State Advisory Group

Pre Bid ConferenceFormula Grant Application

JJDP Staff

• Anna Kelly, Administrator 405-530-2804anna.kelly@oja.ok.gov

• Dennis Luman 405-530-2900• Laura Broyles 405-530-2928

• Funds available through the Juvenile Justice and Delinquency Prevention Act of 1974, as amended.

• SAG consists of members from public/private sector appointed by the Governor to advise on juvenile issues.

• SAG funds programs for prevention, early intervention, diversion, post-adjudication and aftercare services to youth, at-risk youth, and juvenile offenders and their families.

State Advisory Group(SAG)

http://www.ok.gov/oja/Community_Based_Youth_Services/SAG_2015_GRANTS.html

http://www.ok.gov/oja/

General Information• Successful applicants will receive a contract for

one year, effective July 01, 2015 to June 30, 2016.

• Programs, which meet goals, will be eligible for two one year continuation contracts.

• Applications must be for new programs.• Applicants must identify subcontractor(s) in

original proposal.• Applicants must submit a subcontractors

agreement, which is signed by both parties and identifies the responsibilities of services to be provided by the subcontractor.

Applications will be accepted for programs in the following category:

Delinquency Prevention and Diversion

Model Programs Guidewww.dsgonline.com

Search for Prevention Programs

Delinquency Prevention

• To fund programs, research or other initiatives designed to reduce the incidence of delinquency referrals from the youth population determined to be at risk of becoming delinquent.

• Eligible Applicants: Units of local government, school districts, private non-profits, and Native American Tribes.

• Maximum amount of award to single First Year applicant: $50,000

Baseline Data Collection

• Be sure to collect and document baseline data before program implementation.

Federal Performance Indicators

Federal Performance Indicators - Continued

Rating of Grant Applications

• Problem statement• Goals objectives and performance

indicators• Program plan• Management and Organization• Partnerships• Budget YR-1, 90% YR-2, 80% YR-3

Grant Checklist Form 1- Cover sheet Program Narrative- not to exceed 3 typed

pages Form 2- Certification and Agreement to

Standard Conditions Department of Justice Certifications Budget Summary and Budget Attachments Financial Capability Questionnaire Certification Letter from CPA Letters of Support (3) Private Non-Profit’s- Letter from Unit of

Government and Certificate of Incorporation, Articles of Incorporation, and By-Laws.

Reporting Requirements for Successful Applicants

• Authorization to Sign Project Documents• Federal Civil Rights Certification & Checklist• Request for Payment of Funds, Expenditure

Report (including supporting documentation)• Quarterly Progress Reports• Closeout Documents at the end of each year• Deadlines: Send them in on time or your

reimbursements will be placed on hold

Helpful Hints

• Achievable goals and objectives• Monitoring/ Documentation• Grant writers vs. grant programs

staff• Financial Capacity

Budget

Reimbursable CostsBasic Considerations for Expenditures– Be Necessary (purchases must be timely)– Be Fair & Reasonable– Be Allocable (all costs must be billable to

separate funding sources)– Be Net of all Credits (rebates/credits must be

passed on to OJA)– Be Adequately documented (copies of receipts

for all expenses must be submitted with each request for reimbursement)

– Be consistent with contractor’s policies and procedures of other activities

– Conform to any limitations or exclusions listed in the cost principles (e.g. entertainment, fines, penalties, food/drink, etc.)

• Program Income (e.g. registration fees – subject to the same “strings” as the grant funds and must be expended prior to requesting reimbursement)

• Cost Sharing (can’t fund the same program with two federal funding sources)

• Supplanting (can’t reduce local funds because of the existence of federal funds.)

• Indirect Costs (must have a federally approved indirect cost agreement to include this item in your proposed budget, otherwise all costs must be allocated and billed as direct.)

Procurement Procedures

• Less than $5,000 (small purchases) • $5,000 up to $10,000 (Phone

Solicitations)• Over $10,000 up to $100,000

(Written Quotes)• Over $100,000 (ITB / RFP)• Sole Source/Sole Brand Purchases

Automatic formula Total Annual Salary X % devoted to program must equal =Federal

Funds Requested + Other Funding or error will be

displayed

Type of Benefit must be entered

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Questions & Answers