HomeMy WebLinkAbout20194486.tiff RESOLUTION
RE: APPROVE 2018 STATE CRIMINAL ALIEN ASSISTANCE PROGRAM (SCAAP)
GRANT AWARD AND AUTHORIZE ELECTRONIC SUBMITTAL
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 the 2018 State Criminal Alien Assistance
Program (SCAAP) Grant Award to the County of Weld, State of Colorado, by and through the
Board of County Commissioners of Weld County, on behalf of the Weld County Sheriff's Office,
from the Colorado Bureau of Justice Assistance, with further terms and conditions being as stated
in said award, and
WHEREAS, after review, the Board deems it advisable to approve and accept said award,
a copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the 2018 State Criminal Alien Assistance Program (SCAAP) Grant Award
to the County of Weld, State of Colorado, by and through the Board of County Commissioners of
Weld County, on behalf of the Weld County Sheriff's Office, from the Colorado Bureau of Justice
Assistance, be, and hereby is, approved and accepted.
BE IT FURTHER RESOLVED by the Board that the Weld County Clerk to the Board be,
and hereby is, authorized to electronically submit said acceptance and funding drawdown.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 14th day of October, A.D., 2019.
BOARD OF COUNTY COMMISSIONERS
��,��,,// WELD COUNTY, CO RADO
ATTEST: ditA6,O G �C/10:� ALL/
a • ra Kirkmeyer Chair
Weld County Clerk to the Board
Mike n Pro-Tern
BY: I /�i./ �•"
Deputy Clerk to the Board
ELa Sean. Conway
APPD A FORMS
186 Ir =�:� _ ' o K. James
County 1ttorney :MP!' EXCUSED
�0u u clSteve Moreno
Date of signature: J0/21/1T
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BOARD OF COUNTY COMMISSIONERS
PASS-AROUND REVIEW
PASS-AROUND TITLE: Authorization to Accept Payment of SCAAP FY2018 awarded funds
DEPARTMENT: Sheriff's Office DATE: 10/2/2019
PERSON REQUESTING: Sonja Kohlgraf, WCSO Budget Manager
Brief description of the problem/issue:
Attached is the FY2018 State Criminal Alien Assistance Program(SCAAP)email documentation showing that the WCSO
has been awarded$134,841 under grant number 2019-AP-BX-0832.
The Sheriff's Office has utilized SCAAP funding in prior years to offset the jail medical services expense.
Only an employee(authorized representative or authorized point of contact)of the jurisdiction may accept the SCAAP
funds for an eligible purpose.Use of funds must be selected,certifying that WCSO understands the guidelines and
requirements.The approval is done by checking a box and clicking Accept.No signature is required.The Sheriff's Office,
with the approval of the BOCC,submitted the SCAAP application in October 2018.The ACII transfer will be tracked and
deposited into 1000-24410-4320-200; Inmate Services,Federal Grants.
In addition,because no signature is required,and by Resolution#2014-0120 the Clerk to the Board has been designated as
a Certifying Official on behalf of the Chair to electronically certify and submit grant related documents.
What options exist for the Board? (include consequences,impacts,costs,etc. of options):
1) Authorize the Sheriff's Office (via the CTB) to electronically accept the award payment in the amount of
$134,841.
2) Schedule a Work Session
3) Deny the Acceptance of Payment for the above-mentioned award and forfeit the$134,84l.
Recommendation:
Authorize the Clerk to the Board to accept the drawdown of the grant award.
r1Ptiru/e Schedule
Recommendation Work Session Qthcricomnrents:
Sean P.Conway ,r°
Mike Freeman,Pro-Tem r
ne
Scott K.James
Barbara Kirkmeyer,Chair
Steve Moreno
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Fiscal Year 2018 Payment Acceptance and Electronic Transfer of Funds
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Declaration and Certification to the U.S.Department of Justice as to this Payment/Drawdown Request
I declare the tallow in p.to the U S Department of Justice(DO)) under penalty of perjury (l 4 I am the"suhmitt3.ne'government official'as the teen is used and defined in the pertinent DIP prograrn requirements and application
unit ucarou document and hat-r„authu:ity to make this certification on behalf of tire payee;(2)I have conducted(al had conducted for cite,including by the payee's legal counsel as appropriate)a diligent review of the pertinent OJP
program requirements and application msunction document,all statutory requirements,and all other regairemecra,cecufications,assurances.,and conditions that appear in the pertinent State Criminal Alien Assistance Program
SCRAP'i application associated with this payment;and(3)I also hate conducted(or had conducted far me)a diligent renew of all other matters encompassed by this certtficalton.
.e the Best of nr.knowledge and belief,on behalf of rieself and the payer,I certify to DOI,under penalty of perjury-,that the following ale true as of the date of this request(1)The payee is in compliance with all requirements for
p i}ticmts under SCAAP that appear In the ceistiicattons arid assurances for the SI AAP application associated with this payment,(')the requert is accurate and complete and was provided in accordance'a rib the requirements_
dcfuutious_a id ust uino_i�set snit in the pertinent DIP progxam requirements and application iusuii tism document.and(3j ctuy payment made to the payee sstll be used cult lOt'co:sectional puipcees."as regnued by S L S C.
._10):6)
I understand i:.at in milking g pa}mein patsuint to this request DO)e ill eels upon this siestaration and certification a,a tinteliat representation I also tmdeisiaud tint a materially false,fictitious,or fraudulent statement in this
declaration and cetziti anion Of otherwise in this parrmentAmars-down request for concealment or omission cf a material fact as to either)may be the subject of crirninal prosecution(including under:5 U.S C §1001 acid or 16'-1,
and or 3-4 I S C c a 10_'i I la)+3) and also may subject me and the payee to civil ponaincs rued administrative remedies under the federal False Claims Act(including under 31 T.S C c§3729-3'30 and or tl .i301-3$12)or
011,.'t,‘1,C
Accept Declrrm
Sonja Kohlgraf
From: JB1HelpDesk <JB1HelpDesk@jbi-ltd.com>
Sent: Thursday, September 26, 2019 1:04 PM
To: Sonja Kohlgraf
Subject: FY 2018 SCAAP Award Instructions!
Caution:This email originated from outside of Weld County Government.Do not click links or open attachments unless you recognize the
sender and know the content is safe.
Justice Benefits, Inc.
Sonja Kohlgraf
Weld County, Colorado
Great News! BJA has activated the drawdown link in the Grants Management System; therefore, you
can now log in to the GMS and drawdown your award!
Award: $ 134841
FY 2018 SCAAP Award Acceptance and Drawdown Procedures
STEP 1. Getting to the Grants Management System (GMS)
1. Once online, you will need to type the following Internet address:
https://grants.ojp.usdoj.gov
STEP 2. Logging in to your GMS Account and Accepting your Award
1. Enter the User ID and Password—These are the same as used during application process. (Remember
they are case sensitive):
NOTE: If you have forgotten your User ID andlor Password, you can call the GMS Hotline at 1-888-549-
9901, Option 4, to receive them.
You are now logged into the Grants Management System Homepage!
2 Locate FY 2018 SCAAP Application. Under the "Action" box (far right) is the link 'Drawdown'. Click this
link.
3. The next screen that appears is the Payment Acceptance Screen. You will find your jurisdiction's award
amount, as well as your Grant and Vendor Numbers in the heading of this screen. PRINT this page
before doing anything else.
4, You must then select one or more uses for your award. Scroll through the list and click on your selection
(hold "Ctrl" key down on keyboard to select more than one).
5. After making your"Use of Funds"selection, click in the check box located under the SCAAP Use of Funds
List, certifying you understand these guidelines and requirements.
6. You can then click on the 'Accept' button at the bottom.
7. Once you have accepted your award, the next screen will appear confirming your drawdown acceptance
as well as you should see your selection(s)for Use of Funds listed. PRINT this screen.
8. Please scan and email a copy of the two screens to:
Ibihelpdesk[c ibi-Itd.cam
You can also fax the pages to:
972-406-3763
You are all done! Thank you!
2
Original message
From:SCAAP<oip{"ta public.govdelivery.corn>
Date: 9/26/19 5:48 PM (GMT+01:00)
To:Jennifer Oftelie <joftelie@weldgov.com>
Subject: State Criminal Alien Assistance Program—FY 2018 SCAAP Award Announcement
Dear SCARP Recipient:
The Bureau of Justice Assistance (BJA) is pleased to announce that your
Fiscal Year (FY) 2018 State Criminal Alien Assistance Program (SCAAP)
award is complete and ready for drawdown. The 2018 SCAAP award amounts
are listed on the SCAAP website.
Please follow the instructions below to accept your FY 2018 SCAAP award:
-Access the Office of Justice Programs (OJP) Grants Management System
(GMS) web site at https://grants.oip.usdoi.gov/ and log on using your SCAAP
user ID and password.
-Locate the Application status block that contains your FY 2018 SCAAP
application. You will see the "View" and "Drawdown" links under the "Action"
header located on the right side of this block.
-Click on "Drawdown." This will take you to an acceptance screen that
displays your award number, jurisdiction name, and award amount at the top.
Please print this screen for your records. Select at least one use of SCAAP
funds on the provided list. Multiple selections are possible by holding down
the Control key and clicking on the mouse.
-Review and click the certification checkbox before accepting the award. Only
an employee (authorized representative or authorized point of contact) of the
jurisdiction may accept the SCAAP funds.
-Use of SCAAP Awards: The Department of Justice Reauthorization Act of
2005 (Pub. L. 109-162, Title XI) included the following requirement regarding
the use of SCAAP funds: "Amounts appropriated pursuant to the authorization
of appropriations in paragraph (5) that are distributed to a State or political
subdivision of a State, including a municipality, may be used only for
correctional purposes." Beginning with FY 2007 SCAAP awards, SCRAP
funds must be used for correctional purposes only"
https://www.bja.gov/Funding/18SCAAP Program Requirements.pdf.
-Located at the bottom of the screen are the "Accept" and "Decline" buttons.
After you accept your award, you will be taken to a screen that confirms your
acceptance. Applicants are required to accept awards online within 60
calendar days of this award notice. This email serves as notice for you to
accept your FY 2018 SCAAP award online. Please retain this email for your
records.
-Following your acceptance of the SCAAP terms, conditions, and award
amount, OJP will initiate an electronic payment to your bank account of
record, verified through the online SCAAP registration process. Please retain
the acceptance documents for your records.
-Allow 15 business days (from the date of acceptance) for the electronic
payment process to occur.
For password resets, technical or system-related questions, please call the
GMS Helpdesk at 1-888-549-9901 , Option 3.
For questions concerning your SCAAP award amount or other award
questions, please email scaap@usdoi.gov or call 202-353-4411.
For questions related to the electronic transfer of funds or bank account of
record, please contact the OJP Office of the Chief Financial Officer Customer
Service Center at 1-800-458-0786 or AskOCFO@usdoi.gov.
Thank you
SCAAP Program Team
Bureau of Justice Assistance
BOARD OF COUNTY COMMISSIONERS
PASS-AROUND REVIEW
PASS-AROUND TITLE:Authorization to submit SaVARAFZ20141grant application
DEPARTMENT: Sheriff's Office DATE: 10/11/2018
PERSON REQUESTING: Jennifer Oftelie, SO Budget Manager
Brief description of the problem/issue:
Each year, the Federal government allows for grant funding to help offset the costs incurred by housing illegal
aliens in jails and prisons. The Fiscal Year 2018 State Criminal Alien Assistance Program (SCAAP) application
has recently opened, and the Weld County Sheriff's Office would like to submit the information that was
collected for the July 1, 2016 — June 30, 2017 period of the grant application. The information requested
includes items such as total salaries paid to jail deputies, the number of inmates per night housed in the jail, and
the number of nights inmates of foreign birth are housed in the jail. This grant has paid over $3.47 million over
the past 12 years to Weld County. The annual award has ranged from $131,200 to $542,059, depending on
funding available and the eligibility requirements of the grant. Historically, the Sheriff's Office has used this
money to offset the cost of medical services for inmates in the jail, which is an eligible use of these funds.
No signature is required for the grant application. The application has been updated to reflect the current
Commissioner Chair and reflects the accurate information for the grant period requested. The Sheriff's Office is
asking for permission to submit the required grant information by the due date of October 29, 2018. By not
submitting the application, Weld County will forfeit any chance of receiving funds for this program for the
grant period mentioned above. As a side note, we are still waiting to receive funding for the FY2017
application that was submitted in April 2018, and we may receive two awards in 2018.
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
Approve the request to submit the grant application by the due date.
Deny the request to submit the grant. This would remove our ability to receive federal dollars for this program
for Fiscal Year 2018.
Recommendation:
Authorize submittal of the FY2018 SCAAP grant application.
Apjuv_c Schedule
Recommendation Work Session Other/Comments:
Sean P. Conway 7011, -._ -
Julie A. Cozad Mike Freeman fAr
Barbara Kirkmeyer, Pro-Tem
Steve Moreno,Chair �' 1
O .O/S -334
Esther Gesick [�
From: helpdesk@ojp.usdoj.gov 'i c'iZ�t(.G" ' ‘4447..
Sent: Tuesday, October 15, 2019 3:40 PM emyl, „aidJ 6o62. Q Gck �
To: Jennifer Oftelie; Steve Moreno fah/ Ac7l / � ri�
Subject: Request for Drawdown Processed �G��v�!"' au.�i.
Caution:This email originated from outside of Weld County Government. Do not click links or open attachments unless
you recognize the sender and know the content is safe.
Your request for drawdown has been processed for the State Criminal Alien Assistance Program. Funds will be
deposited into your jurisdictions' official Office of Justice Programs bank account of record in the next two weeks.
1 PM—046
SO00VD
Esther Gesick
From: Jennifer Oftelie
Sent: Tuesday, October 15, 2019 4:35 PM
To: Sonja Kohlgraf
Cc: Esther Gesick
Subject: RE: SCAAP FY2018 drawdown
Attachments: Request for Drawdown Processed
How odd—I didn't even see this email and it was already showing I read it. I'm assuming the next grant will update to
your contact info—but probably not until Kirkmeyer is no longer the chair. They are always behind on the updated BOCC
chairs.
Yes—attached is the email here as well as I just forwarded it to Sonja.Thanks to both of you for all the work keeping the
money flowing in. Q
Jennifer OfteCie
Extension: 4202
CeCI• 970-815-1998
From:Sonja Kohlgraf<skohlgraf@weldgov.com>
Sent:Tuesday, October 15, 2019 3:51 PM
To:Jennifer Oftelie<joftelie@weldgov.com>
Cc: Esther Gesick<egesick@weldgov.com>
Subject:SCAAP FY2018 drawdown
Hello Jennifer,
I signed into the GMS with Esther and processed the drawdown for the FY2018 SCAAP grant.The website did not
confirm that the drawdown is processing and I figured because your info was originally input under the application, they
might generate an e-mail to you?
Could you please forward us any correspondence that you might receive?
Thank you,
Sonja Kohlgraf, MBA
Budget/Business Manager
Weld County Sheriff's Office
1950 O Street
Greeley CO 80631
Phone: 970-400-2872
r
1
Contract Form
New Contract Request
Entity Information
Entity Name* Entity ID* ❑New Entity?
US DEPARTMENT OF JUSTICE /?4553
Contract Name* Contract ID Parent Contract ID
FY2018 STATE CRIMINAL ALIEN ASSISTANCE PROGRAM 3168
(SC AWARD
Contract Lead Requires Board Approval
Contract Status SKOHLGRAF YES
CTE REsIIEW
Contract Lead it Department Project#
skohlgraf@co eld.co.us
Contract Description*
REQUESTING APPROVAL TO DRAWDOWN N THE AWARDED$134,841 FOR THE FY2018 SCAAP GRANT FUNDING
Contract Description 2
Contract Type* Department Requested BOCC Agenda Due Date
AWARD SHERIFF Date* 10106/2019
10/09/2019
Amount Department Email
$134 841 00 CM-Sheriff@weldgovcorn Will a work session with 8OCC be required?*
Retile* Department Head Email NO
NO Does Contract require Purchasing Dept.to be induded?
d
f e Head@weldgrrv.corn NO
Automatic Renewal
County Attorney
GENERAL COUNTY
Grant ATTORNEY EMAIL
YES
County Attorney Email
ICA CM-
COUNTYA I I OR'NEY@6 'ELD
GOV.COt
Grant Deadline Date
If this is a renewal enter previous Contract ID
If this is part of a Ii4SA enter Contract ID
Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in
OnFase
Contract bates
Effective Date Review Date* Renewal Date
11./0112010
Termination NoticeCommitted Delivery Date Expiration Dare
11/22/2019
Contact Information
Contact Info
Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2
Purchasing
Purchasing Approver Purchasing Approved Date
Approval Process
Department Head Finance Approver Legal Counsel
DONNIE PATCH BARB CONNOLLY BOB CHOATE
DH Approved Date Finance Approved Date Legal Counsel Approved Date
10/07/2019 10/07,2019 10;0812019
Final Approval
BOCC Approved Tyler Ref It
AG 101419
BOCC Signed Date
BOCC Agenda Date
10/14/2019
Originator
SKOHLGRAF
Submit
Hello