalf of the Sheriffs Office, commencing October 1, 2011, and ending September 30,
2012, with further terms and conditions being as stated in said Statement of Grant Award, and
WHEREAS, after review, the Board deems it advisable to approve and accept said
Statement of Grant Award, a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the Statement of Grant Award for a Justice Assistance Grant for Northern
Colorado Regional Forensic Laboratory Capacity Enhancement from the Colorado Division of
Criminal Justice, Office of Adult and Juvenile Justice Assistance, to the County of Weld, State of
Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the
Sheriffs Office, be, and hereby is, approved and accepted.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to
sign said Statement of Grant Award.
Cl_,- SDLRC
10-3S1 I 2011-2557
SO0032
STATEMENT OF GRANT AWARD FOR JUSTICE ASSISTANCE GRANT FOR NORTHERN
COLORADO REGIONAL FORENSIC LABORATORY CAPACITY ENHANCEMENT
PAGE 2
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 28th day of September, A.D., 2011.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, C LQRADO
ATTEST: j 2 /� t�
rbar yer, Chair L
Weld County Clerk to the Board Eta is WJ E an P. C y, Pro-Tem 7-ct
Deputy CIeZ. to the Boar • Garcia
APPROV:Ed AS O : �
Davi . Long
'ounty A tome
Dougl s Radem cher
Date of signature: 10 -2'1 - I I
2011-2557
SO0032
C d s Division ofCriminal S Justice
Jeanne M.Smith,Director
7000 r p
t.
Suite 1000
COLORADO Denver,)2380215-5865
4
DEPARTMENT FAX(303)239-4491
OF PUBLIC SAFETY
August 30, 2011
Mr. Randy Winsett
Weld County, Sheriffs Department
1950 "O" Street
Greeley, CO 80631
Dear Mr. Winsett:
Re: Justice Assistance Grant(JAG) Federal Funding
Grant Number: 11-DJ-06-49-1
Project Name: Regional Forensic Lab Capacity Enhancement
The Justice Assistance Grant(JAG)Advisory Board's recommendation for funding has been
approved by the Director of the Division of Criminal Justice.
Enclosed are two sets of the Statement of Grant Award (SOGA)for the above named
project. Please do not unstaple them. Be sure to read all Special Conditions,Instructions,
and Standard Conditions listed in your Statement of Grant Award. Compare the Approved
Budget as shown on the Statement of Grant Award with the budget pages of the application,
and review the grant duration dates. Please ensure that your financial officer, bookkeeper,
or accounting office has only final, approved budget amounts.
Both sets of the Statement of Grant Award must be signed by Ms. Barbara Kirkmeyer,your
John W.Hickenlooper Authorized Official, and returned to this office. After the signatures of the Director of the
GOVERNOR Division of Criminal Justice and the Controller of the Department of Public Safety are
James H. EC
EXECUTIVE DIRECTOR obtained, the white copy you the SOGA will be returned to with the attached application.
This complete document is the official Justice Assistance Grant(JAG)contract.
Colorado State
Patrol
Colorado Bureau The following bulleted issues must be resolved. Federal funds will not be dispersed
of Investigation
until then.
Division of
Criminal Justice
Office of Preparedness, O The Certified Assurances and Special Provisions have been revised. A new set has
Security,and Fire Safety been included in this packet. Please read and have all grant Officials sign the signature
page and return this with your signed SOGA.
(U A Included in this packet is the DCJ Form 30, Certification of Compliance with Regulations,
concerning Equal Employment Opportunity Plans. This form must be completed and
DCJ returned with your signed Statement of Grant Award.
® Because you were recommended for partial funding, please review your goals and
-" objectives. If these do not need to be revised due to partial funding, send e-mail to your
grant manager stating this. If you need to revise your goals and objectives, please submit
the DCJ Form 4D, Modification of Other Grant Agreements, by October 7,2011. Funds
will not be released until this is submitted.
2011-2557
Home Page: http://dcj.state.co.us/
E-Mail: jeanne.smith@cdps.state.co.us
Mr. Randy Winsett
Page 2
August 30, 2011
The current Administrative Guide for Federal Justice Grant Program is the September 2011
edition, as amended. It is imperative that both the Financial Officer and Project Director read
and understand it. The Guide can be downloaded from our website at:
http://dcj.state.co.us/oajja/click on "Admin Guide and Instructions"from the list on the left side
of the screen. If you need a hard copy mailed to you please contact your grant manager
The objectives listed in your Project Plan in Section II of this application will become part of the
required quarterly reports. When specifying the objectives in the reports, please include the
timetable associated with each individual objective. The first quarterly report is due January 30,
2012. Training is expected to be provided by the Office of Adult&Juvenile Justice Assistance
(OAJJA) staff in November 2011 for new subgrantees'project staff. An e-mail notifying your
office of this training will be sent later.
Due to time constraints, budget reductions were made by DCJ staff. Your awarded amount was
reduced by 85.7% budget line items were reduced accordingly. If this budget is not satisfactory,
please submit a budget revision (DCJ Form 4-A) after the start of you grant.
The DCJ reporting forms that you are required to use for this project are enclosed. To obtain
additional forms please make copies of these or you can get them from our website mentioned
above. The instructions and timetable for completing the forms are contained on the forms and
in the Administrative Guide for Federal Justice Grant Programs. In addition,the data collection
forms will be e-mailed to you at the start of your grant period by your grant manager.
The following form(s) must be completed and submitted to your grant manager for prior
approval:
✓ A DCJ Form 13 - Equipment Procurement Certification Form to be completed prior
to equipment purchase.
✓ A DCJ Form 5 - Equipment Inventory is enclosed for final reporting purposes.
Please refer to Grant#11-DJ-06-49-1 in all correspondence and reports. If you have questions
about the information contained in this letter, please contact your grant manager,Bruce
Langsdon,at(303)239-4567. In order for us to better assure our ability to release funds as of
October 1, 2011, please return all the materials requested in this letter to the Office of Adult&
Juvenile Justice Assistance (OAJJA)no later than September 21, 2011.
Sincerely,
Meg W. Liam.
Program ' anager
Office of Adult&Juvenile Justice Assistance (OAJJA)
Enclosures oa➢aAsogaAdrug mergeuAG sop merge letter trm
DCJ FORM 30
CERTIFICATION OF COMPLIANCE WITH REGULATIONS
OFFICE FOR CIVIL RIGHTS, OFFICE OF JUSTICE PROGRAMS
FOR SUBGRANTS ISSUED BY THE COLORADO DIVISION OF CRIMINAL JUSTICE
INSTRUCTIONS: Complete the identfing information, which is found on the Statement of Grant Award(SOGA), in the
table below. Read the form completely, identifying the person responsible for reporting civil rights findings;and checking
only the one certification under"II"that applies to your agency. Have your Authorized Official sign at the bottom of page
2,forward a copy to the person you identified as being responsible for reporting civil rights findings and return the original to
the Colorado Division of Criminal Justice, 700 Kipling, Ste. 1000,Denver, CO 80215, within 45 days of the grant award
beginning date.
Grant# Grant Project Title:
Subgrantee Name (Funded Entity):
Address:
Duration: Beginning date: End date: Award: $
Project Director's Name& Phone it:
Person responsible for reporting civil rights findings of discrimination: (Name, address&phone)
AUTHORIZED OFFICIAL'S CERTIFICATION: As the Authorized Official for the above Subgrantee,I certify,by my
signature below,that I have read and am fully cognizant of our duties and responsibilities under this Certification.
I. REQUIREMENTS OF SUBGRANT RECIPIENTS: All subgrant recipients(regardless of the type of entity or the amount
awarded)are subject to prohibitions against discrimination in any program or activity, and must take reasonable steps to
provide meaningful access for persons with limited English proficiency.
♦I certify that this agency will maintain data(and submit when required)to ensure that: our services are delivered in an
equitable manner to all segments of the service population; our employment practices comply with Equal Opportunity
Requirements,28 CFR 42.207 and 42.301 et sea.; our projects and activities provide meaningful access for people with
limited English proficiency as required by Title VI of the Civil Rights Act,(See also,2000 Executive Order#13166).
♦I also certify that the person in this agency or unit of government who is responsible for reporting civil rights findings of
discrimination will submit these findings,if any,to the Division of Criminal Justice within 45 days of the finding, and/or if
the finding occurred prior to the grant award beginning date,within 45 days of the grant award beginning date.
H. EQUAL EMPLOYMENT OPPORTUNITY PLAN(EEOP)CERTIFICATIONS: Check the box before ONLY THE ONE
APPROPRIATE CERTIFICATION (A,B,or C below)that applies to this subgrantee agency during the period of the grant
duration noted above.
O CERTIFICATION "A" [NO EEOP IS REQUIRED if(1),(2) or (3),below, apply.] This is the Certification that
most non-profits and small agencies will use. Check all that apply to your entity.
This funded entity:
(1) is an educational,medical or non-profit organization or an Indian Tribe;
(2) has less than 50 employees;
(3) was awarded through this grant from the Colorado Division of Criminal Justice less than$25,000 in federal
U.S. Department of Justice funds.
Therefore,I hereby certify that this funded entity is not required to maintain an EEOP,pursuant to 28 CFR 42.301, et seq.
(CONTINUED ON REVERSE SIDE)
Colorado Division of Criminal Justice Page 1 of 2 Rev.9/2010
DCJ FORM 30:
CERTIFICATION OF COMPLIANCE WITH REGULATIONS,
OFFICE FOR CIVIL RIGHTS, OFFICE OF JUSTICE PROGRAMS (Continued)
II. EQUAL EMPLOYMENT OPPORTUNITY PLAN(EEOP)CERTIFICATIONS: (Continued)
O CERTIFICATION "B" (EEOP MUST BE ON FILE)
This funded entity, as a for-profit entity or a state or local government having 50 or more employees,is receiving,through
this grant from the Colorado Division of Criminal Justice,more than$25,000,but less than$500,000 in federal U.S.
Department of Justice funds.
Therefore, I hereby certify that the funded entity has formulated an Equal Employment Opportunity Plan in accordance
with 28 CFR 42.301, et seq., subpart E,that it has been signed into effect within the last two years by the proper authority
and disseminated to all employees, and that it is on file for review or audit by officials of the Division of Criminal Justice
or the Office for Civil Rights, Office of Justice Programs as required by relevant laws and regulations.
O CERTIFICATION "C" (EEOP MUST BE SUBMITTED)This funded entity, as a for-profit entity or a state or local
government having 50 or more employees,is receiving,through this grant from the Colorado Division of Criminal
Justice,more than$500,000 in federal U.S. Department of Justice funds.
Therefore, I hereby certify that the funded entity will submit,within 60 days of the award,an EEOP or an EEOP Short
Form to the U.S. Department of Justice,Office for Justice Programs,Office for Civil Rights that will include a section
specifically analyzing the subgrantee(implementing)agency. (If you have already submitted an EEOP applicable to this
time period, send a copy of the letter received from the Office for Civil Rights showing that your EEOP is acceptable.)
As the Authorized Official for the above Subgrantee,I certify,by my signature below,that I have read and am fully cognizant of
our duties and responsibilities under this Certification. I,hereby, also certify that the content of this form,other than the data
entry required,has not been altered.
///
/,& SEP 2 8 2011
[Authorized Official's signature]- [Date]
Barbara Kirkmeyer Chair
[Typed Name] [Title]
* * * * * * * * * *
This original signed form must be returned to the Colorado Division of Criminal Justice, 700 Kipling, Ste. 1000, Denver, CO
80215, within 45 clays of the grant award beginning date. You must also forward a signed copy to the person identified in the
box above. DCJ will forward a copy to the Office for Civil Rights, Office of Justice Programs, US. Department of Justice.
Colorado Division of criminal Justice Page 2 of 2 Rev.9/2010
&('//—4SJ/
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COLORADO DIVISION OF CRIMINAL JUSTIC�
�'• �''• STATEMENT OF GRANT AWARD(SOGA) 8Y
3C 0 J 2011
FEDERAL PROGRAM INFORMATION I]CJI
CFDA Number: 16.738
Federal Agency:U.S.Department of Justice.Bureau ofJustice Assistance
Federal Award Name and Number: Edward Byrne Memorial Justice Assistance Grant Program,#201 I-DJ-BX-0316
Suberantee Agency Name: Weld Counts,.Sheriffs Department
Project Director: Mr,Ronald Amdt
Project Director Address: Weld County,Sheriff's Department
1950"O"Street
Greeley. CO 8063I
Grant Number: 11-DJ-06-49-t
Project Title: Regional Forensic Lab Capacity Enhancement
Grant Period: 10'1:2011 to 9/30/2012
Date Issued: 8/30/2011
In accordance with provisions of the Colorado Revised Statutes§24-33.5-502,the Division of Criminal Justice hereby awards a grant
to the above-named subgrantee. The attached grant application(Exhibit A).including Special Provisions and Certified Assurances,is
incorporated herein as a part of this document.
APPROVED BUDGET
Budget Category Federal
Personnel S0 0(i
Supplies and Operating 50.00
Travel SO.( )
Equipment 58,000.00
' Professional Services 50.00
Confidential Funds 50.00
TOTAL AWARD AMOUNT 58,000.00
Purchase of equipment requires prior completion and approval of DCJ Form 13.
'Professional services require prior completion and approval of DCJ Form 16.
SPECIAL CONDITIONS:
I. The Subgrantec shall submit to the Division of Criminal Justice,who will then forward to the Bureau of Justice Assistance,one
copy of all reports and proposed publications resulting from this agreement thirty(30)days prior to public release. Any written,
visual,or audio publications,with the exception of press releases.whether published at the grantee's or government's expense.
shall contain the following statements:
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Statement of Grant Award (SOGA)
"this project was supported 6y Grant No. 1011-DJ-BX-0316 awarded by the Bureau of Justice Assistance. The Bureau
of Justice Assistance is a component of the Office of Justice Programs, which also includes the Bureau of Justice
Statistics,the National Institute of Justice,the Office of Juvenile Justice and Delinquency Prevention,and the Office
for Victims of Crime. Points of view or opinions in the document are those of the author and do not represent the
official position or policies of the United States Department of Justice."
2. Express written approval from the Division of Criminal Justice must be secured by the Subgrantee prior to the use of any federal
funds,either directly or indirectly,in support of enactment,repeal,modification or adoption of any law,regulation or policy,at
any level of government.
3. The Subgrantee must submit the the Division of Criminal Justice one copy of your most recent A-133 audit or financial review,
including any management report or other auditor comments,by October 31,2009.
4. The Subgrantee agrees that funds provided under this award will not be used to operate a"pay-to-stay" program in any local jail.
Subgrantee also agrees not to subaward funds to local jails which operate "pay-to-stay"programs.
5. The Subgrantee agrees to take reasonable steps to provide meaningful access to their programs and activities for persons with
limited English proficiency(LEP). For more information on the civil rights responsibilities that subgrantees have in providing
language services to LEP individuals,please see the website www.lep.gov.
INSTRUCTIONS
1. Grant activities must be based on the approved budget shown on page one of this Statement of Grant Award,and the approved
detailed budget(s)within the attached application,which supersedes any earlier budget request submitted,and which may be
different from the budget originally submitted in your application. The Subgrantee Agency must secure prior written approval
from DCJ if there is to be a change in any budget category(see DCJ Form 4-A).
2. The Financial Officer of the project must be provided a copy of this document in order to adequately prepare the necessary
financial reports.
3. The Subgrantee Agency affirms that the parties'agreement consists of a two-part document,the Statement of Grant Award
(SOGA),and Exhibit A,attached to the SOGA,which contains the Grant Application(including Project Summary,Budget and
other Documents),the Certifications,the State Special Provisions,the Grant Requirements,the Federal Certified Assurances,
and signatures of persons authorized to sign on behalf of the Subgrantee Agency on each part of the two-part document.
4. Review carefully the current applicable Administrative Guide of the Division of Criminal Justice for this grant program,that
includes procedures regarding this document,draw-down of grant funds,reporting requirements and requesting grant
modifications.
5. This grant award shall be effective upon the final approval by the State Controller or designee. No payment shall be made
pursuant to the grant prior to State Controller approval.
6. This grant award may be voided in whole without further cause if it is not signed by the Subgrantee Agency's Authorized
Official and returned to the Division of Criminal Justice within 45 days of the date of issuance.
7, The signature of the Authorized Official below should be the same as the one on the grant application.The subgrantee must
promptly notify the Division of Criminal Justice of any changes in the Authorized Official, Project Director,or Financial
Officer,by completing and submitting DCJ Form 4-B. (If changes have already occurred,submit completed DCJ Form 4-B
with this document).
8. Prior to the expenditure of the$N/A allocated for confidential funds,the project director shall sign a certification indicating
that he has read,understands,and agrees to abide by all of the conditions pertaining to confidential funds as set forth in the
effective edition of Office of Justice Programs,Office of the Comptroller, Financial Guide,Chapter 8,"Confidential Funds",
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Statement of Grant Award (SOGA)
ADDITIONAL DCJ REQUIREMENTS
(I) Commencement within 60 Days. If the Division concludes that the project has not commenced within 60 days of the start date
of the grant period,the Subgrantee Agency must report the following by letter to the Division of Criminal Justice:
a. the steps taken to initiate the project;
b. the reasons for delay;and,
c. the expected starting date.
(2) Operational Within 80 Days. If the Division concludes that the project is not operational within 80 days of the original start
date of the grant period,the Division of Criminal Justice may begin termination or reduction in grant award proceedings as
described in"Special Provisions&Certified Assurances", Section entitled"Termination or Reduction in Grant Award."
(3) All subgrants are conditioned on the ability to report to the Division of Criminal Justice all the information contained on the
DCJ quarterly narrative and financial reporting forms,which are provided with this SOGA. Technical assistance is available
upon request.
(4) These funds cannot be guaranteed beyond the end date of the grant period on page 1 of this SOGA. Unexpended funds
remaining at the end of the grant period must be returned to the Division of Criminal Justice.
RETURN:
ALL SETS of the Statement of Grant Award with ORIGINAL SIGNATURES to: Division of Criminal Justice,Office of Adult and
Juvenile Justice Assistance,700 Kipling Street,Suite 1000,Denver,CO 80215. After other required signatures are obtained,the
white SOGA copy with approved application will be returned to your Project Director.
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Statement of Grant Au and(SODA) (/
Grant Routing Number 3 7/ 0 3
THE PARTIES HERETO HAVE EXECUTED THIS BINDING SUBGRANT AWARD
•Persons signing for Subgrantee hereby swear and affirm that they are authorized to act on Subgrantee's behalf and
acknowledge that the State is relying on their representations to that effect.
SUBGRANTEE: STATE OF COLORADO:
Weld County, Colorado JOHN W.IIICKENLOOPER.GOVERNOR
Legal Name of;Subgrantee Agency
Bv
ej „ _
TU i„ <
*SIGNATURE of.Iudtortced OJJictal By DIRECTOR Co orudn ivision n(('riminalJustice
JEANNE M.SMITH
Barbara Kirkmeyer, Chair /
Print:Nome eW Title of.ludrorized O(J'rchd Date Signed: /Q.T r7-1/
Date Signed: SEP 2 8 2011
STATE OF COLORADO LEGAL REVIEW:
See Contract Routing Waiver rt I 85
(or.if not Hatred)
John W.Suthers,Attorney General
By:
Signature-Assistant Attorney General
Date Signed:
ALL CONTRACTS &SUBGRA NT AWARDS MUST BE APPROVED BY THE STATE CONTROLLER
CRS 24-30-202 requires that the State Controller approve all state contracts.This suhgrant award is not valid until
signed and dated below by the State Controller or delegate. If performance begins prior to the date below,the State of
Colorado may not he obligated to pay for the goods andror services provided.
STATE CONTROLLER:
David J.McDermott,CPA
By: l Date Signed:Signed: I //-2 if (
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79o//-975 5/
•
STATE USE ONLY: App# 04,-91-3 I Grant#//-DS-06,_99_1 Award$ 100O J
Note:Because this document/s protected,you cannot run spelcheck.
SECTION I APPLICANT INFORMATION
Project Title: Northern Colorado Regional Forensic Laboratory Capacity Enhancement
Applicant Agency: Weld County Sheriffs Office
Project Director: Randy Winsett
Contact Name: Ronald E Arndt
Street Address: 1950 O Street
City: Greeley ZIP: 30631
Telephone: 970.356.4015 ex 3638 Fax: 970.304.6447
E-mail: rarndt@co.weld.co.us
Type of government(check only ONE):
❑State ❑City/Town ®County ❑Indian Tribe ❑District Attorney ❑Special Districts
Federal Employer ID Number: 8 4 6 0 0 0 8 1 3 DUNS Number: 0 7 5 7 5 7 9 5 5
Has applicant agency registered with the Central Contractor Registration(CCR)database?(check only ONE)
0 Yes(CCR attached) El No
Requested JAG Amount:$ 109.907 Total Project Cost$
Project Duration(mm/dd/yyyy) From: 10/1/2011 To: 9/30/2012
Project Abstract(Provide a brief description of proposed project.Limit to space provided.)
The Northern Region Lab Group is a collaborative effort between the Colorado Bureau of Investigation, Larimer County
Sheriff's Office,Weld County Sheriffs Office,Fort Collins Police Department,Greeley Police Department and Loveland
Police Department. It is the goal of this group to bring forward a unified effort toward the improvement of all areas of
forensic services in Northern Colorado and to create a full service regional forensic laboratory.Currently the Northern
Colorado Regional Forensic Laboratory resides in 4 locations and provides the following services:Computer Forensics.
Latent Prints, Shoe and Tire Impressions,FirearmsiToolmarks and Chemisty.Future plans involve combining all
disicplines in a single facility and adding Biological Sciences. In order to achive these goals and to provide forensic
services in an effective,efficient process that meet the accreditation standards expected within the field,the lab staff is
in need of additional equipment that use the most up-to-date technologies and methodologies.
Continuation Projects:
(Provide a brief synopsis of what this project accomplished with its previous grant award. Limit to space provided.)
• • • • . 1 /
Program Area:(check ONE)
❑Corrections and Community Corrections Programs El Planning,Evaluation,Technology Improvement
❑Crime Victims&Witness Protection ❑Prevention and Education Programs
O Drug Treatment Programs ❑Prosecution and Court Programs
®Law Enforcement
Prior JAG Funding(including JAG ARRA/Recovery)for This Project If none,indicate that this is a®NEW project
Grant Number: Federal Funds Awarded:
$
-- s
Implementing Agency:
Agency Name: Weld County Sheriffs Office
Contact Name: Ronald E Arndt
Street Address: 1950 O Street
City: Greeley ZIP: 80631
Telephone: 970.356.4015 ext 3638 Fax: 970.304.6447
E-mail: ramdt@co.weld.co.us
Service Area:
U.S.Congressional District(s): ❑ 1 ❑2 ❑3 ®4 ❑5 O 6 O 7 O Statewide
Judicial District(s)(Identify by District Number):8th and 19'"judicial districts
Cities and Counties(List primary cities and counties to be served):
Fort Collins,Greeley,Larimer and the counties of Larimer and Weld.CBI(Chemistry section)offers service to all
agencies submitting controlled substances to the lab.
Age of Target Population(check all that apply): ®All ❑0-12 ❑13-17 O 18-24 ❑Over 25
For Law Enforcement Applications:
Total#of active officers: Average#of officers deployed per shift:
Are patrol vehicles taken home by officers? ❑Yes ❑No If yes,#of vehicles
For Direct Service Applications
How many clients will be served using grant funds? #Adults #Juveniles(birth to age 18)
What is the cost per client? $
Briefly explain the methodology for achieving this cost:
2 /
SECTION II PROJECT SUMMARY(RrfPt to instructions)
1)PROBLEM STATEMENT(Limit—one page)
What problem will the project be addressing?Briefly illustrate the problem using local or state data when possible.
Larimer County and Weld County Colorado have large populations(292,000 and 249,000 respectively)that are spread
over rural and municipal law enforcement jurisdictions. The area includes three major cities:Fort Collins(138,000),
Greeley(92,000)and Loveland(66,000). Two of the communities also have medium to large public colleges,Colorado
State University and the University of Northern Colorado(enrollments of over 25,000 and 13,000 respectively). There
is much diversity in our respective communities,including how we police. Over the past two decades much has been
accomplished in terms of sharing resources. Drug Task Forces and Special Weapons and Tactics teams work
together,as well as the existence of joint Emergency Management plans. Until 2007.however,little had been
discussed about what each agency had and what could be shared in the area of forensic investigative services.
In the recent past the two Sheriffs Offices and three city Police Departments each provided forensic services and had
staff of varying size and specialties,primarily in the areas of chemistry,latent prints and digital media.The lab has
combined the disciplines into 4 central locations by discipline.The combined agencies'latent print examiners have
completed more than 8,000 cases over the last 4 years.Prior to 2011 there was a high number of backlog requests for
service which resulted in delays,increased turnaround time and decreased efficiency for each agency.Although each
agency had at least one position trained in latent print examination,the agencies also relied heavily on the state's crime
lab,the Colorado Bureau of Investigation(CBI)in Denver,for analysis of evidence that each agency's limited resources
were not able to address.However,as a result of the partnership and the establishment of a regional crime lab in
northem Colorado,the backlog problems in this discipline have been eliminated. Due to this efficiency in output,the
latent fingerprint section has expanded its services to other cities within the northern Colorado region.As generally
happens,once it is known the backlog is reduced there is an increase in submissions.It is expected that the number of
submissions will grow.ln order to maintain the current turn-around time additional instrumentation to take advantage of
newer technologies is being sought to allow more effective use of time, keeping analysts working rather than waiting
for a single computer/software program to become available.
The Digital Media Section, has grown to 6 analysts and in the last two years they completed over 600 cases both in
audio/video cases as well as computer and cell phone crimes.The demands for their services continue to expand,
especially in the area of computer crimes against children.In fact in a recent article the FBI stated that"no other crime
is growing at the 2,500 percent rate the FBI claims for child pom arrests". The Digital Media analysts are also actively
involved with Internet Crimes Against Children and routinely assist local agencies as well as those In Logan and
Morgan counties with child pornography cases.The number of cases processed monthly does not keep up with
demand for services and there is a backlog of over 110 cases within this discipline.Obviously,the demand for this
service is greater than the lab's capacity to meet the current requests for service.However,staffing can only be
expanded to a certain level.Therefore,there is a need for additional equipment to allow for a robotics-type approach to
the downloading and analysis of the data obtained from the digital media devices submitted.It has also been observed
with recently submitted cases a trend with an increase in the storage size(terabytes)of the computers submitted as
well as the volume of data(gigabytes)of containing unlawful images.
Finally the regional laboratory has added firearms/toolmarks as a service available to the five agencies involved in this
collaborative forensic lab group.An analyst within the lab has completed his firearms training and this discipline will
soon be brought on line.The basic needs of the firearm section have been addressed,but new technological options
and equipment needs still exist to allow for the analyst to provide all of the full services possible within the firearms
discipline.
This is where the lab is seeking grant funding;to optimize the existing resources within our respective labs,to
compliment these resources with new or additional equipment,and expand the services through the implementation of
more effective and efficient services brought about through the purchase and use of this equipment.
3 /
2)PROJECT PLAN(Limit-two pages)
In a narrative format,describe your project's goals and objectives and the plan to accomplish them.How will this
project address one or both of the goals of the JAG program?This section should clearly and succinctly describe what
is going to be done. Include information about whether the proposed project includes research,evidence-based or
promising practices,programming or activities.Be sure to address number of clients to be served,types of services
and cost per client of providing direct services. Include a discussion of project resources and responsible parties.
The first step of this project is to bring together all of the resources that each agency currently possesses in each
discipline under one roof. This is being addressed in the areas of latent print analysis,digital evidence analysis,
firearms analysis and chemical analysis.The lab group has identified possible facility sites and some initial funds to
begin the process of creating a full service lab under one roof,with the goal of adding forensic biological analysis in the
near future. In addition to the centralizing of the current lab teams into one facility,the lab is also working along-side
CBI to obtain ISO 17025 accreditation in 2013.The CBI has offered support in assisting the lab in reaching this goal,
with funds to help in the quality control and quality assurances as well as the accreditaion process(application and
audit)itself.
The second step of this project,and where the lab seeks grant funding,is to acquire and put into use the resources
sought to enhance the local service deliverables.
Objective One: To expand the capacity and service of the latent print and shoe and tire section of the laboratory.
Currently the section has one foray adams aquiring station.This station allows the analyst to aquire a latent by
scanning the latent lift or photographing the latent.Then the analyst can use Photoshop to clean up and enhance the
latent image. Everything the analyst does to the latent is docmented and archived,so if need be it can be reproduced
at a later time and if questioned in court the analyst has documentation to support their analytical process.The final
comparison is then performed by the analyst using a single computer monitor or if needed a hand held magnifier.This
request is to allow the lab to purchase a server for the acquiring station.
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2)PROJECT PLAN-Continued,page 2
5 /
•
3)GOALS 8 OBJECTIVES
Concrete objectives should be defined for the project that are time framed and measurable.These are the elements
against which your project will be evaluated.Outcomes should indicate the change or benefit the project is expecting to
produce and measures identify how the project will document the change that has occurred.
Outcome/Measurement: I Timeframe:
Goal 1:Expand the capacity and therefore the efficiency of the latent print/shoe and tire section of the Northern
Colorado Regional Forensic Laboratory through the purchase of equipment and software that will be implemented upon
delivery and validation.
Objective 1.1: Issue purchasing documents,as per Weld County fiscal rules,and acquire the following equipment in
a timely fashion.
Delivery and validation of the above listed pieces Within 90 days of the release of funds.
of equipment.
Objective 1.2: Increase the number of cases completed be analyst as a result of the equipment added to the latent
print section.
Number of cases completed per analyst per By 9/30/12
quarter.
Outcome/Measurement: I Tlmeframe:
Goal 2:
Objective 2.1:
Objective 2.2:
6
Outcome/Measurement: I Timeframe:
Goal 3:
Objective 3.1:
Objective 3.2:
7 /
4)MANDATED PERFORMANCE MEASURES I PROJECT EVALUATION(Limit—two pages)
4A)Specific performance measures will be required for each grant program area as required by federal grant
guidelines.Describe the process by which this data will be collected,confirmed and reported to DCJ within the required
time frame.See Appendix A of Application Instructions for copies of the mandatory reporting forms.
The grant request is for an equipment purchase,therefore,the core of the information will be detailed in terms of the
date that the purchase requests are placed for each piece purchased,the date the equipment was received,and the
date it was brought on line.
Generally it requires a 6 to 12 month period to reflect the impact of such a grant,as there is a time lag between the
equipment delvery set-up,the learning curve and the reflected impact on the system once every thing is in place.The
initial purchasing can be documented as per the mandatory reporting forms. In general once the final dollar is spent
down a grant close-out is written. However,if trends,such as backlog reduction or more significantly,case output,
needs to be tracked so as to see the impact of the added equipment from that grant period,the reporting time frame
could be extended and data collected as needed or desired.Therefore consideration of data collection beyond the final
drawdown of funds may be provided if requested or required by the grant administrators.
48)How will project success be determined?How will it be measured?How will the results be analyzed?Describe the
impact of the project and its affect on other agencies and organizations.
As noted above,the success of the project may be best measured by the change in case output per analyst.Being
careful to ensure the quality of the work is not compromised,this measuring stick should provide the information
needed to measure the success from a pure numbers perspective.If the project goes as planned,the equipment is in
place and everyone is correctly trained on its use,than there should be an increase in the number of cases completed
in a given time period compared to a time measured before the equipment is added.Agency feed back is another way
of tracking success.A survey to the submitting detectives and the DA offices may also provide a level of the satifaction
of the work and service provided. In the case of latents,with the backlog being reduced to none,the survey,as well as
a change in the number of identifications made might be of greater value than case output.
The impact of the project will be a continued quality product being delivered and improved service to the law
enforcement community.Returning cases back to agencies sooner will allow the submitting detectives/investigators
opportunity to follow-up their cases faster,make necessary arrests,get charges filed and have the cases move through
the justice system in a more timely manner.When done in a way that focuses on quality work and timely response,the
safety of the community is ensured.The right individuals are removed from being a public threat,the community is
safer,confidence in the law enforcement community grows and there are cost savings to the community.Savings in
money spent per case at the law enforcement level and also in the court system.There is also a benefit in the reduction
in costs paid out by insurance companies to reclaim losses,and this also has a financial benefit for the members of the
community.
•
4C)Will research be conducted as part of this project? ®No ❑Yes
If yes,check the type of research proposed:
❑The planned research/evaluation activities do not involve the collection of information identifiable to private persons.
❑The planned research/evaluation activities involve the collection of information identifiable to private persons.
If the second box is checked,in the area below describe the procedures that will be put in place to ensure administrative
and physical security of identifiable data and to preserve anonymity of private persons to whom information relates.
5)SUSTAINABIIITY:
What steps will be taken to sustain this project after these federal funds are no longer available?
The five agencies comprising the Northern Region lab Group have made a commitment over the next 10 years to keep
the lab operational and to support the regional laboratory with staff,equipment and operating costs.The positive impact
anticipated by the additional equipment purchases will enhance the work already being done and will in itself generate
a need and desire to continue on with the program.
The most difficult part of any project is getting the momentum to get the project moving forward in a postive direction.
Many steps have already been taken to generate the needed impetus, including funds from 2 previous JAG grants
within the last 3 years.The purchase of equipment from these previous grants,along with the equipment requested in
this grant will only serve to allow the lab staff to:become more effective and efficient;increase the number of cases
being completed and returned;improve the quality of the work product begin generated;and more positive
identifications being made by analsyts.All of these factors combined are more than enough incentive to continue the
project after the federal dollars are no longer available.
Steps taken:
1.Purchase the equipment as soon as funds become available.
2.Track the impact of the equipment in terms of case output and provide this to the individual board members to take
back to their CEO's.
3.Maintain expected results and provide additional training to improve the quality of the evidence collected at the
scenes.
4.Become ISO 17025 accreditated as the Northern Colorado Regional Forensic laboratory.
g
SECTION III -COLLABORATION (Refer to instructions)
1)OTHER AGENCIES AND ORGANIZATIONS(Limit-one page)
1A)Describe the collaborative efforts/planning that have already occurred.
As noted above,the Northern Region Lab Group is represented by members from the Colorado Bureau of
Investigation,Weld County Sheriffs Office, larimer County Sheriffs Office.Fort Collins Police Department,Greeley
Police Department and the Loveland Police Department.In addition representatives from the 8th and 19`h judicial
districts are present as voting members in the decision making process.This group has been meeting together since
2007 working together to combine staff,resources,and facilities to develop a regional forensic laboratory. Its ultimate
goal is to centralize the laboratory under one roof,with the necessary staff,personnel and equipment to serve the
Northern Colorado region with a full service. ISO 17025 accreditated laboratory.They recently added firearms as a
discipline,created team leader positions as well as a lab director, all with the goal of creating a single centralized,full
service lab facility.
The board continues to meet so as to support,administer and plan for the future of the reional lab.
1B)Identify additional agencies,organizations,and planning groups that will be included in the planning and
implementation of this project.
The Weld County Commisioners and other Weld county employees involved in the administration of this grant.
10/
•
SECTION IV- CON HNUA HON APPLICANTS(Rotor to mstractions)
For continuation applications(projects)only.
1)PROJECT CHANGES(Limit—1/2 page)
Describe any significant project changes(programmatic or budgetary)in this proposal from the previously funded project.
2)EVALUATION OF PAST PROGRESS(Limit—1/2 page)
Summarize the extent to which each of the projects goals and/or objectives were met,with supporting data included.
If a specific objective was not achieved,or only partially achieved,provide an explanation.
t1/
SECTION V--BUDGET
1)BUDGET TABLE(Please refer to application instructions for more detail on completing the budget tables.)
A)PERSONNEL (1) (2) (3) (4) TOTAL
Note:You have to TAB through Annual Annual Sub-Total %to be
fields to activate calculation Full-time Fringe paid by
functions. Salary Benefit Cost grant funds
NA---4 $ + $ =$0 x °/0 $0
$ + $ =$0 x °/0 $0
- $ + $ _$0 x % $0
$ + $ _$0 x % $0
$ + $ =$0 x % $0
$ + $ =$o x % $0
$ + $ =S0 x % $0
$ + $ =$0 x % $0
TOTAL PERSONNEL COST to be charged to this grant $0
B)SUPPLIES AND OPERATING TOTAL
NA $
TOTAL SUPPLIES AND OPERATING COST to be charged to this grant $0
12/
C)TRAVEL(Designate specifically in-state and out-of-state travel) TOTAL
NA $
$
$
$
TOTAL TRAVEL COST to be charged to this grant $0
D)EQUIPMENT(Items costing$5,000 or more—see Instruction Manual) TOTAL
Dell Server $8,000
S
S --
S
$o
TOTAL EQUIPMENT COST to be charged to this grant $8,000
E)CONTRACTED,CONSULTANT AND PROFESSIONAL SERVICES TOTAL
NA $
S
TOTAL CONTRACTED,CONSULTANT AND PROFESSIONAL SERVICES COST $0
to be charged to this grant
F)TOTAL OF ALL PROJECT COSTS(A through E) S 8,000
(This should equal the requested JAG amount listed on page 1)
. 13/
2)BUDGET NARRATIVE(Limit-three pages)
Refer to instructions.Follow the same categories and line items as in the Budget Summary.YOU MUST INCLUDE A
COST CALCULATION AS THE BASIS FOR YOUR BUDGETED AMOUNTS.'You must provide a detailed budget and
budget narrative for anything listed under Budget Category E(Contracted,Consultant and Professional Services).
Objective One-To expand the capacity and service of the LATENT PRINT section of the laboratory.Currently the
section has one foray adams aquiring station.This request is to allow the lab to put together the software,hardware and
server which if purchased through a vendor as a package would be approximately$58,000.The following is a
breakdown of equipmentIsupplies needed to match that offered by a vendor in a"forensic package".
1) Dell enhanced availability solution server. $8,000.
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2)BUDGET NARRATIVE-Continued,page 2
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15/
2)BUDGET NARRATIVE-Continued,page 3
16/
3)TOTAL PROJECT FUNDING
Will this project BE FUNDED using ADDITIONAL FUNDS other than those provided from this grant? ®No O Yes
If yes,list the type and approximate amount of other funding that will be used to support this project.
Fund Type/Describe Amount
Federal $
Direct Federal JAG Award'(see below) $
State $
County Government $
Municipal Government $
Private $
Other—specify T $
TOTAL $
'Certain jurisdictions(cities and counties)are eligible to receive JAG funds directly from the Bureau of Justice
Assistance.If your jurisdiction is eligible to receive JAG funds directly from the Bureau of Justice Assistance,
please specify the amount of those funds devoted to this project.
17/
4)FINANCIAL MANAGEMENT—Please complete the items below.
A. Has a copy of your last independent audit or financial review been previously submitted to DCJ?
❑No 9 Yes If YES,to which program?VAWA Grant 29-W/-19-48 ON 10-26-2010.
If audit last provided to DCJ is older than one year,include one copy of the most recent audit or financial review,
including any management report or other auditor comments in the appendix.Also,if there were findings,please
attach the audit resolutions and/or corrective action plan.
B. Does your agency expend over$500,000 from combined federal sources in a year?
❑No 9 Yes If YES,attach a copy of the A-133 audit,including audit resolutions and/or corrective action plan.
C. Please respond to the following questions about whether your accounting system meets the criteria for managing
federal grant funds.(These questions cover areas that will be monitored by DCJ staff during site visits or through
other reporting mechanisms.They are not intended to be all inclusive and do not substitute for the agency's
responsibility to meet all federal and state requirements for these grant funds.)
9 Yes ❑No Does your accounting system separate ALL revenues and expenditures by funding source?
9 Yes ❑No Does your system track revenues and expenditures for each grant award separately through a
sub-ledger system?
9 Yes ❑No Does your system allow expenditures to be classified by the broad budget categories listed in the
approved budget in your grant,i.e. Personnel,Supplies and Operating,Travel, Equipment and
Professional Services?
9 Yes ❑No Do you reconcile sub-ledgers to your general ledger at least monthly?
9 Yes ❑No Do you mark your invoices with the grant number?
9 Yes ❑No Do you maintain time sheets,signed by the employee and supervisor for each employee paid by
DCJ grant funds?
9 Yes ❑No Do you have written financial policies and procedures in place?
9 Yes ❑No Do you have accounting internal controls in place,such as separation of duties,two signatures on
certain checks,reconciliations or other reviews?
For Continuation Applicants only:
9 Yes ❑No Do you use your accounting system data to prepare your quarterly financial reports for DCJ?
9 Yes ❑No Do you reconcile your accounting system data with your quarterly financial reports for DCJ?
If you answered"NO"to any questions above,please provide a brief explanation below.
• •
18/
Special Provisions and Certified Assurances pV
Special Provisions&Certified Assurances must be submitted xith the application vC0 V
, G
CHECK BELOW TO INDICATE WHICH CATEGORY BEST DESCRIBES YOUR AGENCY:�Y,�t� C. 5't�N,
CS p
Inter-Governmental Grant r,
/ Grant to a Colorado State Agency(Section A dues not apply) w_
Grant to a Unit of Local Government,Tribal Government,or Special District.
Grant to a Non-Profit,Private Organization(Non-Governmental)
SECTION VI-CERTIFICATIONS
The applicant certifies by signing that the project described in this application meets all the requirements of the applicable governing
legislation as indicated below;that all information contained in the application is correct;that there has been appropriate coordination
with affected agencies;and,that the applicant will read,understand and comply with all provisions of the governing legislation and all
other applicable federal and state laws, rules and regulations that have been or may hereafter be established. The applicant further
understands and agrees that any subgrant award received as a result of this application shall be subject additionally to the grant conditions
set forth in the Statement of Grant Award,and in the current applicable Administrative Guide of the Division of Criminal Justice.
GOVERNING 1 EGISLATION FO$ZIs:GRANT PROGRAM:
Edward Byrne Memorial Justice Assistance Grant Program. From the United States Department of Justice,Bureau of Justice
Assistance,under federal statutory authority Title I of the Omnibus Crime Control and Safe Streets Act of 1968,42 U.S.C.3701,
eJ seq.,as amended,and under applicable program rules and regulations established by said federal program office.
A.STANDARD STATE SPECIAL PROVISIONS
Revised 1-1-09
I. CONTROLLER'S APPROVAL CRS 24-30-202(1)
This subgrant award shall not be valid until it has been approved by the Colorado State Controller or designee.
2. FUND AVAILABILITY.CRS 24-30-202(5.5)
Financial obligations of the State payable after the current fiscal year are contingent upon funds for that purpose being
appropriated,budgeted,and otherwise made available.
3. GOVERNMENTAL IMMUNITY.
No term or condition of this subgrant shall be construed or interpreted as a waiver,express or implied,of any of the immunities,
rights,benefits,protection,or other provisions,of the Colorado Governmental Immunity Act,CRS§24-10-101,a seq.,or the
Federal Tort Claims Act,28 U.S.C.§§l346(b)and 2671,et seq.as applicable now or hereafter amended.
4. INDEPENDENT CONTRACTOR.
(THIS PROVISION IS NOT APPLICABLE TO GRANT'S TO COLORADO STATE AGENCIES):
THE SUBGRANTEE AGENCY SHALL PERFORM THE. DUTIES FUNDED UNDER THIS GRANT AS AN
INDEPENDENT CONTRACTOR AND NOT AS AN EMPLOYEE OF THE STATE. NEITHER THE SUBGRANTEE
AGENCY NOR ANY AGENT,SIJ B-CONTRACTOR,OR EMPLOYEE OF THE SUBGRANTEE AGENCY SHALL BE OR
SHALL BE DEEMED TO BE AN AGENT OR EMPLOYEE OF THE STATE BY VIRTUE OF THIS SUBGRANT.
SUBGRANTEE AGENCY SHALL PAY WHEN DUE ALL REQUIRED EMPLOYMENT TAXES AND INCOME TAX AND
LOCAL HEAD TAX ON ANY MONIES PAID PURSUANT TO THIS GRANT. SUBGRANTEE AGENCY
ACKNOWLEDGES THAT THE SUBGRANTEE AGENCY AND ITS EMPLOYEES ARE NOT ENTITLED TO
UNEMPLOYMENT INSURANCE BENEFITS UNLESS THE SUBGRANTEE AGENCY OR THIRD PARTY PROVIDES
SUCH COVERAGE AND THAT THE STATE DOES NOT PAY FOR OR OTHERWISE PROVIDE SUCH COVERAGE.
SUBGRANTEE.AGENCY SHALL NOT HAVE AUTHORIZATION,EXPRESS OR.IMPLIED,TO BIND THE STATE TO
ANY AGREEMENTS,LIABH.ITY,OR UNDERSTANDING EXCEPT AS EXPRESSLY SET FORTH HEREIN. IF
THIS GRANT PROVIDES FUNDS FOR ANY PERSONAL SERVICES,SUBGRANTEE AGENCY SI IALL PROVIDE AND
KEEP IN FORCE WORKERS COMPENSATION(AND SHOW PROOF OF SUCH INSURANCE)AND UNEMPLOYMENT
COMPENSATION INSURANCE. IN THE AMOUNTS REQUIRED BY LAW AND SHALL BE SOLELY RESPONSIBLE.
FOR ITS ACTS OF ITS EMPLOYEES,INDEPENDENT SUB-CONTRACTORS AND AGENTS.
JAG Special Provisions.and CernJied,lssaranees Page l of 14 Revised June 2011
Y/-,Q5 7
Special Provisions and Certified Assurances
Special Provisions&Certified Assurances must be submitted with the application
5. COMPLIANCE WITH LAW.
The Subgrantee Agency shall strictly comply with all applicable federal and State laws, rules, and regulations in effect o:
hereafter established, including,without limitation, laws applicable to discrimination and unfair employment practices.
6. CHOICE OF LAW.
Colorado law, and rules and regulations issued pursuant thereto, shall be applied in the interpretation, execution, am
enforcement of this subgrant. Any provision included or incorporated herein by reference, which conflicts with said laws, rules
and regulations shall be null and void. Any provision incorporated herein by reference which purports to negate this or any other
Special Provision in whole or in part shall not be valid or enforceable or available in any action at law, whether by way o
complaint, defense,or otherwise. Any provision rendered null and void by the operation of this provision shall not invalidate tht
remainder of this subgrant,to the extent capable of execution.
7. BINDING ARBITRATION PROHIBITED.
The State of Colorado does not agree to binding arbitration by any extra-judicial body or person. Any provision to the contran
in this subgrant award or incorporated herein by reference shall be null and void.
8. SOFTWARE PIRACY PROHIBITION.(Governor's Executive Order D 002 00)
State or other public funds payable under this subgrant shall not be used for the acquisition, operation, or maintenance o
computer software in violation of federal copyright laws or applicable licensing restrictions. The Subgrantee Agency hereb;
certifies and warrants that, during the term of this subgrant and any extensions,the Subgrantee Agency has and shall maintain it
place appropriate systems and controls to prevent such improper use of public funds. If the State determines that the Subgrantet
Agency is in violation of this provision, the State may exercise any remedy available at law or equity or under this Subgrant
including, without limitation, immediate termination of the Subgrant and any remedy consistent with federal copyright laws o.
applicable licensing restrictions.
9. EMPLOYEE FINANCIAL INTEREST/CONFLICT OF INTEREST CRS§§24-18-201 &CRS 24-50-507.
The signatories aver that to their knowledge, no employee of the State has any personal or beneficial interest whatsoever in tin
service or property described in this subgrant award. The Subgrantee Agency has no interest and shall not acquire any interest
direct or indirect, that would conflict in any manner or degree with the performance of Subgrantee Agency's services am
Subgrantee Agency shall not employ any person having such known interests.
10. VENDOR OFFSET.CRS§§24-30-202(1)&CRS 24-30-202.4[Not applicable to intergovernmental grants]
Subject to CRS §24-30-202.4 (3.5),the State Controller may withhold payment under the State's vendor offset intercep
system for debts owed to State agencies for: (a) unpaid child support debts or child support arrearages; (b) unpad
balance of tax, accrued interest,or other charges specified in CRS §39-21-101,et seq.; (c)unpaid loans due to the Studen
Loan Division of the Department of Higher Education; (d) amounts required to be paid to the Unemploymen
Compensation Fund; and (e) other unpaid debts owing to the State as a result of final agency determination or judicia
action.
11. FEDERAL FUNDING.
This subgrant is subject to and contingent upon the continuing availability of federal funds for the purposes hereof.
12. PUBLIC CONTRACTS FOR SERVICES. CRS §8-17.5-101. [Not Applicable to agreements relating to the offer, issuance
or sale of securities, investment advisory services or fund management services, sponsored projects, intergovernmenta
agreements, or information technology services or products and services] The Subgrantee Agency certifies, warrants, an
agrees that it does not knowingly employ or contract with an illegal alien who will perform work under this subgrant and wil
confirm the employment eligibility of all employees who are newly hired for employment in the United States to perform worl
under this subgrant, through participation in the E-Verify Program or the Department program established pursuant to CRS §8
17.5-102(5)(c), the Subgrantee Agency shall not knowingly employ or contract with an illegal alien to perform work under thi
subgrant or enter into a contract with a subcontractor that fails to certify to the Subgrantee Agency that the subcontractor shal
not knowingly employ or contract with an illegal alien to perform work under this subgrant.The Subgrantee Agency(a)shall no
use E-Verify Program or Department program procedures to undertake pre-employment screening of job applicants while thi
subgrant is being performed, (b) shall notify the subcontractor and the contracting State agency within three days if th
Subgrantee Agency has actual knowledge that a subcontractor is employing or contracting with an illegal alien for work unde
this subgrant, (c) shall terminate the subgrant if a subcontractor does not stop employing or contracting with the illegal aliei
within three days of receiving the notice, and (d) shall comply with reasonable requests made in the course of an investigation
undertaken pursuant to CRS §8-17.5-102(5),by the Colorado Department of Labor and Employment. If the Subgrantee Agencl
participates in the Department program, the Subgrantee Agency shall deliver to the contracting State agency, Institution o
JAG Special Provisions and Certified Assurances Page 1 of 14 Revised June 2011
Special Provisions and Certified Assurances
Special Provisions&Certified Assurances must be submitted with the application
Higher Education or political subdivision a written, notarized affirmation, affirming that the Subgrantee Agency has examiner
the legal work status of such employee, and comply with all of the other requirements of the Department program. If thi
Subgrantee Agency fails to comply with any requirement of this provision or CRS §8-17.5-I01 et seq., the contracting Stag
agency, Institution of Higher Education or political subdivision may terminate this subgrant for breach and,if so terminated, th.
Subgrantee Agency shall be liable for damages.
13. •PUBLIC CONTRACTS WITH NATURAL PERSONS. CRS §24-76.5-101. Subgrantee Agency, if a natural person eighteei
(18)years of age or older,hereby swears and affirms under penalty of perjury that he or she(a) is a citizen or otherwise lawfull:
present in the United States pursuant to federal law, (b) shall comply with the provisions of CRS §24-76.5-101 et seq., and (c
has produced one form of identification required by CRS §24-76.5-103 prior to the effective date of this subgrant.
B. GRANT REQUIREMENTS
1. FINANCIAL&ADMINISTRATIVE MANAGEMENT
a. The Subgrantee assures that fund accounting, auditing,monitoring,evaluation procedures and such records as necessar
will be maintained to assure adequate internal fiscal controls, proper financial management, efficient disbursement o
funds received, and maintenance of required source documentation for all costs incurred. These principles must b
applied for all costs incurred whether charged on a direct or indirect basis.
b. All expenditures must be supported by appropriate source documentation. Only actual, approved, allowabl.
expenditures will be permitted.
c. The Subgrantee assures that it will comply with the provisions of the current applicable Administrative Guide of th
Division of Criminal Justice which is hereby incorporated by reference. However, such a guide cannot cover ever
foreseeable contingency, and the Subgrantee is ultimately responsible for compliance with applicable state and federa
laws,rules and regulations.
2. PAYMENT&REPORTING
a. The Division of Criminal Justice will pay the Subgrantee the reasonable and allowable costs of performance, h
accordance with current Colorado State Fiscal Rules, not to exceed the amount specified herein as the Total Awan
Amount.
b. The Division's requirements for invoice and cost reporting submissions are contained in the DCJ Form 3 - Casl
Request Procedures,and DCJ Form 1-A-Subgrant Financial Report,which are hereby incorporated by reference.
c. The Subgrantee assures that it shall maintain data and information to provide accurate quarterly program and financia
reports to the Division. Said reports shall be provided in such form, at such times, and containing such data an.
information as the Division of Criminal Justice reasonably requires to administer the program.
d. The Subgrantee assures that quarterly financial and narrative reports shall be submitted within 15 days of the end o
each calendar quarter and shall be current and actual.
e. The Subgrantee further assures that final financial and narrative reports shall be submitted on the forms provided by th
Division of Criminal Justice within 45 days of the end date of the subgrant.
f. The Division reserves the right to make and authorize modifications, adjustments, and/or revisions to the Grant Awan
for the purpose of making changes in budget categories, extensions of grant award dates, changes in goals an
objectives, and other modifications which do not change the total amount of the Grant Award. The Division'
requirements for such grant adjustments are contained in the procedures for DCJ Forms 4A,4B,4C,and 4D, which ar
hereby incorporated by reference.
g. The Division may withhold payment in the event the Subgrantee fails to comply with conditions and certification
contained in this grant award.
3. PROCUREMENT AND CONTRACTS
a. The Subgrantee assures that open, competitive procurement procedures will be followed for all purchases under th
grant. All contracts for professional services, of any amount, and equipment purchases over five thousand dollars (pt
item,with a useful life of at least one year)must receive prior approval by the Division of Criminal Justice.
b. The Subgrantee assures that no contract or agreement will be made for execution of project activities or provisions c
services(other than purchase of supplies or standard commercial or maintenance services)that is not incorporated in th
approved application or approved in advance by the Division of Criminal Justice.
JAG Special Provisions and Certified Assurances Page 3 of 14 Revised June 2011
Special Provisions and Certified Assurances
Special Provisions&Certified Assurances must be submitted with the application
c. The Subgrantee assures that contractors/vendors who assist the Subgrantee to develop specifications, requirements
statements of work and/or Request For Proposal for a proposed procurement shall be excluded from bidding o
submitting a proposal to compete for the award of such procurement.
d. The Subgrantee assures that where activities supported by this subgrant produce any discovery or invention, origins
computer programs, writing, sound recordings, pictorial reproductions, drawing or other graphical representation an.
works of any similar nature,the following requirements apply:
i. The Division of Criminal Justice has the right to use,duplicate and disclose, the above material in whole or i
part in any manner for any purpose whatsoever and authorize others to do so.
ii. If the material or invention is copyrightable, the Subgrantee may copyright such, but the Division of Criminz
Justice reserves a perpetual, royalty-free,non-exclusive and irreversible license to practice, reproduce, publis
and use such materials in whole or in part,and authorize others to do so.
iii. When issuing statements, press releases, requests for proposals, bid solicitations, and other publishe
documents describing projects or programs funded in whole or in part with these grant funds, all Subgrantee
must clearly:
a) State the percentage of the total cost of the program or project, which will be financed with this grar
money;
b) State the dollar amount of state or federal funds for the project or program;
c) Use the phrase-"This project was supported by federal grant # , issued by the Colorad
Division of Criminal Justice."
e. The Subgrantee may not assign its rights or duties under this grant without the prior written consent of the Division c
Criminal Justice.
4. AUDIT,RECORD-KEEPING,AND MONITORING/INSPECTION
a. The Subgrantee assures that it will procure an audit or financial review, incorporating this subgrant, by an independer
Certified Public Accountant (CPA), licensed to practice in Colorado. If the agency expends more than $500,000 pt
year in combined federal funds,a Single Audit must be conducted in accordance with OMB Circular A-133 (Audits c
States, Local Governments, and non-profit organizations). If the agency expends less than $500,000 per year i
combined federal funds,the following policy applies: Agencies with total annual revenue from all sources of$200,00
or more shall procure a financial audit; a financial review shall not be sufficient to meet this requirement. Agencit
with total annual revenue of less than$200,000 shall procure either a financial review or financial audit.
i. At such time as the audit or financial review is completed,ONE COPY OF THE REPORT,INCLUDING TH
CORRESPONDING MANAGEMENT LETTER, MUST BE FORWARDED TO THE DIVISION O
CRIMINAL JUSTICE for clearance. The audit or financial review incorporating this subgrant must t
completed and received within 12 months of the end of the fiscal years that includes the end date of the grant.
ii. The Subgrantee accepts responsibility for the costs of a financial program audit to be performed by tf
Department of Public Safety in the event that the audit report or financial review:
a) does not meet the applicable A-133 or DCJ standards;
b) is not submitted in a timely manner;or,
c) does not provide an audit response plan with corresponding corrections made sufficient to satisfy ar
audit findings.
b. The Subgrantee assures that:
i. It will retain all project records, as will facilitate an effective audit, for seven years after the end of the sta
fiscal year that includes the end date of the grant. (For example if the grant ended 9/30/2001, the state F
would be July I,2001-June 30,2002. The files could be destroyed after 6/30/2009);except,
ii. If an audit is in progress and/or the findings of a completed audit have not been resolved satisfactorily, the
records must be retained beyond the seven-year period until such issues are resolved.
c. The Subgrantee assures that it will keep copies of all documents, correspondence, and required receipts related to th
subgrant in a separate file bearing the project title and grant number.
d. The Division may periodically request submission of supporting financial and programmatic documentatio
subcontracts, general and sub-ledgers for the purpose of monitoring compliance with the grant award via desk revies
or in preparation for an on-site monitoring visit. Routine or special on-site visits may be conducted at the subgra
agency, and at the location of any collaborating entities, for the same purpose. Subgrantees will be notified in advan'
of any on-site monitoring visit.
e. The Subgrantee assures that the Division of Criminal Justice, Colorado Department of Public Safety, shall have acce
for purposes of monitoring,audit and examinations to any bonds,documents,papers and records of the Subgrantee ar
to relevant books and records of subcontractors of the Subgrantee. It is the responsibility of the Subgrantee to noti
any of its project collaborators and subcontractors of these provisions.
JAG Special Provisions and Certified Assurances Page 4 of 14 Revised June 2011
Special Provisions and Certified Assurances
Special Provisions&Certified Assurances must be submitted with the application
f. The Subgrantee assures that signatories of the application and subgrant award and personnel employed through thi
subgrant will appear when requested at any administrative hearing, monitoring site visit, conference or meetiq
conducted by the Division of Criminal Justice.
5. TERMINATION or REDUCTION IN GRANT AWARD
The Division will monitor the performance of the Subgrantee against goals and performance standards required herein. Th
Division will provide reasonable technical assistance to the Subgrantee concerning project goals, performance standards an
subgrant requirements;however,substandard performance as determined by the Division will constitute noncompliance with thi
grant award. Substandard performance may result in termination or reduction of grant award as follows:
a. Reduction In Grant Award Amount for Cause
i. The Division may reduce the total Statement of Grant Award amount for cause, without compensation ft
reduction costs.
ii. If the slate reduces the grant amount for cause, it will first give ten (10)days written notice to the Subgrantee
stating the reasons for reduction, steps taken to correct the problems, and the date the subgrant award amour
will be reduced in the event problems have not been corrected to the satisfaction of the Division.
iii. In the event this grant is reduced for cause, the Division will only reimburse the Subgrantee for acceptabl
work or deliverables received up to the date of reduction.
iv. In the event this grant is reduced for cause, final payment to the Subgrantee may be withheld at the discretio
of the Division until completion of final Division review,
b. Termination for Convenience:
i. Either party may terminate the grant with thirty days written notice of intent to cancel or terminate.
ii. The grant may be terminated by the Division if it is in the best interest of the state of Colorado to terminate th
grant.
iii. If the grant is terminated for convenience by either the Subgrantee or the state,the Subgrantee shall be paid th
necessary and allowable costs incurred through the date of termination, but not exceeding a prorated amain
based on the number of days of project operation prior to the date of termination.
c. Termination for Cause:
i. The Division may terminate the grant for cause without compensation for termination costs.
ii. If the state terminates the grant for cause, it will first give ten (10) days written notice to the Subgrante'
stating the reasons for termination, steps taken to correct the problems, and the date the subgrant will t
terminated in the event problems have not been corrected to the satisfaction of the Division.
iii. In the event this grant is terminated for cause, the Division will only reimburse the Subgrantee for acceptab
work or deliverables received up to the date of termination.
iv. In the event this grant is terminated for cause, final payment to the Subgrantee may be withheld at tt
discretion of the Division until completion of final Division review.
d. Any equipment purchased under this grant would revert, at the option of the Division, to the Division of Crimin.
Justice upon termination of the grant for any of the above reasons.
6. ORDER OF PRECEDENCE
Any inconsistency or conflict in this grant shall be resolved by giving precedence in the following order:(a)Special Provisions
and Certified Assurances,(b)Statement of Grant Award;and,(c)the final approved Subgrant Application.
7. DISPUTE RESOLUTION(THIS PROVISION APPLIES ONLY TO INTERAGENCY AGREEMENTS):
Any failure of either party to perform in accordance with the terms of this agreement shall constitute a breach of the agreemer
Any dispute concerning the performance of this agreement which cannot be resolved at the divisional level shall be referred to
superior departmental management staff designated by each department. Failing resolution at that level, disputes shall I
presented to the executive directors of each department for resolution. Failing resolution by the executive directors, the dispu
shall be submitted in writing by both parties to the State Controller,whose decision on the dispute will be final.
C. FEDERAL CERTIFIED ASSURANCES
1. FEDERAL PUBLIC POLICY ASSURANCES
a. The Subgrantee hereby agrees that it will comply, and all of its contractors will comply with the applicable provisio
of:
i. Title 1 of the Omnibus Crime Control and Safe Streets Act of 1968,as amended;
ii. The Juvenile Justice and Delinquency Prevention Act and/or the Victims of Crime Act, as appropriate;
iii. All other applicable Federal laws, orders,circulars,regulations or guidelines.
JAG Special Provisions and Certified Assurances Page 5 of 14 Revised June 2011
Special Provisions and Certified Assurances
Special Provisions&Certified Assurances must be submitted with the application
b. The Subgrantee agency hereby agrees that it will comply,and all of its contractors will comply with the provisions of 2E
CFR applicable to grants and cooperative agreements including:
i. Part 18,Administrative Review Procedure;
ii. Part 22, Confidentiality of Identifiable Research and Statistical Information;
iii. Part 23,Criminal Intelligence Systems Operating Policies;
iv. Part 30, Intergovernmental Review of Department of Justice Programs and Activities;
v. Part 35,Nondiscrimination on the Basis of Disability in State and Local Government Services;
vi. Part,38,Equal Treatment for Faith Based Organizations;
vii. Part 42 Nondiscrimination/Equal Employment Opportunity Policies and Procedure;
viii. Part 61 Procedures of implementing the National Environmental Policy Act;
ix. Part 63 Floodplain Management and Wetland Protection Procedures;and,
x. Federal Laws or regulations applicable to Federal Assistance Programs.
c. Grantee agrees to comply with the requirements of 28 C. F. R. Part 46 and all Office of Justice Programs policies am
procedures regarding the protection of human research subjects, including obtainment of Institutional Review Boar(
approval,if appropriate,and subject informed consent.
d. Grant agrees to comply with all confidentiality requirements of 42 U. S. C. section 3789g and C. F. R. Part 22 that an
applicable to collection, use, and revelation of data or information. Grantee further agrees, as a condition of gran
approval, to submit a Privacy Certificate that is in accord with requirements of 28 C. F. R. Part 22 and, in particular
section 22.23.
2. FINANCIAL&ADMINISTRATIVE MANAGEMENT
a. Subgrantee assures that it will comply with appropriate federal cost principles and administrative requirement
applicable to grants as follows:
i. For state, local or Indian tribal government entities;
a) 2 CFR Part 225, Cost Principles for State, Local & Indian Tribal Governments (codified at 28 CFI
Part 66, by reference and(formerly known as OMB Circular A-87)
b) OMB Circular A-102, Common Rule-Uniform Administrative Requirements for Grants an
Cooperative Agreements to State and Local Governments
c) 28 CFR 66, Uniform Administrative Requirements for Grants and Cooperative Agreements to Stat
and Local Governments
ii. For non-profit organizations;
a) 2 CFR Part 230, Cost Principles for Non-Profit Organizations(formerly known as OMB Circular A
122)
b) 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with Institutions c
Higher Education, Hospitals and Other Nonprofit Organizations (codified at 28 CFR Part 70 an
formerly known as OMB Circular A-110)
c) 28 CFR 70, Uniform Administrative Requirements for Grants and Cooperative Agreements wit
Institutions of Higher Education, Hospitals, and other Non-Profit Organizations
iii. For colleges and universities;
a) 2 CFR Part 220, Cost Principles for Educational Institutions (codified at 28 CFR Part 66, 1
reference and formerly known as OMB Circular A-21)
b) 2 CFR Part 215, Uniform Administrative Requirements for Grants and Agreements with institutions
Higher Education, Hospitals and Other Nonprofit Organizations(codified at 28 CFR Part 70 an
formerly known as OMB Circular A-110)
c) 28 CFR 70, Uniform Administrative Requirements for Grants and Cooperative Agreements wit
Institutions of Higher Education, Hospitals, and other Non-Profit Organizations
iv. For each agency spending more than$500,000 per year in federal funds from all sources;
a) OMB Circular A-133,Audits of States, Local Governments and Nonprofit Organizations
b. The Subgrantee assures that it will comply with the provisions of the U.S. Department of Justice, Office of the Chi(
Financial Officer, Office of Justice Programs, Financial Guide for Grants, current edition. (For practical purposes, tt
requirements pertinent to the management of these funds have been extracted from the above documents and a
contained in the current applicable Administrative Guide of the Division of Criminal Justice, which is heret
incorporated by reference. However, such a guide cannot cover every foreseeable contingency, and the Subgrantee
ultimately responsible for compliance with applicable state and federal laws, rules and regulations.)
JAG Special Provisions and Certified Assurances Page 6 of 14 Revised June 2011
Special Provisions and Certified Assurances
Special Provisions&Certified Assurances must be submitted with the application
3. NON-SUPPLANTING OF FUNDS(Governmental Agencies Only)
a. The Subgrantee certifies that any required matching funds used to pay the non-federal portion of the cost of thi
subgrant are in addition to funds that would have otherwise been made available for the purposes of this project.
b. The Subgrantee certifies that federal funds made available under this grant:
i. Will not be used to supplant state or local funds.
ii. Where there is a reduced or unchanged local investment,then the Subgrantee Agency shall give a written
explanation demonstrating that the Subgrantee Agency's reduced or unchanged commitment would have been
necessitated even if federal financial support under this federal grant program had not been made available.
4. PROHIBITIONS ON LOBBYING WITH FEDERAL FUNDS (Subgrantees receiving $100,000 or more in total federc
funds per year. See 28 CFR Part 69.)
The prospective Subgrantee certifies,by submission of this proposal,that:
a. No federal funds received through this subgrant will be paid to any person for influencing or attempting to influence a
officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of
member of Congress in connection with the making of any federal grant, the entering into of any cooperativ
agreement, and the extension, continuation, renewal, amendment, or modification of any federal grant or cooperativ
agreement;and,
b. If any funds other than funds through this subgrant will be paid to any person for influencing or attempting to influent
an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of
member of Congress in connection with this subgrant, the prospective Subgrantee shall complete and submit Standar
Form-LLL, "Disclosure of Lobbying Activities."
5. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSIO]
(Subgrantees receiving$100,000 or more in total federal funds per year. See, 28 CFI?Part 67.)
The prospective Subgrantee certifies,by submission of this proposal,that neither it nor its principals,subcontractors or supplier:
a. Are presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of Feder
benefits by a State or Federal court, or voluntarily excluded from participation in this transaction by any Feder
department or agency;
b. Have not within a three-year period preceding this application been convicted of or had a civil judgment rendere
against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain,
performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal r
State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of record
making false statements, or receiving stolen property;
c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, t
local)with commission of any of the offenses enumerated in paragraph(5)(b)of this certification;and
d. Have not within a three-year period preceding this application had one or more public transactions (Federal, State,
local)terminated for cause or default; and
e. Where the prospective subgrantee is unable to certify to any of the statements in this certification, he or she shall attar
an explanation to this application.
6. CERTIFICATION REGARDING DRUG FREE WORKPLACE (See, 28 CFR Part 67,Subpart F.)
The prospective Subgrantee certifies, by submission of this proposal,that it will comply with the Drug Free Workplace Act of
1988,as implemented at 28 CFR Part 67,Subpart F.
7. CIVIL RIGHTS COMPLIANCE (See, 28 CFR Part 42.)
a. Upon award, each Subgrantee will be provided DCJ's Form 30, entitled"Certification of Compliance with Regulatioi
Regarding Federal Civil Rights Requirements and Equal Employment Opportunity Plans (EEOP), and will be requir
to do the following:
i. The Project Director must submit the form to the Subgrantee Agency's Authorized Official for this grant;
ii. The Authorized Official must review the form in conjunction with subgrant agency personnel responsible f
reporting civil rights findings of discrimination;
iii. The Authorized Official must accurately complete the required information and provide all informatii
requested;
iv. The Authorized Official must provide an original signature on the form as indicated;and,
v. The DC!30 Form with original signature must be returned to the Division with the Statement of Grant Awa
(SOGA).
b. Any subgrant agency findings of discrimination must be reported to the Division of Criminal Justice within 45 days
receipt of this grant award,and to the Office for Civil Rights, Office of Justice Programs,U.S.Department of Justice.
JAG Special Provisions and Certified Assurances Page 7 of 14 Revised June 2011
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Special Provisions and Certified Assurances
Special Provisions&Certified Assurances must be submitted with the application
8. NON-DISCRIMINATION
The following federal non-discrimination cites apply in particular: the nondiscrimination requirements of the Omnibus Crim
Control and Safe Streets Act of 1968, as amended;Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Ac
of 1973, as amended; Subtitle A, Title I1 of the Americans with Disabilities Act of 1990, 42 U.S.C. 12101, et seq. ani
Department of Justice Regulations on Disability Discrimination, 28 CFR Part 35 and Part 39; Title IX of the Educatioi
Amendments of 1972; the Age Discrimination Act of 1975; the Department of Justice Nondiscrimination Regulations 28 CFI
Part 42, Subparts C, D, E, and G; and Executive Order 11246, as amended by Executive Order 11375, and their implementin;
regulations,41 CFR Part 60.1 et. seq., as applicable to construction contracts.
9. NATIONAL ENVIRONMENTAL POLICY ACT (NEPA) AND NATIONAL HISTORIC PRESERVATION AC
(NHPA)COMPLIANCE (42 USC§§4321-4370 and 16 USC§470)
a. The Subgrantee agrees to assist the Division of Criminal Justice and the Office of Justice Programs,U.S. Department c
Justice, in complying with the National Environmental Policy Act, the National Historic Preservation Act(NHPA)an
other related federal environmental impact analyses requirements in the use of these grant funds either directly by th
Subgrantee or by a subcontractor. As long as the activity needs to be undertaken in order to use these grant funds, thi
NEPA requirement first must be met whether or not the activities listed below are being specifically funded with thes
grant funds. The activities covered by this special condition are:
b. New construction;
c. Minor renovation or remodeling of a property either listed on or eligible for listing on the National Register of Histori
Places, or located within a 100-year flood plain;
d. Renovation, lease or any other proposed use of a building or facility that will either result in a change in its basic pric
use,or significantly change its size.
e. Implementation of a new program involving the use of chemicals other than chemicals that are either purchased as a
incidental component of a funded activity and traditionally used, for example, in office, household, recreational c
educational environments.
10. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (This provision applies only to entities tlu
provide medical care and treatment)
The Subgrantee acknowledges that it is a covered health care provider under the Health Insurance Portability and Accountabilit
Act, 42 U.S.C. 1320d-1320d-8, and its implementing regulations and agrees to comply with the requirements of HIP!).
concerning any uses and disclosures of protected health information.
11. Uniform Relocation Assistance and Real Property Acquisitions Act of 1970(Government Entities Only)
The prospective subgrantee certifies, by submission of this proposal, that it will comply with the requirements of the Unifon
Relocation Assistance and Real Property Acquisitions Act of 1970, which govern the treatment of persons displaced as a resu
of federal and federally-assisted programs.
12. Political Activity of Certain State and Local Employees (5 U.S.C. §§ 1501-08 and §§ 7324-28 — applies to Governmei
Entities Only)
The prospective subgrantee certifies, by submission of this proposal, that it will comply with requirements of 5 U.S.C. §§ 150
08 and§§ 7324-28,which limit certain political activities of State and local government employees whose principal employmet
is in connection with an activity financed in whole or part by federal assistance.
13. REPORTING FRAUD,WASTE,ERROR AND ABUSE
Each Subgrantee Agency must promptly refer to the Department of Justice, Office of the Inspector General any credib
evidence that a principal, employee, agent, contractor, subgrantee, subcontractor, or other person has either 1) submitted a fah
claim for grant funds under the False Claims Act; or 2) committed a criminal or civil violation of laws pertaining to frau
conflict of interest, bribery, gratuity, or similar misconduct involving grant funds. Potential fraud, waste, abuse, or miscondu
should be reported to the U.S.Department of Justice,Office of the Inspector General(O1G)by:
a) mail: Office of the Inspector General U.S. Department of Justice Investigations Division 950 Pennsylvan
Avenue,N.W. Room 4706 Washington,DC 20530;
b) email: oig.hotline 1usdoj.gov;
c) hotline: (contact information in English and Spanish):(800)869-4499;or
d) hotline fax:(202)616-9881.
14. The recipient shall submit to the Division of Criminal Justice, who will then forward to the Bureau of Justice Assistance, 01
copy of all reports and proposed publications resulting from this agreement thirty(30)days prior to public release. Any writte
visual,or audio publications, with the exception of press releases, whether published at the grantee's or government's expens
shall contain the following statement:
JAG Special Provisions and Certified Assurances Page 8 of 14 Revised June 2011
' Special Provisions and Certified Assurances
Special Provisions&Certified Assurances must be submitted with the application
"This project was supported by Grant No. (insert federal award number) awarded by the Bureau of Justice Assistance. Tht
Bureau of Justice Assistance is a component of the Office of Justice Programs, which also Includes the Bureau of Justice
Statistics, the National Institute of Justice, the Office of Juvenile Justice and Delinquency Prevention, and the Office o
Victims of Crime. Points of view or opinions in this document are those of the author and do not represent the officio
position or policies of the United States Department of Justice."
D. GENERAL PROVISIONS
INDEMNIFICATION. Not applicable to State Agencies or Higher Education
a. To the extent authorized by law,the Subgrantee Agency shall indemnify,save,and hold harmless the State,its employees an(
agents, against any and all claims, damages, liability and court awards including costs, expenses, and attorney fees and relate
costs, incurred as a result of any act or omission by the Subgrantee Agency, or its employees, agents, subcontractors, o
assignees pursuant to the terms of this subgrant award.
FOR GRANTS TO STATE AGENCIES AND HIGHER EDUCATION ONLY:
b. A self-insured, Subgrantee state Agency agrees that its Self-Insurance Program shall BE RESPONSIBLE FOR any an
all claims,damages, liability and court awards, including costs, expenses, and attorney fees and related costs, incurre
as a result of any act or omission by the Subgrantee Agency, or its employees, agents, subcontractors, or assignee
pursuant to the terms of this subgrant award.
2. STATEWIDE CONTRACT MANAGEMENT SYSTEM
[This section shall apply when the Effective Date is on or after July 1, 2009 and the maximum amount payable to Subgrante
hereunder is$100,000 or higher]
By entering into this subgrant, Subgrantee agrees to be governed,and to abide,by the provisions of CRS §24-102-205, §24-10:
206, §24-103-601, §24-103.5-101 and §24-105-102 concerning the monitoring of vendor performance on state contracts an
inclusion of contract performance information in a statewide contract management system.
Subgrantee performance shall be evaluated in accordance with the terms and conditions of this subgrant, State law, includin
CRS §24-103.5-101, and State Fiscal Rules, Policies and Guidance. Evaluation of Subgrantee's performance shall be part of th
normal contract administration process and Subgrantee's performance will be systematically recorded in the statewide Contra(
Management System. Areas of review shall include, but shall not be limited to quality, cost and timeliness. Collection (
information relevant to the performance of Subgrantee's obligations under this subgrant shall be determined by the specif
requirements of such obligations and shall include factors tailored to match the requirements of the Project Plan of this subgran
Such performance information shall be entered into the statewide Contract Management System at intervals established in tt
Project Plan and a final review and rating shall be rendered within 30 days of the end of the Subgrant term. Subgrantee shall t
notified following each performance and shall address or correct any identified problem in a timely manner and maintain woi
progress.
Should the final performance evaluation determine that the Subgrantee demonstrated a gross failure to meet the performant
measures established under the Project Plan, the Executive Director of the Colorado Department of Personnel ar
Administration (Executive Director), upon request by the Colorado Division of Criminal Justice, and showing of good caus
may debar Subgrantee and prohibit Subgrantee from bidding on future contracts. Subgrantee may contest the final evaluation at
result by:(i)filing rebuttal statements, which may result in either removal or correction of the evaluation(CRS §24-105-102(6:
or(ii) under CRS §24-105.102(6),exercising the debarment protest and appeal rights provided in CRS §§24-109-106, 107, 2(
or 202, which may result in the reversal of the debarment and reinstatement of Subgrantee, by the Executive Director, up(
showing of good cause.
3. The Subgrantee Agency shall comply with all applicable revisions or additional requirements that may be imposed by law ai
any future state and federal guidance including clarifications of requirements. Any revisions to such provisions or regulatio
shall automatically become a part of these Special Provisions and Certified Assurances, without the necessity of either par
executing any further instrument. The State of Colorado may provide written notification to the Subgrantee Agency of sw
revisions,but such notice shall not be a condition precedent to the effectiveness of such revisions.
4. CORA Disclosure
To the extent not prohibited by federal law,this subgrant and the performance measures and standards under CRS §24-103.5-
101, if any,are subject to public release through the Colorado Open Records Act,CRS §24-72-101,et seq.
JAG Special Provisions and Certified Assurances Page 9 of 14 Revised June 2011
Special Provisions and Certified Assurances
Special Provisions&Certified Assurances must be submitted with the application
State of Colorado
Supplemental Provisions for
Federally Funded Contracts, Grants, and Purchase Orders
Subject to
The Federal Funding Accountability and Transparency Act of 2006 (FFATA), As
Amended
As of 10-15-10
The contract,grant,or purchase order to which these Supplemental Provisions are attached has been
funded,in whole or in part,with an Award of Federal funds. In the event of a conflict between the
provisions of these Supplemental Provisions,the Special Provisions,the contract or any attachments or
exhibits incorporated into and made a part of the contract,the provisions of these Supplemental
Provisions shall control.
1.Definitions.For the purposes of these Supplemental Provisions, the following terms shall have the
meanings ascribed to them below.
1.1."Award"means an award of Federal financial assistance that a non-Federal Entity receives or
administers in the form of.
1.1.1.Grants;
1.1.2.Contracts;
1.1.3.Cooperative agreements,which do not include cooperative research and
development agreements(CRDA)pursuant to the Federal Technology Transfer Act
of 1986,as amended(15 U.S.C.3710);
1.1.4.Loans;
1.1.5.Loan Guarantees;
1.1.6.Subsidies;
1.1.7.Insurance;
1.1.8.Food commodities;
1.1.9.Direct appropriations;
1.1.10. Assessed and voluntary contributions;and
1.1.11.Other financial assistance transactions that authorize the expenditure of Federal
funds by non-Federal Entities.
Award does not include:
1.1.12.Technical assistance,which provides services in lieu of money;
1.1.13.A transfer of title to Federally-owned property provided in lieu of money; even if the
award is called a grant;
1.1.14.Any award classified for security purposes;or
1.1.15.Any award funded in whole or in part with Recovery funds,as defined in section
1512 of the American Recovery and Reinvestment Act(ARRA)of 2009 (Public Law
111-5).
1.2."Central Contractor Registration (CCR)"means the Federal repository into which an Entity
must enter the information required under the Transparency Act,which may be found at
http://www.bpn.gov/ccr.
1.3."Contract"means the contract to which these Supplemental Provisions are attached and
includes all Award types in§1.1.1 through 1.1.11 above.
1.4."Contractor"means the party or parties to a Contract funded,in whole or in part,with Federal
financial assistance,other than the Prime Recipient,and includes grantees,subgrantees,
Subrecipients,and borrowers.For purposes of Transparency Act reporting, Contractor does
not include Vendors.
1.5."Data Universal Numbering System(DUNS)Number"means the nine-digit number
established and assigned by Dun and Bradstreet, Inc.to uniquely identify a business entity.
Dun and Bradstreet's website may be found at:http://fedgov.dnb.com/webform.
1.6."Entity"means all of the following as defined at 2 CFR part 25, subpart C;
1.6.1. A governmental organization,which is a State, local government,or Indian Tribe;
1.6.2.A foreign public entity;
1.6.3.A domestic or foreign non-profit organization;
JAG Special Provisions and Certified Assurances Page 10 of 14 Revised June 2011
• Special Provisions and Certified Assurances
Special Provisions&Certified Assurances must be submitted with the application
1.6.4.A domestic or foreign for-profit organization;and
1.6.5.A Federal agency,but only a Subrecipient under an Award or Subaward to a non-
Federal entity.
1.7."Executive"means an officer,managing partner or any other employee in a management
position.
1.8."Federal Award Identification Number(FAIN)"means an Award number assigned by a
Federal agency to a Prime Recipient.
1.9. "FFATA"means the Federal Funding Accountability and Transparency Act of 2006(Public
Law 109-282),as amended by §6202 of Public Law 110-252.FFATA,as amended, also is
referred to as the"Transparency Act."
1.10."Prime Recipient"means a Colorado State agency or institution of higher education that
receives an Award.
1.11."Subaward"means a legal instrument pursuant to which a Prime Recipient of Award funds
awards all or a portion of such funds to a Subrecipient, in exchange for the Subrecipient's
support in the performance of all or any portion of the substantive project or program for which
the Award was granted.
1.12. "Subrecipient" means a non-Federal Entity(or a Federal agency under an Award or
Subaward to a non-Federal Entity)receiving Federal funds through a Prime Recipient to
support the performance of the Federal project or program for which the Federal funds were
awarded.A Subrecipient is subject to the terms and conditions of the Federal Award to the
Prime Recipient, including program compliance requirements. The term"Subrecipient" includes
and may be referred to as Subgrantee.
1.13."Subrecipient Parent DUNS Number" means the subrecipient parent organization's 9-digit
Data Universal Numbering System(DUNS)number that appears in the subrecipient's Central
Contractor Registration (CCR)profile, if applicable.
1.14."Supplemental Provisions" means these Supplemental Provisions for Federally Funded
Contracts, Grants,and Purchase Orders subject to the Federal Funding Accountability and
Transparency Act of 2006,As Amended,as may be revised pursuant to ongoing guidance from
the relevant Federal or State of Colorado agency or institution of higher education.
1.15."Total Compensation"means the cash and noncash dollar value earned by an Executive
during the Prime Recipient's or Subrecipient's preceding fiscal year and includes the following:
1.15.1. Salary and bonus;
1.15.2.Awards of stock,stock options,and stock appreciation rights, using the dollar
amount recognized for financial statement reporting purposes with respect to the
fiscal year in accordance with the Statement of Financial Accounting Standards No.
123 (Revised 2005)(FAS 123R),Shared Based Payments;
1.15.3. Earnings for services under non-equity incentive plans,not including group life,
health,hospitalization or medical reimbursement plans that do not discriminate in
favor of Executives and are available generally to all salaried employees;
1.15.4.Change in present value of defined benefit and actuarial pension plans;
1.15.5.Above-market earnings on deferred compensation which is not tax-qualified;
1.15.6.Other compensation, if the aggregate value of all such other compensation(e.g.
severance,termination payments,value of life insurance paid on behalf of the
employee, perquisites or property) for the Executive exceeds$10,000.
1.16."Transparency Act"means the Federal Funding Accountability and Transparency Act of 2006
(Public Law 109-282),as amended by§6202 of Public Law 110-252.The Transparency Act
also is referred to as FFATA.
1.17"Vendor" means a dealer,distributor,merchant or other seller providing property or services
required for a project or program funded by an Award. A Vendor is not a Prime Recipient or a
Subrecipient and is not subject to the terms and conditions of the Federal award. Program
compliance requirements do not pass through to a Vendor.
2. Compliance. Contractor shall comply with al] applicable provisions of the Transparency Act and the
regulations issued pursuant thereto, including but not limited to these Supplemental Provisions.Any
revisions to such provisions or regulations shall automatically become a part of these Supplemental
Provisions, without the necessity of either party executing any further instrument. The State of
Colorado may provide written notification to Contractor of such revisions,but such notice shall not be
a condition precedent to the effectiveness of such revisions.
JAG Special Provisions and Certified Assurances Page 11 of 14 Revised June 2011
Special Provisions and Certified Assurances
Special Provisions&Certified Assurances must be submitted with the application
3.Central Contractor Registration(CCR)and Data Universal Numbering System (DUNS)
Requirements.
3.1.CCR. Contractor shall maintain the currency of its information in the CCR until the Contractor
submits the final financial report required under the Award or receives final payment,whichever
is later. Contractor shall review and update the CCR information at least annually after the
initial registration,and more frequently if required by changes in its information.
3.2.DUNS.Contractor shall provide its DUNS number to its Prime Recipient,and shall update
Contractor's information in Dun&Bradstreet,Inc. at least annually after the initial registration,
and more frequently if required by changes in Contractor's information.
4.Total Compensation.Contractor shall include Total Compensation in CCR for each of its five most
highly compensated Executives for the preceding fiscal year if:
4.1.The total Federal funding authorized to date under the Award is$25,000 or more;and
4.2.In the preceding fiscal year,Contractor received:
4.2.1.80%or more of its annual gross revenues from Federal procurement contracts and
subcontracts and/or Federal financial assistance Awards or Subawards subject to
the Transparency Act;and
4.2.2.$25,000,000 or more in annual gross revenues from Federal procurement
contracts and subcontracts and/or Federal financial assistance Awards or
Subawards subject to the Transparency Act;and
4.3.The public does not have access to information about the compensation of such Executives
through periodic reports filed under section 13(a)or 15(d)of the Securities Exchange Act of
1934(15 U.S.C. 78m(a),78o(d)or§ 6104 of the Internal Revenue Code of 1986.
5.Reporting.Contractor shall report data elements to CCR and to the Prime Recipient as required in
§7 below if Contractor is a Subrecipient for the Award pursuant to the Transparency Act.No direct
payment shall be made to Contractor for providing any reports required under these Supplemental
Provisions and the cost of producing such reports shall be included in the Contract price. The
reporting requirements in §7 below are based on guidance from the US Office of Management and
Budget(OMB),and as such are subject to change at any time by OMB.Any such changes shall be
automatically incorporated into this Contract and shall become part of Contractor's obligations under
this Contract, as provided in§2 above.The Colorado Office of the State Controller will provide
summaries of revised OMB reporting requirements at http://www.Colorado.gpv/dpa/dfp/sco/FFATA.htm.
6. Effective Date and Dollar Threshold for Reporting.The effective date of these supplemental
provisions apply to new Awards as of October 1,2010.Reporting requirements in§7 below apply to
new Awards as of October 1,2010,if the initial award is$25,000 or more.If the initial Award is below
$25,000 but subsequent Award modifications result in a total Award of$25,000 or more,the Award is
subject to the reporting requirements as of the date the Award exceeds$25,000.If the initial Award
is$25,000 or more,but funding is subsequently de-obligated such that the total award amount falls
below$25,000,the Award shall continue to be subject to the reporting requirements.
7.Subrecipient Reporting Requirements. If Contractor is a Subrecipient,Contractor shall report as
set forth below.
7.1 To CCR.A Subrecipient shall register in CCR and report the following data elements in CCR
for each Federal Award Identification Number no later than the end of the month following the
month in which the Subaward was made:
7.1.1 Subrecipient DUNS Number;
7.1.2 Subrecipient DUNS Number+4 if more than one electronic funds transfer(EFT)
account;
7.1.3 Subrecipient Parent DUNS Number;
7.1.4 Subrecipient's address, including: Street Address,City, State,Country,Zip+4,and
Congressional District;
7.1.5 Subrecipient's top 5 most highly compensated Executives if the criteria in §4 above
are met;and
7.1.6 Subrecipient's Total Compensation of top 5 most highly compensated Executives if
criteria in §4 above met.
JAG Special Provisions and Certified Assurances - Page 12 of 14 Revised June 2011
• Special Provisions and Certified Assurances
Special Provisions&Certified Assurances must be submitted with the application
7.2 To Prime Recipient.A Subrecipient shall report to its Prime Recipient,upon the effective date
of the Contract,the following data elements:
7.2.1 Subrecipient's DUNS Number as registered in CCR.
7.2.2 Primary Place of Performance Information, including: Street Address,City, State,
Country,Zip code+4,and Congressional District.
8.Exemptions.
8.1.These Supplemental Provisions do not apply to an individual who receives an Award as a
natural person,unrelated to any business or non-profit organization he or she may own or
operate in his or her name.
8.2 A Contractor with gross income from all sources of less than 5300,000 in the previous tax year
is exempt from the requirements to report Subawards and the Total Compensation of its most
highly compensated Executives.
8.3 Effective October 1,2010,"Award" currently means a grant,cooperative agreement,or other
arrangement as defined in Section 1.1 of these Special Provisions.On future dates"Award"
may include other items to be specified by OMB in policy memoranda available at the OMB
Web site; Award also will include other types of Awards subject to the Transparency Act.
8.4 There arc no Transparency Act reporting requirements for Vendors.
9.Event of Default.Failure to comply with these Supplemental Provisions shall constitute an event of
default under the Contract and the State of Colorado may terminate the Contract upon 30 days prior
written notice if the default remains uncured five calendar days following the termination of the 30 day
notice period.This remedy will be in addition to any other remedy available to the State of Colorado
under the Contract,at law or in equity.
JAG Special Provisions and Certified Assurances Page 13 of 14 Revised June 2011
' Special Provisions and Certified Assurances
Special Provisions&Certified Assurances must be submitted with the application
SIGNATURE PAGE ->->->TO BE COMPLETED BY ALL APPLICANTS
(ORIGINAL SIGNATURES REQUIRED-Please sign in BLUE ink. See instructions for description of proper signatories.)
The Subgrantee and responsible signatories certify by signing that they have read the Application including the Special Provisions and Certifies
Assurances,and are fully cognizant of their duties and responsibilities for this project. The Subgrantee understands and agrees that any subgrant awan
received as a result of this application shall incorporate by reference the information contained herein. Responsibility for narrative and fiscal reportin;
requirements are delegated to the designated Project Director,who will sign all such reports. This delegation is for purposes of reporting to the Divisioi
and for operational ease, and in no way limits the authority and responsibility of the Authorized Official. In accordance with the Colorado Revise'
Statutes 24-72-202.6,information supplied in this application is considered a public record.
AUTHORIZED OFFICIAL
Name Barbara Kirkmeyer
Position Chair, Board of Weld County Commissioners
Agency Weld County, Colorado
Mailing Address 1.150 0 Street, P.O. Box 758
City,State,Zip Greeley, Colorado 80632
Telephone# 970-356-4000 X4200
Fax# 970-352-0242
E-mail Address bkirkmeyer@co.weld. .us
Signature f/ Date
Lim 7 .ct1i -tt{I: SFP282011
FINANCIAL OFFICER
Name Barbara Connolly
Position Controller
Agency Weld County Government Accounting Department
Mailing Address 1150 0 Street, P.O. Box 758
City,State,Zip Greeley, Colorado 80632
Telephone# 970-356-4000 X4445
Fax# 970-352-0242
E-mail Address bconnolly@co.w d.co.us
Signature Dat�EP 2 8 2011
���
PROJE DIRECTOR
Name Ronald Arndt
Position Crime Lab Director
Agency Weld County Sheriff's Office
Mailing Address 1950 0 Street
City,State,Zip Greeley, Colorado 80631
Telephone# 970-356-4015 X3638
Fax# 970-304-6447
E-mail Address rarn0
Date
Signature JZb',
Page 14 o 14 Revised June 2011
JAG Special Provisions and Certified Assurances S f ao/i-0755,
Dcjfl3v2.doc Revised May 2008
DCJ FORM 13— EQUIPMENT PROCUREMENT CERTIFICATION FORM
Use this form to obtain required DCJ prior approval for the procurement of Equipment.
SUBGRANTEE: GRANT NUMBER:
PROJECT TITLE: PROJECT DURATION
FROM: TO:
PREPARED BY: DATE: PHONE:( )
EQUIPMENT TO BE PURCHASED: Equipment is defined as nonexpendable property with an acquisition cost of$5,000 or more per
unit(including ancillary hardware items necessary to operate the equipment)and a useful life of more than one year.
1. Equipment to be Purchased: Include brand name, model, price of each unit. For automated data processing (ADP)
equipment, include any added features, peripherals and ancillary items necessary to its operations, as well as PRICE of each
piece of equipment.
Brand Name:
Model#:
Price:
%Paid by federal funds:
%Paid by matching and/or local funds:
2. Vendor Name and Address:
3. Procurement Process Used—Check one: (Refer to the Administrative Guide for information on procurement of equipment)
a. Existing federal,state or local bid from established state or local government award list that meets or exceeds the
federal guidelines.
Bid Type: Federal State Local Award Number:
b. Competitive procurement(ATTACH a description of the vendor selection process,the number of qualified
vendors,the vendor selected and reason for selection.)
c. Sole source procurement(ATTACH a sole source justification explaining each of the following circumstances that
apply:)
* Item is available only from a single source * Emergent need does not permit a delay that might
result from a formal competitive solicitation
* After solicitation of a number of sources, * Expertise of the vendor
competition was deemed inadequate
4. Answer the following questions regarding this equipment purchase:
YES NO
a. Is the equipment identified within the approved grant application and is it necessary and sufficient
to meet the project goals?
b. Is the equipment procurement in compliance with existing federal,state, and local laws and
regulations?
c. Was a purchase/lease comparison demonstrating that it is more advantageous to purchase rather
than lease the equipment conducted?
SUBMIT TWO SIGNED COPIES,ONE WITH ORIGINAL SIGNATURE.
By my signature,I certify that the equipment requested is not currently available for the use of this project within my organization/agency. I understand that
a DCJ Form 5(Equipment Retention)must be submitted to DCJ at the end of the grant period. I, hereby,also certify that the content of this form,other
than the data entry required,has not been altered.
PROJECT DIRECTOR SIGNATURE DATE
""Colorado Division of Criminal Justice Use Only***
This request is: ❑ Approved ❑ Denied (see attached)
DCJ PROGRAM MANAGER: DATE:
Dcjfl3v2.doc Revised May 2008
DETAILED INSTRUCTIONS FOR COMPLETING DCJ FORM 13
SUBGRANTEE INFORMATION:
Suborantee: This is the agency to which the grant award was made.
Grant Number: This is the grant number assigned to the project by DCJ. It can be found on the Statement of Grant Award.
Project Title: This is the name of the project,which is identified on the Statement of Grant Award.
Duration: This is the period of the grant award. It can be found on the Statement of Grant Award, and is changed only if the
project requests and receives approval for a grant extension.
Prepared By: Name of the person completing this form. Include this person's phone number.
Date: This is the date this form is completed.
EQUPMENT INFORMATION:
1. Equipment to be Purchased: Provide brand name, model, price of each piece of equipment, as well as percentage paid with
federal funds and matching/local funds. For ADP equipment include any added features, peripheral and ancillary items
necessary to its operation, and price of each. Continue on attached plain paper if necessary. You can also attach the
manufacturer's description.
2. Vendor Name and Address: This is the name and address of the vendor from which the equipment described in#1 is to be
purchased. USE SEPARATE FORMS FOR EACH VENDOR/AWARD BEING MADE.
3. Procurement Process Used: Check the process used to select the Vendor indicated in #2. (Refer to the Administrative
Guide for additional information.)
a. Indicate whether it was federal, state or local bid on the Bid type line. If from an existing bid, fill in the Award number
line.
b. If the vendor was selected through a competitive process by written or phone quotations, attach a short narrative
about the vendors contacted, price quotation from each,the vendor selected and reason for selection.
c. If the vendor selected was determined to be the only source, a sole source justification must be attached that
explains each of the following circumstances that apply:
* Item is available only from a single source
* Emergent need does not permit a delay that might result from a formal competitive solicitation
* After solicitation of a number of sources,competition was deemed inadequate
* Expertise of the vendor
4. Answer"Yes"or "No"to each of the questions regarding the purchase of this equipment.
5. Signature: The Project Director should sign attesting that the equipment requested is necessary. Two signed copies, one
with original signatures, must be submitted to DCJ.
REMINDER: EQUIPMENT ITEMS PURCHASED MUST BE REPORTED ON DCJ FORM 5 EQUIPMENT
INVENTORY/RETENSION AT THE END OF THE GRANT PERIOD.
DCJ will return the form,after review, indicating whether the purchase is approved.
Revised May 2008 version
COLORADO DIVISION OF CRIMINAL JUSTICE
FEDERAL/STATE, CASH MATCH, AND IN-KIND MATCH FUNDS
DCJ FORM 5 - EQUIPMENT INVENTORY/RETENTION
SUBGRANTEE: GRANT NUMBER:
PROJECT TITLE: PROJECT DURATION: TO:
PREPARED BY: PHONE: DATE:
Complete a separate form for each piece of equipment (unit cost of $5,000 or more) purchased with federal
and/or matching funds under this grant. Submit original to the Division of Criminal Justice with the final report.
Retain copies for seven (7)years after the grant period end date.
Description:
Serial #: Inventory#:
Date of Purchase: Cost:
Percent of cost paid with Federal funds from this grant: To
Location of Equipment:
Status at the end of the grant period: [check the appropriate box(es)]
O Retention: The equipment will continue to be used for the purposes of the grant. The requirement for
retaining equipment ends when the value of the equipment has depreciated to a value less than$5,000 or grant
records retention requirements of seven(7)years have been met,whichever comes first.
O Disposal:
❑ Item has depreciated to a value less than$5,000 and no longer requires inventory.
O Equipment no longer needed for the funded project:
❑ Retained by agency for use in criminal justice activities or activities currently or previously
supported by Federal agency funds.
❑ Donated to a government or not-for-profit agency.
O Traded in or sold to offset the cost of replacement equipment. (If this occurs during the grant
period, prior approval must by obtained from your DCJ grant manager via email).
❑ Sold at fair market value in excess of$5,000. Proceeds must be returned to DCJ equal to the
percentage paid by federal grant funds.
❑ Returned to the Division of Criminal Justice. (Prior to retuming equipment,contact your DCJ
grant manager).
❑ Lost,damaged or stolen. Attach a copy of report made and investigation results.
SUBMIT ONE COPY WITH ORIGINAL SIGNATURE.
I, hereby certify that the content of this form, other than the data entry required, has not been altered.
PROJECT
O. Signature DATE
Dcjf5v2.doc
Revised May 200E
DETAILED INSTRUCTIONS FOR COMPLETING
DCJ FORM 5-EQUIPMENT INVENTORY/RETENTION
SUBGRANTEE INFORMATION:
Subgrantee: This is the agency to which the federal grant award was made.
Grant Number: This is the grant number assigned to the project by DCJ. It can be found on the Statement of Grant
Award.
Project Title: This is the name of the project, which is identified on the grant application.
Duration: This is the period of the grant award. It can be found on the Statement of Grant Award, and is changed only if
the project requests and receives a grant extension.
Prepared by: Name of person completing this form. Include this person's phone number.
Date: This is the date the Equipment Inventory form is completed.
EQUPIMENT INFORMATION:
Description: Provide a brief description of the equipment, including brand name and model number.
Serial and Inventory Numbers: Provide the serial number of the equipment as determined by the manufacture, as well
as the Inventory Number assigned by your agency.
Date of Purchase: This is the date the equipment was purchased.
Cost: This is the purchase price of the equipment.
Percent of cost paid with Federal funds from this grant: Indicate the percentage of cost paid for the equipment from
federal funds under this grant.
Location of Equipment: Indicate the location of the equipment.
EQUIPMENT STATUS:
Retention: Check this box if your agency will retain the equipment and continue to be used for the purposes of the grant.
Disposal: Indicate the method of equipment disposal by checking the appropriate box(es). PLEASE NOTE: If the
equipment is no longer needed for the funded project, you must indicate a secondary method of disposal.
KEYS TO COMPLETING THE DCJ FORM 5:
o Complete a separate form for each piece of equipment with a cost of$5,000 or more.
+ Supply page numbers based on the number of pieces of equipment purchased. For example, if 3 items were
purchased, the page for Item #1 would be Page 1 of 3".
Submit this form with the final narrative report at the end of the grant period. Records for equipment acquired in whole
or in part with Federal Funds must be retained for seven (7)years after the final disposition of the property.
Dcjf5v2.doc
Revised May 2008
COLORADO DIVISION OF CRIMINAL JUSTICE
Federal/State Award, Cash Match,and In-Kind Match Funds
DCJ Form 1-A: Quarterly and Final Subgrant Financial Report
See the reverse side of this form for detailed instructions for completing this form.
Subgrantee: Grant Number:
Proejct Title: Project Duration:
From: To:
Prepared by:
Which Calendar Quarter of Year_does this Report cover?
Date: Phone: Jan 1 -March 31 July 1 -Sept.30
Type of Report: April 1 -June 30 Oct. 1 -Dec.31
1.Quarterly Progress:Quarter# and/or 2.FINAL REPORT
EXPENDITURES
A B C
Expenditures Unpaid
Budget Fund Approved beginning of Total Obligations
Category Source Budget quarter at end of
Expenditures Expenditures
(C on previous This Quarter to Date(A+B) quarter
report) _
Award 1 $
Personnel Cash Match 2 $ �"�"
•
In-Kind Match 3 $ - 3
t.
Total 4 $ - $ - _ $ - $ -
Award 5 $ -
Supplies and Cash Match 6 $ -
Operating In-Kind Match 7 $ -
Total 8 $ - $ - $ - $
Award 9 $
Cash Match 10 $
Travel -
In-Kind Match 11 $ -
Total 12 $ - $ - $ - $ -
Award 13 $ -
Cash Match 14 $
Equipment
In-Kind Match 15 $
Total 16 $ - $ - $ - $ -
_
Consultants Award 17 $
and Cash Match 18 $ -
Professional In-Kind Match 19 $ -
Services Total 20 $ - $ - $ - $ -
Award 21 $
Confidential $
Funds Cash Match 22
Total 23 $ - $ - $ - $ -
Award 24 $ - $ - $ - $ -
TOTALS Cash Match 25 $ - $ - $ - $ -
In-Kind Match 26 $ - $ - $ - $ - '*
Total 27 $ - _ $ - $ $
**REQUIRED SUBGRANTEE SIGNATURES: I certify that,to the best of my knowledge and belief,this report is correct and complete,
and that all expenditures and unpaid obligations are for the purposes set forth in the grant award documents. I, hereby,also certify that
the content of this form,other than the data entry required, has not been altered.
Financial Officer's Signature/Date Project Director's Signature/Date
Submit two(2)signed forms,one(1)with ORIGINAL SIGNATURES,to DCJ no later than 15 DAYS AFTER the end of each calendar quarter and
the final report no later than 45 DAYS AFTER the end of the grant period.
November 2009 dcjf1av2.xls
DETAILED INSTRUCTIONS FOR COMPLETING DCJ FORM 1-A. (HINT: Complete the * 'd items below and then make copies of the
form for future quarterly and final reporting. This will save some time. However, if you have had a budget revision approved be
sure to correct the "Approved Budget"column.)
Heading
*Subgrantee: This is the agency to which the federal grant award was made.
*Grant Number: This is the grant number assigned to the project by DCJ. It can be found on the Statement of Grant Award.
*Project Title: This is the name of the project which is identified on the Statement of Grant Award.
*Duration: This is the period of the grant award. It can be found on the Statement of Grant Award, and is changed only if the
project requests and receives approval for a grant extension.
Prepared By: This is the person who actually prepared the report.
Date: This is the date this form is completed.
Phone: This is the phone number of the person who actually prepared the report. Please include the area code.
Type of Report: Check whether this is a quarterly progress report, and indicate which quarter number, or the final report at the
end of the project. In those cases where the last quarterly report is combined with the final report, check both Quarterly Progress
and Final. The Final Financial Report may be combined with the last Quarterly Financial Report only if 1) the awarded funds and
any required match have been fully expended; 2) there are no unpaid obligations remaining; and 3) the report is submitted no later
than 15 days after the end of the grant award period.
Calendar Quarter Which This Report Covers: Fill in the year in which the quarter you are reporting on falls. Check which calendar
quarter this report covers. If you are reporting on less than a full quarter, check the applicable quarter, and write in the exact dates
you are reporting on in this section.
�x enditures: Federal/State Award. Cash Match, and In-Kind Match:
Report a expenditures approved to be charged to this grant, broken down by category and source - federal/state award, cash, and
in-kind match. If the project does not have a cash or in-kind match required, report only federal/state award expenditures. If you
have any questions about which budget category a certain expenditure belongs in, please refer to the Administrative Guide.
In each column, carry the sum of all "Fund Source" rows to the Budget Category "Total" Row. For example, in Personnel, put the
sum of rows 1, 2 and 3 (in each column) in row 4. In "TOTALS" under Budget Category, enter the sum of the Fund Source
amounts from the rows above in each column. For example, Award (Row #24) would be the sum of rows 1, 5, 9, 13, 17 and 21.
To double check your figures, Row 27, "TOTAL $" should be equal to the sum of rows 24, 25 and 26; and to the sum of rows 4,
8, 12, 16, 20 and 23.
*Approved Budget: List the approved budget (federal/state award, cash match, in-kind match, and total dollars) in each budget
category. If you have no approved budget in one or more budget categories, leave those lines blank. These figures can be found
on the Statement of Grant Award, or your latest approved revised budget.
Expenditures Beginning of Quarter (column labeled A): If this is the first fiscal report of the grant award, this entire column should
be zeros. No expenditures are allowed before the beginning of the grant award period.
If this is a subsequent fiscal report, these figures should be the same as the column labeled C on the previous quarter's financial
report. This column indicates the total program expenditures prior to the quarter you are now reporting on.
Expenditures This Quarter (column labeled B): Enter all federal/state award, cash match and in-kind match expenditures made
during this quarter by budget category.
Total Expenditures to Date (column labeled C): Add columns A and B across and enter the total in column C.
Unpaid Obligations: An unpaid obligation is a fiscal encumbrance which the subgrantee is legally obligated to pay because it has
ordered something, or has entered into a subcontract for some service, but which has not yet been paid for at the end of the
quarter. Unpaid obligations may or may not exist at the end of any given quarter in a project. No Unpaid Obligations can be
charged to in-kind match. No Unpaid Obligations can remain on the Final Financial Report.
The following examples of unpaid obligations are not intended to be all inclusive:
1. Personnel: Future (beyond the end of the quarter) personnel costs are never an unpaid obligation.
2. Supplies and Operating: You have signed a purchase order for office supplies, but you have not yet paid the bill. However,
future anticipated expenses for which no legal obligation to pay exists are never unpaid obligations.
3. Travel: A staff member submits a travel voucher for travel which occurred during the quarter you are reporting on and you
will not have an opportunity to pay the travel before completing the fiscal report.
4. Equipment: You have signed an order or contract to purchase a vehicle, but you have not yet paid the bill.
5. Professional Services/Consultants: You have entered into a contract with a consultant to provide a service. The
unexpended amount of the contract at the end of the quarter is an unpaid obligation.
6. Confidential Funds: Confidential funds expenditures are never an unpaid obligation.
Signatures: Both the designated Financial Officer and the Project Director must sign this report. Two signed forms, one with
original signatures, must be submitted to DCJ. If either the Fiscal Officer or the Project Director has changed since the last
quarterly report, also complete and submit a Grant Amendment Form (DCJ Form 4-B).
QUARTERLY REPORTS ARE DUE NO LATER THAN 15 DAYS AFTER THE END OF THE QUARTER.
FINAL REPORTS ARE DUE NO LATER THAN 45 DAYS AFTER THE END OF THE GRANT PERIOD.
November 2009 dcjflav2.xls
PAGE
COLORADO DIVISION OF CRIMINAL JUSTICE (DO)
Office of Adult&Juvenile Justice Assistance
JUSTICE ASSISTANCE GRANT Programs
DO FORM JAG UNIVERSAL SUBGRANT NARRATIVE REPORT-QUARTERLY
SUBGRANTEE: GRANT NUMBER:
PROJECT TITLE: PROJECT DURATION
FROM:TO:
PREPARED BY: DATE: PHONE:( )
QUARTERLY PROGRESS REPORT: Complete Sections I&II below. REPORT COVERS PROJECT ACTIVITY DURING THE FOLLOWING
CALENDAR QUARTER OF 20
(Refer to DO Form JAG UNIVERSAL Sub grant Narrative Report-Final for
additional information to be reported at the end of the grant duration.) Oct.1-Dec.31 Jan. 1-March 31
April 1-June30 July 1-Sept.30
NOTE: Prepare this report according to the instructions on the reverse side. Requests for funds may be denied unless this report is complete and filed
on time as required by the Division of Criminal Justice.
SECTION I:
DEMOGRAPHIC INFORMATION:Please fill-in or replicate the following table format and report un-duplicated numbers each quarter.IF APPLICABLE.
Race/Ethnicity Juveniles Adults
Males Females Males Females
Caucasian
Black
Hispanic
Native American
Asian/Pacific Islander
Other
Unknown
Sub-totals by age and sex
Sub-totals Total Juveniles Served: Total Adults Served:
Total Clients served:
SECTION II: PROGRESS TOWARD GOALS/OBJECTIVES:Report progress towards the goals using the format below for your project. Be sure to use the mos:
recently approved goals and objectives.This section should be a cumulative narrative,including all activity identified by quarter.
GOAL 1: (Repeat for all Goals and Objectives.)
Objective 1:
a.Activities implemented to date to meet this objective.Are time lines being met?
b.Problems encountered;what were they,how did they impact the project,and how were they handled?
List any problems encountered,these will not be considered a liability.
SECTION III:
1. Provide indicators that show progress toward this goal.
2. Have any significant changes been made within the program since the last reporting period?Please explain.
3. What changes are being proposed to improve the program?
I, hereby, also certify that the content of this form, other than the data entry required, has not been altered.
Typed Name and Title of Project Director Signature of Project Director/ Date
SUBMIT TWO SIGNED FORMS,ONE WITH ORIGINAL SIGNATURES TO DO
DETAILED INSTRUCTIONS FOR COMPLETING DCJ FORM JAG UNIVERSAL SUBGRANT NARRATIVE REPORT-QUARTERLY
(Two copies of this form,each with an original signature,must be submitted within 15 days at the end of each calendar quarter.)
Information requested in Heading
Subgrantee: This is the agency to which the federal grant award was made.
Grant Number: This is the grant number assigned to the project by DCJ. It can be found on the Statement of Grant Award.
Project Title: This is the name of the project which is identified on the Statement of Grant Award.
Project Duration: This is the period of the grant award indicated by the beginning and ending dates found on the Statement of Grant Award. It can be
changed only if the project requests and receives a grant extension as explained in the Administrative Guide.
Prepared by: This is the name of the person who actually prepared the report. Date: This is the date the form is completed.
Phone: This is the phone number of the person who actually prepared the report. Please include the area code.
Report Covers Project Activity During: Indicate the year and check which calendar quarter this report covers. If you are reporting on less than a full
quarter,check the applicable quarter,and write in the exact dates covered.
The purpose of this report is to provide DC with sufficient information to monitor grant implementation and achievement of objectives. Refer to the
Administrative Guide or contact DCJ for clarification of any item.
SECTION I. DEMOGRAPHIC TABLE. Report on activity during the reporting quarter only. The data presented in Section II of both the quarterly and final
narrative reports should reflect specific project activity toward stated goals and objectives. Refer to DCJ Form JAG UNIVERSAL Subgrant Narrative Report-
Final for additional data that should be collected throughout the project duration but reported only at the end of the grant project duration. This table
applies to projects that provide direct services only.
SECTION II. QUARTERLY NARRATIVE
Use as many separate sheets as necessary and include the Grant Number,quarter being reported,and date in the heading of each. Number each page of
the narrative section. This section should be cumulative,following the format indicated on the previous page.
Project Activities: Report activities for each goal and objective. Describe the activities,which have been implemented to reach the specified objective.
Indicate if they are being completed as specified in the grant application time line. Break this information down by quarter. Be sure to use the most
recently approved goals and objectives. If there was no activity toward a particular objective during the quarter,state such in the narrative.
Progress:Provide indicators that show progress has been made toward the stated goal,and whether this goal will be met within the grant time line.If
not,why not?
Problems: Describe any problems the project has encountered during the current quarter. Indicate the steps you have taken to resolve them,or
suggestions for ways DCJ or other agencies might help you to resolve them. It is especially important to discuss all problems frankly so that they can be
dealt with and resolved prior to any possible requests for future funding of this project.
Project Changes: Describe any major changes or modifications which that have taken place in the last quarter. Examples are changes in principal staff
positions;objectives added,modified or deleted;and location changes. Proposed changes of objectives or budget line items must be submitted for
approval on the appropriate forms. Inclusion of changes in the quarterly report is not sufficient for approval.
SECTION III. Answer in summary these three questions.
COLORADO DIVISION OF CRIMINAL JUSTICE (DCJ)
JAG and LLEG Programs
DCJ FORM JAG UNIVERSAL SUBGRANT NARRATIVE REPORT-FINAL
SUBGRANTEE: GRANT NUMBER:
PROJECT TITLE: PROJECT DURATION
FROM: TO:
PREPARED BY: DATE: PHONE:( )
FINAL REPORT-Report covers project activity during entire grant project duration.
NOTE: Prepare this report according to the instructions on the reverse side. Requests for funds may be denied unless this report is complete and filed on time as
required by the Division of Criminal Justice.
Final Table—THIS TABLE MUST BE COMPLETED WHEN THE PROJECT PROVIDES DIRECT SERVICES(BY APPLICANT AGENCY OR VENDOR)
Race/Ethnicity Juvenile Adult
Male Female Male Female
Program Pgm not Other' Program Pgm not Other' Program Pgm not Other' Program Pgm not Other'
Completed Completed Completed completed Completed Completed Completed Completed
Caucasian
Black
Hispanic
Native
American
Asian/Pacific
Islander
Other
Unknown
Totals
*other could mean that the client is still in the program. Any numbers in this category must be explained in the final narrative report.
FINAL NARRATIVE: (Use as many separate sheets as necessary and include the Grant Number and date in the heading of each.)
INSTRUCTIONS
Project impact:Include an analysis of the project's impact on the problem statement addressed in the application. The analysis should identify the specific ways in which
the project has had an impact(i.e.,reduction of crime,improvement of the criminal justice system,or cost savings to law enforcement or other government agencies).
This analysis should focus on the most recently completed grant year but if the project is a continuation,it may be appropriate to include a discussion of the previous grant
years.
Outcomes: Given how success was defined in the grant application,has this project(s)met with success?Did the project serve the intended number and population?Did
the project accomplish all objectives?If not,why not.
Long-Term Sustainability Plan:If the project has not impacted the intended problem(s)or met with success,will the agency continue implementing it? What changes are
planned to make the project more effective?If the project has been successful,what plans will be implemented to diversify its funding base?
If the project has a direct impact upon another agency or activity it should be noted. For example,if the project has encouraged a school to start a special program,or the
police to change a procedure,it should be noted.
Publications:List any brochures,pamphlets,fliers,newsletters,etc.that were produced by or for the program using these grant funds. Please attach any that were not
•
previously submitted with quarterly reports.
Any other comments may also be added. Note any other process tools developed by the project that may serve as guidelines or models for others.
I,hereby, also certify that the content of this form,other than the data entry required, has not been altered.
Typed Name and Title of Project Director Signature of Project Director/ Date
SUBMIT TWO SIGNED FORMS,ONE WITH ORIGINAL SIGNATURES TO DG
Revised 10/09
DETAILED INSTRUCTIONS FOR COMPLETING DC1 FORM JAG UNIVERSAL
Subgrant Narrative Report- FINAL
(Two copies of this form,each with an original signature,must be submitted within 45 days after the closing date of the grant.)
Subgrantee: This is the agency to which the federal grant award was made.
Grant Number: This is the grant number assigned to the project by DO. It can be found on the Statement of Grant Award.
Project Title: This is the name of the project which is identified on the Statement of Grant Award.
Project Duration: This is the period of the grant award indicated by the beginning and ending dates found on the Statement of
Grant Award. It can be changed only if the project requests and receives a grant extension as explained in the Administrative Guide.
Prepared By: This is the name of the person who actually prepared the report. Date: This is the date the form is completed.
Phone: This is the phone number of the person who actually prepared the report. Please include the area code.
The purpose of this report is to provide DCJ with sufficient information to review the degree of success achieved by this project in
grant implementation and attainment of goals. Refer to the Administrative Guide or contact DO for clarification of any item.
Final table: Report final unduplicated numbers of clients who completed the program,did not complete the program or other. Any
numbers in the'other'category must be explained in the narrative final report(i.e. still in the program).
Final narrative:self explanatory
Revised 10/09
COLORADO DIVISION OF CRIMINAL JUSTICE
DCJ FORM 3, CASH REQUEST
(See detailed instructions on the back of this form.)
SUBGRANTEE AGENCY:
ADDRESS:
[State warrant(check)will be sent to address above,noting Grant Number on check stub.]
PROJECT TITLE:
GRANT NUMBER: (PROJECT DURATION: FROM: TO:
PREPARED BY: Phone: Fax:
SECTION I: CASH NEEDS FOR THIS TIME PERIOD*
1.Projected or Actual Expenditures for* 1. $
(Federal/State funds and Match) (Time Period)
2.Less Cash Match available during this time period 2. $
3. TOTAL FEDERAL/STATE-AWARDED FUNDS NEEDED DURING THIS
3. $ 0.00
TIME PERIOD(Line 1 minus Line 2)
SECTION II: CASH SUMMARY AND REQUEST
4.Total Amount of Federal/State Dollar Award: 4.$
5.Total Amount of Federal/State Dollars Received to Date: 5.$
6.Total Amount of FederaUState Dollars Requested,Not Received: 6.$
7.TOTAL AMOUNT OF THIS REQUEST(#3 above): 7. $ 0.00
8.Totals of Lines 5,6, &7: 8. $ 0.00
9.FederaUState Award Balance(Line 4 minus Line 8) 9.$ 0.00
I,hereby certify that the content of this form,other than the data entry required, has not been altered.
REQUIRED SUBGRANTEE SIGNATURE Rs
PROJECT DIRECTOR'S SIGNATURE DATE
SUBMIT TWO SIGNED FORMS,ONE WITH ORIGINAL SIGNATURE TO DCJ.
DCJ Use:
❑Yes; O No Required Quarterly Financial and Narrative Reports(DCJ Forms 1-A &2)have been submitted to date.
O Yes; ❑No Reported expenditures justify this cash request amount?
Expenses reported through are$
Amount Requested on Line#7 above is O Approved; O Approved as modified to$ ; O Denied
If Request was modified or denied,Reason:
Program Specialist,DCJ Date (Rev. 11/09)
DCJ Form 3 - CASH REQUEST
HEADING
Subqrantee Agency: This is the agency to which the grant award was made.
Address: Enter the agency's address to which the check should be sent. The warrant (State check)for the
approved cash request will be sent to the subgrantee agency with the grant number noted on the stub.
Project Title: This is the name of the project which is identified on the Statement of Grant Award.
Grant Number: This is the grant number assigned to the project by DCJ. It can be found on the Statement of
Grant Award. Continuation grants must make sure they enter the current grant number.
Duration: This is the period of the grant award, not the time period for which cash is being requested. It can be
found on the Statement of Grant Award, and is changed only if the project requests and receives a grant
extension.
Prepared by: Name of person completing this form. Include this person's phone number. This can be someone
other than the project director, but the Project Director must verify the figures by signing at the bottom of the form.
SECTION I -Cash Needs for this Time Period:
Line 1:Prolected or Actual Expenditures: Indicate the time period the cash request covers. For those projects
seeking reimbursement of costs already expended, indicate the period (months)for which reimbursement is
being sought. For those projects requesting a funding advance, indicate the month for which the advance is
being sought. Indicate the actual expenditures (reimbursements)or projected expenditures (advance)of
both award and match funds, if applicable, for the time period on line 1.
Line 2:Less Cash Match on Hand: Indicate the cash match that the project has currently available for project
expenses during the period covered by the cash request. If the project does not require a cash match, this
line will be 0.
Line 3:Total Cash Needs for Period: Subtract Line 2 from Line 1 and enter the difference on Line 3.
SECTION II -Federal/State Award Cash Summary and Request:
Line 4:Total Amount of Federal/State Dollar Award: This is the total amount of federal/state dollars awarded to the
project. This figure can be found on the Statement of Grant Award.
Line 5:Total Amount of Federal/State Dollars Received to Date: Indicate the amount of federal/state dollars the
project has actually received to date.
Line 6:Total Amount of Federal/State Dollars Requested, not Received: Indicate the amount of federal/state dollars
the project has requested from DCJ on a previous cash request but has not yet received.
Line 7:Total Amount of this Request: Insert the figure from Line 3 above.
Line 8:Totals of Lines 5, 6, and 7: Add the amounts on Lines 5, 6, and 7 and enter the total on Line 8.
Line 9:Federal/State Award Balance: Subtract the amount on Line 8 from the amount on Line 4 and enter the
difference on Line 9. This is the amount of federal/state funds remaining for use by the project.
REQUIRED SUBGRANTEE SIGNATURE
The Project Director must sign and date the original Cash Request. The Financial Officer should review this request
to reconcile with actual and anticipated expenditures for the time period indicated in Line 1. The original and one copy
must be sent to DCJ. Allow 30 days from the day you mail the request to receive the funds. If the form is not signed
by the authorized Project Director, the request will be denied and returned for proper signature.
DCJ Use: Quarterly Financial and Narrative Reports are due within 15 days of the end of the calendar quarter.
Cash Requests will be held or denied if quarterly reports are delinquent. If the amount requested is modified or
denied, a copy of the form will be returned to the Project Director with the explanation of the change or denial.
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COLORADO DIVISION OF CRIMINAL JUSTICE
DCJ Form 4-B: CHANGE IN SIGNING AUTHORITY
SUBGRANTEE: GRANT NUMBER:
PROJECT TITLE: PROJECT DURATION
FROM: TO:
PREPARED BY: PHONE: ( ) DATE:
A GRANT MODIFICATION IS NOT AUTHORIZED UNTIL IT IS APPROVED IN WRITING BY THE DIVISION OF CRIMINAL JUSTICE.
For change, submit two forms with original signatures. One approved copy will be returned for your records. See reverse side for full
instructions.
All other terms and conditions of the original grant with any approved modifications thereto remain in full force and effect. I,
hereby certify that the content of this form,other than the data entry required,has not been altered.
Change requested by:
SUBGRANTEE PROJECT DIRECTOR Signature DATE
PROJECT DIRECTOR'S MAILING ADDRESS:
THE PURPOSE OF THIS REQUEST IS TO: CHANGE THE PROJECT DIRECTOR
_CHANGE THE FINANCIAL OFFICER
CHANGE THE AUTHORIZED OFFICIAL
Date Change Effective:
From: To:
PRINT OR TYPE FULL NAME/TITLE
Agency Name Agency Name
Mailing Address Mailing Address
( ) C )
Telephone Fax
Email
Original Signature of new Official(required)
Reason for change:
"'Division of Criminal Justice Use Only'"'
THIS REQUEST IS _Approved _Denied,see attached
By:
PROGRAM SPECIALIST,DCJ DATE
Rev.8-04 dcjf4bv1.pdf
DETAILED INSTRUCTIONS FOR COMPLETING
DCJ Form 4-B-CHANGE IN SIGNING AUTHORITY
HEADING
Subgrantee: This is the agency to which the grant award was made.
Grant Number: This is the grant number assigned to the project by DCJ. It can be found on the Statement of Grant Award.
Project Title: This is the name of the project which is identified on the Statement of Grant Award.
Duration: This is the period of the grant award. It can be found on the Statement of Grant Award, and is changed only if the project
requests and receives a grant extension.
Prepared by: Name of person completing this form. Include this person's phone number.
Date: This is the date the,Change in Signing Authority form is completed.
Project Director's Signature and Address: The approved change will be sent to the Project Director at this address.
SIGNING AUTHORITY CHANGE
Check which signing authority is changing. Submit a separate form for each person changed.
Indicate the date the change becomes effective. Supply the name of the person who will no longer hold the position of project director,
financial officer,or authorized official. Print or type the name,title,agency,mailing address,telephone and fax number, and email address
of the new person. The original signature of the new person is required.
Project Director: The project director is the individual who will be in direct charge of the project. This should be a person who has
knowledge and experience in the project area and ability in administration and supervision of personnel. The project director will be
expected to devote a major portion of his/her time to the project.
Financial Officer: The financial officer is the person who will be responsible for fiscal matters relating to the project and in ultimate charge
of accounting,management of funds,verification of expenditures and grant financial reports. This must be an individual other than the
project director.
Authorized Official: This is the individual authorized to enter into binding commitments on behalf of the applicant agency. This must be
an individual other than the Project Director or Financial Officer. In local units of government,this individual will normally be a city
manager,district attorney,mayor and/or commissioner. At the state level,this individual will be a department or division head. For private
non-profit agencies,this individual will be the Chair of the Board of Directors.
Examples of Authorized Officials Follow:
If the subgrantee is a: Then the Authorized Official is the:
•
State Agency Department or Division Director
An agency of/or a unit of local government:
City Mayor or City Manager
County Chairperson of the County Commissioners
Sheriffs Department Chairperson of the County Commissioners
Police Department Mayor or City Manager
Courts Chief Judge
District Attorney's Office District Attorney or Chair of the County Commissioners
Institution of Higher Education President of the institution or chair/dean of the appropriate
department
Private Non-Profit Agency President/Chairperson of the Board of Directors
School District Superintendent/Asst. Superintendent
REASON FOR CHANGE: Briefly state why the previous person no longer holds the position with this grant.
Send two signed forms, one with original signatures to DCJ. One approved copy will be returned for your records.
COLORADO DIVISION OF CRIMINAL JUSTICE
DCJ FORM 4-C-CHANGE IN GRANT AWARD PERIOD
SUBGRANTEE: GRANT NUMBER:
PROJECT TITLE: PROJECT DURATION
FROM: TO:
PREPARED BY: PHONE: ( ) DATE:
A GRANT MODIFICATION IS NOT AUTHORIZED UNTIL IT IS APPROVED IN WRITING BY THE DIVISION OF CRIMINAL
JUSTICE. For change,submit two signed forms,one with original signatures. One approved copy will be returned for your records. See
reverse side for full instructions.
A. Current grant award period: From: To:
Requested change of grant award period: From: To:
B. Explanation and justification of the need to change: (Continue on plain bond paper as necessary).
All other terms and conditions of the original grant with any approved modifications remain in full
force and effect. I,hereby, also certify that the content of this form, other than the data entry
required, has not been altered.
PROJECT DIRECTOR Signature DATE
***Division of Criminal Justice Use Only***
THIS REQUEST IS Approved Denied,see attached
By:
PROGRAM SPECIALIST, DCJ DATE
DIRECTOR, DCJ DATE
STATE CONTROLLER DESIGNEE DATE
Rev. 1/07 dcjf4cv2.doc
DETAILED INSTRUCTIONS FOR COMPLETING
DCJ FORM 4-C - CHANGE IN GRANT AWARD PERIOD
HEADING
Subgrantee: This is the agency to which the grant award was made.
Grant Number: This is the grant number assigned to the project by DCJ. It can be found on the
Statement of Grant Award.
Project Title: This is the name of the project which is identified on the grant application.
Duration: This is the period of the grant award. It can be found on the Statement of Grant Award, and is
changed only if the project requests and receives a grant extension.
Prepared by: Name of person completing this form. Include this person's phone number.
Date: This is the date the Modification of Other Grant Agreements form is completed.
A. Current Grant Award Period: If this is the first request for a grant period change, indicate the
current grant award period which may be found on the Statement of Grant Award.
If the subgrantee has previously requested and received a grant period change, indicate the most
recently approved grant award period.
Requested Change of Grant Award Period: Indicate your requested grant period change. End dates
are usually the end of a calendar quarter.
B. Narrative: Include a narrative explaining and justifying the need for a grant period change.
***************
Send two signed forms, one with original signatures to DCJ. One approved copy will be returned for
your records.
Grant extensions are not encouraged or automatic, and are governed by federal and state expiration dates
and DCJ discretion.
COLORADO DIVISION OF CRIMINAL JUSTICE
DCJ FORM 4-1)- MODIFICATION OF OTHER GRANT AGREEMENTS
SUBGRANTEE: GRANT NUMBER:
PROJECT TITLE: PROJECT DURATION:
From: To:
PREPARED BY: PHONE:( ) DATE:
This MODIFICATION OF OTHER GRANT AGREEMENTS form is limited only to addition or deletion of goals/objectives
or Special Conditions for the above-referenced grant number. Please note that major deviation from the original goals
and objectives(scope of work)approved for this project may require issuance of a new Statement of Grant Award.
A Grant Modification is not authorized until it is approved in writing by the Division of Criminal Justice.
To request approval for change, submit two signed forms, one with original signature. One approved copy will be
returned for your records. See reverse side for full instructions.
A. The purpose of this request is to: (please mark one selection)
❑Add,Modify,or Delete Goal(s) and Objective(s)
❑Add,Modify,or Delete Special Conditions
B. Description of modification,including explanation and justification of the need to change: (Continue on plain bond
paper as necessary.)
All other terms and conditions of the original grant with any approved modifications remain in full force and effect.
I,hereby certify that the content of this form,other than the data entry required,has not been altered.
PROJECT DIRECTOR Signature DATE
***Division of Criminal Justice Use Only***
This request is: O Approved O Denied (see attached)
PROGRAM SPECIALIST,DCJ DATE
DIRECTOR,DCJ DATE
STATE CONTROLLER DESIGNEE DATE
Rev.2/7/2007 DCJ4DW2000.doc
DETAILED INSTRUCTIONS FOR COMPLETING
DC7 FORM 4-D-MODIFICATION OF OTHER GRANT AGREEMENTS
HEADING
Subarantee: This is the agency to which the grant award was made.
Grant Number: This is the grant number assigned to the project by DCJ. It can he found on the Statement of Grant Award.
Project Title: This is the name of the project which is identified on the grant application.
Duration: This is the period of the grant award. It can be found on the Statement of Grant Award, and is changed only if the
project requests and receives a grant extension.
Prepared by: Name of person completing this form. Include this person's phone number.
Date: This is the date the Modification of Other Grant Agreements form is completed.
A. Requested Modification: Indicate the purpose of the modification by checking the proper line. Normally,subgrantees will
only initiate a modification of goals and objectives. DCJ will normally initiate other modifications.
B. Modification Description: State whether you are adding,modifying or deleting,and describe fully and justify the modification
as specifically as possible. Include the goal and objective number(s) being changed. It is preferred that you write the
goal/objective as it was originally stated and then indicate the change. Attach additional sheets as necessary.
Please note that major deviation from the original goals and objectives(scope of work)approved for this project may
require issuance of a new Statement of Grant Award(SOGA).
Send two signed forms,one with original signature to DCJ. One approved copy will be returned for your records.
Rev.2/7/2007 DCJ4DW2000.doe
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