HomeMy WebLinkAbout20183777.tiffRESOLUTION
RE: APPROVE INTERGOVERNMENTAL AGREEMENT FOR VICTIM ASSISTANCE UNIT
GRANT AWARD AND AUTHORIZE CHAIR TO SIGN
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with an Intergovernmental Agreement for
Victim Assistance Unit Grant Award 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, Victim Assistance and Law Enforcement (VALE), and the Colorado Department
of Public Safety, Division of Criminal Justice, commencing January 1, 2019, and ending
December 31, 2020, 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 Intergovernmental Agreement for Victim Assistance Unit Grant
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, Victim
Assistance and Law Enforcement (VALE) 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 be, and hereby is, authorized
to sign said agreement.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 26th day of November, A.D., 2018.
ATTEST: did...A)
Weld County Clerk to the Board
BY: ico(
Deputy erk to the Board
AP
ounty Attorney
Date of signature: (ZfZlal1$
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
Steve Moreno, Chair
EXCUSED
Barbara Kirkmeyer, Pro -Tern
Sean P. Conway
Mike Freeman
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2018-3777
DA0027
BOARD OF COUNTY COMMISSIONERS
PASS -AROUND REVIEW
PASS -AROUND TITLE: Acceptance of 2019 & 2020 VOCA Grant
DEPARTMENT: District Attorney's Office DATE: 11-9-18
PERSON REQUESTING: JoAnn Holden Director of Victim Services
Brief description of the problem/issue:
The Weld County Commissioners approved, on February 28;2018, the DA's Office request to submit an application for
funding (+ County Match) for 2019-2020 to help fund staff in the VW Unit. Division of Criminal Justice has advised that
the District Attorney's Office has been awarded a VOCA Grant in the amount of $306,424 (+ match of $76,606) to
partially fund staff in the DA Office VW Assistance Unit - 2018 -VU -19-089-19. The Division of Criminal Justice needs two
signed copies in BLUE INK of the first document Grant Agreement by Chair Steve Moreno. Documents: DJC Form 30 and
Lobbying need to be electronically signed by Chair Steve Moreno by November 30, 2018. All of the documents,
including an additional six documents, that are part of the federal contract, need to be reviewed by the County
What options exist for the Board? (include consequences, impacts, costs, etc. of options):
Request approval of 2019-2020 contract be signed so the VOCA funding can be awarded.
Recommendation:
Approve
Recommendation
Sean P. Conway
Julie A. Cozad
Mike Freeman
Barbara Kirkmeyer, Pro-Tem
Steve Moreno, Chair
Schedule
Work Session
Other/Comments:
2018-3777
bflOo2-1
Signature:
DCJ Grant # 2018 -VA -19-089-19 Grant
Applicant Agency: District Attorney's Office, 19th Judicial District
Project Title: Victim Witness Assistance Unit
Grant Period: January 1, 2019 through December 31, 2020
We hereby certify that the information contained herein is true and correct to the best of our knowledge and belief. The following
signatories understand and agree that any grant received as a result of this application shall incorporate and be subject to the statements
made within the above described VALE Grant Application (The Application). Furthermore, the signatories certify that they have each
read The Application and are fully cognizant of their duties and responsibilities for this project.
Project Director:
Name: JoAnn Holden Position/Title: Director of Victim Services
Agency (including Division or Unit): 19th Judicial District Attorney's Office, Victim Witness Assistance Unit
Mailing Address: PO Box 1167, Greeley, CO 80632
Phone: 970 356-4010 Fax: 970 352-8023 E -Mail: jholden(&,,weldgov.com
Signature:
District Attorney:
Name: Michael J. Rourke
'(ice li )QA Date: ) (H/
Position/Title: Weld County District Attorney
Agency (including Division or Unit): 19th Judicial District Attorney's Office
Mailing Address: PO Box 1167, Greeley, CO 80632
Phone: 970 356-4010 _Fax: 970 352-8023 E -Mail: mrourke(iweldgov.com
// ���
Date:
Financial Officer:
Name: Barbara Connolly Position/Title: Financial Officer
Agency (including Division or Unit): Weld County Government
Mailing Address: PO Box 758, Greeley, CO 80632
Phone: 970 356-4000 ext 4218 Fax: 970 352-0242 E -Mail: bconnolly@weldgov.com
Signatureja4d2 C1a Date: NOV 2 6 2018
Reviewed as to Form:
Position/Title: County Attorney's Office
Agency (including Dision or jJnit):
Signature:
County Government
Date: ///z (�/"'
�o/K-- 5777((
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.
GRANTEE NAME & ADDRESS:
Weld County District Attorney's Office, 19th District
PO BOX 1167
Greeley, CO 80632-1167
GRANT NUMBER:
2018 -VU -19-089-19
PROJECT TITLE:
19th DA Victim Witness Assistance Unit
AWARD ($):
$ 135, 592.00
PROJECT DURATION:
FROM: 01/01/2019 TO: 12/31/2019
PROJECT DIRECTOR: JoAnn Holden PHONE: 970 400-4747
Person responsible for reporting civil rights findings of discrimination: (Name, address, phone & email)
Patti Russell, Weld County Director of Human Resources
7150 "O" Street
Greeley, CO 80631 970 400-4230 prussell@weldgov.com
I acknowledge that I viewed all of the trainings on Civil Rights available on DCJ's website at
http://dcj.state.co.us/home/grants. 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 presented and my responsibilities as
a grantee that I will contact my grant manager.
JoAnn Holden Digitally signed by JoAnn Holden
Date: 2018.11.09 13:17:46 -07'00'
PROJECT DIRECTOR SIGNATURE
11-9-18
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.
O2Od- 3 777 ,
Page 1 of 2
DCJ30 v11 (Rev. 10/17)
DCJ FORM 30:
CERTIFICATION OF COMPLIANCE WITH REGULATIONS,
OFFICE FOR CIVIL RIGHTS, DEPARTMENT OF JUSTICE (Continued)
II. EQUAL EMPLOYMENT OPPORTUNITY PLAN (EEOP) CERTIFICATIONS: Check the box before ONLY ONE
APPROPRIATE CERTIFICATION (A or B below) that applies to this grantee agency during the period of the grant
duration noted above.
O CERTIFICATION "A" [Applicable, if (1), (2) or (3), below, apply.] This is the Certification that most non -profits
and small agencies will use. Check all that apply to your entity.
This funded entity:
(1) is an educational, medical or non-profit organization or an Indian Tribe;
(2) has less than 50 employees;
(3) was awarded through this single grant award from the Colorado Division of Criminal Justice less than
$25,000 in federal U.S. Department of Justice funds.
Therefore, I hereby certify that this funded entity is not required to maintain an EEOP, pursuant to 28 CFR §42.302, but
is required to submit a Certification (https://oip.gov/about/ocr/eeop.htm).
CERTIFICATION "B" (Applicable to all entities that do not qualify for Certification "A" above)
This funded entity, as a for-profit entity or a state or local government having 50 or more employees (counting both full -
and part-time employees but excluding political appointees) and is receiving, through this single grant award from the
Colorado Division of Criminal Justice, more than $25,000, in federal U.S. Department of Justice funds.
Therefore, I hereby certify that the funded entity will prepare and submit an EEOP and Certification at
https:/loip.gov/about/ocr/eeop.htm, within 60 days of the award. The EEOP shall be submitted in accordance with 28
CFR §42, subpart E, to Office for Civil Rights, Office of Justice Programs, U.S. Department of Justice that will include a
section specifically analyzing the grantee (implementing) agency. (If you have already submitted an EEOP applicable to
this time period, send a copy of the letter received from the Office for Civil Rights showing that your EEOP is
acceptable.)
As the Signature Authority for the above grantee, I certify, by my signature below, that I have read and am fully cognizant of our
duties and responsibilities under this Certification. I, hereby, also certify that the content of this form, other than the data entry
required, has not been altered.
7/)z -O
SIGNATURE AUTHORITY SIGNATURE
Steve Moreno,
101/ 2 6 2018
DATE
Chair Board of Weld County Commissioners
TYPED NAME TITLE
* * * * * * * * * *
This signed form must be returned to the Colorado Division of Criminal Justice, 700 Kipling, Ste. 1000, Denver, CO 80215,
within 45 days of the grant award beginning date. You must also forward a signed copy to the person identified in the box
above.
X0/8-,3777 (1)
Page 2 of 2
DCJ30 v11 (Rev. 10/17)
U.S. DEPARTMENT OF JUSTICE
OFFICE OF JUSTICE PROGRAMS
OFFICE OF THE COMPTROLLER
CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND
OTHER RESPONSIBILITY MATTERS; AND DRUG -FREE WORKPLACE REQUIREMENTS
Applicants should refer to the regulations cited below to determine the certification to which they are required to
attest. Applicants should also review the instructions for certification included in the regulations before completing this
form. Signature of this form provides for compliance with certification requirements under 28 CFR Part 69, "New
Restrictions on Lobbying" and 28 CFR Part 67, "Government -wide Debarment and Suspension (Nonpro-curement) and
Government -wide Requirements for Drug -Free Workplace (Grants)." The certifications shall be treated as a material
representation of fact upon which reliance will be placed when the Department of Justice determines to award the
covered transaction, grant, or cooperative agreement.
1. LOBBYING
As required by Section 1352, Title 31 of the U.S. Code, and
implemented at 28 CFR Part 69, for persons entering into a
grant or cooperative agreement over $100,000, as defined at
28 CFR Part 69, the applicant certifies that:
(a) No Federal appropriated funds have been paid or will be
paid, by or on behalf of the undersigned, to any person for in-
fluencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of
Congress, or an employee of a Member of Congress in con-
nection with the making of any Federal grant, the entering into
of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal grant or
cooperative agreement;
(b) If any funds other than Federal appropriated funds have
been paid or will be paid to any person for influencing or at-
tempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with this
Federal grant or cooperative agreement, the undersigned shall
complete and submit Standard Form - LLL, "Disclosure of
Lobbying Activities," in accordance with its instructions;
(c) The undersigned shall require that the language of this cer-
tification be included in the award documents for all subawards
at all tiers (including subgrants, contracts under grants and
cooperative agreements, and subcontracts) and that all sub -
recipients shall certify and disclose accordingly.
2. DEBARMENT, SUSPENSION, AND OTHER
RESPONSIBILITY MATTERS
(DIRECT RECIPIENT)
As required by Executive Order 12549, Debarment and
Suspension, and implemented at 28 CFR Part 67, for prospec-
tive participants in primary covered transactions, as defined at
28 CFR Part 67, Section 67.510—
A. The applicant certifies that it and its principals:
(a) Are not presently debarred, suspended, proposed for debar-
ment, declared ineligible, sentenced to a denial of Federal
benefits by a State or Federal court, or voluntarily excluded
from covered transactions by any Federal department
or agency;
(b) Have not within a three-year period preceding this applica-
tion been convicted of or had a civil judgment rendered against
them for commission of fraud or a criminal offense in connec-
tion with obtaining, attempting to obtain, or performing a
public (Federal, State, or local) transaction or contract under a
public transaction; violation of Federal or State antitrust
statutes or commission of embezzlement, theft, forgery,
bribery, falsification or destruction of records, making false
statements, or receiving stolen property;
(c) Are not presently indicted for or otherwise criminally or
civilly charged by a governmental entity (Federal, State, or
local) with commission of any of the offenses enumerated in
paragraph (1)(b) of this certification; and
(d) Have not within a three-year period preceding this applica-
tion had one or more public transactions (Federal, State, or
local) terminated for cause or default; and
B. Where the applicant is unable to certify to any of the
statements in this certification, he or she shall attach an
explanation to this application.
3. DRUG -FREE WORKPLACE
(GRANTEES OTHER THAN INDIVIDUALS)
As required by the Drug -Free Workplace Act of 1988, and
implemented at 28 CFR Part 67, Subpart F, for grantees, as
defined at 28 CFR Part 67 Sections 67.615 and 67.620—
A. The applicant certifies that it will or will continue to provide
a drug -free workplace by:
(a) Publishing a statement notifying employees that the
unlawful manufacture, distribution, dispensing, possession, or
use of a controlled substance is prohibited in the grantee's
workplace and specifying the actions that will be taken against
employees for violation of such prohibition;
(b) Establishing an on -going drug -free awareness program to
inform employees about —
(1) The dangers of drug abuse in the workplace;
(2) The grantee's policy of maintaining a drug -free workplace;
(3) Any available drug counseling, rehabilitation, and employee
assistance programs; and
(4) The penalties that may be imposed upon employees for
drug abuse violations occurring in the workplace;
(c) Making it a requirement that each employee to be engaged
in the performance of the grant be given a copy of the state-
ment required by paragraph (a);
(d) Notifying the employee in the statement required by
paragraph (a) that, as a condition of employment under the
grant, the employee will—
OJP FORM 4061/6 (3-91) REPLACES OJP FORMS 4061/2, 4061/3 AND 4061/4 WHICH ARE OBSOLETE.
ao/g- 3777
(1) Abide by the terms of the statement; and
(2) Notify the employer in writing of his or her conviction for a
violation of a criminal drug statute occurring in the workplace
no later than five calendar days after such conviction;
(e) Notifying the agency, in writing, within 10 calendar days
after receiving notice under subparagraph (d)(2) from an
employee or otherwise receiving actual notice of such convic-tion.
Employers of convicted employees must provide notice, including
position title, to: Department of Justice, Office of
Justice Programs, ATTN: Control Desk, 633 Indiana Avenue,
N.W., Washington, D.C. 20531. Notice shall include the iden-
tification number(s) of each affected grant;
(f) Taking one of the following actions, within 30 calendar
days of receiving notice under subparagraph (d)(2), with
respect to any employee who is so convicted —
(1) Taking appropriate personnel action against such an
employee, up to and including termination, consistent with the
requirements of the Rehabilitation Act of 1973, as amended; or
(2) Requiring such employee to participate satisfactorily in a
drug abuse assistance or rehabilitation program approved for
such purposes by a Federal, State, or local health, law enforce-
ment, or other appropriate agency;
(g) Making a good faith effort to continue to maintain a drug -
free workplace through implementation of paragraphs (a), (b),
(c), (d), (e), and (f).
B. The grantee may insert in the space provided below the
site(s) for the performance of work done in connection with
the specific grant:
Place of Performance (Street address, city, county, state, zip
code)
Weld County Justice Center
901 9th Avenue. 910 10th Ave, 915 10th St
Greeley, CO 80632
Check O if there are workplaces on file that are not indentified
here.
Section 67, 630 of the regulations provides that a grantee that
is a State may elect to make one certification in each Federal
fiscal year. A copy of which should be included with each ap-
plication for Department of Justice funding. States and State
agencies may elect to use OJP Form 4061/7.
Check O if the State has elected to complete OJP Form
4061/7.
DRUG -FREE WORKPLACE
(GRANTEES WHO ARE INDIVIDUALS)
As required by the Drug -Free Workplace Act of 1988, and
implemented at 28 CFR Part 67, Subpart F, for grantees, as
defined at 28 CFR Part 67; Sections 67.615 and 67.620—
A. As a condition of the grant, I certify that I will not engage
in the unlawful manufacture, distribution, dispensing, posses-
sion, or use of a controlled substance in conducting any
activity with the grant; and
B. If convicted of a criminal drug offense resulting from a
violation occurring during the conduct of any grant activity, I
will report the conviction, in writing, within 10 calendar days
of the conviction, to: Department of Justice, Office of Justice
Programs, ATTN: Control Desk, 633 Indiana Avenue, N.W.,
Washington, D.C. 20531.
Required only for awards greater than $100,000. This form must be signed by the Signature Authority/
Authorized Official for the Grantee Agency. The Project Director should NOT sign this form.
As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above certifications.
Weld County District Attorney, 19th District
PO BOX 1167
Greeley, CO 80632-1167
1. Grantee Name and Address:
2018 -VU -91-089-19
2. Application Number and/or Project Name
FIN# 84-6000-813
3. Grantee IRSNendor Number
Steve Moreno, Chair - Board of County Commissioners, Weld County
4. Typed Name and Title of Authorized Representative
5. Signature
NDV262018
6. Date
Dodd- 3 77? (6 )
Grantee: Weld County, by and through the District Attorney,19th District
Project: 19th DA Victim Assistance Unit
DCJ Grant #: 2018 -VA -19-089-19
GRANT AWARD LETTER (Intergovernmental Grant Agreement)
SUMMARY OF GRANT AWARD TERMS AND CONDITIONS
SIGNATURE AND COVER PAGE
State Agency
Colorado Department of Public Safety, Division of Criminal
Justice
DCJ Grant Number 2_01S' - VA -161 - O29 -19 11-14/1
2.0.1.13...1W-4-9-48-9-1-9
CMS Number
118480
Grantee
Weld County, by and through the District Attorney,19th
District
Grantee DUNS
075757955
Grant Issuance Date (Start Date)
January 1, 2019
Current Grant Maximum Amount
Initial Term by Funding Source
2016-VA-GX-0070 $102,141.34
2017-VA-GX-0037 $140,444.33
2018-V2-GX-0050 $63,838.33
Total for All Federal Awards $306,424
Grant Expiration Date
December 31, 2020
Fund Expenditure End Date
December 31, 2020
Grant Description
The 19th District Attorney Victim Assistance Unit provides
advocacy services to primarily victims of domestic
violence and victims of_ juvenile offenders as they
navigate through the criminal case.
Grantee Match Requirement $76,606
Is this Award for Research and Development
(R&D)? No
THE PARTIES HERETO HAVE EXECUTED THIS CONTRACT
Each person signing this Agreement represents and warrants that he or she is duly authorized to execute this Agreement and
to bind the Party authorizing his or her signature.
GRANTEE
Weld County, by and through the District Attorney,
19th District
By: Mr. Steve Moreno, Chair - Board of County
Commissioners, Weld County
Date: N0V 2 6 2018
STATE OF COLORADO
John W. Hickenlooper, Governor
Department of Public Safety
Stan Hilkey, Executive Director
By: Joe Thome, Director, Division of Criminal Justice
Date: I.( /7011_ -----
In accordance with §24-30-202, C.R.S., this Agreement is not valid until signed and dated below by the State Controller or an
authorized delegate.
STATE CONTROLLER
obert Jaros, CPA, MBA, JD
By: Lyn c1 y J. Clellanact and Grants Coordinator,
Depart nt of Public Safety. Division of Criminal Justice
Effective Date: // P
Page 1of(6
//8
Version 0717 (DCJ 09107/18)
020a3777c
Grantee: Weld County, by and through the District Attorney,19th District
Project: l9`" DA Victim Assistance Unit
DCJ Grant It: 2018 -VU -19-089-19
Representatives for this Grant
For the State:
For Grantee:
Joe Thome, Director
Mr. Steve Moreno, Chair
Division of Criminal Justice
Board of County Commissioners, Weld County
Department of Public Safety
PO Box 758
700 Kipling Street, Suite 1000
Denver, Colorado 80215-5897
Greeley, CO 80632-0758
Joe.Thome@state.co.us
smorenoa co.weld.co.us
FEDERAL AWARD(S) APPLICABLE TO THIS GRANT AWARD
Federal Award Office
U.S. Department of Justice, Office of Justice Programs Office for Victims of Crime
CFDA
16.575
Federal Award Number(s)
2016-VA-GX-0070
2017-VA-GX-0037
2018-V2-GX-0050
Federal Award Date
09/19/2016
09/28/2017
08/09/2018
Total Amount of Federal Award (this is not the
amount of this grant agreement)
$ 37,271,902
$ 31,335,524
$ 56,681,557
Page 2 of 16 Version 0717 (DC) 09107/18)
Grantee: Weld County, by and through the District Attorney, 19th District
Project: 19th DA Victim Assistance Unit DCJ Grant #: 2018 -VU -19-089-19
TABLE OF CONTENTS
SIGNATURE AND COVER PAGE 1
1. GRANT 3
2. TERM 3
3. AUTHORITY 4
4. DEFINITIONS 5
5. PURPOSE 8
6. STATEMENT OF WORK 8
7. PAYMENTS TO GRANTEE 8
8. REPORTING - NOTIFICATION 10
9. GRANTEE RECORDS 11
10. CONFIDENTIAL INFORMATION -STATE RECORDS 11
11. CONFLICTS OF INTEREST 12
12. INSURANCE 13
13. REMEDIES 13
14. DISPUTE RESOLUTION 13
15. NOTICES AND REPRESENTATIVES 13
16. RIGHTS IN WORK PRODUCT AND OTHER INFORMATION 13
17. GOVERNMENTAL IMMUNITY 13
18. GENERAL PROVISIONS 14
EXHIBIT Al, SAMPLE OPTION LETTER 1
EXHIBIT A2, SAMPLE GRANT FUNDING CHANGE LETTER 2
EXHIBIT B, GRANT REQUIREMENTS 1
EXHIBIT C, SPECIAL CONDITIONS 1
EXHIBIT D, FEDERAL REQUIREMENTS 1
EXHIBIT E, STATEMENT OF WORK 1
EXHIBIT F, BUDGET 1
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 a written notice to Grantee in a form substantially equivalent
to Exhibit A, Sample Option Letter showing the new Grant Expiration Date. Authorized
Page 3 of 16 Version 0717 (DCJ 09/07/18)
Grantee: Weld County, by and through the District Attorney,l9th District
Project: 19th DA Victim Assistance Unit DCJ Grant #: 2018 -VU -19-089-19
costs incurred prior to the Effective Date, but no earlier than the Grant Issuance Date, may
be submitted for reimbursement as provided in §7.C below.
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. 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. Additionally, the State, in its discretion, may reimburse
Grantee for a portion of actual, out-of-pocket expenses not otherwise reimbursed under this
Grant Award Letter that are incurred by Grantee and are directly attributable to the
uncompleted portion of Grantee's obligations, provided that the sum of any and all
reimbursements shall not exceed the maximum amount payable to Grantee hereunder. This
subsection shall not apply to a termination of this Grant Award Letter by the State for breach
by Grantee.
C. Grantee's Termination Under Federal Requirements
Grantee may request termination of this Grant by sending notice to the State, or to the Federal
Awarding Agency with a copy 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.
D. Additional Terms
The State, at its discretion, shall have the option to extend the performance under this
Agreement beyond the Initial Term for a period, or for successive periods, of 1 year or less
each successive period, at newly negotiated rates deemed necessary to meet any modification
to this Agreement as provided in §18.E.
3. AUTHORITY
Authority to enter into this Grant Award Letter exists in the law as follows:
A. Federal Authority
This Grant is funded, in whole or in part, with Federal funds awarded to the State by the
United States Department of Justice, Office of Justice Programs, Office for Victims of Crime,
Victims of Crime Act (VOCA) is supported under 42 U.S.C. § 10603 (a)..
B. State Authority
The Division of Criminal Justice is authorized to disburse these funds by Colorado Revised Statute
24-33.503 and 507
Page 4 of 16 Version 0717 (DCJ 09/07/18)
Grantee: Weld County, by and through the District Attorney, 19th District
Project: 19th DA Victim Assistance Unit DCJ Grant #: 2018 -VU -19-089-19
4. DEFINITIONS
The following terms shall be construed and interpreted as follows:
A. "Budget" means the budget for the Work described in Exhibit F, Budget.
B. "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.
C. "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.
D. "CORA" means,the Colorado Open Records Act, §§24-72-200.1 et. seq., C.R.S.
E. "Effective Date" means the date on which this Grant Award Letter is approved and signed
by the Colorado State Controller or designee, as shown on the Signature and Cover Page for
this Grant Award Letter.
F. "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.
G. "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.
H. "Grant Expiration Date" means the Grant Expiration Date shown on the first page of this
Grant Award Letter.
I. "Grant Issuance Date" means the Grant Issuance Date shown on the first page of this Grant
Award Letter.
J. "Equipment" means tangible, nonexpendable property with an acquisition cost of $5,000 or
more and a useful life of more than one year. Software, regardless of cost, is not considered
equipment.
K. "Exhibits" means the following exhibits attached to this Grant Award Letter:
i. Exhibit Al, Sample Option Letter.
ii. Exhibit A2, Sample Grant Funding Change Letter.
iii. Exhibit B, Grant Requirements.
iv. Exhibit C, Special Conditions.
v. Exhibit D, Federal Requirements.
vi. Exhibit E, Statement of Work.
vii. Exhibit F, Budget.
L. "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
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M. "Federal Award" means an award of Federal financial assistance by a Federal Awarding
Agency to the Recipient. "Federal Award" also means an agreement setting forth the terms
and conditions of the Federal Award.
N. "Federal Awarding Agency" means a Federal agency providing a Federal Award to a
Recipient. U.S. Department of Justice, Office of Justice Programs, Office for Victims of
Crime is the Federal Awarding Agency for the Federal Award which is the subject of this
Grant.
O. "Forms" are a type of document with various different blank spaces for answers or
information to document or request information and attached as exhibits or provided to the
Grantee throughout the term of this grant. Forms will be periodically updated, changed,
modified, adjusted, transformed, amended, or altered at the discretion of the State and
provided to the Grantee to best meet the needs of the information being collected and
recorded.
P. "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.
"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.
R. "Initial Term" means the time period between the Grant Issuance Date and the Grant
Expiration Date.
S. "Matching Funds" means the funds provided Grantee as a match required to receive the
Grant Funds.
Q.
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 §24-72-501 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
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information defined as Individually Identifiable Health Information by the federal Health
Insurance Portability and Accountability Act.
X. "Program" means the Victims of Crime Act (VOCA) grant program that provides the
funding for this Grant.
Y. "Recipient" means the State Agency shown on the first page of this Grant Award Letter, for
the purposes of the Federal Award.
Z. "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.
AA. "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.
BB. "State Fiscal Rules" means the fiscal rules promulgated by the Colorado State Controller
pursuant to §24-30-202(13)(a) C.R.S.
CC. "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.
DD. "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.
EE. "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.
FF. "Subcontractor" means third -parties, if any, engaged by Grantee to aid in performance of
the Work. "Subcontractor" also includes sub -grantees.
GG. "Subgrantee" means third -parties, if any, engaged by Grantee to aid in performance of the
Work.
HH. "Subrecipient" means a state, local government, Indian tribe, institution of higher education
(IHE), or nonprofit organization entity that receives a Sub -Award from a Recipient to carry
out part of a Federal program, but does not include an individual that is a beneficiary of such
program. 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.
II. "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.
JJ. "Uniform Guidance" means the Office of Management and Budget Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 CFR Part 200,
commonly known as the "Super Circular, which supersedes requirements from OMB
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Circulars A-21, A-87, A-110, A-122, A-89, A-102, and A-133, and the guidance in Circular
A-50 on Single Audit Act follow-up.
KK. "Work" means the delivery of the Goods and performance of the Services described in this
Grant Award Letter.
LL. "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, any discovery or
invention, 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, sound recordings, and
any other results of 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.
5. PURPOSE
This Grantee was selected by the Crime Victims Services Board for Award. 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.
6. STATEMENT OF WORK
Grantee shall complete the Work as described in this Grant Award Letter and in accordance with
the provisions of Exhibit E, Statement of Work. 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.
The State may increase or decrease the quantity of goods/services described Exhibit E, Statement
of Work and Exhibit F, 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 Al, Sample Option Letter.
Delivery/performance of the goods/service shall continue at the same rates and terms. If exercised,
the provisions of the Option Letter shall become part of and be incorporated into the original grant.
7. 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 Maximum
Amount 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.
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B. Erroneous Payments
The State may recover, at the State's discretion, payments made to Grantee in error for any
reason, including, but not limited to, overpayments or improper payments, and unexpended
or excess funds received by Grantee. The State may recover such payments by deduction
from subsequent payments under this Grant Award Letter, deduction from any payment due
under any other contracts, grants or agreements between the State and Grantee, or by any
other appropriate method for collecting debts owed to the State. 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
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 the State of the change and the State approves the change, the
change does not modify the total maximum amount of this Grant Award Letter, 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 thosecosts 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 documentation) as
defined in this Grant Award Letter and Grantee's final reimbursement request or invoice. The
State will withhold 5% 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 Matching Funds as provided on the Cover Page and in Exhibit F,
Budget. Grantee shall appropriate and allocate all Matching Funds 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.
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8. REPORTING - NOTIFICATION
A. Quarterly Reports.
In addition to any Exhibit, for any Agreement having a term longer than 3 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 15 Days following the end of each calendar quarter or
at such time as otherwise specified by the State. If the 15th does not fall on a Business Day,
the report is due the following Business Day.
DCJ requires the submission of a Quarterly Financial Report and Quarterly Narrative
(Programmatic) Report.
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 §7.D, containing an evaluation and review of Grantee's
performance and the final status of Grantee's obligations hereunder.
DCJ requires the submission of a Final Financial Report only if the last Quarterly Financial
Report did not reflect all expenditures. A Final Narrative (Programmatic) Report is not
required as quarterly reports are cumulative for this Grant Award Letter.
C. Violations Reporting
Grantee shall disclose, in a timely manner, in writing to the State and the Federal Awarding
Agency, 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.
D. VOCA Federal Performance Reporting
The grantee agrees to submit performance reports on the performance metrics identified by
OVC, and in the time and manner required by OVC. This information on the activities
supported by the award funding will assist in assessing the effects that VOCA Victim
Assistance funds have had on services to crime victims within the jurisdiction. Beginning
October 1, 2015, the recipient agrees to submit (and, as necessary, require sub -recipients to
submit) such information quarterly.
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9. 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 (3) years following the completion of the close out of this
Grant. Grantee shall permit the State, the federal government and any other duly authorized
agent of a governmental agency to audit, inspect, examine, excerpt, copy and transcribe all
such records during normal business hours at Grantee's office or place 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.
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 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 that would also be considered a Subrecipient, 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 in accordance with the Uniform
Guidance. Grantee's failure to comply with and/or correct monitoring findings shall
constitute a breach of this Grant Agreement.
C. Final Audit Report
Grantee shall promptly submit to the State a copy of the Grantee Agency's final audit
report in accordance with Exhibit B, Grant Requirements §1.
10. 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 publically
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
including, without limitation: (i) the most recently promulgated IRS Publication 1075 for all
Tax Information, (ii) the most recently updated PCI Data Security Standard from the PCI
Security Standards Council for all PCI, (iii) the most recently issued 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
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Accountability Act for all PHI. 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, Subgrantee 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.
11. CONFLICTS 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.
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12. 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 Subgrantee or Subcontractor and as required by the State or the GIA.
13. REMEDIES
In addition to any remedies available under any exhibit to this Grant Award Letter, if Grantee fails
to comply with any term or condition of this Grant or any terms of the Federal Award, the State
may terminate some or all of this Grant and require Grantee to repay any or all Grant funds to the
State in the State's sole discretion. The State may also terminate this Grant Award Letter 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.
14. 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.
15. NOTICES AND REPRESENTATIVES
Each individual identified on page 2, "Representatives for this Grant" shall be the principal
representative of the designating 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 §15.
16. RIGHTS IN WORK PRODUCT AND OTHER INFORMATION
The exception to this §16 is Work Products that contain criminal justice records where each
individual unit or agency will be subject to the rules and regulations.
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.
i. State Right to Use
The State has the right to use, duplicate and disclose, the above material in whole or in
part in any manner for any purpose whatsoever and authorize others to do so.
17. 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 GIA; 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
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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, or protections of any of these
provisions.
18. 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.
B. Subcontracts and Subgrants
Grantee shall not enter into any subgrant or subcontract in connection with its obligations
under this Agreement without the prior, written approval of the State. Grantee shall submit
to the State a copy of each such subgrant or subcontract upon request by the State. All
subgrants and subcontracts entered into by Grantee in connection with this Agreement shall
comply with all applicable federal and state laws and regulations, shall provide that they are
governed by the laws of the State of Colorado, and shall be subject to all provisions of this
Agreement. If the entity with whom Grantee enters into a subcontract or subgrant would also
be considered a Subrecipient, then the subcontract or subgrant entered into by Grantee shall
also contain provisions permitting both Grantee and the State to perform all monitoring of
that Subcontractor in accordance with the Uniform Guidance.
C. 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.
D. 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.
E. 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, other than Agreement amendments, shall conform to the policies issued by
the Colorado State Controller.
i. The State may, at the State's discretion, use an Option Letter substantially equivalent
to Exhibit Al, Sample Option Letter to modify the grant terms. If exercised, the
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provisions of the Option Letter shall become part of and be incorporated into the
original grant. An Option Letter may be used to perform the following grant actions:
a. Extend the term of the grant, at the same rates stated in this Agreement.
b. Increase or decrease the quantity of services of the grant, either at the same rates
stated in this Agreement or at modified rates outlined in the Option Letter.
ii. The State may, at the State's discretion, use a Grant Funding Change Letter
substantially equivalent to Exhibit A2, Sample Grant Funding Change Letter to
increase or decrease the amount of grant funds. If exercised, the provisions of the Grant
Funding Change Letter shall become part of and be incorporated into the original grant.
F. 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 hereafter
established, including, without limitation, laws applicable to discrimination and unfair
employment practices.
G. Order of Precedence
In the event of a conflict or inconsistency between this Grant Award Letter and any Exhibits
or attachment, such conflict or inconsistency shall be resolved by reference to the documents
in the following order of priority:
i. Exhibit C, Special Conditions.
ii. Exhibit D, Federal Requirements.
iii. The provisions of the other sections of the main body of this Agreement.
iv. Exhibit B, Grant Requirements.
v. Exhibit E, Statement of Work.
vi. Exhibit F, Budget
H. 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.
I. 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.
J. 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
Page 15 of 16 Version 0717 (DCJ 09/07/18)
Grantee: Weld County, by and through the District Attorney,l9th District
Project: 19th DA Victim Assistance Unit DCJ Grant #: 2018 -VU -19-089-19
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.
K. 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.
L. Federal Requirements
Grantee shall comply with all applicable requirements of Exhibit D, Federal Requirements
at all times during the term of this Grant.
Page 16 of 16 Version 0717 (DCJ 09/07/18)
Grantee: Weld County, by and through the District Attorney,19th District
Project: 19th DA Victim Assistance Unit
DCJ Grant #: 2018 -VU -19-089-19
EXHIBIT Al, SAMPLE OPTION LETTER
State Agency
Insert Department's or IHE's Full Legal Name
Option Letter Number
Insert the Option Number (e.g. "1" for the first option)
Grantee
Insert Grantee's Full Legal Name, including "Inc.",
"LLC", etc...
Original Agreement Number
Insert CMS number or Other Contract Number of the Original Contract
Current Agreement Maximum Amount
Initial Term
State Fiscal Year 20xx $0.00
Extension Terms
State Fiscal Year 20xx $0.00
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
Option Agreement Number
Insert CMS number or Other Contract Number of this Option
Agreement Performance Beginning Date
The later of the Effective Date or Month Day, Year
Current Agreement Expiration Date
Month Day, Year
1.
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
2. REQUIRED PROVISIONS:
F. 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.
G. For use with Options 1(B and C): In accordance with Section(s) Number of the Original Agreement referenced
above, the State hereby exercises its option to Increase/Decrease the quantity of the Goods/Services or both at the
rates stated in the Original Agreement, as amended.
H. For use with Option 1(D): In accordance with Section(s) Number of the Original Agreement referenced above,
the State hereby exercises its option to modify the Agreement rates specified in Exhibit/Section 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.
I. For use with Option 1(E): In accordance with 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 Number.
J. 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.
3. OPTION EFFECTIVE DATE:
K. The effective date of this Option Letter is upon approval of the State Controller or , whichever is later.
STATE OF COLORADO
John W. Hickenlooper, Governor
INSERT -Name of Agency or IHE
INSERT -Name & Title of Head of Agency or IHE
By: Name & Title of Person Signing for Agency or IHE
Date:
Exhibit A
In accordance with §24-30-202 C.R.S., this Option is not valid
until signed and dated below by the State Controller or an
authorized delegate.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
Page 1 of 2
By:
Name of Agency or IHE Delegate -Please delete if contract
will be routed to OSC for approval
Option Effective Date:
Grantee: Weld County, by and through the District Attorney,19th District
Project: 19th DA Victim Assistance Unit
DCJ Grant #: 2018 -VU -19-089-19
EXHIBIT A2, SAMPLE GRANT FUNDING CHANGE LETTER
State Agency
Colorado Department of Public Safety
Original Grant Number
DCJ Grant Number: Insert DCJ grant number
CMS Number: Insert CMS number if applicable or NA
Grantee
Insert Grantee's Full Legal Name, including "Inc.", "LLC",
etc...- This must match original contract
Change Letter CMS Number
Insert Change Letter CMS number or NAInsert CMS
number or Other Contract Number of the Original Contract
Current Grant Maximum Amount
Initial Term
State Fiscal Year 20xx $0.00
Extension Terms
State Fiscal Year 20xx $0.00
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
Grant Performance Beginning Date
Insert Original Begin Date- Month Day, Year
Current Grant Expiration Date
Month Day, Year
Grantee Match Requirement $0.00
GRANT FUNDING CHANGE
In accordance with §Insert Section Number of the Original Grant referenced above, the State Agency listed above
commits the following funds to the grant:
A. The funding available for State Fiscal Year 20xx is Increased/Decreased by $Amount of Change, because Insert
Reason For Change.
B. The total funding avail for all State Fiscal Years as of the effective date of this Grant Funding Change Letter is
shown as the current contract maximum above.
2. TERMINOLOGY
All terminology used in this Grant Funding Change Letter shall be interpreted in accordance with the Original Grant
referenced above.
3. NO ORDER FOR WORK
This Grant Funding Change Letter modifies the available funding only and does not constitute an order or authorization
for any specific services or goods under the Grant.
4. GRANT FUNDING CHANGE LETTER EFFECTIVE DATE:
The effective date of this Grant Funding Change Letter is upon approval of the State Controller or , whichever
is later.
STATE OF COLORADO
John W. Hickenlooper, Governor
Colorado Department of Public Safety
Stan Hilkey, Executive Director
Date:
By: Joe Thome, Director, Division of Criminal Justice
In accordance with §24-30-202 C.R.S., this Option is not
valid until signed and dated below by the State Controller or
an authorized delegate.
STATE CONTROLLER
Robert Jaros, CPA, MBA, JD
By:
Lyndsay J. Clelland, Colorado Department of Public Safety,
Division of Criminal Justice, Contracts and Grants
Coordinator
Grant Funding Change Letter Effective
Date:
Exhibit A
Page 2 of 2
Grantee: Weld County, by and through the District Attorney, 19th District
Project: 19`h DA Victim Assistance Unit DCJ Grant #: 2018 -VU -19-089-19
EXHIBIT B, GRANT REQUIREMENTS
The following terms as used herein shall be construed and interpreted as follows:
1. AUDIT REQUIREMENTS
A. Due Date:
i. Project Start:
The Grantee must submit the most recent audit or financial review, including the
corresponding 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 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 (§ 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. 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:
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.
Exhibit B Page 1 of 2
Grantee: Weld County, by and through the District Attorney,19th District
Project: 19th DA Victim Assistance Unit DCJ Grant #: 2018 -VU -19-089-19
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. 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 http://dcj.state.co.us/home/grants. 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.
3. 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.
4. 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 Grant Award Letter 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 §2.D and §18.E in the body of the Grant Award
Letter.
Exhibit B Page 2 of 2
Grantee: Weld County, by and through the District Attorney,19th District
Project: 19th DA Victim Assistance Unit DCJ Grant #: 2018 -VU -19-089-19
EXHIBIT C, SPECIAL CONDITIONS
The following program specific requirements are imposed by the Federal sponsoring agency
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. These documents
are located on the DCJ Grants website and may also be obtained from DCJ upon request.
® 2018 Victims of Crime Act (VOCA) Special Conditions
2017 Victims of Crime Act (VOCA) Special Conditions
® 2015 & 2016 Victims of Crime Act (VOCA) Special Conditions
11
Exhibit C Page 1 of 1
Grantee: Weld County, by and through the District Attorney, 19th District
Project: 19th DA Victim Assistance Unit DCJ Grant #: 2018 -VU -19-089-19
EXHIBIT D, 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 federal requirements documents, if checked, are incorporated herein. These documents
are located on the DCJ Grants website and may also be obtained from DCJ upon request.
2018 Federal Requirements
® 2017 Federal Requirements
® 2015 & 2016 Federal Requirements
Exhibit D Page 1 of 1
EXHIBIT E - STATEMENT OF WORK
Applicant Agency: Weld County District Attorney's Office -
Victim Witness Assistance Unit
Project Title: 19th DA Victim Witness Assistance Unit
Project Description: Describe the project, staff and services you plan to provide with these grant
funds. See instructions for further information. The District Attorney's Office Victim Witness Program serves
victims of crime as they move through the prosecutorial process in Weld County. Weld County is the third largest
County in the state of Colorado (by area), and is comprised of Greeley, the urban County Seat, and rural sprawl
containing towns of varying sizes and resources. At the moment, there are more than 20 individual law enforcement
agencies serving different areas of the County.
The diversity of Weld County continues to grow along with our population. According to the US Census Bureau, Weld
County was first in the state for population growth, and Greeley was fourth in the nation between 2015 and 2016.
According to the Immigrant and Refugee Center of Northern Colorado (IRC), it is hard to estimate just how many new
arrivals are coming into Weld County every year. However, there is a diverse and growing need for language services
and education assistance to inform new arrivals about the criminal justice process. In addition to Spanish language
speakers, East African countries represent the greatest language needs within our communities. The Victim Witness
Unit has collaborated with IRC to produce letters in the most common (parent) languages to reach our refugee and
immigrant victims in order to connect them to supportive services and provide education about the court process as
the case moves forward.
We are the only program providing services to Victim Rights Act (VRA) victims through the prosecution of a criminal
case within Weld County, and the District Attorney's Office has the greatest number of obligations under the VRA.
This request funds members of the Victim Witness Unit, and specifically focuses on support and aid to victims of
domestic violence and victims of juvenile offenders. Victim Witness Assistants are working with individuals through
possibly the most difficult time of their lives, and provide critical emotional support in addition to education about
the court system, and service referrals for the multitude of needs someone may experience as a result of a crime.
We collaborate with local non-profit and other social service agencies to provide comprehensive wrap around
services for victims served through our program. Fortunately, a strong victim service community in Weld County, and
regular contact with our collaborators, means we're able to offer the most up to date referrals to victims. The Victim
Witness Unit co-chairs our local Domestic Violence Coalition alongside our local domestic violence agency, A
Woman's Place. Staff attend meetings monthly, connecting with service providers from non-profit, government, and
judicial, learning about emerging issues that impact domestic violence victims.
The funding requested through this application will enable the Weld County District Attorney's Office to continue
their proactive, direct, next day contact with victims of domestic violence. The County Court Victim Witness Unit is
handling misdemeanor domestic violence crimes in a high -volume setting, with multiple cases every day coming on
for first appearance bond hearings. The Victim Witness Unit recognizes the need to provide immediate intervention in
these complex and dangerous cases, even though they are considered "low level" offenses. Connecting victims with
services, offering nonjudgmental support, and explaining next steps in the court process are crucial in assuring the
safety of victims who may already be recanting the events of the incident.
District Court Victim Witness Assistants are also handling domestic violence cases on a daily basis. Prior to 2008,
there was no process in place to know if a new felony domestic violence case was scheduled for an initial court
hearing. Since 2008 due to OVP funding, it has been possible for Victim Witness Assistants to implement a system
Page 1 of 7
that anticipate a victim's attendance at court, and make sure they are present to support any victims that arrive
through what is often an overwhelming and busy courtroom scene.
Grant dollars are also being requested for the continued funding of a Victim Witness Assistant who is dedicated to the
juvenile caseload. This position assists victims of all ages, who have experienced a wide range of crimes from lower
level offenses to serious felony level crimes, and guides them through a system that looks and functions differently
than a traditional courtroom handling adult offenders. This position is vital for handling the often complex and
sometimes delicate communication with victims of juvenile offenders, and the education and support needed to
effectively provide services.
This two year grant will fund District Attorney Victim Witness Assistants to provide support, education and services to
1000 misdemeanor victims of domestic violence, 140 felony victims of domestic violence, with a goal to achieve a
65% victim contact prior to defendant's first court hearing to inform and education of the court process, review safety
issues, and give agency services referrals The Juvenile Victim Witness Assistant will provide services to 469 new
primary victims (juvenile or adult) of juvenile offenses. All of these positions provide assistance to victims in both
English and Spanish languages, as well as other languages through our 24/7 language line service and letter campaign
created to reach the varied needs of our immigrant and refugee populations within Weld County.
Page 2 of 7
Project Purpose Area: Victims Services
Complete these data grids only if your project will provide DIRECT victim services. Provide only the number
of victims (primary and secondary) who will receive services from Crime Victim Services (CVS) grant -funded
personnel during each of the 24 -month periods in the tables below.
Types of Crimes
Estimated Numbers
of Victims
Adult Physical Assault
15
Adult Sexual Assault
Adults Sexually Abused/Assaulted as Children
Arson
Bullying (Verbal, Cyber or Physical)
Burglary
40
Child Physical Abuse or Neglect
6
Child Pornography
Child Sexual Abuse/Assault
32
Domestic and/or Family Violence
1140
DUI/DWI Incidents
Elder Abuse or Neglect
Hate Crime: Racial/Religious/Gender/Sexual Orientation/Other
Human Trafficking: Labor
Human Trafficking: Sex
Identity Theft/Fraud/Financial Crime
Kidnapping (noncustodial)
Kidnapping (custodial)
Mass Violence (domestic/international)
Other Vehicular Victimization (e.g. Hit Et Run)
4
Robbery
32
Stalking/Harassment
4
Survivors of Homicide Victims
Teen Dating Violence
55
Terrorism (domestic/international)
Other: please explain menacing -assault- sexual assault by a Juvenile;
285
UNDUPLICATED TOTAL
1609
Page 3 of 7
Types of Services
Estimated Numbers
of Victims
Information £t Referral Services
Information about the criminal justice process
3368
Information about victim rights, how to obtain notifications, etc.
2432
Referral to other victim service programs
896
Referral to other services, supports Et resources (legal, medical, faith -based,
address confidentiality, etc.)
35
`Personal Advocacy/Accompaniment Services
Victim advocacy/accompaniment to emergency medical care
0
Victim advocacy/accompaniment to medical forensic exam
0
Law enforcement interview advocacy/accompaniment
0
Individual advocacy (assistance in applying for public benefits, return of
personal property or effects)
59
Performance of medical forensic exam or interview, or medical evidence
collection
0
Immigration assistance (e.g. special visas, continued presence
application, and other immigration relief)
0
Intervention with employer, creditor, landlord or academic institution
10
Child or dependent care assistance (includes coordination of services)
0
Transportation assistance (includes coordination of services)
0
Interpreter services
264
atonal Support or Safety Services
Crisis intervention (in -person, includes safety planning, etc.)
163
Hotline/crisis line counseling
0
On -scene crisis response
0
Individual counseling
0
Support groups (facilitated or peer)
0
Other therapy (traditional, cultural or alternative healing; art, writing or
play therapy, etc.)
0
Emergency financial assistance
53
> E, Sh liter/Housing Services
Emergency shelter or safe house
0
Transitional housing
0
Relocation assistance (includes assistance with obtaining housing)
10
ivtl .1//slice. System r e 5env �"e t
P?
��
�
Notification of criminal events
3000
Victim impact statement assistance
150
Assistance with restitution (includes assistance in requesting and when collection
efforts are not successful)
752
Civil legal assistance in obtaining protection or restraining order
0
Civil legal assistance with family law issues (custody, visitation or support)
0
Other emergency justice -related assistance
6
Immigration assistance (e.g. special visas, continued presence application, and
other immigration relief)
0
Prosecution interview advocacy/accompaniment (includes accompaniment with
prosecuting attorney and victim/witness)
197
Law enforcement interview advocacy/accompaniment
0
Criminal advocacy/accompaniment
1000
Other legal advice and/or counsel
Crime Victim Compen a.ton
Assistance with Victim Compensation 1
1609
Page 4 of 7
Project Specific Goals and Objectives:
Applicants are limited to four goals and no more than three objectives for each goal. Objectives must be
measurable and related to the personnel/consultants requested in the grant and any match personnel. Do not
repeat services you have already addressed in the project purpose area grids. Please use 8 point font inside the
boxes.
Goal 1: The grant funded Spanish bilingual County Court Victim Witness Assistant will provide victims of misdemeanor
domestic violence cases with all VRA mandated assistance, Crime Victim Compensation assistance, referrals to
community agencies, education about the criminal justice system, courtroom support, and advocacy services.
Objective/Position Title
Responsible
Intended Outcome/Impact
Data Collection
Timeframe
1.1
The Spanish bilingual County Court
Victim Witness Assistant will provide
services (proactive and direct initial
contact, providing immediate
intervention, safety planning, victim
service referrals including CVC, VRA
and OS information) to 1000 new
primary victims of domestic violence
throughout the prosecution of the
criminal case.
Victims of domestic
violence (DV)
provided with
assistance,
information, and
community referrals
as they move through
the criminal justice
process
Victim Witness
Assistant will
document victim
contact (in person and
over the phone) using
initial contact sheets,
and satisfaction
surveys will be
collected and analyzed
quarterly
During the 24 month
grant period
1.2
The Spanish bilingual County Court
Victim Witness Assistant will conduct
"meaningful consultations" with 65%
of the primary victims the next
working day after the crime.
Victims of DV will
have the opportunity
to provide feedback
and participate
meaningfully in the
criminal justice
process
Victim Witness
Assistant will
document victim
contact (in person and
over the phone) using
initial contact sheets,
collected and analyzed
quarterly
During the 24 month
grant period
1.3
Goal 2: The Spanish bilingual District Court Victim Witness Assistant will provide victims of felony domestic violence
cases with all VRA mandated assistance, Crime Victim Compensation assistance, referrals to community agencies,
education about the criminal justice system, courtroom support, and advocacy services.
Objective/Position Title
sible
Intended Outcome/Impact
Data Collection
Timeframe
2.1
The District Court Victim Witness
Victims of domestic
Victim Witness
During the 24 month
Assistant will provide services
violence (DV)
Assistant will
grant period
(proactive and direct initial contact,
providing immediate intervention,
safety planning, victim service
provided with
assistance,
information, and
document victim
contact (in person and
over the phone) using
referrals including CVC, VRA and CJS
information)) to 140 new primary
community referrals
as they move through
initial contact sheets,
and satisfaction
victims of domestic violence
the criminal justice
surveys will be
throughout the prosecution of the
process
collected and analyzed
Page 5 of 7
criminal case.
quarterly
2.2
The District Court Victim Witness
Assistant will have contact with 65% of
new primary victims prior to the
defendant's Advisement Hearing.
Victims of DV will
have the opportunity
to provide feedback
and participate
meaningfully in the
criminal justice
process
Victim Witness
Assistant will
document victim
contact (in person and
over the phone) using
initial contact sheets,
collected and analyzed
quarterly
During the 24 month
grant period
2.3
Goal 3: The Spanish bilingual Juvenile Victim Witness Assistant will provide victims of misdemeanor and felony juvenile
crimes with all VRA mandated assistance, Crime Victim Compensation assistance, referrals to community agencies,
education about the criminal justice system, courtroom support, and advocacy services.
Objective/Position Title
Intended Outcome/Impact
Data Collection
Timeframe
3.1
The Juvenile Victim Witness Assistant
will provide services (proactive and
direct initial contact, providing victim
service referrals including CVC, VRA,
OS information and safety planning
when applicable) to 469 new primary
victims of juvenile offenses
throughout the prosecution of the
criminal case.
Victims will have the
opportunity to
provide feedback and
participate
meaningfully in the
criminal justice
process
Victim Witness
Assistant will
document victim
contact (in person and
over the phone), which
indicates a victim's
questions were
answered and that
they were informed
about the criminal
justice process
During the 24 month
grant period
3.2
3.3
Page 6 of 7
Overall Project Evaluation:
Describe the approach for evaluating the project in response to the stated objectives, intended
outcomes/impact and data collection. See instructions for further information.
The Weld County District Attorney's Office will provide assistance to victims of domestic violence through Victim
Rights Act information and education, Crime Victim Compensation information and application assistance, referral to
community services, updates on the status of the case and support throughout the court process.
Through the use of empirical data collection and analysis, the Victim Witness Unit will provide quarterly updates to
the Project Director about the number of unduplicated victims served through funded programs, as well as the type
and frequency of services provided to these individuals. This will be used to report contact rate, language needs, and
information and referral resources, ensuring that victims receive an explanation about what is expected to happen in
court hearings, that they are aware of their rights at each critical stage of the court process, and that they are
supported by a Victim Witness Assistant whenever they attend and request the assistance of the Unit at a court
hearing.
Client survey will be provided to victims at the conclusion of the court process, asking them to rate services from
"Very Satisfied" to "Very Unsatisfied", overall experience from "Very Good" to "Very Poor", and include any
additional comments in the "Additional Comments and\or Contact the Project Director" section. Returned surveys
will be reviewed and analyzed to ensure goals and objectives are being met, and to use feedback in effecting
programmatic change as needed. Responses are shared with the Victim Witness Unit and Prosecutors on a quarterly
basis.
Page 7 of 7
EXHIBIT F - BUDGET and BUDGET NARRATIVE
Applicant Agency: District Attorney's Office, 19th Judicial District
Project Title: 19th DA Victim Witness Assistance Project
(Please do not enter any information in these two summary grids - they will automatically calculate from the next three tabs within this worksheet)
Total 2 Year Budget Summary
Grant
Funds
Cash Match
In Kind
Match
Total Match
2 Year
Project Total
Personnel
$278,567
$76,606
$0
$76,606
$355,173
Supplies & Operating
$0
$0
$0
$0
$0
Travel
$0
$0
$0
$0
$0
Equipment
$0
$0
$0
$0
$0
Consultants I Contracts
$0
$o
$0
$0
$0
Indirect Costs
$27,857
$0
$76,606
$0
$0
$27,857
GRAND TOTAL 2 Year Budgetxj $306,424
$0
$76,606
$383,030
Personnel Summary Year 1 Year 2 Total
Annual
Total to be
_�
Annual
Total to be
a
aic
Budget
Paid by Grant
% Paid by
"Budge
a t `
,
' Pai Rby
Total o be Paid
Year 1
Year 1
Grant
Year2
Year.'
r t
.by Grant -`for
Personnel
(CY19) ..
(CY19)
(CY19)
{CY20) F'
CY20
{CY20j
ayears ,{
Position # 1 "'
$75,085
.. ," $56,314
75%
$79,709
' :.$59,782
: .'°,2:75%
$116,095
Position # 2
$74,206
$15,583
21%
$78,725
$16,532
21%
$32,116
Position # 3
$68,899
$58,564
85%
$72,208
'. $61,377
85%
$119,941
Position # 4
$30,182
$5,131
17%
$31,084
$5,284
17%
:"'$10,415
Position # 5
$0
$0
$0
$0
$0
Total Personnel
$248,372
$135,592
55%
$261,726
$142,975
55%
$278,567
Page 1 of 9
EXHIBIT F - BUDGET and BUDGET NARRATIVE
PERSONNEL
Position 4 1
Annual Budget
Year 1
(CY19)
Paid
by
Grant
(CY19)
Total to be
Paid by Grant
for 1st year
Annual Budget
Year 2
(CY20)
% Paid
=by
Grant
(C`i20)
" otat t ' r�'�
Paid by rant
for 2nd year -
Total to be Paid by
Grant for 2 years
Paulina Fix
VW Assistant .
a
Salary
$48,442
75%
$36,332:
$51,425
== 75%
$38,569
$74,900
$41,195
Fringe/Benef€ s
$26,643
75%
$19,982
$28,284
75%
$21,213
TOTAL
$75,085
75%
$56,314
$79,709
75%
$59,782
$116,095
Hours per week position works for agency: 40 I
Type Position 41 budget narrative & justification below:
Total Grant $ Position #f1 $116,095
Continued position. Spanish bi-lingual VW Assistant provides advocacy and support of victims of misdemeanor domestic violence as they go through the Criminal
Justice System. Request is for 75% of salary and benefits. 2019 salary calculated at Grade 24 -Step 3 (includes 3% COLA). 2020 salary calculated at Grade 24 -
Step 4 (includes 3% COLA). Benefits of FICA, Medicare, Health, Life, Disability and Retirement calculated at 36%. This full time position is funded by the VOCA
Grant, WELD County Government match and a LOCAL VALE Grant.
Position #2
Annual Budget
Year 1
(C119)
%Paid
by
Grant
(CY19)
Total to be
Paid by Grant
for 1st year,
Annual Budget
Year 2Grant
(CY20)
% Paid'.
by
-(CY20)
Total to be
Paid by Grant
for 2nd year
.
Total to be'Paid by
.Grant for2Years' ''
Erma Archibeque
VW Assistant
$23,614
$ ,501
. $32,11"6
Salary `, ,
$54,563
-= 21%
$11,458
$57,886
. v `F21%
512,156
Fringe/Benefits
$19,643
_' . 21%
$4,125'
' $20,839
4; 21%
_ 54,3'76
TOTAL
$74,206
21%
$15,583.. $78,725
/1%
$16,532
Hours per week position works for agency: 40
Type Position #2 budget narra she & justification„ a.%ow:
=To a Grant $ Position #2 $32,116
Continued position. VW Assistant provides advocacy and support of victims of felony domestic violence as they go through the Criminal Justice System. Request is
for 21% of salary and benefits. 2019 salary calculated at Grade 24 -Step 7 (includes 3% COLA). Benefits of FICA, Medicare, Heath, Life, Disability and Retirement
calculated at 27%. 2020 salary calculated at Grade 24 -Step 8 (includes 3% COLA) Benefits of FICA , Medicare, Heath, Life, Disability and Retirement calculated at
27%. This full time position is funded by VOCA Grant and Weld County Government, including the match.
Position # 3
nnua0 Budget H:
Year 1
(CY2� ,
9 (?aid by
Grant
(CY19)
Total d
by'6
1st year
Annual budget
Year 2h
(CY20)':
%Paid by
Grant
20) >
TotaltoTr aid
by Grant for rrd
year =
Tcatal ob� Path iy
rant ford
Gabriela Diaz. a ��
VW Assistant
Salary _ �� _', . � -
$49,927
- 85%
$42,48
$52,325
85%
$44,476
4
l 0 6 is :"
$18,972
85%
516,126
$19,883
x::85%
$16,901
20721
•6 4 � $68,899
_� _�85%
, _ $58,564= 1
; -. (.,;..$72,298
5%
$42,3 r_
1941
Hours per week position war 40
Type Position #3 budget narrative &Justification below:
Total Grant $ Position #3r>.. $119,941
Continued Position: Spanish bi-lingual VW Assistant provides advocacy and support of victims of juvenile offenders as they go through the Criminal Justice System.
Request is for 85% of salary and benefits. 2019 salary calculated at Grade 24 -Step 4 (includes 3% COL) 2020 salary calculated at Grade 24 -Step 4 for 5 months and
Grade 24 -Step 5 for 7 months (includes 3% COL) Benefits of FICA, Medicare, Health, Life, Disability and Retirement, calculated at 28%. This full time position is
funded by VOCA Grant and Weld County Government match.
Page 2 of 9
EXHIBIT F - BUDGET and BUDGET NARRATIVE
Position tF 4
gip
a"'-
tiBud a
Year
(CY19)
%Paid by
Grant
(CY19)
Total to be Paid
byGrantfor
1st year
Annual Budget
Year 2
(CY20)
%Paid by
Grant
(�;Y20)
Total to b P ld
by Grant for 2fl
year °
?
i ran ' or 2gy.Pr
Latisha Rodriguez
VW Unit Clerical
Salary "
$27,690
17%
$4,707
$28,517
17%
$4,848
$9,555
Fringe/Reneflts
$2,492
17%
$424
$2,567
17%
$436
$860
TOTAL :"
$30,182
17 6
$5,131
$31,084
17%
$5,284
$10,,4 i
Hours per week position works for agency: r 25
Type Position #4 budget narrative & justification below:
Total Grant$ Posit ion"#4 $10:5
NEW REQUEST. The Spanish bi-lingual clerical position presently works 25 hour a week in clerical support to the DA Office Victim Assistance Unit and is paid by a
Local VALE Grant. Requesting 17% pf salary and benefits for VOCA to fund an additional 5 hours a week needed to support the VW Assistants in the VOCA
Project with: 1- bi-lingual informational assistance for victims on the phone or lobby when the assigned VW bi-lingual Assistant is not available and 2 -assist in
statistical compiling and computation for the VOCA Project. 2019 and 2020 Request is for 17% (5 hours of a 30 hour a week position). Position is a Grade 8 Step
1; part time positions in Weld County Government does not give step increases to part time positions. position does receive COLA and benefits of FICA and Life of
8%.
Page 3 of 9
EXHIBIT F - BUDGET and BUDGET NARRATIVE
2-Yr. Budget for All other Budget Categories
(Supplies & Operating / Travel / Equipment / Consultants -Contracts / Indirect Cost)
Supplies & Operating Item .
SU PP P g e
Item Calculations
total to b e Paid
Funds
by:Grant unds
TOTAL Supplies & Operating:
$0
Supplies & Operating Budget Narrative/Ju`stification below: . .
Travel Item "
Item Calculations
7 otai to be"Paid-
byGrnt Funs:
So
So
So
So
So
Total Travel:
$0
Travel Budget_•Narrative/Jnstification Below:,...
Page 4 of 9
EXHIBIT F - BUDGET and BUDGET NARRATIVE
Equipment Item
Item Calculations
total to be Paid
by Grant Funds
$o
$o
$0
Total Equipment:
$0
Equipment Budget Narrative/Justification Below:
Consultants `/ Contracts Item
Consultant/Contractor Calculations
Total to be
by Grant Funds
$0
$0
$o
$0
$0
TOTAL Consultants / Contracts:
$0
Consultants / Contracts Budget Narrative/Justification below:.
Indirect Costs
� ..
List the % of the approved federal negotiated indirect rate or 10% de minims indirect rate details
Total t° be Paid by
Grant Funds
10% - Weld County Government does not ahave a federally negotiated indirect rate.
$27,857
Indirect Costs Budget Narrative/Justification below:
Page 5 of 9
EXHIBIT F - BUDGET and BUDGET NARRATIVE
2 Year - Project Match (Cash and/or In -Kind)
PERSONNEL MATCH (Employees / volunteers of the applicant agency)
Employee / Volunteer /Job Title
CASH MATCH
IN -KIND
MATCH
TOTAL MATCH
Weld County Government provides 12% match for Diaz, 9% Fix, Rodriguez 4.25%, J.Holden (Director of
Victim Services) 19%
$76,606
$0
$76,606
$0
$0
$0
$0
$0
$0
Fringe/Benefits
$0
$0
$0
Subtotal
$76,606
$0,„
$76,606
Source of Match: b.
wt tr
.:w : n,
SUPPLIES°`and OPERATING MATCH
(Copying e:ft ;phone, registration fees and other items under $5,000)
CASH MATCH
IN -KIND
MATCH
TOTAL MATCH
$0
$0
$0
Subtotal
$0#h $0.
$0$
Sourceo
atch:`rw
TRAVEL MATCH
CASH MATCH
IN -KIND
MATCH
TOTAL MATCH
$0 $0
$0
Subtotal
$o $0
$0
Source of Match:
EQUIPMENT MATCH
CASH MATCH
IN -KIND
MATCH
TOTAL MATCH
$0
$0
$0
Subtotal
$0-
$0
$0
Source of Match:
CONSULTANTS / CONTRACTS MATCH
CASH MATCH
IN -KIND
MATCH
TOTAL MATCH
$0
$0_.
$0
$0
$0
Subtotal
Source of Match:
INDIRECT MATCH
CASH MATCH
Subtotal
50
Source of Match: VALE Grant
CASH MATCH
IN -KIND
MATCH
TOTAL
MATCH
TOTAL MATCH FOR 2 -YEAR PROJECT
$76,606
Match Budget Narrative and Justification below:
Diaz 12% - $16,536; Fix 9% - $13,515; Rodriguez 4.25% - $2,565; J.Holden (Director of Victim Services - Annual Salary = $116,608) 19% - $44,311
Page 6 of 9
EXHIBIT F - BUDGET and BUDGET NARRATIVE
Financial Management Questions
Crime Victims Services Grant Program
This section must be completed in cooperation with the designated Financial Officer assigned to this
grant/project. Complete this form in Excel. Upload the completed electronic version on the "Documents"
tab in ZoomGrants.
Enter your response in the field BELOW the question. The questions that use a dropdown menu, click on
the space below the question and an arrow will appear to the right of the field showing you the dropdown
options.
1. What accounting system does your organization use? List the name and a brief description of the
system. (maximum length = 1,000 characters)
BANNER. This is an ORACLE Accounting Systems used by governments and educational institutions.
2. This grant will be on a cost reimbursement basis. What will be your organization's source of cash and
how will your organization manage its cash flow between the time costs are incurred and reimbursed?
(maximum length = 1,000 characters)
Weld County Government has adequate cash flow to handle expenses until reimbursement is received.
3a. Which of the following applies to your agency? (select an option from the dropdown box)
Agency has over $300,000 in revenue from all combined sources.
Submit the most recent Financial Audit to DO via ZoomGrants "Documents
3b. Date of most recent A-133 Audit, Financial Audit or Financial Review?
12/31/2016
3c. Date the recent A-133 Audit, Financial Audit or Financial Review was sent to DCJ?
11/21/2017
3d. Were there any findings, questioned costs or unallocated costs? (select an option from the dropdown
box)
No
Criteria for managing grant funds
Please respond to the following questions regarding whether your accounting system meets the criteria for
managing grant funds. These are items that will be monitored by the Division of Criminal Justice (DCJ) staff
either by site visits or other reporting mechanisms.
4. Does your accounting system separate all revenues and expenditures by funding source? (select an
option from the dropdown box)
Yes
Page 7 of 9
EXHIBIT F - BUDGET and BUDGET NARRATIVE
5. Does your accounting system track revenues and expenditures for each grant award separately through
a sub -ledger system? (select an option from the dropdown box)
Yes
6. Does your accounting system allow expenditures to be classified by the broad budget categories listed in
the approved budget in your grant, i.e. Personnel, Supplies and Operating, Travel, Equipment and
Professional Services? (select an option from the dropdown box)
Yes
7. Does your organization have written financial policies and procedures (specific to grants) in place that
describe items such as: meeting all grant requirements, the preparation of grant financial reports and
statements, the disclosure of financial documents, the ability for staff to prevent and detect
misstatements in financial reporting, a method to trace funds, and a process to maintain and safeguard all
cash, real and personal property, and other assets? (select an option from the dropdown box)
Yes
8. Is this grant request for less than $100,000? (select an option from the dropdown box)
No
9. Is this grant request for a new project? (select an option from the dropdown box)
No
10. Has your organization been in existence for three (3) years or more? (select an option from the
dropdown box)
Yes
11. Does the staff assigned to this project have two (2) or more year's prior experience with,projects
the same or similar requirements? (select an option from the dropdown box)
No
12. Does your organization have internal controls in place, such as: a review process to determine
reasonableness, allowability and allocability of costs, separation of duties, dual signatures on certain
checks, reconciliations or other fiduciary oversight? (select an option from the dropdown box)
Yes
13. Does your organization reconcile sub -ledgers to your general ledger at least monthly or quarterly if the
applicant is a governmental entity? (select an option from the dropdown box)
Yes
14. Are accounting records supported by source documentation such as invoices, receipts, timesheets,
etc.? (select an option from the dropdown box)
Yes
15. Does your organization routinely record the grant number or other unique identifier on all source
documents such as invoices, receipts, time records, deposit records, etc.? (select an option from the
dropdown box)
Yes
16. Does your organization maintain time sheets approved by the employee, supervisor and project
director for each employee paid by these grant funds? (select an option from the dropdown box)
Yes
Page 8 of 9
EXHIBIT F - BUDGET and BUDGET NARRATIVE
17a. Will this grant funded project generate program income? (select an option from the dropdown box)
No
17b. If "Yes", does your accounting system have the ability to track these funds separately? (select an
option from the dropdown box)
NA
18. [Non -governmental agencies only] Do the Board bylaws and policies describe the involvement of the
Board in the financial oversight and direction of your agency? (select an option from the dropdown box)
NA
19. Does your accounting system have the ability to track in -kind and/or cash match funds? (select an
option from the dropdown box)
Yes
20. Are you able to ensure that you will not be using these grant funds to provide services that will be paid
by Victim Compensation? (select an option from the dropdown box)
Yes
18. If you answered"No" to any one question (4-7, 12-16, 18-20) above, please provide a brief explanation
below. Please refer to question #. (maximum length = 500 characters)
4
28
1/8/2018
Page 9 of 9
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