HomeMy WebLinkAbout20253215 Resolution
Approve Grant Award Letter and Intergovernmental Agreement for 2026 Victims of
Crime Act (VOCA) Crime Victim Compensation (CVC) Funds for Federal Crime
Victim Compensation, and Authorize Chair and 19th Judicial District Attorney's
Office 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 Grant Award Letter and
Intergovernmental Agreement for the 2026 Victims of Crime Act (VOCA) Crime Victim
Compensation (CVC) Funds for Federal Crime Victim Compensation between the County
of Weld, State of Colorado, by and through the Board of County Commissioners of Weld
County, on behalf of the 19th Judicial District Attorney's Office, and the Colorado
Department of Public Safety, Division of Criminal Justice, commencing upon full
execution of signatures, and ending September 30, 2026, with further terms and
conditions being as stated in said agreement, and
Whereas, after review, the Board deems it advisable to approve said agreement, 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 Grant Award Letter and Intergovernmental Agreement for the 2026
Victims of Crime Act (VOCA) Crime Victim Compensation (CVC) Funds for Federal Crime
Victim Compensation between the County of Weld, State of Colorado, by and through the
Board of County Commissioners of Weld County, on behalf of the 19th Judicial District
Attorney's Office, and the Colorado Department of Public Safety, Division of Criminal
Justice, be, and hereby is, approved.
Be it further resolved by the Board that the Chair and Karol Patch, 19th Judicial District
Attorney's Office, be, and hereby are, authorized to sign said agreement.
The Board of County Commissioners of Weld County, Colorado, approved the above
and foregoing Resolution, on motion duly made and seconded, by the following vote on
the 24th day of November, A.D., 2025:
[Insert Resolution Attestation Block Post Meeting]
2025-3215
DA0028
BOARD OF COUNTY COMMISSIONERS
PASS-AROUND REVIEW
PASS-AROUND TITLE: Crime Victim Compensation Federal Funding
DEPARTMENT: District Attorneys Office,Victim Witness DATE: 11/6/25
PERSON REQUESTING: Karol Patch,Director of Victim Services
Brief description of the problem/issue:
Crime Victim Compensation(CVC)applicant requests and payments are currently exceeding the income from the 19th Judicial District offender fines
and fees. Federal funding through the Colorado Department of Public Safety,Division of Criminal Justice is specifically designated for Colorado Crime
Victim Compensation programs These funds,compiled by federal prosecutions,are pass-through funds for Weld County.The Division of Criminal
Justice is recommending$350,000 for the 19th Judicial District.
What options exist for the Board?
The funds can either be approved or denied.
Consequences:
If funds are not accepted,the current expense distribution for victims of violent crime in Weld County is not sustainable.The CVC Board will
need to severely limit amounts allowed for funeral/burial,mental health counseling,medical,immediate safety,and lost wages.
Impacts:
Accepting funding will allow the program to continue paying expenses on behalf of eligible victims at the current policy rates.The federal
funds will bring an additional administrative funding of 20%,$70,000,to pay for the current CVC administrative duties in the District
Attnrnav'c nffira
Cost(Current Fiscal Year/Ongoing or Subsequent Fiscal Years:
None-these are pass through funds.
Recommendation:
Support Recommendation Schedule
Place on BOCC A enda Work Session Other/Comments:
Perry L. Buck
Scott K. James
Jason S. Maxey r"
Lynette Peppler
Kevin D. Ross
2025-3215
I1/74 DHOC Z8
Docusign Envelope ID 078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
Grant Award Letter
Intergovernmental Grant Agreement
Cover Page
State Agency Grant Number
Department of Public Safety, Division of 22-VC-19
Criminal Justice
Grant Issuance Date
Grantee October 1, 2025
Weld County, Office of the District Attorney,
19th Judicial District Grant Expiration Date
September 30, 2026
Grantee UEI
MKKXT9U9MTV5 Fund Expenditure End Date
September 30, 2026
Is this Award for Research and
Development? No Grantee Match Amount Required
15POVC-22-GG-00568-COMP $0.00
Grant Amount Total for All Federal Funds $0.00
15POVC-22-GG-00568-COMP $350,000.00
Total for All Federal Funds $350,000.00
Agreement Authority -
The Division of Criminal Justice is authorized to disburse these funds by Colorado Revised Statute
24-33.503 and 507.
Project Summary
This grant award provides funds from the federal Victims of Crime Act (VOCA-Victim Compensation)
to enhance state victim compensation payments to eligible victims of crime and survivors of victims
of crime for expenses allowed under the Colorado Crime Victim Compensation Act.
Grant Purpose
The Federal Victims of Crime Act (VOCA) Program allows agencies to support activities that provide
a broad range of direct services to victims of crime under the Colorado Crime Victim Compensation
Act. The Victim's Compensation grant funds are awarded to eligible agencies on a non-competitive
formula basis.
Exhibits and Order of Precedence
The following Exhibits and attachments are included with this Agreement:
1. Exhibit A, Sample Option Letter
2. Exhibit B, Grant Requirements
3. Exhibit C, Special Conditions
4. Exhibit D, Statement of Work
5. Exhibit E, Budget
6. Exhibit F, Federal Provisions
Page 1 of 31 Version: 08/11/2025 (DCJ 09/12/25)
Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
In the event of a conflict of inconsistency between this Agreement and any Exhibit or attachment,
such conflict or inconsistency shall be resolved by reference to the documents in the following
order of priority:
1. Exhibit F, Federal Provisions
2. Exhibit C, Special Conditions
3. Colorado Special Provisions in §18 of the main body of this Agreement.
4. The provisions of the other sections of the main body of this Agreement.
5. Exhibit B, Grant Requirements
6. Exhibit D, Statement of Work
7. Exhibit E, Budget
Principal Representatives
For the State: For Grantee:
Matthew M. Lunn, PhD, Director Perry Buck, Chair
Division of Criminal Justice Weld County Board of Commissioners
Department of Public Safety 1150 0 Street
700 Kipling Street, Suite 1000 Greeley, Colorado 80631
Denver, Colorado 80215-5897 pbuck@weld.gov
Matthew.Lunn@state.co.us
Federal Award(s) Applicable to This Grant Award
Federal Award Office
U.S. Department of Justice (US DOJ), [Office of Justice Programs (OJP) / Office for Victims of Crime (OVC)
Federal Grant Program Name
Victims of Crime Act (VOCA) Victim Compensation
Federal Assistance Listing #
16.576 - Crime Victim Compensation
Federal Funding Source 1
Federal Award Number: 15POVC-22-GG-00568-COMP
Federal Award Date: 08/23/23
Federal Statutory Authority: This project is supported under OVC FY2023 VOCA Victim Compensation
Formula Grant 34 U.S.C. §20102
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Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
Table of Contents
Cover Page 1
Federal Award(s) Applicable to This Grant Award 2
Signature Page 3
Table of Contents 4
1. Grant 5
2. Term 5
3. Definitions 5
4. Statement of Work 9
5. Payments to Grantee 9
6. Reporting - Notification 10
7. Grantee Records 10
8. Confidential Information-State Records 11
9. Conflict of Interest 13
10. Insurance 13
11. Breach of Agreement 13
12. Remedies 14
13. Dispute Resolution 16
14. Notices and Representatives 16
15. Rights in Work Product and Other Information 16
16. Governmental Immunity 16
17. General Provisions 16
18. Colorado Special Provisions (Colorado Fiscal Rule 3-3) 19
Exhibit A - Sample Option Letter 21
Exhibit B - Grant Requirements 23
Exhibit C - Special Conditions 26
Exhibit D - Statement of Work 27
Exhibit E - Budget 30
Exhibit F - Federal Requirements 31
Page 4 of 31 Version: 08/11/2025 (DCJ 09/12/25)
Docusign Envelope ID 078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
1. Grant
As of the Grant Issuance Date, the State Agency shown on the first page of this Grant Award
Letter (the "State") hereby obligates and awards to Grantee shown on the first page of this
Grant Award Letter (the "Grantee") an award of Grant Funds in the amounts shown on the
first page of this Grant Award Letter. By accepting the Grant Funds provided under this Grant
Award Letter, Grantee agrees to comply with the terms and conditions of this Grant Award
Letter and requirements and provisions of all Exhibits to this Grant Award Letter.
2. Term
A. Initial Grant Term and Extension
The Parties' respective performances under this Grant Award Letter shall commence on
the Grant Issuance Date and shall terminate on the Grant Expiration Date unless sooner
terminated or further extended in accordance with the terms of this Grant Award Letter.
Upon request of Grantee, the State may, in its sole discretion, extend the term of this
Grant Award Letter by providing Grantee with an updated Grant Award Letter showing
the new Grant Expiration Date, or issue a grant modification in accordance with §1 7.D.
B. Early Termination in the Public Interest
The State is entering into this Grant Award Letter to serve the public interest of the State
of Colorado as determined by its Governor, General Assembly, or Courts. If this Grant
Award Letter ceases to further the public interest of the State or if State, Federal or other
funds used for this Grant Award Letter are not appropriated, or otherwise become
unavailable to fund this Grant Award Letter, the State, in its discretion, may terminate
this Grant Award Letter in whole or in part by providing written notice to Grantee that
includes, to the extent practicable, the public interest justification for the termination.
If the State terminates this Grant Award Letter in the public interest, the State shall pay
Grantee an amount equal to the percentage of the total reimbursement payable under
this Grant Award Letter that corresponds to the percentage of Work satisfactorily
completed, as determined by the State, less payments previously made.
C. Grantee's Termination Under Federal Requirements
Grantee may request termination of this Grant by sending notice to the State, which
includes the reasons for the termination and the effective date of the termination. If
this Grant is terminated in this manner, then Grantee shall return any advanced
payments made for work that will not be performed prior to the effective date of the
termination.
3. Definitions
The following terms shall be construed and interpreted as follows:
A. "Agreement" means this agreement, including all attached Exhibits, all documents
incorporated by reference, all referenced statutes, rules and cited authorities, and any
future modifications thereto.
B. "Award" means an award by a Recipient to a Subrecipient funded in whole or in part by
a Federal Award. The terms and conditions of the Federal Award flow down to the
Award unless the terms and conditions of the Federal Award specifically indicate
otherwise.
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Docusign Envelope ID 078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
C. "Breach of Agreement" means the failure of a Party to perform any of its obligations in
accordance with this Agreement, in whole or in part or in a timely or satisfactory
manner. The institution of proceedings under any bankruptcy, insolvency, reorganization
or similar law, by or against Grantee, or the appointment of a receiver or similar officer
for Grantee or any of its property, which is not vacated or fully stayed within 30 days
after the institution of such proceeding, shall also constitute a breach. If Grantee is
debarred or suspended under §24-109-105, C.R.S. at any time during the term of this
Agreement, then such debarment or suspension shall constitute a breach.
D. "Budget" means the budget for the Work described in Exhibit E.
E. "Business Day" means any day in which the State is open and conducting business, but
shall not include Saturday, Sunday or any day on which the State observes one of the
holidays listed in §24-11-101(1) C.R.S.
F. "CJI" means criminal justice information collected by criminal justice agencies needed
for the performance of their authorized functions, including, without limitation, all
information defined as criminal justice information by the U.S. Department of Justice,
Federal Bureau of Investigation, Criminal Justice Information Services Security Policy, as
amended and all Criminal Justice Records as defined under §24-72-302 C.R.S.
G. "CORA" means the Colorado Open Records Act, §524-72-200.1 et seq., C.R.S.
H. "Cost Sharing" means a portion of project costs not paid under this Subaward. This
includes match which refers to required levels of cost share that must be provided (2
CFR 200.306)
I. "Grant Award Letter" means this letter which offers Grant Funds to Grantee, including
all attached Exhibits, all documents incorporated by reference, all referenced statutes,
rules and cited authorities, and any future updates thereto.
J. "Grant Funds" means the funds that have been appropriated, designated, encumbered,
or otherwise made available for payment by the State under this Grant Award Letter.
K. "Grant Expiration Date" means the Grant Expiration Date shown on the first page of
this Grant Award Letter.
L. "Grant Issuance Date" means the Grant Issuance Date shown on the first page of this
Grant Award Letter.
M. "Exhibits" exhibits and attachments included with this Grant as shown on the first page
of this Grant
N. "Extension Term" means the period of time by which the Grant Expiration Date is
extended by the State through delivery of an updated Grant Award Letter
0. "Federal Award" means an award of Federal financial assistance or a cost-
reimbursement contract under the Federal Acquisition Regulations by a Federal Awarding
Agency to the Recipient. "Federal Award" also means an agreement setting forth the
terms and conditions of the Federal Award. The term does not include payments to a
contractor or payments to an individual that is a beneficiary of a Federal program.
P. "Federal Awarding Agency" means a Federal agency providing a Federal Award to a
Recipient. The Federal agency for this Agreement may be found in the Federal Award(s)
Applicable to This Grant Award section of this Agreement, and is the Federal Awarding
Agency for the Federal Award which is the subject of this Grant.
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Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
Q. "Goods" means any movable material acquired, produced, or delivered by Grantee as
set forth in this Grant Award Letter and shall include any movable material acquired,
produced, or delivered by Grantee in connection with the Services.
R. "Incident" means any accidental or deliberate event that results in or constitutes an
imminent threat of the unauthorized access or disclosure of State Confidential
Information or of the unauthorized modification, disruption, or destruction of any State
Records.
S. "Initial Term" means the time period between the Grant Issuance Date and the Grant
Expiration Date.
T. "Party" means the State or Grantee, and "Parties" means both the State and Grantee.
U. "PCI" means payment card information including any data related to credit card
holders' names, credit card numbers, or the other credit card information as may be
protected by state or federal law.
V. "PII" means personally identifiable information including, without limitation, any
information maintained by the State about an individual that can be used to distinguish
or trace an individual's identity, such as name, social security number, date and place of
birth, mother's maiden name, or biometric records; and any other information that is
linked or linkable to an individual, such as medical, educational, financial, and
employment information. PII includes, but is not limited to, all information defined as
personally identifiable information in §524-72-501 and 24-73-101 C.R.S. "PII" shall also
mean "personal identifying information" as set forth at § 24-74-102, et. seq., C.R.S.
W. "PHI" means any protected health information, including, without limitation any
information whether oral or recorded in any form or medium: (i) that relates to the past,
present or future physical or mental condition of an individual; the provision of health
care to an individual; or the past, present or future payment for the provision of health
care to an individual; and (ii) that identifies the individual or with respect to which
there is a reasonable basis to believe the information can be used to identify the
individual. PHI includes, but is not limited to, any information defined as Individually
Identifiable Health Information by the federal Health Insurance Portability and
Accountability Act.
X. "Recipient" means the State Agency shown on the first page of this Grant Award Letter,
for the purposes of the Federal Award.
Y. "Services" means the services to be performed by Grantee as set forth in this Grant
Award Letter, and shall include any services to be rendered by Grantee in connection
with the Goods.
Z. "State Confidential Information" means any and all State Records not subject to
disclosure under CORA. State Confidential Information shall include, but is not limited
to, PII, PHI, PCI, Tax Information, CJI, and State personnel records not subject to
disclosure under CORA. State Confidential Information shall not include information or
data concerning individuals that is not deemed confidential but nevertheless belongs to
the State, which has been communicated, furnished, or disclosed by the State to
Grantee which (i) is subject to disclosure pursuant to CORA; (ii) is already known to
Grantee without restrictions at the time of its disclosure to Grantee; (iii) is or
subsequently becomes publicly available without breach of any obligation owed by
Grantee to the State; (iv) is disclosed to Grantee, without confidentiality obligations, by
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Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
a third party who has the right to disclose such information; or (v) was independently
developed without reliance on any State Confidential Information.
AA. "State Fiscal Rules" means the fiscal rules promulgated by the Colorado State
Controller pursuant to §24-30-202(13)(a) C.R.S.
BB. "State Fiscal Year" means a 12 month period beginning on July 1 of each calendar year
and ending on June 30 of the following calendar year. If a single calendar year follows
the term, then it means the State Fiscal Year ending in that calendar year.
CC. "State Records" means any and all State data, information, and records, regardless of
physical form, including, but not limited to, information subject to disclosure under
CORA.
DD. "Sub-Award" means this grant by the State (a Recipient) to Grantee (a Subrecipient)
funded in whole or in part by a Federal Award. The terms and conditions of the Federal
Award flow down to this Sub-Award unless the terms and conditions of the Federal
Award specifically indicate otherwise.
EE. "Subcontractor" means third-parties, if any, engaged by Grantee to aid in performance
of the Work. This establishes a procurement relationship. The subcontractor provides
goods or services for the benefit of the purchaser.
FF. "Subgrantee" means third-parties, if any, engaged by Grantee to aid in performance of
the Work. This establishes a grant relationship. The beneficiary, not the purchaser,
receives benefit from the work. A subgrantee receiving federal grant funds is also called
a subrecipient. There may be multiple tiers of subgrantees/subrecipients that do not
include procurement transactions.
GG. "Subrecipient" means an entity that receives a Sub-Award from a pass-through entity to
carry out part of a Federal award., The term subrecipient does not a beneficiary or
participant. A Subrecipient may also be a recipient of other Federal Awards directly from
a Federal Awarding Agency. For the purposes of this Grant, Grantee is a Subrecipient.
HH. "Tax Information" means Federal and State of Colorado tax information including,
without limitation, Federal and State tax returns, return information, and such other
tax-related information as may be protected by Federal and State law and regulation.
Tax Information includes, but is not limited to all information defined as Federal tax
information in Internal Revenue Service Publication 1075.
II. "Uniform Guidance" means the Office of Management and Budget Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards. The terms and conditions of the Uniform Guidance flow down to the Awards to
Subrecipients unless the Uniform Guidance or the terms and conditions of the Federal
Award specifically indicate otherwise.
JJ. "Work" means the delivery of the Goods and performance of the Services described in
this Grant Award Letter.
KK. "Work Product" means the tangible and intangible results of the Work, whether finished
or unfinished, including drafts. Work Product includes, but is not limited to, documents,
text, software (including source code), research, reports, proposals, specifications,
plans, notes, studies, data, images, photographs, negatives, pictures, drawings, designs,
models, surveys, maps, materials, ideas, concepts, know-how, and any other results of
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Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
the Work. "Work Product" does not include any material that was developed prior to the
Grant Issuance Date that is used, without modification, in the performance of the Work.
Any other term used in this Grant Award Letter that is defined in an Exhibit shall be construed
and interpreted as defined in that Exhibit.
4. Statement of Work
Grantee shall complete the Work as described in this Grant Award Letter and in accordance
with the provisions of Exhibit D. The State shall have no liability to compensate or reimburse
Grantee for the delivery of any goods or the performance of any services that are not
specifically set forth in this Grant Award Letter.
5. Payments to Grantee
A. Maximum Amount
Payments to Grantee are limited to the unpaid, obligated balance of the Grant Funds. The
State shall not pay Grantee any amount under this Grant that exceeds the Grant Amount
shown on the first page of this Grant Award Letter. Financial obligations of the State
payable after the current State Fiscal Year are contingent upon funds for that purpose
being appropriated, budgeted, and otherwise made available. The State shall not be liable
to pay or reimburse Grantee for any Work performed or expense incurred before the Grant
Issuance Date or after the Grant Expiration Date; provided, however, that Work performed
and expenses incurred by Grantee before the Grant Issuance Date that are chargeable to
an active Federal Award may be submitted for reimbursement as permitted by the terms
of the Federal Award.
B. Federal Recovery
The close-out of a Federal Award does not affect the right of the Federal Awarding Agency
or the State to disallow costs and recover funds on the basis of a later audit or other
review. Any cost disallowance recovery is to be made within the Record Retention Period,
as defined below.
C. Reimbursement of Grantee Costs
Upon prior written approval, the State shall reimburse Grantee's allowable costs, not
exceeding the maximum total amount described in this Grant Award Letter for all
allowable costs described in this Grant Award Letter and shown in the Budget, except that
Grantee may adjust the amounts between each line item of the Budget without formal
modification to this Agreement as long as the Grantee provides notice to and written
approval from the State in the form of a DCJ Form 4-A, the change does not modify the
total maximum amount of this Grant Award Letter or the maximum amount for any state
fiscal year, and the change does not modify any requirements of the Work. The State shall
reimburse Grantee for the Federal share of properly documented allowable costs related
to the Work after the State's review and approval thereof, subject to the provisions of
this Grant. The State shall only reimburse allowable costs if those costs are: (i) reasonable
and necessary to accomplish the Work and for the Goods and Services provided; and (ii)
equal to the actual net cost to Grantee (i.e. the price paid minus any items of value
received by Grantee that reduce the cost actually incurred).
D. Close-Out.
Grantee shall close out this Grant within 45 days after the Grant Expiration Date. To
complete close out, Grantee shall submit to the State all deliverables (including
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Docusign Envelope ID 078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
documentation) as defined in this Grant Award Letter and Grantee's final reimbursement
request or invoice. The State will withhold payment of allowable costs until all final
documentation has been submitted and accepted by the State as substantially complete.
If the Federal Awarding Agency has not closed this Federal Award within 1 year and 90
days after the Grant Expiration Date due to Grantee's failure to submit required
documentation, then Grantee may be prohibited from applying for new Federal Awards
through the State until such documentation is submitted and accepted.
E. Matching Funds
Grantee shall provide the Local Match Amount shown on the first page of this Grant Award
Letter and described in Exhibit E , if applicable. Grantee's obligation to pay all or part of
any matching funds, whether direct or contingent, only extends to funds duly and lawfully
appropriated for the purpose of this Agreement by the authorized representatives of
Grantee. Grantee shall appropriate and allocate all Local Match Amounts to the purpose
of this Grant Award Letter. Grantee does not by accepting this Grant Award Letter
irrevocably pledge present cash reserves for payments in future fiscal years, and this Grant
Award Letter is not intended to create a multiple-fiscal year debt of Grantee. Grantee
shall not pay or be liable for any claimed interest, late charges, fees, taxes or penalties
of any nature, except as required by Grantee's laws or policies.
6. Reporting - Notification
A. Quarterly Reports
In addition to any reports required pursuant to any Exhibit, for any Agreement having a
term longer than three months, Grantee shall submit, on a quarterly basis, a written
report specifying progress made for each specified performance measure and standard in
this Agreement. Such progress report shall be in accordance with the procedures
developed and prescribed by the State. Progress reports shall be submitted to the State
not later than five Business Days following the end of each calendar quarter or at such
time as otherwise specified by the State
B. Performance and Final Status
Grantee shall submit all financial, performance and other reports to the State no later
than the end of the close out described in 55.D, containing an evaluation and review of
Grantee's performance and the final status of Grantee's obligations hereunder.
C. Violations Reporting
Grantee shall disclose, in a timely manner, in writing to the State, all violations of federal
or State criminal law involving fraud, bribery, or gratuity violations potentially affecting
the Federal Award. The State or the Federal Awarding Agency may impose any penalties
for noncompliance allowed under 2 CFR Part 180 and 31 U.S.C. 3321, which may include,
without limitation, suspension or debarment.
7. Grantee Records
A. Maintenance and Inspection
Grantee shall make, keep, and maintain, all records, documents, communications, notes
and other written materials, electronic media files, and communications, pertaining in
any manner to this Grant for a period of three years following the completion of the close
out of this Grant. Grantee shall permit the State to audit, inspect, examine, excerpt, copy
and transcribe all such records during normal business hours at Grantee's office or place
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Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
of business, unless the State determines that an audit or inspection is required without
notice at a different time to protect the interests of the State. If any litigation, claim, or
audit related to this Award starts before expiration of the Record Retention Period, the
Record Retention Period shall extend until all litigation, claims, or audit findings have
been resolved and final action taken by the State. A cognizant agency for audit, oversight
or indirect costs, and the State, may notify Grantee in writing that the Record Retention
Period shall be extended. For records for real property and equipment, the Record
Retention Period shall extend three years following final disposition of such property.
B. Monitoring
The State will monitor Grantee's performance of its obligations under this Grant Award
Letter using procedures as determined by the State. Grantee shall allow the State to
perform all monitoring required by the Uniform Guidance, based on the State's risk
analysis of Grantee. The State shall have the right, in its sole discretion, to change its
monitoring procedures and requirements at any time during the term of this Agreement.
The State shall monitor Grantee's performance in a manner that does not unduly interfere
with Grantee's performance of the Work. If Grantee enters into a subcontract or subgrant
with an entity, then the subcontract or subgrant entered into by Grantee shall contain
provisions permitting both Grantee and the State to perform all monitoring of that
Subcontractor or Subgrantee in accordance with the Uniform Guidance, and other State
procedure.
C. Final Audit Report
Grantee shall promptly submit to the State a copy of any final audit report of an audit
performed on Grantee's records that relates to or affects this Grant or the Work, whether
the audit is conducted by Grantee or a third party. Additionally, if Grantee is required to
perform a single audit under 2 CFR 200.501, et seq., then Grantee shall submit a copy of
the results of that audit to the State within the same timelines as the submission to the
federal government.
8. Confidential Information-State Records
A. Confidentiality
Grantee shall hold and maintain, and cause all Subgrantees and Subcontractors to hold
and maintain, any and all State Records that the State provides or makes available to
Grantee for the sole and exclusive benefit of the State, unless those State Records are
otherwise publicly available at the time of disclosure or are subject to disclosure by
Grantee under CORA. Grantee shall not, without prior written approval of the State, use
for Grantee's own benefit, publish, copy, or otherwise disclose to any third party, or
permit the use by any third party for its benefit or to the detriment of the State, any State
Records, except as otherwise stated in this Grant Award Letter. Grantee shall provide for
the security of all State Confidential Information in accordance with all policies
promulgated by the Colorado Office of Information Security and all applicable laws, rules,
policies, publications, and guidelines. If Grantee or any of its Subcontractors or
Subgrantees will or may receive the following types of data, Grantee or its Subcontractors
or Subgrantees shall provide for the security of such data according to the following: (i)
the most recently promulgated IRS Publication 1075 for all Tax Information and in
accordance with the Safeguarding Requirements for Federal Tax Information attached to
this Grant as an Exhibit, if applicable, (ii) the most recently updated PCI Data Security
Standard from the PCI Security Standards Council for all PCI, (iii) the most recently issued
Page 11 of 31 Version: 08/11/2025 (DCJ 09/12/25)
Docusign Envelope ID.078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
version of the U.S. Department of Justice, Federal Bureau of Investigation, Criminal
Justice Information Services Security Policy for all CJI, and (iv) the federal Health
Insurance Portability and Accountability Act for all PHI and the HIPAA Business Associate
Agreement attached to this Grant, if applicable. Grantee shall immediately forward any
request or demand for State Records to the State's principal representative.
B. Other Entity Access and Nondisclosure Agreements
Grantee may provide State Records to its agents, employees, assigns, Subgrantees and
Subcontractors as necessary to perform the Work, but shall restrict access to State
Confidential Information to those agents, employees, assigns, Subgrantees and
Subcontractors who require access to perform their obligations under this Grant Award
Letter. Grantee shall ensure all such agents, employees, assigns, Subgrantees and
Subcontractors sign nondisclosure agreements with provisions at least as protective as
those in this Grant, and that the nondisclosure agreements are in force at all times the
agent, employee, assign, Subgrantees or Subcontractor has access to any State
Confidential Information. Grantee shall provide copies of those signed nondisclosure
restrictions to the State upon request.
C. Use, Security, and Retention
Grantee shall use, hold and maintain State Confidential Information in compliance with
any and all applicable laws and regulations in facilities located within the United States,
and shall maintain a secure environment that ensures confidentiality of all State
Confidential Information wherever located. Grantee shall provide the State with access,
subject to Grantee's reasonable security requirements, for purposes of inspecting and
monitoring access and use of State Confidential Information and evaluating security
control effectiveness. Upon the expiration or termination of this Grant, Grantee shall
return State Records provided to Grantee or destroy such State Records and certify to the
State that it has done so, as directed by the State. If Grantee is prevented by law or
regulation from returning or destroying State Confidential Information, Grantee warrants
it will guarantee the confidentiality of, and cease to use, such State Confidential
Information.
D. Incident Notice and Remediation
If Grantee becomes aware of any Incident, it shall notify the State immediately and
cooperate with the State regarding recovery, remediation, and the necessity to involve
law enforcement, as determined by the State. After an Incident, Grantee shall take steps
to reduce the risk of incurring a similar type of Incident in the future as directed by the
State, which may include, but is not limited to, developing and implementing a
remediation plan that is approved by the State at no additional cost to the State.
E. Safeguarding PII
If Grantee or any of its Subgrantees or Subcontractors will or may receive PII under this
Agreement, Grantee shall provide for the security of such PII, in a manner and form
acceptable to the State, including, without limitation, State non-disclosure requirements,
use of appropriate technology, security practices, computer access security, data access
security, data storage encryption, data transmission encryption, security inspections, and
audits. Grantee shall be a "Third-Party Service Provider" as defined in §24-73-103(1)(i),
C.R.S. and shall maintain security procedures and practices consistent with 5524-73-101
et seq., C.R.S. In addition, as set forth in §24-74-102, et. seq., C.R.S., Grantee, including,
but not limited to, Grantee's employees, agents, Subgrantees and Subcontractors, agrees
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Docusign Envelope ID 078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
not to share any PII with any third parties for the purpose of investigating for, participating
in, cooperating with, or assisting with Federal immigration enforcement. If Grantee is
given direct access to any State databases containing PII, Grantee shall execute, on behalf
of itself and its employees, the certification as provided by the State on an annual basis
Grantee's duty and obligation to certify as set forth by the state and shall continue as long
as Grantee has direct access to any State databases containing PII. If Grantee uses any
Subgrantees or Subcontractors to perform services requiring direct access to State
databases containing PII, the Grantee shall require such Subgrantees or Subcontractors to
execute and deliver the certification to the State on an annual basis, so long as the
Subgrantee or Subcontractor has access to State databases containing PII.
9. Conflict of Interest
Grantee shall not engage in any business or activities, or maintain any relationships that
conflict in any way with the full performance of the obligations of Grantee under this Grant.
Grantee acknowledges that, with respect to this Grant, even the appearance of a conflict of
interest shall be harmful to the State's interests and absent the State's prior written
approval, Grantee shall refrain from any practices, activities or relationships that reasonably
appear to be in conflict with the full performance of Grantee's obligations under this Grant. If
a conflict or the appearance of a conflict arises, or if Grantee is uncertain whether a conflict
or the appearance of a conflict has arisen, Grantee shall submit to the State a disclosure
statement setting forth the relevant details for the State's consideration. Grantee
acknowledges that all State employees are subject to the ethical principles described in §24-
18-105, C.R.S. Grantee further acknowledges that State employees may be subject to the
requirements of §24-18-105, C.R.S. with regard to this Grant.
10. Insurance
Grantee shall maintain at all times during the term of this Grant such liability insurance, by
commercial policy or self-insurance, as is necessary to meet its liabilities under the Colorado
Governmental Immunity Act, §24-10-101, et seq., C.R.S. (the "GIA"). Grantee shall ensure
that any Subgrantees and Subcontractors maintain all insurance customary for the completion
of the Work done by that Subgrantees or Subcontractor and as required by the State or the
GIA.
11. Breach of Agreement
In the event of a breach of agreement, the aggrieved party shall give written notice of breach
of agreement to the other party. If the notified party does not cure the breach, at its sole
expense, within 30 days after the delivery of written notice, the party may exercise any of
the remedies as described in §12 for that party. Notwithstanding any provision of this
agreement to the contrary, the state, in its discretion, need not provide notice or a cure
period and may immediately terminate this agreement in whole or in part or institute any
other remedy in this agreement in order to protect the public interest of the state; or if
grantee is debarred or suspended under §24-109-105, C.R.S., the state, in its discretion, need
not provide notice or cure period and may terminate this agreement in whole or in part or
institute any other remedy in this agreement as of the date that the debarment or suspension
takes effect.
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Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
12. Remedies
A. State's Remedies
In addition to any remedies available under any exhibit to this grant agreement, if grantee
is in breach under any provision of this agreement and fails to cure such breach, the state,
following the notice and cure period set forth in §11, shall have all of the remedies listed
in this section in addition to all other remedies set forth in this agreement or at law. The
state may exercise any or all of the remedies available to it, in its discretion, concurrently
or consecutively.
i. Termination for Breach
In the event of grantee's uncured breach, the state may terminate this entire
agreement or any part of this agreement. Additionally, if grantee fails to comply
with any terms of the federal award, then the state may, in its discretion or at the
direction of a federal awarding agency, terminate this entire agreement or any
part of this agreement. Grantee shall continue performance of this agreement to
the extent not terminated, if any.
The State may also terminate this grant agreement at any time if the State has
determined, in its sole discretion, that Grantee has ceased performing the Work
without intent to resume performance, prior to the completion of the Work.
a. Obligation and Rights
To the extent specified in any termination notice, Grantee shall not incur
further obligations or render further performance past the effective date of
such notice, and shall terminate outstanding orders and subcontracts with third
parties. However, Grantee shall complete and deliver to the State all Work not
cancelled by the termination notice, and may incur obligations as necessary to
do so within this Agreement's terms. At the request of the State, Grantee shall
assign to the State all of Grantee's rights, title, and interest in and to such
terminated orders or subcontracts. Upon termination, Grantee shall take
timely, reasonable and necessary action to protect and preserve property in
the possession of Grantee but in which the State has an interest. At the State's
request, Grantee shall return materials owned by the State in Grantee's
possession at the time of any termination. Grantee shall deliver all completed
Work Product and all Work Product that was in the process of completion to
the State at the State's request.
b. Payments
Notwithstanding anything to the contrary, the State shall only pay Grantee for
accepted Work received as of the date of termination. If, after termination by
the State, the State agrees that Grantee was not in breach or that Grantee's
action or inaction was excusable, such termination shall be treated as a
termination in the public interest, and the rights and obligations of the Parties
shall be as if this Agreement had been terminated in the public interest under
§2.B.
c. Damages and Withholding
Notwithstanding any other remedial action by the State, Grantee shall remain
liable to the State for any damages sustained by the State in connection with
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Docusign Envelope ID 078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
any breach by Grantee, and the State may withhold payment to Grantee for
the purpose of mitigating the State's damages until such time as the exact
amount of damages due to the State from Grantee is determined. The State
may withhold any amount that may be due Grantee as the State deems
necessary to protect the State against loss including, without limitation, loss as
a result of outstanding liens and excess costs incurred by the State in procuring
from third parties replacement Work as cover.
ii. Remedies Not Involving Termination
The State, in its discretion, may exercise one or more of the following additional
remedies:
a. Suspend Performance
Suspend Grantee's performance with respect to all or any portion of the Work
pending corrective action as specified by the State without entitling Grantee
to an adjustment in price or cost or an adjustment in the performance
schedule. Grantee shall promptly cease performing Work and incurring costs in
accordance with the State's directive, and the State shall not be liable for costs
incurred by Grantee after the suspension of performance.
b. Withhold Payment
Withhold payment to Grantee until Grantee corrects its Work.
c. Deny Payment
Deny payment for Work not performed, or that due to Grantee's actions or
inactions, cannot be performed or if they were performed are reasonably of no
value to the state; provided, that any denial of payment shall be equal to the
value of the obligations not performed.
d. Removal
Demand immediate removal of any of grantee's employees, agents, or
subcontractors from the work whom the state deems incompetent, careless,
insubordinate, unsuitable, or otherwise unacceptable or whose continued
relation to this agreement is deemed by the state to be contrary to the public
interest or the state's best interest.
e. Intellectual Property
If any work infringes, or if the state in its sole discretion determines that any
work is likely to infringe, a patent, copyright, trademark, trade secret or other
intellectual property right, grantee shall, as approved by the state (i) secure
that right to use such work for the state and grantee; (ii) replace the work with
non-infringing work or modify the work so that it becomes non-infringing; or,
(iii) remove any infringing work and refund the amount paid for such work to
the state.
f. Collection of Unallowable Costs (2 CFR 200.410)
Payments made for costs determined to be unallowable by either the awarding
Federal agency, cognizant agency for indirect costs, or pass-through entity
must be refunded with interest to the Federal Government. Unless directed by
Federal statue or regulation, repayments must be made in accordance with the
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Docusign Envelope ID 078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
instructions provided by the Federal agency or pass-through entity that made
the allowability determination. See§5 200.300 through 200.309, and §200.346.
B. Grantee's Remedies
If the State is in breach of any provision of this Agreement and does not cure such breach,
Grantee, following the notice and cure period in §11 and the dispute resolution process in
§13 shall have all remedies available at law and equity.
13. Dispute Resolution
Except as herein specifically provided otherwise or as required or permitted by federal
regulations related to any Federal Award that provided any of the Grant Funds, disputes
concerning the performance of this Grant that cannot be resolved by the designated Party
representatives shall be referred in writing to a senior departmental management staff member
designated by the State and a senior manager or official designated by Grantee for resolution.
14. Notices and Representatives
Each Party shall identify an individual to be the principal representative of the designating Party
and shall provide this information to the other Party. All notices required or permitted to be
given under this Grant Award Letter shall be in writing, and shall be delivered either in hard
copy or by email to the representative of the other Party. Either Party may change its principal
representative or principal representative contact information by notice submitted in
accordance with this §13.
15. Rights in Work Product and Other Information
Grantee hereby grants to the State a perpetual, irrevocable, non-exclusive, royalty free license,
with the right to sublicense, to make, use, reproduce, distribute, perform, display, create
derivatives of and otherwise exploit all intellectual property created by Grantee or any
Subcontractors or Subgrantees and paid for with Grant Funds provided by the State pursuant to
this Grant.
16. Governmental Immunity
Liability for claims for injuries to persons or property arising from the negligence of the Parties,
their departments, boards, commissions committees, bureaus, offices, employees and officials
shall be controlled and limited by the provisions of the Colorado Governmental Immunity Act,
§24-10-101, et seq., C.R.S.; the Federal Tort Claims Act, 28 U.S.C. Pt. VI, Ch. 171 and 28 U.S.C.
1346(b), and the State's risk management statutes, §524-30-1501, et seq. C.R.S. No term or
condition of this Grant Award Letter shall be construed or interpreted as a waiver, express or
implied, of any of the immunities, rights, benefits, protections, or other provisions, contained
in these statutes.
17. General Provisions
A. Assignment
Grantee's rights and obligations under this Grant are personal and may not be transferred
or assigned without the prior, written consent of the State. Any attempt at assignment or
transfer without such consent shall be void. Any assignment or transfer of Grantee's rights
and obligations approved by the State shall be subject to the provisions of this Grant Award
Letter.
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Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19`h Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
B. Captions and References
The captions and headings in this Grant Award Letter are for convenience of reference
only, and shall not be used to interpret, define, or limit its provisions. All references in
this Grant Award Letter to sections (whether spelled out or using the § symbol),
subsections, exhibits or other attachments, are references to sections, subsections,
exhibits or other attachments contained herein or incorporated as a part hereof, unless
otherwise noted.
C. Entire Understanding
This Grant Award Letter represents the complete integration of all understandings
between the Parties related to the Work, and all prior representations and understandings
related to the Work, oral or written, are merged into this Grant Award Letter.
D. Modification
The State may modify the terms and conditions of this Grant by issuance of an updated
Grant Award Letter, which shall be effective if Grantee accepts Grant Funds following
receipt of the updated letter. The Parties may also agree to modification of the terms and
conditions of the Grant in a formal amendment to this Grant, properly executed and
approved in accordance with applicable Colorado State law and State Fiscal Rules.
Modifications permitted under this Agreement, shall conform to the policies issued by the
Colorado State Controller.
i. The State may, at the State's discretion, use an Option Letter or Grant Funding
Change letter substantially equivalent to Exhibit A, Sample Option Letter and the
State Controller Grant Funding Change Letter to modify the grant agreement. If
exercised, the provisions of the Option Letter or Grant Funding Change Letter
shall become part of and be incorporated into the original grant.
ii. The State may increase or decrease the quantity of goods/services described
Exhibit D, Statement of Work and Exhibit E, Budget based upon the rates
established in the Grant. If the State exercises the option, it will provide written
notice to Grantee at least 15 days prior to the end of the current grant term in a
form substantially equivalent to Exhibit A, Sample Option Letter.
iii. The State may add or delete the goods/services described Exhibit D, Statement
of Work and Exhibit E, Budget as long as the change does not change the overall
scope of the approved grant. If the State exercises the option, it will provide
written notice to Grantee at least 15 days prior to the end of the current grant
term in a form substantially equivalent to Exhibit A, Sample Option Letter.
iv. The State may, at the State's discretion, issue an updated Exhibit D, Statement
of Work and Exhibit E, Budget by Option Letter substantially equivalent to Exhibit
A, Sample Option Letter to reflect changes that do not substantially change the
intended purpose of the grant. The provisions of the Option Letter shall become
part of and be incorporated into this Grant.
E. Statutes, Regulations, Fiscal Rules, and Other Authority.
Any reference in this Grant Award Letter to a statute, regulation, State Fiscal Rule, fiscal
policy or other authority shall be interpreted to refer to such authority then current, as
may have been changed or amended since the Grant Issuance Date. Grantee shall strictly
comply with all applicable Federal and State laws, rules, and regulations in effect or
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Docusign Envelope ID 078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
hereafter established, including, without limitation, laws applicable to discrimination and
unfair employment practices.
F. Digital Signatures
If any signatory signs this agreement using a digital signature in accordance with the
Colorado State Controller Contract, Grant and Purchase Order Policies regarding the use
of digital signatures issued under the State Fiscal Rules, then any agreement or consent
to use digital signatures within the electronic system through which that signatory signed
shall be incorporated into this Grant Award Letter by reference.
G. Severability
The invalidity or unenforceability of any provision of this Grant Award Letter shall not
affect the validity or enforceability of any other provision of this Grant Award Letter,
which shall remain in full force and effect, provided that the Parties can continue to
perform their obligations under the Grant in accordance with the intent of the Grant.
H. Survival of Certain Grant Award Letter Terms
Any provision of this Grant Award Letter that imposes an obligation on a Party after
termination or expiration of the Grant shall survive the termination or expiration of the
Grant and shall be enforceable by the other Party.
I. Third Party Beneficiaries
Except for the Parties' respective successors and assigns described above, this Grant
Award Letter does not and is not intended to confer any rights or remedies upon any person
or entity other than the Parties. Any services or benefits which third parties receive as a
result of this Grant are incidental to the Grant, and do not create any rights for such third
parties.
J. Waiver
A Party's failure or delay in exercising any right, power, or privilege under this Grant
Award Letter, whether explicit or by lack of enforcement, shall not operate as a waiver,
nor shall any single or partial exercise of any right, power, or privilege preclude any other
or further exercise of such right, power, or privilege.
K. Accessibility
i. Grantee shall indemnify, save, hold harmless, and assume liability on behalf of the
State, its officers, employees, agents and assignees (collectively the "Indemnified
Parties") for any and all costs, expenses, claims, damages, liabilities, court
awards, attorney fees and related costs, and other amounts incurred by any of the
Indemnified Parties in relation to Grantee's noncompliance with §524-85-101, et
seq., C.R.S., or the Accessibility Standards for Individuals with a Disability as
established by the Office of Information Technology pursuant to Section §24-85-
103, C.R.S. State employees are considered third parties for the purposes of this
section.
ii. Grantee shall comply with the Accessibility Standards for Individuals with a
Disability, as adopted by the Office Of Information Technology pursuant to §24-85-
103 C.R.S.
iii. The State may require Grantee's compliance with the Accessibility Standards for
Individuals with a Disability adopted by the Office of Information Technology
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Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
pursuant to §24-85-103 C.R.S. is determined and tested by a qualified third party
selected by the State. The State may ask the Grantee to review the selection of
the third party. Grantee shall be responsible for all costs associated with the third-
party vendor's assessment. If Grantee is not in compliance as determined by the
third-party vendor, at the State's request and at the State's direction, Grantee
shall promptly take all necessary actions to come into compliance using a State-
approved vendor, at no additional cost to the State.
L. Federal Provisions
Grantee shall comply with all applicable requirements of Exhibit F at all times during the
term of this Grant.
18. Colorado Special Provisions (Colorado Fiscal Rule 3-3)
A. Statutory Approval. §24-30-202(1) C.R.S.
This Grant Award Letter shall not be valid until it has been approved by the Colorado
State Controller or designee. If this Grant Award Letter is for a Major Information
Technology Project, as defined in §24-37.5-102(2.6), then this Grant Award Letter shall
not be valid until it has been approved by the State's Chief Information Officer or
designee.
B. Fund Availability. §24-30-202(5.5) C.R.S.
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.
C. Governmental Immunity.
Liability for claims for injuries to persons or property arising from the negligence of the
State, its departments, boards, commissions committees, bureaus, offices, employees
and officials shall be controlled and limited by the provisions of the Colorado
Governmental Immunity Act, §24-10-101, et seq., C.R.S.; the Federal Tort Claims Act, 28
U.S.C. Pt. VI, Ch. 171 and 28 U.S.C. 1346(b), and the State's risk management statutes,
§§24-30-1501, et seq. C.R.S. No term or condition of this Grant Award Letter shall be
construed or interpreted as a waiver, express or implied, of any of the immunities,
rights, benefits, protections, or other provisions, contained in these statutes.
D. Independent Contractor.
Grantee shall perform its duties hereunder as an independent contractor and not as an
employee. Neither Grantee nor any agent or employee of Grantee shall be deemed to be
an agent or employee of the State. Grantee shall not have authorization, express or
implied, to bind the State to any agreement, liability, or understanding, except as
expressly set forth herein. Grantee and its employees and agents are not entitled to
unemployment insurance or workers compensation benefits through the State and the
State shall not pay for or otherwise provide such coverage for Grantee or any of its
agents or employees. Grantee shall pay when due all applicable employment taxes and
income taxes and local head taxes incurred pursuant to this Grant Award Letter. Grantee
shall (a) provide and keep in force workers' compensation and unemployment
compensation insurance in the amounts required by law, (b) provide proof thereof when
requested by the State, and (c) be solely responsible for its acts and those of its
employees and agents.
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Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
E. Compliance with Law.
Grantee shall comply with all applicable federal and State laws, rules, and regulations in
effect or hereafter established, including, without limitation, laws applicable to
discrimination and unfair employment practices.
F. Choice of Law, Jurisdiction, and Venue.
Colorado law, and rules and regulations issued pursuant thereto, shall be applied in the
interpretation, execution, and enforcement of this Grant Award Letter. Any provision
included or incorporated herein by reference which conflicts with said laws, rules, and
regulations shall be null and void. All suits or actions related to this Grant Award Letter
shall be filed and proceedings held in the State of Colorado and exclusive venue shall be
in the City and County of Denver.
G. Prohibited Terms.
Any term included in this Grant Award Letter that requires the State to indemnify or
hold Grantee harmless; requires the State to agree to binding arbitration; limits
Grantee's liability for damages resulting from death, bodily injury, or damage to
tangible property; or that conflicts with this provision in any way shall be void ab initio.
Nothing in this Grant Award Letter shall be construed as a waiver of any provision of §24-
106-109 C.R.S.
H. Software Piracy Prohibition.
State or other public funds payable under this Grant Award Letter shall not be used for
the acquisition, operation, or maintenance of computer software in violation of federal
copyright laws or applicable licensing restrictions. Grantee hereby certifies and warrants
that, during the term of this Grant Award Letter and any extensions, Grantee has and
shall maintain in place appropriate systems and controls to prevent such improper use of
public funds. If the State determines that Grantee is in violation of this provision, the
State may exercise any remedy available at law or in equity or under this Grant Award
Letter, including, without limitation, immediate termination of this Grant Award Letter
and any remedy consistent with federal copyright laws or applicable licensing
restrictions.
I. Employee financial Interest/Conflict of Interest. §524-18-201 and 24-50-507 C.R.S.
The signatories aver that to their knowledge, no employee of the State has any personal
or beneficial interest whatsoever in the service or property described in this Grant
Award Letter. Contractor has no interest and shall not acquire any interest, direct or
indirect, that would conflict in any manner or degree with the performance of Grantee's
services and Grantee shall not employ any person having such known interests.
Page 20 of 31 Version: 08/11/2025 (DCJ 09/12/25)
Docusign Envelope ID.078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant It: 22-VC-19
Exhibit A - Sample Option Letter
State Agency Option Letter Number
[Insert Department's or IHE's Full Legal Name] [Insert the Option Number (e.g. "1" for the
first option)]
Grantee
[Insert Grantee's Full Legal Name, including Original Agreement Number
"Inc.", "LLC", etc.] [Insert CMS number or Other Agreement
Grantee UEI Number of the Original Agreement]
[Insert Grantee UEI] Option Agreement Number
[Insert CMS number or Other Agreement
Current Agreement Maximum Amount Number of this Option]
Initial Term
Agreement Performance Beginning Date
State Fiscal Year [20XX] [$0.00]
[Month Day, Year]
Extension Terms Current Agreement Expiration Date
State Fiscal Year [20XX] [$0.00]
[Month Day, Year]
State Fiscal Year [20XX] [$0.00]
State Fiscal Year [20XX] [$0.00]
State Fiscal Year [20XX] [$0.00]
Total for All State Fiscal Years [$0.00]
Options:
A. Option to extend for an Extension Term
B. Option to change the quantity of Goods under the Agreement
C. Option to change the quantity of Services under the Agreement
D. Option to modify Agreement rates
E. Option to initiate next phase of the Agreement
Required Provisions:
1. For use with Option 1(A): In accordance with Section(s) [Number] of the Original
Agreement referenced above, the State hereby exercises its option for an additional term,
beginning [Insert start date] and ending on the current Agreement expiration date shown
above, at the rates stated in the Original Agreement, as amended.
2. For use with Options 1(B and C): In accordance with Section(s) [Enter Section(s) number]
of the Original Agreement referenced above, the State hereby exercises its option to
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Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant It: 22-VC-19
[Increase/Decrease] the quantity of the [Goods/Services or both] at the rates stated in
the Original Agreement, as amended.
3. For use with Option 1(D): In accordance with Section(s) [Enter Section(s) number] of the
Original Agreement referenced above, the State hereby exercises its option to modify the
Agreement rates specified in [Enter Exhibit/Section] [Enter Number/Letter]. The
Agreement rates attached to this Option Letter replace the rates in the Original
Agreement as of the Option Effective Date of this Option Letter.
4. For use with Option 1(E): In accordance with Section(s) [Enter Section(s) number] of the
Original Agreement referenced above, the State hereby exercises its option to initiate
Phase [indicate which Phase: 2, 3, 4, etc.], which shall begin on [Insert start date] and
end on [Insert ending date] at the cost/price specified in Section [Enter Section(s)
number].
5. For use with all Options that modify the Agreement Maximum Amount: The Agreement
Maximum Amount table on the Agreement's Signature and Cover Page is hereby deleted
and replaced with the Current Agreement Maximum Amount table shown above.
Option Effective Date:
The effective date of this Option Letter is upon approval of the State Controller or [Enter date],
whichever is later.
State of Colorado In accordance with 524-30-202, C.R.S., this
Jared S. Polls, Governor Option is not valid until signed and dated
[INSERT-Name of Agency or IHE] below by the State Controller or an
authorized delegate.
[INSERT-Name Et Title of Head of Agency or
IHE] State Controller
Robert Jaros, CPA, MBA, JD
By:
By: [Name Et Title of Person Signing for [Name of Agency or IHE Delegate-Please
Agency or IHE] delete if agreement will be routed to OSC for
approval]
Date:
Option Effective
Date:
Page 22 of 31 Version: 08/11/2025 (DCJ 09/12/25)
Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
Exhibit B - Grant Requirements
1. Audit Requirements
A. Due Date
i) Project Start
The Grantee must submit the most recent audit or financial review, including the
corresponding governance/management letter, to DCJ within thirty (30) days of request;
and, if the most recent audit/financial review has not already been submitted to DCJ, it
must be submitted within thirty (30) days of the start of this project.
ii) Project Duration and End
The Grantee assures that it will procure an audit or financial review, incorporating this
grant award, by an independent Certified Public Accountant (CPA), licensed to practice
in Colorado. The audit or financial review incorporating this grant award must be
completed and received by DCJ within nine (9) months of the end of the fiscal years that
includes the end date of the grant, or within thirty (30) days of the completion of such
audit or review, whichever is earlier.
B. Report/Audit Type
i) If your entity expended $750,000* or more in Federal funds (from all sources including
pass-through subawards) in your organization's fiscal year (12-month turnaround
reporting period), your organization is required to arrange for a single organization-wide
audit conducted in accordance with the provisions of Title 2 C.F.R. Subpart F (S 200.500
et seq.)
ii) If your entity expends less than $750,000 in Federal funds (from all sources including
pass-through subawards) in your organization's fiscal year (12-month turnaround
reporting period), your organization is required to arrange for either an audit or financial
review as follows:
a. Grantees that have revenue greater than $300,000 from all sources during the
entity's fiscal year are required by DCJ to obtain a financial audit.
b. Grantees that have revenue less than $300,000 from all sources during the entity's
fiscal year are required by DCJ to obtain a financial audit or financial review. A
compilation is not sufficient to satisfy this requirement.
c. Fiscal years beginning on or after October 1, 2024, shall replace the $750,000
threshold with $1,000,000.
C. Report/Audit Costs
The Grantee accepts responsibility for the costs of a financial program audit to be
performed by the Department of Public Safety in the event that the audit report or financial
review:
Page 23 of 31 Version: 08/11/2025 (DCJ 09/12/25)
Docusign Envelope ID.078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
i) does not meet the applicable federal audit or DCJ standards;
ii) is not submitted in a timely manner; or,
iii) does not provide an audit response plan with corresponding corrections made sufficient
to satisfy any audit findings.
D. Failure to Comply
The grantee understands and agrees that DCJ or the federal awarding office (DOJ) may
withhold award funds, or may impose other related requirements, if the grantee does not
satisfactorily and promptly address outstanding issues from audits required by Part 200
Uniform Requirements, by the terms of this award, by the current addition of the DOJ
Grants Financial Guide, or other outstanding issues that arise in connection with audits,
investigations, or reviews of DOJ awards.
2. Additional Reporting Requirements
In addition to quarterly report requirements these grant funds may have additional report
requirements. The additional reports may include, but is not limited to, reporting progress and
statistics directly into a federal Performance Management Tool (PMT).
3. Financial and Administrative Management
A. The Grantee assures that fund accounting, auditing, monitoring, evaluation procedures and
such records as necessary will be maintained to assure adequate internal fiscal controls,
proper financial management, efficient disbursement of funds received, and maintenance of
required source documentation for all costs incurred. These principles must be 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, allowable expenditures will be permitted.
C. The Grantee assures that it will comply with the applicable Administrative Guide of the
Division of Criminal Justice (Guide), located at the Division of Criminal Justice Grants
website. However, such a guide cannot cover every foreseeable contingency, and the
Grantee is ultimately responsible for compliance with applicable state and federal laws,
rules and regulations. In the event of conflicts or inconsistencies between the Guide and any
applicable state and federal laws, rules and regulations, such conflicts or inconsistencies
shall be resolved by applicable state and federal laws, rules and regulations.
4. Procurement and Contracts
A. Grantee assures that open, competitive procurement procedures will be followed for all
purchases under the grant. All contracts for professional services, of any amount, and
equipment purchases over five thousand dollars (per item, with a useful life of at least one
year) must receive prior approval by the DCJ. Grantee shall submit Form 16 - Professional
Services/Consultant Certification and/or Form 13 - Equipment Procurement Certification
Form.
B. Grantee may not assign its rights or duties under this grant without the prior written consent
of the DCJ.
Page 24 of 31 Version: 08/11/2025 (DCJ 09/12/25)
Docusign Envelope ID.078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
5. Award Change Requests
Grantee may request budget modifications by submitting a request to DCJ. DCJ reserves the
right to make and authorize modifications, adjustments, and/or revisions to the Contract for
the purpose of making changes in budget categories, extensions of grant award dates, changes
in goals and objectives, and other modifications as described in the body of the Contract.
Page 25 of 31 Version: 08/11/2025 (DCJ 09/12/25)
Docusign Envelope ID 078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
Exhibit C - Special Conditions
Grant Specific
The following program specific requirements are imposed by the Federal concerning
special requirements of law, program requirements, and other administrative
requirements. These requirements apply to this Agreement and must be passed on to
subgrant award recipients.
The following Special Conditions documents, if checked, are incorporated herein.
2023 - VOCA Victim Compensation Formula Special Conditions
X 2022 - VOCA Victim Compensation Formula Special Conditions
❑ 2021 - VOCA Victim Compensation Formula Special Conditions
❑ 2020- VOCA Victim Compensation Formula Special Conditions
Additional Program Specific Conditions applicable to this Agreement.
N/A
Page 26 of 31 Version: 08/11/2025 (DCJ 09/12/25)
Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
Exhibit D - Statement of Work
2022 VOCA (Victims of Crime Act) Victim Compensation
The Crime Victim Compensation Program noted on the application requests consideration
for Federal Crime Victim Compensation grant funds. The Applicant understands that the
amount of the state's federal grant award is based on Applicants current Target Fund
Balance as determined by the Division of Criminal Justice. The award is also contingent
upon the amount of funds collected at the federal level through the federal 1984 Victims of
Crime Act, as amended.
Section 1 - Title of Project
Federal Crime Victim Compensation Grant
Section 2 - Project Duration
Start Date: October 1, 2025
End Date: September 30, 2026
Section 3 - Applicant Agency
Office of the District Attorney's Office, 19th Judicial District
915 10th Street
P.O. Box 1167
Greeley, Colorado 80631
Victim Compensation Administrator: Karol Patch
Telephone: (719) 400-4748
Email: kpatch®weld.gov
The following program specific requirements are imposed by the Federal or State
sponsoring agency concerning special requirements of law, program requirements, and
other administrative requirements which must be passed on to grant award recipients
(Grantee Agencies). These requirements are more likely to change from year than the
special provisions and federal certified assurances shown above, and usually vary across
offices within the Division.
Page 27 of 31 Version: 08/11/2025 (DCJ 09/12/25)
Docusign Envelope ID.078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
1. Federal grant funds will only be used to compensate eligible victims of crime and
survivors of victims of crime for expenses allowed under the Colorado Crime Victim
Compensation Act, and to specifically include the following:
a. Medical expenses attributable to a physical injury resulting from a compensable
crime including: prosthetic or other devices, eyeglasses or other corrective lenses,
dental services and other services rendered in accordance with a method of healing
recognized by state law;
b. Mental health counseling and care;
c. Loss of wages and economic support directly attributable to injury or death resulting
from a compensable crime;
d. Funeral expenses attributable to a death resulting from a compensable crime.
2. Federal Funds will not be used for the following expenses, although state funds may be
used for these expenses in accordance with the Colorado Crime Victim Compensation
Act:
a. Property damage and loss; or
b. Payment of the deductible amount on a residential insurance policy; or
c. Modification to the victim's residence that is necessary to ensure victim safety.
3. "Compensable Crime" means a crime for which victims are eligible to receive
compensation funds under the Colorado Crime Victim Compensation Act, to specifically
include:
a. Compensation to Colorado residents who are victims of crimes occurring outside the
state or country if:
i. the crimes would be compensable crimes had they occurred inside Colorado and
the state does not have a victim compensation program for which the victim
would be eligible; or,
ii. the crime is an act of terrorism.
b. Compensation to non-Colorado resident victims will be based on the same criteria
used to make awards to victims who are residents of the state.
c. Compensation to victims of crime subject to Federal jurisdiction (e.g., military and
Native American reservations) will be based on the same criteria used to make
compensation awards to victims on non-federal crimes.
d. Compensation to those victims who suffer death or physical injury as a result of
terrorism, driving while intoxicated and domestic violence.
Page 28 of 31 Version: 08/11/2025 (DCJ 09/12/25)
Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
e. Compensation cannot be denied to any victim because of that victim's familial
relationship to the offender or because the victim and offender share a residence.
4. No person shall be excluded from participation in, denied benefits of, subjected to
discrimination under any process related to application or decision for crime victim
compensation funds on the basis of race, color, national origin, handicap, sex, or
religious preference.
The Grantee understands and agrees that award funds may not be used to discriminate
against or denigrate the religious or moral beliefs of students who participate in programs
for which financial assistance is provided from those funds, or the parents or legal
guardians of such students.
Page 29 of 31 Version: 08/11/2025 (DCJ 09/12/25)
Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
Exhibit E - Budget
Funds shall be used to compensate eligible victims of crime and survivors of victims of
crime for expenses allowed under the Colorado Crime Victim Compensation Act.
Total amount of Federal Award #15POVC-22-GG-00568-COMP: $6,770,000.00
For the period of October 1, 2025 to September 30, 2026 the 22-VC-19 award amount shall
be $350,000.00. The funds are allocated as follows: $350,000.00
Page 30 of 31 Version: 08/11/2025 (DCJ 09/12/25)
Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Grantee: Weld County, Office of the District Attorney's Office, 19th Judicial District
Project: Federal Crime Victim Compensation
DCJ Grant #: 22-VC-19
Exhibit F - Federal Requirements
The following federal requirements are imposed by the Federal sponsoring agency
concerning special requirements of law. These requirements apply to this Agreement and
must be passed on to subgrants and subcontractors.
The following DOJ Federal Requirements document(s) are incorporated herein.
❑ 2024 Federal Requirements
❑ 2023 Federal Requirements
X 2022 Federal Requirements
The following federal requirements are required by the Colorado Office of the State
Controller Federal Provisions. These requirements apply to this Agreement and must be
passed on to subgrants and subcontractors.
x❑ 2025 State Controller Federal Provisions
In the event of a conflict of inconsistency between the DOJ Federal Requirements and the
Colorado Office of the State Controller Federal Provisions, such conflict or inconsistency
shall be resolved by reference to the documents in the following order of priority:
1. DOJ Federal Requirements
2. Colorado Office of the State Controller Federal Provisions
Page 31 of 31 Version: 08/11/2025 (DCJ 09/12/25)
Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
2022—Crime Victim Compensation Special Conditions
2022 — Crime Victim Compensation Special Conditions
This grant award provides funds from the Crime Victims Fund to enhance State Victim
Compensation payments to eligible crime victims. Victims of Crime Act (VOCA)compensation
funds provide financial assistance to Federal and State victims of crime.
1. All recipients of funding under this award must assist the Office of Justice Programs (OJP) in
complying with NEPA and other related federal environmental impact analyses requirements
in the use of grant funds, whether the funds are used directly by the recipient or by a
subrecipient or third party. Accordingly, prior to obligating funds for any of the activities
specified below, the grantee must first ensure compliance with OJP NEPA procedures.
The specified activities requiring environmental analysis are:
(1)New construction
(2)Any renovation or remodeling of a property located in an environmentally or historically
sensitive area, including property(a) listed on or eligible for listing on the National Register
of Historic Places, or(b) located within a 100-year flood plain, a wetland, or habitat for an
endangered species
(3)A renovation that will change the basic prior use of a facility or significantly change its
size
(4) Research and technology whose anticipated and future application could be expected to
have an effect on the environment
(5) Implementation of a program involving the use of chemicals (including the identification,
seizure, or closure of clandestine methamphetamine laboratories)
Complying with NEPA may require the preparation of an Environmental Assessment and/or
an Environmental Impact Statement, as directed by OJP. Further, for programs relating to
methamphetamine laboratory operations, the preparation of a detailed Mitigation Plan will be
required. Please be sure to carefully review the grant conditions on your award document, as
it may contain more specific information about environmental compliance.
For general background information about NEPA requirements, including which projects
may qualify for categorical exclusions, and the preparation of an environmental review
documents, please see https://bja.ojp.gov/national-environmental-policy-act-nepa-guidance.
Note: This link is for background only, and the processes described therein for Bureau of
Justice Assistance awards may not apply to this OVC award. Questions about this
determination, and required next steps, should be directed to your OVC grant manager.
Questions about this determination may be directed to DCJ.
2. The grantee agrees to submit quarterly performance reports on the performance metrics
identified by OVC, and in the manner required by OVC.
15POVC-22-GG-00568-COMP Page 1 of 1 08/25/2022
Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Federal Awards issued from 2022 Federal Grant Funds
2022 FEDERAL REQUIREMENTS
1. Applicability 3
2. Recipient 3
3. Ensuring Compliance of Subgrantees(subrecipients) 3
4. General Conditions 3
A. Requirements of the award;incorporation by reference;remedies for non-compliance or for materially false
statements 3
B. Applicability of Part 200 Uniform Requirements 4
C. Compliance with DOJ Grants Financial Guide 5
D. Reclassification of various statutory provisions to a new Title 34 of the United States Code 5
E. Requirements related to"de minimis" indirect cost rate 5
F. Requirement to report potentially duplicative funding 5
G. Requirements related to System for Award Management and Universal Identifier Requirements/Unique
Entity Identifiers 5
H. Employment eligibility verification for hiring under the award 6
I. Requirement to report actual or imminent breach of personally identifiable information(PII) 7
J. All subawards("subgrants")and contracts must have DCJ authorization 8
K. Specific post-award approval required to use a noncompetitive approach in any procurement contract 8
L. Requirements pertaining to prohibited conduct related to trafficking in persons(including reporting
requirements and DOJ or DCJ authority to terminate award) 8
M. Determination of suitability to interact with participating minors 8
N. Compliance with applicable rules regarding approval,planning,and reporting of conferences,meetings,
trainings,and other events 9
O. Requirement for data on performance and effectiveness under the award 9
P. Training Guiding Principles 9
Q. Effect of failure to address audit issues 9
R. Potential imposition of additional requirements 9
S. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination-28 C.F.R.Part 42 10
T. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination-28 C.F.R.Part 54 10
U. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination-28 C.F.R.Part 38 10
V. Restrictions on"lobbying"and policy development 10
W. Compliance with general appropriations-law restrictions on the use of federal funds(FY 2021) 1 I
X. Reporting potential fraud, waste,and abuse,and similar misconduct 11
Y. Restrictions and certifications regarding non-disclosure agreements and related matters 12
Z. Compliance with 41 U.S.C.4712(including prohibitions on reprisal;notice to employees) 13
AA. Encouragement of policies to ban text messaging while driving 13
BB. Requirement to disclose whether recipient is designated"high risk" by a federal grant-making agency 13
CC. Right to examine documents 14
DD. Maintaining contact information 14
Page 1 of 24 10/31/2022
Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Federal Awards issued from 2022 Federal Grant Funds
EE. Recipient integrity and performance matters: Requirement to report information on certain civil,criminal,
and administrative proceedings to SAM and FAPIIS 14
FF. Cooperating with OJP Monitoring 14
GG. Required monitoring of subawards 15
HH. Legal Notices—OJP Grants only Error! Bookmark not defined.
II. Legal Notices—OVW Grants Only Error! Bookmark not defined.
JJ. Safe policing and law enforcement subrecipients-NEW 2021 15
5. Financial Requirements 17
A. Non-supplantation 17
B. Misuse of award funds 17
C. Limitation on use of funds to approved activities 17
D. Consultant compensation rates 17
E. Limit on use of grant funds for grantees'employees'salaries 17
6. Civil rights requirements associated with DOJ awards 18
A. Civil rights laws and nondiscrimination provisions 18
B. Civil rights compliance: Access to services and benefits by individuals with limited English proficiency 19
C. Certification 20
7. Recipients of OVW grant dollars ONLY 22
A. Availability of general terms and conditions on OVW website 22
B. Compliance with statutory and regulatory requirements 22
C. VAWA 2013 nondiscrimination condition 22
D. Confidentiality and information sharing 22
E. Activities that compromise victim safety and recovery and undermine offender accountability 22
F. Policy for response to workplace-related incidents of sexual misconduct,domestic violence,and dating
violence 23
G. Termination or suspension for cause 23
H. Compliance with solicitation requirements 23
I. Subrecipient program income 23
J. Subrecipient product monitoring 24
Page 2 of 24 10/31/2022
Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Federal Awards issued from 2022 Federal Grant Funds
1. APPLICABILITY
The Division of Criminal Justice (DCJ) issues federal grants from two Department of Justice
(DOJ)offices: the Office of Justice Programs (OJP) and the Office on Violence Against Women
(OVW). All awards conditions set out below apply to both OJP and OVW funded grants, with
the exception of the conditions labelled as: "Recipients of OVW grant dollars only"which only
apply to OVW funded awards.
References to the DOJ apply to both OJP and OVW funded grants.
Individual awards will also include special conditions. Those additional conditions may relate to
the particular statute, program, or solicitation under which the award is made; to the substance of
the funded application; to the subrecipient's performance under other federal awards; to the
subrecipient's legal status (e.g., as a for-profit entity); or to other pertinent considerations.
2. RECIPIENT
For the purposes of this document, the term "recipient" refers to the Legal Entity Name listed on
the Division of Criminal Justice (DCJ) Grant Award Document issued to a grantee receiving
federal grants funds from DCJ. The term Recipient and Grantee are used interchangeable within
this Exhibit.
3. ENSURING COMPLIANCE OF SUBGRANTEES (SUBRECIPIENTS)
Grantee is responsible for notifying any subgrantee (subrecipient), issued under this grant, of all
provisions herein. Grantee is responsible for monitoring any subgrantee (subrecipient) for
compliance all the provisions herein.
4. GENERAL CONDITIONS
A. Requirements of the award; remedies for non-compliance or for materially false
statements
The conditions of this award are material requirements of the award. Compliance with any
certifications or assurances submitted by or on behalf of the recipient that relate to conduct
during the period of performance also is a material requirement of this award.
OJP Awards Only: Limited Exceptions. In certain special circumstances,the
U.S. Department of Justice ("DOJ")may determine that it will not enforce, or
enforce only in part, one or more requirements otherwise applicable to the award.
Any such exceptions regarding enforcement, including any such exceptions made
during the period of performance, are (or will be during the period of
performance) set out through the Office of Justice Programs("OJP") webpage
entitled "Legal Notices: Special circumstances as to particular award conditions"
(ojp.gov/funding/Explore/LegalNotices-AwardReqts.htm), and incorporated by
reference into the award.
By signing and accepting this award on behalf of the recipient, the authorized recipient
official accepts all material requirements of the award, and specifically adopts, as if
personally executed by the authorized recipient official, all assurances or certifications
submitted by or on behalf of the recipient that relate to conduct during the period of
performance.
Page 3 of 24 10/31/2022
Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Federal Awards issued from 2022 Federal Grant Funds
Failure to comply with any one or more of these award requirements -- whether a condition
set out in full below, a condition incorporated by reference below, or a certification or
assurance related to conduct during the award period --may result in the Division of
Criminal Justice (DCJ), Office of Justice Programs ("OJP") or Office on Violence Against
Women ("OVW")taking appropriate action with respect to the recipient and the award.
Among other things,the Department of Justice"DOJ"may withhold award funds, disallow
costs, or suspend or terminate the award. DOJ, including OJP, and DCJ also may take
other legal action as appropriate.
Any materially false, fictitious,or fraudulent statement to the federal government related to
this award (or concealment or omission of a material fact)may be the subject of criminal
prosecution (including under 18 U.S.C. 1001 and/or 1621, and/or 34 U.S.C. 10271-10273),
and also may lead to imposition of civil penalties and administrative remedies for false
claims or otherwise(including under 31 U.S.C. 3729-3730 and 3801-3812).
Should any provision of a requirement of this award be held to be invalid or unenforceable
by its terms,that provision shall first be applied with a limited construction so as to give it
the maximum effect permitted by law. Should it be held, instead,that the provision is
utterly invalid or-unenforceable, such provision shall be deemed severable from this
award.
B. Applicability of Part 200 Uniform Requirements
The Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2
C.F.R. Part 200, as adopted and supplemented by DOJ in 2 C.F.R. Part 2800(together, the
"Part 200 Uniform Requirements")apply to this FY 2022 award from OJP.
The Part 200 Uniform Requirements were first adopted by DOJ on December 26, 2014. If
this FY 2022 award supplements funds previously awarded by OJP under the same award
number(e.g., funds awarded during or before December 2014),the Part 200 Uniform
Requirements apply with respect to all funds under that award number(regardless of the
award date, and regardless of whether derived from the initial award or a supplemental
award)that are obligated on or after the acceptance date of this FY 2022 award.
For more information and resources on the Part 200 Uniform Requirements as they relate
to OJP awards and subawards ("subgrants"), see the OJP website at
https://ojp.gov/funding/Part200UniformRequirements.htm.
Record retention and access: Records pertinent to the award that the recipient(and any
subrecipient("subgrantee")at any tier)must retain --typically for a period of 3 years from
the date of submission of the final expenditure report(SF 425), unless a different retention
period applies -- and to which the recipient(and any subrecipient("subgrantee")at any
tier)must provide access, include performance measurement information, in addition to the
financial records, supporting documents, statistical records, and other pertinent records
indicated at 2 C.F.R. 200.334.
In the event that an award-related question arises from documents or other materials
prepared or distributed by OJP that may appear to conflict with, or differ in some way
from,the provisions of the Part 200 Uniform Requirements,the recipient is to contact DCJ
promptly for clarification.
Page 4 of 24 10/31/2022
Docusign Envelope ID:078665BA-E778-4197-B659-77A9E4A8536E
Federal Awards issued from 2022 Federal Grant Funds
C. Compliance with DOJ Grants Financial Guide
The recipient agrees to comply with the current edition of the DOJ Grants Financial Guide
as posted on the OVW website, including any updated version that may be posted during
the period of performance. References to the DOJ Grants Financial Guide are to the DOJ
Grants Financial Guide as posted on the OJP website (currently, the "DOJ Grants Financial
Guide" available at https://ojp.gov/financialguide/DOJ/index.htm), including any updated
version that may be posted during the period of performance.
D. Reclassification of various statutory provisions to a new Title 34 of the United
States Code
On September 1, 2017, various statutory provisions previously codified elsewhere in the
U.S. Code were editorially reclassified (that is, moved and renumbered)to a new Title 34,
entitled "Crime Control and Law Enforcement." The reclassification encompassed a
number of statutory provisions pertinent to DOJ awards (that is, DOJ grants and
cooperative agreements), including many provisions previously codified in Title 42 of the
U.S. Code.
Effective as of September 1, 2017, any reference in this award document to a statutory
provision that has been reclassified to the new Title 34 of the U.S. Code is to be read as a
reference to that statutory provision as reclassified to Title 34. This rule of construction
specifically includes references set out in award conditions, references set out in material
incorporated by reference through award conditions, and references set out in other award
requirements.
E. Requirements related to "de minimis" indirect cost rate
A recipient that is eligible under the Part 200 Uniform Requirements and other applicable
law to use the "de minimis" indirect cost rate described in 2 C.F.R. 200.414(f), and that
elects to use the "de minimis" indirect cost rate must comply with all associated
requirements in the Part 200 Uniform Requirements. The "de minimis" rate may be applied
only to modified total direct costs (MTDC)as defined by the Part 200 Uniform
Requirements
F. Requirement to report potentially duplicative funding
If the recipient currently has other active awards of federal funds, or if the recipient
receives any other award of federal funds during the period of performance for this award,
the recipient promptly must determine whether funds from any of those other federal
awards have been, are being, or are to be used (in whole or in part) for one or more of the
identical cost items for which funds are provided under this award. If so, the recipient must
promptly notify DCJ in writing of the potential duplication, and, if so requested by DCJ,
must seek a budget-modification and change-of-project to eliminate any inappropriate
duplication of funding.
G. Requirements related to System for Award Management and Universal Identifier
Requirements/Unique Entity Identifiers
The recipient must comply with applicable requirements regarding the System for Award
Management(SAM), currently accessible at https://www.sam.gov/SAM/. This includes
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applicable requirements regarding registration with SAM, as well as maintaining the
currency of information in SAM.
DCJ must comply with applicable restrictions on subawards Grantees, including
restrictions on subawards to entities that do not acquire and provide (to the recipient)the
unique entity identifier required for SAM registration.
The details of DCJ's obligations related to SAM and to unique entity identifiers are posted
on the OJP web site at https://ojp.gov/funding/Explore/SAM.htm (Award condition:
System for Award Management(SAM)and Universal Identifier Requirements), and are
incorporated by reference here.
This condition does not apply to an award to an individual who received the award as a
natural person (i.e., unrelated to any business or non-profit organization that he or she may
own or operate in his or her name).
H. Employment eligibility verification for hiring under the award
1. The recipient(and any subrecipient at any tier) must—
a. Ensure that, as part of the hiring process for any position within the United States
that is or will be funded (in whole or in part) with award funds, the recipient(or
any subrecipient)properly verifies the employment eligibility of the individual who
is being hired, consistent with the provisions of 8 U.S.C. 1324a(a)(1).
b. Notify all persons associated with the recipient (or any subrecipient)who are or
will be involved in activities under this award of both—
(1) this award requirement for verification of employment eligibility, and
(2) the associated provisions in 8 U.S.C. 1324a(a)(1)that, generally speaking,
make it unlawful, in the United States, to hire(or recruit for employment) certain
aliens.
c. Provide training(to the extent necessary)to those persons required by this
condition to be notified of the award requirement for employment eligibility
verification and of the associated provisions of 8 U.S.C. 1324a(a)(1).
d. As part of the recordkeeping for the award (including pursuant to the Part 200
Uniform Requirements), maintain records of all employment eligibility
verifications pertinent to compliance with this award condition in accordance with
Form I-9 record retention requirements, as well as records of all pertinent
notifications and trainings.
2. Monitoring
The recipient's monitoring responsibilities include monitoring of subrecipient
compliance with this condition.
3. Allowable costs
To the extent that such costs are not reimbursed under any other federal program,
award funds may be obligated for the reasonable, necessary, and allocable costs (if
any) of actions designed to ensure compliance with this condition.
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4. Rules of construction
a. Staff involved in the hiring process
For purposes of this condition, persons "who are or will be involved in activities
under this award" specifically includes (without limitation) any and all recipient(or
any subrecipient) officials or other staff who are or will be involved in the hiring
process with respect to a position that is or will be funded (in whole or in part)with
award funds.
b. Employment eligibility confirmation with E-Verify
For purposes of satisfying the requirement of this condition regarding verification
of employment eligibility, the recipient(or any subrecipient) may choose to
participate in, and use, E-Verify(www.e-verify.gov), provided an appropriate
person authorized to act on behalf of the recipient (or subrecipient) uses E-Verify
(and follows the proper E-Verify procedures, including in the event of a "Tentative
Nonconfirmation" or a "Final Nonconfirmation")to confirm employment eligibility
for each hiring for a position in the United States that is or will be funded (in whole
or in part)with award funds.
c. "United States" specifically includes the District of Columbia, Puerto Rico, Guam,
the Virgin Islands of the United States, and the Commonwealth of the Northern
Mariana Islands.
d. Nothing in this condition shall be understood to authorize or require any recipient,
any subrecipient at any tier, or any person or other entity, to violate any federal law,
including any applicable civil rights or nondiscrimination law.
e. Nothing in this condition, including in paragraph 4.b., shall be understood to
relieve any recipient, any subrecipient at any tier, or any person or other entity, of
any obligation otherwise imposed by law, including 8 U.S.C. 1324a(a)(1).
Questions about E-Verify should be directed to DHS. For more information about E-Verify
visit the E-Verify website (https://www.e-verify.gov/) or email E-Verify at E-
Verify@dhs.gov. E-Verify employer agents can email E-Verify at E-
VerifyEmployerAgent@dhs.gov.
Questions about the meaning or scope of this condition should be directed to DCJ, before
award acceptance.
Requirement to report actual or imminent breach of personally identifiable
information (PII)
The recipient (and any "subrecipient" at any tier) must have written procedures in place to
respond in the event of an actual or imminent "breach" (OMB M-17-12) if it(or a
subrecipient) -- (1) creates, collects, uses, processes, stores, maintains, disseminates,
discloses, or disposes of"Personally Identifiable Information (PII)" (2 CFR 200.79) within
the scope of an DOJ grant-funded program or activity, or(2) uses or operates a "Federal
information system" (OMB Circular A-130). The recipient's breach procedures must
include a requirement to report actual or imminent breach of PII to an DOJ Program
Manager no later than 24 hours after an occurrence of an actual breach, or the detection of
an imminent breach.
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J. All subawards ("subgrants") and contracts must have DCJ authorization
The recipient, and any subrecipient("subgrantee") at any tier, must receive approval from
DCJ prior to issuing a subaward or a procurement contract under this award.
K. Specific post-award approval required to use a noncompetitive approach in any
procurement contract
The recipient, and any subrecipient("subgrantee") at any tier, must comply with all
applicable requirements to obtain specific advance approval to use a noncompetitive
approach in any procurement contract. This condition applies to agreements that -- for
purposes of federal grants administrative requirements—OJP or OVW considers a
procurement "contract" (and therefore does not consider a subaward).
L. Requirements pertaining to prohibited conduct related to trafficking in persons
(including reporting requirements and DOJ or DCJ authority to terminate award)
The recipient, and any subrecipient("subgrantee") at any tier, must comply with all
applicable requirements (including requirements to report allegations) pertaining to
prohibited conduct related to the trafficking of persons, whether on the part of recipients,
subrecipients ("subgrantees"), or individuals defined (for purposes of this condition) as
"employees" of the recipient or of any subrecipient.
The details of the recipient's obligations related to prohibited conduct related to trafficking
in persons are posted on the OJP web site at
https://ojp.gov/funding/Explore/ProhibitedConduct-Trafficking.htm and the OVW web site
at https://www.justice.gov/ovw/award-conditions (Award condition: Prohibited conduct by
recipients and subrecipients related to trafficking in persons(including reporting
requirements and DOJ authority to terminate award)), and are incorporated by reference
here.
M. Determination of suitability to interact with participating minors
SCOPE. This condition applies to this award if it is indicated -- in the application for the
award (as approved by DOJ) (or in the application for any subaward at any tier), the DOJ
funding announcement (solicitation), or an associated federal statute --that a purpose of
some or all of the activities to be carried out under the award (whether by the recipient, or
a subrecipient at any tier) is to benefit a set of individuals under 18 years of age.
The recipient, and any subrecipient at any tier, must make determinations of suitability
before certain individuals may interact with participating minors. This requirement applies
regardless of an individual's employment status.
The details of this requirement are posted on the OJP web site at
https://ojp.gov/funding/Explore/Interact-Minors.htm and OVW web site at
haps://www.justice.gov/ovw/award-conditions (Award condition: Determination of
suitability required, in advance, for certain individuals who may interact with participating
minors), and are incorporated by reference here.
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N. Compliance with applicable rules regarding approval, planning,and reporting of
conferences, meetings,trainings, and other events
The recipient, and any subrecipient("subgrantee") at any tier, must comply with all
applicable laws, regulations, policies, and official DOJ guidance (including specific cost
limits, prior approval and reporting requirements, where applicable) governing the use of
federal funds for expenses related to conferences (as that term is defined by DOJ),
including the provision of food and/or beverages at such conferences, and costs of
attendance at such conferences.
Information on the pertinent DOJ definition of conferences and the rules applicable to this
award appears in the DOJ Grants Financial Guide (currently, as section 3.10 of"Postaward
Requirements" in the "DOJ Grants Financial Guide").
Recipients of OVW grant dollars only: Additional information on the pertinent to this
award appears on the OVW website at https://www.justice.gov/ovw/conference-planning.
O. Requirement for data on performance and effectiveness under the award
The recipient must collect and maintain data that measure the performance and
effectiveness of work under this award. The data must be provided to DCJ and/or DOJ in
the manner(including within the timeframes) specified by DCJ in the program solicitation
or other applicable written guidance. Data collection supports compliance with the
Government Performance and Results Act(GPRA)and the GPRA Modernization Act of
2010, and other applicable laws.
P. Training Guiding Principles
Any training or training materials that the recipient --or any subrecipient("subgrantee") at
any tier-- develops or delivers with DOJ award funds must adhere to the OJP Training
Guiding Principles for Grantees and Subgrantees, available at
https://ojp.gov/funding/Implement/Train ingPrinciplesForGrantees-Subgrantees.htm , or the
OVW Training Guiding Principles for Grantees and Subgrantees, available at
https://www.j ustice.gov/ovw/resources-and-faqs-grantees#Discretionary.
Q. Effect of failure to address audit issues
The recipient understands and agrees that the DCJ or the DOJ awarding agency(OJP or
OVW, as appropriate)may withhold award funds, or may impose other related
requirements, if(as determined by the DCJ or DOJ awarding agency)the recipient does
not satisfactorily and promptly address outstanding issues from audits required by the Part
200 Uniform Requirements (or by the terms of this award), or other outstanding issues that
arise in connection with audits, investigations, or reviews of DOJ awards.
R. Potential imposition of additional requirements
The recipient agrees to comply with any additional requirements that may be imposed by
the DCJ during the period of performance for this award, if the recipient is designated as
"high-risk" for purposes of the DCJ high-risk grantee list.
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S. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination
-28 C.F.R. Part 42
The recipient, and any subrecipient("subgrantee") at any tier, must comply with all
applicable requirements of 28 C.F.R. Part 42, specifically including any applicable
requirements in Subpart E of 28 C.F.R. Part 42 that relate to an equal employment
opportunity program.
T. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination
-28 C.F.R. Part 54
The recipient, and any subrecipient("subgrantee") at any tier, must comply with all
applicable requirements of 28 C.F.R. Part 54, which relates to nondiscrimination on the
basis of sex in certain "education programs."
U. Compliance with DOJ regulations pertaining to civil rights and nondiscrimination
-28 C.F.R. Part 38
The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all
applicable requirements of 28 C.F.R. Part 38 (as may be applicable from time to time),
specifically including any applicable requirements regarding written notice to program
beneficiaries and prospective program beneficiaries.
Currently, among other things, 28 C.F.R. Part 38 includes rules that prohibit specific forms
of discrimination on the basis of religion, a religious belief, a refusal to hold a religious
belief, or refusal to attend or participate in a religious practice. Part 38, currently, also sets
out rules and requirements that pertain to recipient and subrecipient("subgrantee")
organizations that engage in or conduct explicitly religious activities, as well as rules and
requirements that pertain to recipients and subrecipients that are faith-based or religious
organizations.
The text of 28 C.F.R. Part 38 is available via the Electronic Code of Federal Regulations
(currently accessible at https://www.ecfr.gov/cgi-bin/ECFR?page=browse), by browsing to
Title 28-Judicial Administration, Chapter 1, Part 38, under e-CFR "current" data.
V. Restrictions on "lobbying" and policy development
In general, as a matter of federal law, federal funds awarded by DOJ may not be used by
the grantee, or any subrecipient("subgrantee") at any tier, either directly or indirectly, to
support or oppose the enactment, repeal, modification, or adoption of any law, regulation,
or policy, at any level of government. See 18 U.S.C. 1913. (There may be exceptions if an
applicable federal statute specifically authorizes certain activities that otherwise would be
barred by law.)
Recipients of OVW grant dollars only:
The recipient, or any subrecipient("subgrantee") may, however, use federal funds to
collaborate with and provide information to federal, state, local, tribal and territorial
public officials and agencies to develop and implement policies and develop and
promote state, local, or tribal legislation or model codes designed to reduce or
eliminate domestic violence, dating violence, sexual assault, and stalking (as those
terms are defined in 34 U.S.C. § 12291(a))when such collaboration and provision of
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information is consistent with the activities otherwise authorized under this grant
program.
Another federal law generally prohibits federal funds awarded by DOJ from being used by
the recipient, or any subrecipient at any tier, to pay any person to influence (or attempt to
influence) a federal agency, a Member of Congress, or Congress (or an official or
employee of any of them) with respect to the awarding of a federal grant or cooperative
agreement, subgrant, contract, subcontract, or loan, or with respect to actions such as
renewing, extending, or modifying any such award. See 31 U.S.C. 1352. Certain
exceptions to this law apply, including an exception that applies to Indian tribes and tribal
organizations.
Should any question arise as to whether a particular use of federal funds by a recipient(or
subrecipient)would or might fall within the scope of these prohibitions, the recipient is to
contact DCJ for guidance, and may not proceed without the express prior written approval
of DCJ and the DOJ awarding agency(OJP or OVW, as appropriate).
W. Compliance with general appropriations-law restrictions on the use of federal
funds (FY 2022)
The recipient, and any subrecipient("subgrantee") at any tier, must comply with all
applicable restrictions on the use of federal funds set out in federal appropriations statutes.
Pertinent restrictions, including from various "general provisions" in the Consolidated
Appropriations Act, 2022, are set out at
https://oj p.gov/funding/Explore/FY22AppropriationsRestrictions.htm,
https://www.justice.gov/ovw/award-conditions, and are incorporated by reference here.
Should a question arise as to whether a particular use of federal funds by a recipient(or a
subrecipient)would or might fall within the scope of an appropriations-law restriction,the
recipient is to contact DCJ for guidance, and may not proceed without the express prior
written approval of DCJ.
X. Reporting potential fraud,waste,and abuse, and similar misconduct
The recipient and any subrecipients ("subgrantees") must promptly refer to the DOJ Office
of the Inspector General (OIG) any credible evidence that a principal, employee, agent,
subrecipient, contractor, subcontractor, or other person has, in connection with funds under
this award -- (1) submitted a claim that violates the False Claims Act; or(2) committed a
criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity,
or similar misconduct.
Potential fraud, waste, abuse, or misconduct involving or relating to funds under this award
should be reported to the OIG by--(1) online submission accessible via the OIG webpage
at https://oig.justice.gov/hotline/contact-grants.htm (select "Submit Report Online"); (2)
mail directed to: U.S. Department of Justice, Office of the Inspector General,
Investigations Division, ATTN: Grantee Reporting, 950 Pennsylvania Ave., NW,
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Washington, DC 20530; and/or(3)by facsimile directed to the DOJ OIG Investigations
Division (Attn: Grantee Reporting)at(202) 616-9881 (fax).
Additional information is available from the DOJ OIG website at
http://www.usdoj.gov/oig.
Y. Restrictions and certifications regarding non-disclosure agreements and related
matters
No recipient or subrecipient("subgrantee")under this award, or entity that receives a
procurement contract or subcontract with any funds under this award, may require any
employee or contractor to sign an internal confidentiality agreement or statement that
prohibits or otherwise restricts, or purports to prohibit or restrict, the reporting(in
accordance with law)of waste, fraud, or abuse to an investigative or law enforcement
representative of a federal department or agency authorized to receive such information.
The foregoing is not intended, and shall not be understood by the agency making this
award,to contravene requirements applicable to Standard Form 312 (which relates to
classified information), Form 4414 (which relates to sensitive compartmented
information), or any other form issued by a federal department or agency governing the
nondisclosure of classified information.
1. In accepting this award, the recipient—
a. represents that it neither requires nor has required internal confidentiality
agreements or statements from employees or contractors that currently prohibit or
otherwise currently restrict(or purport to prohibit or restrict)employees or
contractors from reporting waste, fraud, or abuse as described above; and
b. certifies that, if it learns or is notified that it is or has been requiring its employees
or contractors to execute agreements or statements that prohibit or otherwise
restrict(or purport to prohibit or restrict), reporting of waste, fraud, or abuse as
described above, it will immediately stop any further obligations of award funds,
will provide prompt written notification to the federal agency making this award,
and will resume(or permit resumption of)such obligations only if expressly
authorized to do so by that agency.
2. If the recipient does or is authorized under this award to make subawards ("subgrants"),
procurement contracts, or both--
a. it represents that--
(1) it has determined that no other entity that the recipient's application proposes
may or will receive award funds(whether through a subaward("subgrant"),
procurement contract, or subcontract under a procurement contract)either requires
or has required internal confidentiality agreements or statements from employees
or contractors that currently prohibit or otherwise currently restrict(or purport to
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prohibit or restrict)employees or contractors from reporting waste, fraud, or abuse
as described above; and
(2) it has made appropriate inquiry, or otherwise has an adequate factual basis, to
support this representation; and
b. it certifies that, if it learns or is notified that any subrecipient, contractor, or
subcontractor entity that receives funds under this award is or has been requiring
its employees or contractors to execute agreements or statements that prohibit or
otherwise restrict(or purport to prohibit or restrict), reporting of waste, fraud, or
abuse as described above, it will immediately stop any further obligations of award
funds to or by that entity, will provide prompt written notification to the federal
agency making this award, and will resume(or permit resumption of) such
obligations only if expressly authorized to do so by that agency.
Z. Compliance with 41 U.S.C. 4712 (including prohibitions on reprisal; notice to
employees)
The recipient (and any subrecipient at any tier) must comply with, and is subject to, all
applicable provisions of 41 U.S.C. 4712, including all applicable provisions that prohibit,
under specified circumstances, discrimination against an employee as reprisal for the
employee's disclosure of information related to gross mismanagement of a federal grant, a
gross waste of federal funds, an abuse of authority relating to a federal grant, a substantial
and specific danger to public health or safety, or a violation of law, rule, or regulation
related to a federal grant.
The recipient also must inform its employees, in writing(and in the predominant native
language of the workforce), of employee rights and remedies under 41 U.S.C. 4712.
Should a question arise as to the applicability of the provisions of 41 U.S.C. 4712 to this
award, the grantee is to contact the DCJ for guidance.
AA. Encouragement of policies to ban text messaging while driving
Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging
While Driving," 74 Fed. Reg. 51225 (October 1, 2009), DOJ encourages recipients and
subrecipients("subgrantees")to adopt and enforce policies banning employees from text
messaging while driving any vehicle during the course of performing work funded by this
award, and to establish workplace safety policies and conduct education, awareness, and
other outreach to decrease crashes caused by distracted drivers.
BB. Requirement to disclose whether recipient is designated "high risk" by a federal
grant-making agency
If the recipient is designated "high risk" by a federal grant-making agency, currently or at
any time during the course of the period of performance under this award, the recipient
must disclose that fact and certain related information to DCJ. For purposes of this
disclosure, high risk includes any status under which a federal awarding agency provides
additional oversight due to the recipient's past performance, or other programmatic or
financial concerns with the recipient. The recipient's disclosure must include the following:
1. The federal awarding agency that currently designates the recipient high risk, 2. The
date the recipient was designated high risk, 3. The high-risk point of contact at that federal
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awarding agency(name, phone number, and email address), and 4. The reasons for the
high-risk status, as set out by the federal awarding agency
CC. Right to examine documents
The grantee, and any subrecipient("subgrantee") at any tier, must authorize the DCJ or
DOJ awarding agency (OJP or OVW, as appropriate) and/or the Office of the Chief
Financial Officer(OCFO), and its representatives, access to and the right to examine all
records, books, paper, or documents related to this grant.
DD. Maintaining contact information
The grantee acknowledges that it is responsible for maintaining updated contact
information in the Grants Management System (GMS). To update information in GMS for
either the point of contact and/or the authorized representative, the grantee must submit a
Change in Project Officials (DCJ Form 4-B).
EE. Recipient integrity and performance matters: Requirement to report information
on certain civil,criminal, and administrative proceedings to SAM and FAPIIS
The recipient must comply with any and all applicable requirements regarding reporting of
information on civil, criminal, and administrative proceedings connected with (or
connected to the performance of) either this DOJ award or any other grant, cooperative
agreement, or procurement contract from the federal government. Under certain
circumstances, recipients of DOJ awards are required to report information about such
proceedings, through the federal System for Award Management(known as "SAM"), to
the designated federal integrity and performance system (currently, "FAPIIS").
The details of recipient obligations regarding the required reporting (and updating)of
information on certain civil, criminal, and administrative proceedings to the federal
designated integrity and performance system (currently, "FAPIIS")within SAM are posted
on the OJP web site at https://ojp.gov/funding/FAPIIS.htm and OVW web site at:
https://www.justice.gov/ovw/award-conditions (Award Condition: Recipient Integrity and
Performance Matters, including Recipient Reporting to FAPIIS), and are incorporated by
reference here.
FF. Cooperating with DOJ Monitoring
The recipient agrees to cooperate with DCJ and DOJ monitoring of this award pursuant to
DCJ and DOD's guidelines, protocols, and procedures, and to cooperate with DCJ and DOJ
(including the grant manager for this award and the Office of Chief Financial Officer
(OCFO))requests related to such monitoring, including requests related to desk reviews
and/or site visits. The recipient agrees to provide to DCJ and DOJ all documentation
necessary for DCJ and/or DOJ to complete its monitoring tasks, including documentation
related to any subawards made under this award. Further, the recipient agrees to abide by
reasonable deadlines set by DCJ and/or DOJ for providing the requested documents.
Failure to cooperate with DCJ and/or DOJ's monitoring activities may result in actions that
affect the recipient's DOJ awards, including, but not limited to: withholdings and/or other
restrictions on the recipient's access to award funds; referral to the DOJ OIG for audit
review; designation of the recipient as a DOJ High Risk grantee; or termination of an
award(s).
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GG. Required monitoring of subawards
The recipient must monitor subawards under this award in accordance with all applicable
statutes, regulations, award conditions, and the DOJ Grants Financial Guide, and must
include the applicable conditions of this award in any subaward. Among other things, the
recipient is responsible for oversight of subrecipient spending and monitoring of specific
outcomes and benefits attributable to use of award funds by subrecipients. The recipient
agrees to submit, upon request, documentation of its policies and procedures for
monitoring of subawards under this award.
HH. Safe policing and law enforcement subrecipients
If this award is a discretionary award, the recipient agrees that it will not make any
subawards to State, local, college, or university law enforcement agencies unless such
agencies have been certified by an approved independent credentialing body or have
started the certification process. To become certified, law enforcement agencies must meet
two mandatory conditions: (1)the agency's use of force policies adhere to all applicable
federal, state, and local laws; and (2) the agency's use of force policies prohibit chokeholds
except in situations where use of deadly force is allowed by law. For detailed information
on this certification requirement, see https://cops.usdoj.gov/SafePolicingEO.
II. OJP Grants Only- Subawards and Procurement Contracts under OJP Awards
The Office of Justice Programs(OJP)has developed the following guidance documents to
help clarify the differences between subawards and procurement contracts under an OJP
award and outline the compliance and reporting requirements for each.
Subawards under OJP Awards and Procurement Contracts under Awards: A Toolkit for
OJP Recipients. PDF Size: 221.25 KB
Checklist to Determine Subrecipient or Contractor Classification. PDF Size: 128.16 KB
Sole Source Justification Fact Sheet and Sole Source Review Checklist. PDF Size: 382.40
KB
Please contact your grant manager if you have any questions regarding subawards and
procurement contracts under this award.
This detailed guidance is designed to help grantees better understand how OJP will
categorize an agreement by an OJP award recipient with an outside entity for purposes of
the federal grants administrative requirements. It is important that each OJP grantee have a
full understanding which (if any) of its actions (for purposes of OJP and other federal
grants administrative requirements) are "subawards", and which are "procurement
contracts under an award." The substance of the relationship should be given greater
consideration than the form of agreement between the recipient and the outside
entity.
Whether an action—for federal grants administrative purposes—is a subaward or
procurement contract is a critical distinction as significantly different rules apply to
subawards and procurement contracts. If a grantee enters into an agreement that is a
subaward of an OJP award, specific rules apply—many of which are set by federal statutes
and DOJ regulations; others by award conditions. These rules place particular
responsibilities on an OJP recipient for any subawards the OJP recipient may make. The
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rules determine much of what the written subaward agreement itself must require or
provide. The rules also determine much of what an OJP recipient must do both before and
after it makes a subaward. If a grantee enters into an agreement that is a procurement
contract under an OJP award, a substantially different set of federal rules applies.
For grant recipients with subawards, key compliance requirements include the following:
• Having specific federal authorization prior to entering into any subaward under the
award.
• Requiring subawardee compliance with 2 C.F.R. Part 200, Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards.
• Requiring progress and financial reporting.
• Collection of performance data from the subawardee
• Monitoring subawardees
• Reporting subawards (over$30,000)as required by the Federal Funding
Accountability and Transparency Act(FFATA).
Post-Award Requests for Subaward Authorization
• For grantees with procurement contracts, key compliance requirements include the
following:
• The grantee must comply with the Procurement Standards of 2 C.F.R. Part 200 and
provide for full and open competition.
• A procurement contract must include all applicable contract provisions set out in
Appendix II of 2 C.F.R. Part 200.
• All noncompetitive (sole source)procurements must comply with the requirements
outlined in 2 C.F.R. 200.
o Sole source procurements that do not exceed the Simplified Acquisition
Threshold (currently$250,000)must have written justification for the
noncompetitive procurement action maintained in the procurement file. If a
procurement file does not have the documentation that meets the criteria
outlined in 2 C.F.R. 200, the procurement expenditures may not be
allowable.
All Sole source procurement must be approved by DCJ.
JJ. Authorized Official
The grantee understands that, in accepting this award, the Authorized Representative
declares and certifies, among other things, that he or she possesses the requisite legal
authority to accept the award on behalf of the recipient entity and, in so doing, accepts (or
adopts) all material requirements that relate to conduct throughout the period of
performance under this award. The recipient further understands, and agrees, that it will
not assign anyone to the role of Authorized Representative during the period of
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performance under the award without first ensuring that the individual has the requisite
legal authority.
5. FINANCIAL REQUIREMENTS
A. Non-supplantation
The recipient agrees that grant funds will be used to supplement, not supplant, non-federal
funds that would otherwise be available for the activities under this grant.
Supplanting arises when a Recipient reduces non-federal funds for an activity specifically
because federal funds are available (or are expected to be available)to fund that same
activity. Federal funds must be used to supplement existing State or local funds for
program activities, and may not replace (that is, may not "supplant") State or local funds
that have been appropriated or allocated for the same purpose. Additionally, federal
funding may not replace State or local funding that is required by law.
When supplanting is prohibited, potential supplanting will be the subject of DCJ
monitoring and audit. Should a question of supplanting arise, the grantee will be required
to substantiate that any reduction in non-federal resources occurred for reasons other than
the receipt or expected receipt of federal funds.
B. Misuse of award funds
The recipient understands and agrees that misuse of award funds may result in a range of
penalties, including suspension of current and future funds, suspension or debarment from
federal grants, recoupment of monies provided under an award, and civil and/or criminal
penalties.
C. Limitation on use of funds to approved activities
The recipient agrees that grant funds will be used only for the purposes described in this
award. The grantee must not undertake any work or activities that are not described in this
award, and must not use staff, equipment, or other goods or services paid for with grant
funds for such work or activities, without prior written approval from DCJ.
D. Consultant compensation rates
The recipient acknowledges that consultants paid with award funds generally may not be
paid at a rate in excess of$81.25 per hour, not to exceed$650 per day. To exceed this
specified maximum rate, recipients must submit to DCJ a detailed justification and have
such justification approved by DCJ, prior to obligation or expenditure of such funds.
Issuance of this award or approval of the award budget alone does not indicate approval of
any consultant rate in excess of$81.25 per hour, not to exceed $650 per day. Although
prior approval is not required for consultant rates below this specified maximum rate,
recipients are required to maintain documentation to support all daily or hourly consultant
rates.
E. Limit on use of grant funds for grantees' employees' salaries
With respect to this award, federal funds may not be used to pay cash compensation (salary
plus bonuses)to any employee of the award recipient at a rate that exceeds 110%of the
maximum annual salary payable to a member of the federal government's Senior Executive
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Service (SES)at an agency with a Certified SES Performance Appraisal System for that
year. (An award recipient may compensate an employee at a higher rate, provided the
amount in excess of this compensation limitation is paid with non-federal funds.)
This limitation on compensation rates allowable under this award may be waived on an
individual basis at the discretion the DCJ via DOJ.
6. CIVIL RIGHTS REQUIREMENTS ASSOCIATED WITH DOJ AWARDS
The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department of
Justice (DOJ)has been delegated the responsibility for ensuring that recipients of federal
financial assistance from the OJP, the Office of Community Oriented Policing Services
(COPS), and the Office on Violence Against Women (OVW) are not engaged in
discrimination prohibited by law. Several federal civil rights laws, such as Title VI of the
Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973, require recipients
of federal financial assistance to give assurances that they will comply with those laws. Taken
together, these civil rights laws prohibit recipients of federal financial assistance from DOJ
from discriminating in services and employment because of race, color, national origin,
religion, disability, sex, and, for grants authorized under the Violence Against Women Act,
sexual orientation and gender identity. Recipients are also prohibited from discriminating in
services because of age. For a complete review of these civil rights laws and
nondiscrimination requirements, in connection with DOJ awards, see
https://ojp.gov/funding/Explore/LegalOverview/CivilRightsRequirements.htm.
If you are a recipient of grant awards under the Omnibus Crime Control and Safe Streets Act
or the Juvenile Justice and Delinquency Prevention Act and your agency is part of a criminal
justice system, there are two additional obligations that may apply in connection with the
awards: (1) complying with the regulation relating to Equal Employment Opportunity
Programs (EEOPs); and (2) submitting findings of discrimination to OCR. For additional
information regarding the EEOP requirement, see 28 CFR Part 42, subpart E, and for
additional information regarding requirements when there is an adverse finding, see 28C.F.R.
§§ 42.204(c), .205(c)(5).
The OCR is available to help you and your organization meet the civil rights requirements
that are associated with DOJ grant funding. If you would like the OCR to assist you in
fulfilling your organization's civil rights or nondiscrimination responsibilities as a recipient of
federal financial assistance, please do not hesitate to contact the OCR at
askOCR@ojp.usdoj.gov.
The Grantee hereby agrees that it will comply, and all of its subrecipients ("subgrantees")will
comply, with the applicable provisions of:
A. Civil rights laws and nondiscrimination provisions
States and units of local government, public and nonprofit institutions of higher education,
nonprofit organizations, for-profit businesses, and other recipients of DOJ grants may be
subject to various federal civil rights laws for reasons other than their receipt of DOJ
funds. Some examples include federal civil rights laws related to discrimination on the
basis of race, color, national origin, sex, religion, or disability.
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Because a DOJ award is a form of"federal financial assistance," the recipients of a DOJ
award (and any "subrecipient" at any tier)must comply with additional civil-rights-related
requirements above and beyond those that otherwise would apply.
In general, these additional requirements fall into one of two categories:
1. Civil rights laws (sometimes referred to as "cross-cutting" federal civil rights
statutes). These apply to essentially any entity that receives an award of federal
financial assistance -- regardless of which federal agency awards the grant or
cooperative agreement -- and encompass the "program or activity" funded in whole
or in part with the federal financial assistance.
2. Nondiscrimination provisions. These are requirements or restrictions that apply to
certain OJP or OVW awards -- in addition to the civil rights laws -- because they
are set out in a statute that applies specifically to one or more particular OJP or
OVW grant programs, or to OJP or OVW awards made under a particular legal
authority. Much like the civil rights laws, these provisions apply variously to the
programs, activity, or undertaking funded in whole or in part by OJP or OVW, and
are described herein.
a. Such nondiscrimination provisions apply to some, but not all, OJP or
OVW grant programs.
b. The nondiscrimination provisions that apply to an OJP or OVW award
(above and beyond the requirements in "cross-cutting" civil rights laws)
may vary from award to award, even for awards made during the same
fiscal year.
c. Typically, no more than one of these nondiscrimination provisions will
apply to any particular OJP or OVW award.
General information on the civil rights laws that apply to every OJP or OVW award, and
on the nondiscrimination provisions that apply to some OJP or OVW awards, is available
at https://ojp.gov/about/ocr/statutes-regulations.
NOTE: As discussed in more detail below, if a civil rights law or nondiscrimination
provision prohibits discrimination in employment on the basis of religion, the prohibition
is read together with the provisions of the Religious Freedom Restoration Act of 1993.
B. Civil rights compliance: Access to services and benefits by individuals with limited
English proficiency
Compliance with the civil rights laws entails, among other things, taking reasonable steps
to ensure that individuals with limited English proficiency(LEP)have meaningful access
to DOJ-funded programs or services. An individual with limited English proficiency is
one whose first language is not English and who has a limited ability to read, write, speak,
or understand English. To assist recipients of DOJ awards in meeting their obligations
with respect to such individuals, DOJ has published a guidance document, available on the
LEP.gov website.
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C. Certification
Each grantee by accepting this award, certifies that it will comply(and it will require any
subrecipient at any tier to comply) with applicable civil rights laws and nondiscrimination
provisions. An additional DCJ Form 30, will be required prior to the disbursement of any
funds.
D. Nondiscrimination provisions and the Religious Freedom Restoration Act
As noted earlier, a nondiscrimination provision that deals with discrimination in
employment on the basis of religion is read together with the pertinent provisions of the
Religious Freedom Restoration Act of 1993. As a result, even if an otherwise-applicable
nondiscrimination provision states that a grantee or subrecipient may not discriminate in
employment based on religion, a DOJ recipient or subrecipient that is a faith-based
organization may consider religion in hiring, provided it satisfies particular requirements.
An DOJ recipient that is a faith-based organization and that seeks to consider religion in
hiring despite an applicable nondiscrimination provision must properly execute and
submit to DCJ a specific formal certification to DCJ to the effect that--
1. The grantee is a religious organization that sincerely believes that providing
the programs or services funded by the DOJ award is an expression of its
religious beliefs, that employing individuals of particular religious belief is
important to its religious exercise, and that having to abandon its religious
hiring practice to receive federal funding would substantially burden its
religious exercise.
2. The grantee will not discriminate against beneficiaries (or prospective
beneficiaries) of the programs or services funded by the DOJ award on the
basis of religion, a religious belief, a refusal to hold a religious belief, or a
refusal to attend or participate in a religious practice.
3. The grantee will keep any explicitly religious activities separate in time or
location from programs or services funded by the DOJ award.
4. The grantee will not require beneficiaries (or prospective beneficiaries)of
programs or services funded by the DOJ award to attend or participate in any
explicitly religious activities. Any such participation will be purely voluntary.
To make the required certification, an appropriate, authorized official of the grantee
organization must execute the Certification Regarding Hiring Practices on the Basis of
Religion on behalf of the grantee. A copy of the executed certification must be submitted
to DCJ. The grantee must retain the signed original on file as part of its records for the
DOJ award.
An DOJ recipient that executes and submits a certification that satisfies these
requirements ordinarily may consider religion in hiring. Different rules may apply,
however, if there is good reason to question the truthfulness of the certification, or if DCJ
determines that it is necessary to restrict the recipient from considering religion in hiring
to further a compelling government interest. (If DCJ makes such a determination, the
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DCJ may impose limitations that represent the least restrictive means of furthering the
compelling government interest.)
The rules that apply to subrecipients of DOJ awards that are faith-based organizations are
similar, except that the subrecipient is to submit the required certification to the grantee.
E. Overview of"Civil Rights Laws"
Important "civil rights laws" that apply to all federal financial assistance -- and to all
recipients and subrecipients of DOJ awards made in FY 2017 (and in FY 2018), are
these:
• Section 601 of Title VI of the Civil Rights Act of 1964 (codified at 42 U.S.C.
2000d)
o Statutory provision:
No person in the United States shall, on the ground of race, color, or
national origin, be excluded from participation in, be denied the benefits
of, or be subjected to discrimination under any program or activity
receiving Federal financial assistance.
o DOJ implementing regulation: Subparts C and D of 28 C.F.R. Part 42.
• Section 504 of the Rehabilitation Act of 1973 (codified at 29 U.S.C. 794)
o Statutory provision:
No otherwise qualified individual with a disability in the United States, as
defined in [29 U.S.C. 705(20)], shall, solely by reason of her or his
disability, be excluded from the participation in, be denied the benefits of,
or be subjected to discrimination under any program or activity receiving
Federal financial assistance[.]
o DOJ implementing regulation: Subpart G of 28 C.F.R. Part 42.
• Section 901 of Title IX of the Education Amendments of 1972 (codified at 20
U.S.C. 1681)
o Statutory provision:
No person in the United States shall, on the basis of sex, be excluded from
participation in, be denied the benefits of, or be subjected to
discrimination under any education program or activity receiving Federal
financial assistance[.]
o DOJ implementing regulations: Subpart D of 28 C.F.R. Part 42; 28 C.F.R
Part 54.
• Section 303 of the Age Discrimination Act of 1975 (codified at 42 U.S.C. 6102)
o Statutory provision:
[N]o person in the United States shall, on the basis of age, be excluded
from participation in, be denied the benefits of, or be subjected to
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discrimination under, any program or activity receiving Federal financial
assistance.
DOJ implementing regulation: Subpart I of 28 C.F.R. Part 42.
7. RECIPIENTS OF OVW GRANT DOLLARS ONLY
A. Availability of general terms and conditions on OVW website
The recipient agrees to follow the applicable set of general terms and conditions that are
available at https://www.justice.gov/ovw/award-conditions. These do not supersede any
specific conditions in this award document.
B. Compliance with statutory and regulatory requirements
The grantee agrees to comply with all relevant statutory and regulatory requirements,
which may include, among other relevant authorities, the Violence Against Women Act of
1994, P.L. 103-322, the Violence Against Women Act of 2000, P.L. 106-386,the Violence
Against Women and Department of Justice Reauthorization Act of 2005, P.L. 109-162, the
Violence Against Women Reauthorization Act of 2013, P.L. 113-4, the Omnibus Crime
Control and Safe Streets Act of 1968, 34 U.S.C. §§ 10101 et seq., and OVW's
implementing regulations at 28 C.F.R. Part 90.
C. VAWA 2013 nondiscrimination condition
The recipient acknowledges that 34 U.S.C. § 12291(b)(13) prohibits recipients of OVW
awards from excluding, denying benefits to, or discriminating against any person on the
basis of actual or perceived race, color, religion, national origin, sex, gender identity,
sexual orientation, or disability in any program or activity funded in whole or in part by
OVW. The recipient agrees that it will comply with this provision. The recipient also
agrees to ensure that any subrecipients("subgrantees") at any tier will comply with this
provision.
D. Confidentiality and information sharing
The grantee agrees to comply with the provisions of 34 U.S.C. § 12291(b)(2),
nondisclosure of confidential or private information, which includes creating and
maintaining documentation of compliance, such as policies and procedures for release of
victim information. The recipient also agrees to comply with the regulations implementing
this provision at 28 CFR 90.4(b) and "Frequently Asked Questions (FAQs) on the VAWA
Confidentiality Provision (34 U.S.C. § 12291(b)(2))"on the OVW website at
https://www.justice.gov/ovw/resources-and-faqs-grantees. The grantee also agrees to
ensure that all subrecipients ("subgrantees") at any tier meet these requirements.
E. Activities that compromise victim safety and recovery and undermine offender
accountability
The recipient agrees that grant funds will not support activities that compromise victim
safety and recovery or undermine offender accountability, such as: procedures or policies
that exclude victims from receiving safe shelter, advocacy services, counseling, and other
assistance based on their actual or perceived sex, age, immigration status, race, religion,
sexual orientation, gender identity, mental health condition, physical health condition,
criminal record, work in the sex industry, or the age and/or sex of their children;
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procedures or policies that compromise the confidentiality of information and privacy of
persons receiving OVW-funded services; procedures or policies that impose requirements
on victims in order to receive services (e.g., seek an order of protection, receive
counseling, participate in couples' counseling or mediation, report to law enforcement,
seek civil or criminal remedies, etc.); procedures or policies that fail to ensure service
providers conduct safety planning with victims; project design and budgets that fail to
account for the access needs of participants with disabilities and participants who have
limited English proficiency or are Deaf or hard of hearing; or any other activities outlined
in the solicitation under which the approved application was submitted..
F. Policy for response to workplace-related incidents of sexual misconduct,domestic
violence,and dating violence
The recipient, and any subrecipient at any tier, must have a policy, or issue a policy within
270 days of the award date,to address workplace-related incidents of sexual misconduct,
domestic violence, and dating violence involving an employee, volunteer, consultant, or
contractor. The details of this requirement are posted on the OVW web site at
https://www.justice.gov/ovw/award-conditions (Award Condition: Policy for response to
workplace-related sexual misconduct, domestic violence, and dating violence), and are
incorporated by reference here.
G. Termination or suspension for cause
DCJ or the Director of OVW, upon a finding that there has been substantial failure by the
recipient to comply with applicable laws, regulations, and/or the terms and conditions of
the award or relevant solicitation, will terminate or suspend until DCJ or the Director is
satisfied that there is no longer such failure, all or part of the award, in accordance with the
provisions of 28 C.F.R. Part 18, as applicable mutatis mutandis.
H. Compliance with solicitation requirements
The recipient agrees that it must be in compliance with requirements outlined in the
solicitation under which the approved application was submitted, the applicable
Solicitation Companion Guide, and any program-specific frequently asked questions
(FAQs)on the OVW website (https://www.justice.gov/ovw/resources-and-faqs-grantees).
The program solicitation, Companion Guide, and any program specific FAQs are hereby
incorporated by reference into this award.
I. Subrecipient program income
The recipient understands and agrees that it has responsibility for approval of program
income earned by subrecipients. Program income, as defined by 2 C.F.R. 200.1, means
gross income earned by a non-federal entity that is directly generated by a supported
activity or earned as a result of the federal award during the period of performance.
Without prior approval, program income must be deducted from total allowable costs to
determine the net allowable costs. In order to add program income to a subaward,
subrecipients must seek approval from the recipient prior to generating any program
income. Any program income added to a subaward must be used to support activities that
were approved in the budget and follow the conditions of the subaward agreement. Any
program income approved by the recipient must be reported by the subrecipient to the
recipient so that it is reported on the quarterly Program Income Financial Report(DCJ
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Form 1-B) in accordance with the addition alternative. If the program income amount
changes (increases or decreases) during the project period, the recipient must provide
approval by the end of the project period. Failure to comply with these requirements may
result in audit findings for both the recipient and the subrecipient.
J. Subrecipient product monitoring
The recipient agrees to monitor subrecipients to ensure that materials and products
(written, visual, or sound)developed with OVW formula grant program funding fall within
the scope of the grant program and do not compromise victim safety.
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COLORADO DIVISION OF CRIMINAL JUSTICE
CERTIFICATION OF COMPLIANCE WITH REGULATIONS
OFFICE FOR CIVIL RIGHTS, DEPARTMENT OF JUSTICE (DCJ FORM 30)
INSTRUCTIONS: Complete the table below with information found in the Grant Agreement. Read the form completely,
identify the person responsible for reporting civil rights findings, certify that the required Civil Rights training has been
completed by the Project Director;and check only one certification under"II"that applies to your agency. Have your
Signature Authority sign at the bottom of page 2,forward a copy to the person 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.
PROJECT DIRECTOR: Karol Patch P HONE:970-400-4748
Person responsible for reporting civil rights findings of discrimination: (Name,address, phone&email)
Jill Scott-Human Services Director of Weld County
1150 O Street
Greeley, CO 80631
970-400-4230; jscott@weld.gov
I acknowledge that I viewed all of the trainings on Civil Rights available on DCJ's website at
https://www.colorado.gov/pacific/dcj/civil-rights-requirements. I accept responsibility for ensuring that project staff
understands their responsibilities as outlined in the presentations. I understand that if I have any questions about the material
Signed by: presented and my responsibilities as a grantee that I will contact my grant manager.
-'Y�a.e -- / /„ 11/13/2025 I 2:28:35 PM MST
4D4DD0:�'JCA7422_.
PROJECT DIRECTOR SIGNATURE DATE
SIGNATURE AUTHORITY'S CERTIFICATION: As the Signature Authority for the above Grantee, I certify,by my
signature on page two(2),that I have read and am fully cognizant of our duties and responsibilities under this Certification.
I. REQUIREMENTS OF GRANT RECIPIENTS: All grant 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 seq.;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.
Page 1 of 2 DCJ30_v12 (Rev.02/20)
Electronic Record and Signature Disclosure created on:8/10/2022 3:16:46 PM
Parties agreed to:Karol Patch,Perry Buck,Matthew M.Lunn,PhD,Karol Patch
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
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• Until or unless you notify CDPS Contracts and Grants as described above, you consent to
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Houstan Aragon
From: Byron Howell
Sent: Thursday, November 13, 2025 3:39 PM
To: Houstan Aragon; Bruce Barker; Karin McDougal; Matthew Conroy; Adria Schiel; Will
Grumet; Rusty Williams; Chris D'Ovidio; Michael Rourke
Cc: CTB; Robb Miller; Karol Patch; Ermelinda Archibeque
Subject: RE: SIGNATURE REVIEW: TWO (2) VOCA GRANT IGA's
I am familiar with these and have reviewed them. They look fine to me for placement.
Byron L. Howell
Assistant Weld County Attorney
Weld County Attorney's Office
1150 O Street
Greeley, Colorado 80632
970-400-4394
STATEMENT OF CONFIDENTIALITY& DISCLAIMER:The information contained in this email message is attorney
privileged and confidential, intended only for the use of the individual or entity named above. If the reader of this
message is not the intended recipient,you are hereby notified that any dissemination, distribution or copy of this
email is strictly prohibited. If you have received this email in error, please notify us immediately by replying and
delete the message.Thank you.
From: Houstan Aragon <haragon@weld.gov>
Sent:Thursday, November 13, 2025 2:51 PM
To: Bruce Barker<bbarker@weld.gov>; Karin McDougal <kmcdougal@weld.gov>; Matthew Conroy
<mconroy@weld.gov>; Adria Schiel <aschiel@weld.gov>; Byron Howell <bhowell@weld.gov>; Will Grumet
<wgrumet@weld.gov>; Rusty Williams<rwilliams@weld.gov>; Chris D'Ovidio <cdovidio@weld.gov>; Michael Rourke
<mrourke@weld.gov>
Cc: CTB<CTB@co.weld.co.us>; Robb Miller<rmiller@weld.gov>; Karol Patch <kpatch@weld.gov>; Ermelinda Archibeque
<earchibeque@weld.gov>
Subject: SIGNATURE REVIEW:TWO (2) VOCA GRANT IGA's
Good afternoon,
Please review and advise as to placement on the Monday, November 24, 2025, Agenda. Please
also remember to reply-all to this email.
Thank you,
COUNTY,CO
Houstan Aragon
Deputy Clerk to the Board
Desk: 970-400-4224
P.O. Box 758, 1150 0 St., Greeley, CO 80632
Ox000
Join Our Team
IMPORTANT: This electronic transmission and any attached documents or other writings are intended
only for the person or entity to which it is addressed and may contain information that is privileged,
confidential or otherwise protected from disclosure. If you have received this communication in error,
please immediately notify sender by return e-mail and destroy the communication. Any disclosure,
copying, distribution or the taking of any action concerning the contents of this communication or any
attachments by anyone other than the named recipient is strictly prohibited.
2
Houstan Aragon
From: Michael Rourke
Sent: Thursday, November 20, 2025 2:38 PM
To: Houstan Aragon; Rusty Williams; Chris D'Ovidio
Cc: CTB; Robb Miller; Karol Patch; Ermelinda Archibeque
Subject: RE: SIGNATURE REVIEW: TWO (2) VOCA GRANT IGA's
This needs to be put on the agenda for Monday. Thank you.
From: Houstan Aragon <haragon@weld.gov>
Sent:Thursday, November 20, 2025 2:36 PM
To: Rusty Williams<rwilliams@weld.gov>; Chris D'Ovidio <cdovidio@weld.gov>; Michael Rourke<mrourke@weld.gov>
Cc: CTB<CTB@co.weld.co.us>; Robb Miller<rmiller@weld.gov>; Karol Patch <kpatch@weld.gov>; Ermelinda Archibeque
<earchibeque@weld.gov>
Subject: RE: SIGNATURE REVIEW: TWO (2) VOCA GRANT IGA's
Good afternoon, Finance Team,
Still pending your review and advisement as to placement on the Monday, November 24, 2025,
Agenda. Please also remember to reply-all to this email.
Thank you,
COUNTY,CO
Houstan Aragon
Deputy Clerk to the Board
Desk: 970-400-4224
P.O. Box 758, 1150 0 St., Greeley, CO 80632
0X 000
Join Our Team
IMPORTANT: This electronic transmission and any attached documents or other writings are intended
only for the person or entity to which it is addressed and may contain information that is privileged,
confidential or otherwise protected from disclosure. If you have received this communication in error,
please immediately notify sender by return e-mail and destroy the communication. Any disclosure,
copying, distribution or the taking of any action concerning the contents of this communication or any
attachments by anyone other than the named recipient is strictly prohibited.
From: Byron Howell<bhowell@w,
Sent:Thursday, November 13, 2025 3:39 PM
To: Houstan Aragon<haragi nPw,,' i.gov>; Bruce Barker<bbarker ,raeld.gov>; Karin McDougal
<kmcdougal@weld.gov>; Matthew Conroy<mconroy@weld.gov>; Adria Schiel<aschiel@weld.gov>; Will Grumet
<wgrumet@weld.gov>; Rusty Williams <rwilliams@weld.gov>; Chris D'Ovidio <cdovidio@weld.gov>; Michael Rourke
<mrourke@weld.gov>
1
Cc: CTB<CTB@co.weld.co.us>; Robb Miller<rmiller@weld4;c >; Karol Patch <kpatch@weld gp'.,>; Ermelinda Archibeque
<earchibegue@weld.gov>
Subject: RE: SIGNATURE REVIEW: TWO (2) VOCA GRANT IGA's
I am familiar with these and have reviewed them. They look fine to me for placement.
Byron L. Howell
Assistant Weld County Attorney
Weld County Attorney's Office
1150 O Street
Greeley, Colorado 80632
970-400-4394
STATEMENT OF CONFIDENTIALITY& DISCLAIMER:The information contained in this email message is attorney
privileged and confidential, intended only for the use of the individual or entity named above. If the reader of this
message is not the intended recipient,you are hereby notified that any dissemination, distribution or copy of this
email is strictly prohibited. If you have received this email in error, please notify us immediately by replying and
delete the message.Thank you.
From: Houstan Aragon <harar; ,;@weld.gov>
Sent: Thursday, November 13, 2025 2:51 PM
To: Bruce Barker<bbarker@\w;PIc+ 'ov>; Karin McDougal <kmcdougal@weld.gov>; Matthew Conroy
<mconroy@weld.gov>;Adria Schiel <aschiel@weld.gov>; Byron Howell <bhowell@weld.gov>; Will Grumet
<wgrumet@weld.gov>; Rusty Williams<rwilliams@weld.gov>; Chris D'Ovidio<cdovidio@weld.gov>; Michael Rourke
<mrourke@weld.gov>
Cc: CTB<CTB@co.weld.co.us>; Robb Miller<rmiller@weld.go >; Karol Patch <kpatch@weld.gov>; Ermelinda Archibeque
< ,archibeque@weld.gov>
Subject: SIGNATURE REVIEW:TWO (2) VOCA GRANT IGA's
Good afternoon,
Please review and advise as to placement on the Monday, November 24, 2025, Agenda. Please
also remember to reply-all to this email.
Thank you,
minaz .86,
COUNTY,CO
Houstan Aragon
Deputy Clerk to the Board
Desk: 970-400-4224
P.O. Box 758, 1150 0 St., Greeley, CO 80632
0XGOO
Join Our Team
IMPORTANT: This electronic transmission and any attached documents or other writings are intended
only for the person or entity to which it is addressed and may contain information that is privileged,
confidential or otherwise protected from disclosure. If you have received this communication in error,
2
Houstan Aragon
From: Rusty Williams
Sent: Thursday, November 20, 2025 7:37 PM
To: Houstan Aragon; Chris D'Ovidio; Michael Rourke
Cc: CTB; Robb Miller; Karol Patch; Ermelinda Archibeque
Subject: RE: SIGNATURE REVIEW: TWO (2) VOCA GRANT IGA's
Hi, Houstan.
No issues for Finance.
Thanks.
From: Houstan Aragon <haragon@weld.gov>
Sent:Thursday, November 20, 2025 2:36 PM
To: Rusty Williams<rwilliams@weld.gov>; Chris D'Ovidio <cdovidio@weld.gov>; Michael Rourke <mrourke@weld.gov>
Cc: CTB<CTB@co.weld.co.us>; Robb Miller<rmiller@weld.gov>; Karol Patch <kpatch@weld.gov>; Ermelinda Archibeque
<earchibeque@weld.gov>
Subject: RE: SIGNATURE REVIEW: TWO (2) VOCA GRANT IGA's
Good afternoon, Finance Team,
Still pending your review and advisement as to placement on the Monday, November 24, 2025,
Agenda. Please also remember to reply-all to this email.
Thank you,
COUNTY,CO
Houstan Aragon
Deputy Clerk to the Board
Desk: 970-400-4224
P.O. Box 758, 1150 0 St., Greeley, CO 80632
OxGOO
Join Our Team
IMPORTANT: This electronic transmission and any attached documents or other writings are intended
only for the person or entity to which it is addressed and may contain information that is privileged,
confidential or otherwise protected from disclosure. If you have received this communication in error,
please immediately notify sender by return e-mail and destroy the communication. Any disclosure,
copying, distribution or the taking of any action concerning the contents of this communication or any
attachments by anyone other than the named recipient is strictly prohibited.
From: Byron Howell < ,nowell@weld.gov>
Sent: Thursday, November 13, 2025 3:39 PM
1
To: Houstan Aragon <iiaragon@weld.go\,>; Bruce Barker<bbarker@weld.gov>; Karin McDougal
<kmcdougal@weld.gov>; Matthew Conroy<mconroy@weld.gov>; Adria Schiel<aschiel@weld.gov>; Will Grumet
<wgrumet@weld.gov>; Rusty Williams<rwilliams@weld.gov>; Chris D'Ovidio<cdovidio@weld.gov>; Michael Rourke
<mrourke@weld.gov>
Cc:CTB<CTB@co.weld.co. >; Robb Miller<rmiller@weld.go >; Karol Patch <kpatch@weld.gov>; Ermelinda Archibeque
<earchibequ' )weld.gov>
Subject: RE: SIGNATURE REVIEW: TWO (2) VOCA GRANT IGA's
I am familiar with these and have reviewed them. They look fine to me for placement.
Byron L. Howell
Assistant Weld County Attorney
Weld County Attorney's Office
1150 O Street
Greeley, Colorado 80632
970-400-4394
STATEMENT OF CONFIDENTIALITY& DISCLAIMER:The information contained in this email message is attorney
privileged and confidential, intended only for the use of the individual or entity named above. If the reader of this
message is not the intended recipient,you are hereby notified that any dissemination, distribution or copy of this
email is strictly prohibited. If you have received this email in error, please notify us immediately by replying and
delete the message.Thank you.
From: Houstan Aragon<haragon@yweld.gov.>
Sent:Thursday, November 13, 2025 2:51 PM
To: Bruce Barker< )barker@weld.go\.>; Karin McDougal <kmcdougal@weld.go >; Matthew Conroy
<mconroy@weld.gov>; Adria Schiel <aschiel@weld.go >; Byron Howell<bhowell@weld.gov>; Will Grumet
<wgrumet@weld.g' >; Rusty Williams<rwilliams@weld.gov>; Chris D'Ovidio<cdovidio@weld.gov>; Michael Rourke
<mrourke@weld.gov>
Cc:CTB<CTB@co.weld.co.us>; Robb Miller<rmiller@weld.gov>; Karol Patch <kpatch@weld.gov>; Ermelinda Archibeque
<ea rchibeque @weld.gov>
Subject:SIGNATURE REVIEW: TWO (2) VOCA GRANT IGA's
Good afternoon,
Please review and advise as to placement on the Monday, November 24, 2025, Agenda. Please
also remember to reply-all to this email.
Thank you,
COUNTY,CO
Houstan Aragon
Deputy Clerk to the Board
Desk: 970-400-4224
P.O. Box 758, 1150 0 St., Greeley, CO 80632
O x ® O
2
Hello