TENNESSEE

Grant Solicitation Packet

Fiscal Year 2021

Interlock Fund

Released on: 2/13/2020

Intent to Apply due: 2/28/2020

Completed applications due: 3/16/2020

Prepared by:

State of Tennessee

Office of Criminal Justice Programs

Department of Finance and Administration

Rosa L. Parks Avenue

William R. Snodgrass Tennessee Tower, Suite 1800

Nashville, Tennessee 37243-1102

GRANT SOLICITATION CONTENTS SECTIONS: INTRODUCTION SCHEDULE OF EVENTS PROGRAM REQUIREMENTS FINANCIAL REQUIREMENTS REPORTING REQUIREMENTS APPLICATION PROCESS & INSTRUCTION APPLICATION EVALUATION

INTRODUCTION

Pursuant to Tenn. Code Ann. § 55-10-413 (a) In addition to all other fines, fees, costs, and punishments now prescribed by law, an ignition interlock fee of forty dollars ($40) shall be assessed for each violation of § 55-10-401 occurring on or after July 1, 2010, that results in a conviction for such offense, (b) All proceeds collected pursuant to subdivision (a) shall be transmitted to the treasurer for deposit in the interlock assistance fund established pursuant to § 55-10-413(a), and (c). A portion of that fee shall be assessed for the sole purpose of funding grant awards to halfway houses whose primary focus is to assist drug and alcohol offenders.

The Tennessee Department of Finance and Administration, Office of Criminal Justice Programs is designated as the administering agency for these funds and is seeking qualified applicants for funding in FY 2016. In order for a halfway house to qualify for such grant awards it shall provide the following services at a minimum (See Eligibility – Section II below).
*All of OCJP Programs will be required to have on file signed and initialed copies of Certification, Assurances, and Special Conditions required from both the Federal Level and State Level.

Eligibility
The following entities are eligible to apply for Interlock Assistance Fund grants under this solicitation:
Tennessee Halfway Houses that operate no less than sixty (60) residential beds monthly with occupancy at no less than ninety-seven percent (97%) per month, or if a halfway house with less than 60 beds, must provide non-residential day reporting services, serving no less than two-hundred (200) adults monthly.

Length and Amount of Project Support
Organizations are eligible to apply for up to $15,000 per year in grant funding for the 36 month period beginning July 1, 2020 – June 30, 2023.
Multi-year contracts will remain contingent, as always, on the availability of State appropriations.

Program Purpose
Halfway Houses, in terms of this grant, provide sober living homes that provide supportive services, including evidence based mental health, substance use in order to successfully transition back into society without reliance on alcohol or drugs. Projects must provide:

Safe and secure treatment facilities and treatment to include moral recognition therapy, GED course work, anger management therapy and domestic and family counseling; and

Transportation to and from work, mental health, or medical appointments for each of its residents.

Grant Solicitation Communications

The State has assigned the following Grant Solicitation identification title that must be referenced in all communications regarding this Grant Solicitation:
Interlock Assistance

Prospective Applicants must direct communications concerning this Grant Solicitation to the following email designated and indicate which Grant Solicitation Title in the subject line:
Criminaljustice.Program@tn.gov

Notice of Intent to Apply
Applicants should complete the Intent to Apply by the Deadline detailed in the Grant Solicitation Section 2, Schedule of Events.

Completion of the Intent to Apply form creates no obligation, but is a prerequisite for submitting an application and necessary to ensure receipt of any Grant Solicitation updates or other notices and communications relating to this Grant Solicitation. The Intent to Apply and all documents must reference the Grant Solicitation Identification Title found in section 1.4.1.

Application Deadline
An Applicant must ensure that the State receives an application no later than the application deadline time and date detailed in the Grant Solicitation Section 2, Schedule of Events. An Applicant must apply, as required, to this Grant Solicitation (including all attachments). The State will not accept late applications, and an Applicant’s failure to submit its application by the deadline will result in disqualification of the application.

GRANT SOLICITATION SCHEDULE OF EVENTS

The following Grant Solicitation Schedule of Events represents the State’s best estimate for this Grant Solicitation.

EVENT	TIME (central time zone)	DATE
Grant Solicitation Issued	2/14/2020
Notice of Intent to Apply Deadline	4:30 p.m.	2/28/2020
Application Deadline	4:30 p.m.	3/16/2020
Contract Start Date	7/1/2020

The State reserves the right, at its sole discretion, to adjust the Grant Solicitation Schedule of Events as it deems necessary. Any adjustment of the Schedule of Events shall constitute a Grant Solicitation update, and the State will communicate such to prospective Applicants from whom the State has received a Notice of Intent to Apply (refer to section 1.5).

PROGRAM REQUIREMENTS

INTERLOCK Program Requirements
Each sub-recipient organization shall meet the following requirements:

Mandatory Reporting to the Office of Criminal Justice Programs: Subrecipient and subcontracting agencies shall comply with all other requirements describe in the Office of Criminal Justice Programs Administrative Manual. The Grantee agrees to comply with any changes in requirements made in the manual and/or identified in correspondence from the Office of Criminal Justice Programs (OCJP).

Maintain Civil Rights Information: Maintain statutorily required civil rights statistics on victims served by race, national origin, sex, age, and disability, within the timetable established by the state grantee, and permit reasonable access to its books, documents, papers, and records to determine whether the sub-recipient is complying with applicable civil rights laws. This requirement is waived when providing a service, such as telephone counseling, where soliciting the information may be inappropriate or offensive to the victim.

Confidentiality: Each agency that receives a grant from the Office of Criminal Justice Programs (OCJP) to provide direct services to victims of crime should have a confidentiality policy in place to protect confidential personally identifying information. Furthermore, confidentiality statements should be signed by all staff, volunteers, interns, board members, etc. and should state, at a minimum, that s/he will protect the personally identifying information of all persons contacting the agency for service, regardless of whether these persons actually receive services from the agency. For further confidentiality requirements, please see the OCJP Grants Manual, Chapter XX, Retention of and Access to Records, Confidentiality Policy, and 28 C.F.R. 94.115.

Mandatory Reporting of Child Abuse and Adult Abuse: Agencies must comply with Tennessee Code Annotated, Sections 37-1-403 and 37-1-605 by reporting suspected cases of child abuse to the Department of Children's Services and with Tennessee Code Annotated 71-6-103 by reporting cases of adult abuse to the Department of Human Services as required by law.

Program Income: Program income, as defined by 2 CFR 200.80, means gross income earned by a non-Federal entity that is directly generated by a supported activity or earned as a result of the Federal award during the period of performance. Program Income is unallowable without prior approval.

Subject to Funds Availability: Funding is subject to the appropriation and availability of State funds. In the event that the funds are not appropriated or are otherwise unavailable, the State reserves the right to terminate this solicitation. Upon such termination, the Grantee shall have no right to recover from the State any actual, general, special, incidental, consequential, or any other damages whatsoever of any description or amount.

4.	FINANCIAL REQUIREMENTS

Interlock Assistance Funds are to be used for the provision of direct services to drug and alcohol offenders.

Allowable Use of Funds

Space: The cost of space in privately - or publicly - owned buildings used for the benefit of the program is allowable subject to the conditions stated below:

The total cost of space may not exceed the rental cost of comparable space and facilities in a privately owned building in the same locality.

The cost of space procured for program usage may not be charged to the program for periods of non-occupancy, without authorization of OCJP.

Rental Cost: The rental cost of space in a privately owned building is allowable. Rent cannot be paid if the building is owned by the grantee or if the grantee has a substantial financial interest in the property. However, the cost of ownership is an allowable expense. Similar costs for a publicly owned building are allowable where "rental rate" systems, or equivalent systems that adequately reflect actual costs, are employed. Such charges must be determined on the basis of actual cost (including depreciation-based on the useful life of the building, operation and maintenance, and other allowable costs). Where these costs are included in rental charges, they may not be charged elsewhere.

Maintenance and Operation: The cost of utilities, insurance, security, janitorial services, elevator services, upkeep of grounds, normal repairs and alterations, and the like are allowable to the extent they are not otherwise included in rental or other charges for space.

Occupancy of Space Under Rental-Purchase or a Lease with Option-to-Purchase Agreement: The cost of space procured under such arrangements is allowable when specifically approved by OCJP. This type of arrangement may require application of special matching share requirements under construction programs.

Depreciation and Use Allowances on Publicly-Owned Buildings: Depreciation or a use allowance on idle or excess facilities is NOT ALLOWABLE.

General Salaries and Personnel Cost: Payment of personnel costs are allowable if costs are a part of an approved project and are necessary and incidental to project implementation and operation. Overtime must receive prior OCJP approval and will only be approved on a case by case basis.

Consultant Fees: Individual consultant fees for all OCJP funded grants are limited to $650 per day or $81.25 per hour; this includes legal, medical, psychological, training and accounting consultants. Consultant rates of payment are to be reasonable and consistent with fees for similar services in the market place.

Travel: In cases of agencies that already have written travel policies, procedures, and rates subrecipients should follow those rates or the state rates, whichever are lower. Any requests for exceptions higher to these rates must be approved in writing by OCJP.

Unallowable Use of Funds
All expenses other than those referenced specifically in Section 4 above are unallowable. Specific unallowable uses of funding include the following items:

Construction: Use of OCJP grant funds for construction projects is prohibited.

Land Acquisition: Interlock funds cannot be used for activities involving the renting, leasing, or construction of buildings or other physical facilities shall be used for land acquisition. Accordingly, land acquisition costs are unallowable.

Bonuses or Commissions: Bonuses to staff, officers or board members of profit or non-profit organizations are unallowable. The recipient or subrecipient is prohibited from paying any bonus or commission to any individual or organization for the purpose of obtaining approval of an application for award assistance. Bonuses to officers or board members of profit or nonprofit organizations are determined to be a profit or fee and are therefore unallowable.

Lobbying: All subrecipients must comply with the provisions of the government-wide Common Rule on Restrictions on Lobbying, as appropriate. The Grantee must certify, to the best of its knowledge and belief, that:

No appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any State or Federal contract, the making of any State or Federal grant, the making of any State or federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any State of Federal contract, grant, loan, or cooperative agreement.

If any funds other than federally appropriated funds have been paid or will be paid to any person for influencing 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 connection with this contract, grant, loan, or cooperative agreement, the Grantee shall complete and submit Standard Form-LLL, ``Disclosure Form to Report Lobbying,'' in accordance with its instructions.

The Grantee shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

Fund Raising: Costs of organized fund raising, including financial campaigns, endowment drives, solicitation of gifts and bequests, and similar expenses incurred solely to raise capital or obtain contributions, may not be charged either as direct or indirect costs against the award. Neither the salary of persons engaged in such activities nor indirect costs associated with those salaries may be charged to the award, except insofar as such persons perform other funding-related activities.

An organization may accept donations (i.e., goods, space, services) as long as the value of the donations is not charged as a direct or indirect cost to the grant.

A subgrantee may also expend funds, in accordance with approved award terms, to seek future funding sources to “institutionalize” the project, but not for the purpose of raising funds to finance related or complementary project activities.

Nothing in this section should be read to prohibit a subrecipient from engaging in fund raising activities as long as Federal or State award funds do not finance such activities.

REPORTING REQUIREMENTS

Programmatic Reporting

Annual Program & Equipment Summary Report (Subrecipient): For each Interlock Assistance Fund contract awarded, the subrecipient will be required to submit to the OCJP Program Manager an Annual Program Report for the fiscal year, July 1 – June 30. Due date: July 31 of each project year.

Fiscal Reporting
Sub-recipient agencies must request reimbursement at least once per quarter based on expenditures incurred. However, it is recommended that agencies invoice monthly, when monthly expenditures are incurred.

Invoice for Reimbursement (Non-state Agencies): The invoice is used to request monthly reimbursement. It is strongly recommended that agencies invoice monthly, when monthly expenditures are incurred. However subrecipient agencies can invoice quarterly. If invoicing quarterly, agencies MUST request reimbursement 30 days after the end of each quarter for all the expenses incurred during the quarter in its entirety. Funds can only be distributed to sub-recipients upon receipt of a properly prepared and signed invoice. The invoices are emailed to the Office of Business and Finance of the Department of Finance and Administration.

Policy 03 Quarterly Expense and Revenue Report (Non-profit Agencies Only): This report consists of the Program Expense Report (Schedule A), the Program Revenue Report (Schedule B), and the Final Program Expense Summary Page (Schedule C). Schedule A is used for submitting detailed and total expense budgets and for detailed and total expense reports. Schedule B is used for submitting revenue budgets and for revenue reports by source with reconciliation between total expense and reimbursable expenses. Program Income, if any, is reported on line 39 of Schedule B. Agencies should be aware of and comply with reporting Program Income as defined in the Department of Justice Financial Guide. Schedule C is intended to recap all direct expenses in one column, as well as determine a grand total of all expenses. Policy 03 Quarterly Expense and Revenue Reports are due no later than thirty (30) calendar days following the end of the quarter for which the report is completed. These reports are sent to the Fiscal Manager at OCJP at OCJP.P3@tn.gov. (See OCJP Policy 03).
NOTE: Non-Profit sub-recipients should review reporting requirements as specified in OMB Uniform Guidance issued by the Comptroller’s Office.

Notice of Audit Report: The Grantee shall submit, within three (3) months of the conclusion of each year of the Term, an annual report. For grant contracts with a term of less than one (1) year, the Grantee shall submit a final report within three (3) months of the conclusion of the Term. For grant contracts with multiyear terms, the final report will take the place of the annual report for the final year of the Term. The Grantee shall submit annual and final reports to the Grantor State Agency and the Department of Finance and Administration (“F&A”). Send electronic copies of annual and final reports to F&A at fa.audit@tn.gov. At minimum, annual and final reports shall include: (a) the Grantee’s name; (b) the Grant Contract’s Edison identification number, Term, and total amount; (c) a narrative section that describes the program’s goals, outcomes, successes and setbacks, whether the Grantee used benchmarks or indicators to determine progress, and whether any proposed activities were not completed; and (d) other relevant details requested by the Grantor State Agency. Annual and final report documents to be completed by the Grantee shall appear on the Grantor State Agency’s website or as an attachment to the Grant Contract.
When the Grantee has received seven hundred fifty thousand dollars ($750,000.00) or more in aggregate federal and state funding for all of its programs within the Grantee’s fiscal year, the Grantee shall provide audited financial statements to the Tennessee Comptroller of the Treasury. The Grantee may, with the prior approval of the Comptroller of the Treasury, engage a licensed independent public accountant to perform the audit. The audit contract between the Grantee and the licensed independent public accountant shall be on a contract form prescribed by the Tennessee Comptroller of the Treasury. When an audit is required under this Section, the audit shall be performed in accordance with U.S. Office of Management and Budget’s Uniform Administration Requirements, Cost Principles, and Audit Requirements for Federal Awards.
The Grantee shall be responsible for reimbursing the Tennessee Comptroller of the Treasury for any costs of an audit prepared by the Tennessee Comptroller of the Treasury.
The Grantee shall be responsible for payment of fees for an audit prepared by a licensed independent public accountant. Payment of the audit fees for the licensed independent public accountant by the Grantee shall be subject to the provision relating to such fees contained within this Grant Contract. Copies of such audit reports shall be provided to the designated cognizant state agency, the Grantor State Agency, the Tennessee Comptroller of the Treasury, the Central Procurement Office, and the Commissioner of Finance and Administration. The State may reimburse the Grantee for a reasonably proportionate share of the costs of audits required by and performed in accordance with the “Single Audit Act Amendments of 1996” as provided in 2 C.F.R. § 200.425.
Audit reports shall be made available to the public.

For non-profits, the Notice of Audit should be submitted annually, 90 days after the close of the fiscal year.

Fiscal and Program Monitoring
The Office of Criminal Justice Programs program managers and fiscal monitors provide routine program and fiscal monitoring of all OCJP contracts. This monitoring provides program and fiscal contract compliance review, much needed information on how the program is actually being implemented, and assists in identifying sub-recipients experiencing problems requiring corrective action. If through monitoring a problem area is identified and corrective action is requested, OCJP sub-recipients must adhere to the corrective action requirements identified in the OCJP Grants Manual Chapter XIX. D within the time period required.

APPLICATION PROCESS AND INSTRUCTION

Scope of Services/Project Narrative
The Office of Criminal Justice Programs has provided a word document for use in constructing an application under this solicitation based on the various projects types available. First select the proper from the list below and save this document to your computer with the grant solicitation identification title before completing it.
The scope of services/project narrative for the Interlock application contains definitions and instructions for completion.
The Scope of Services/Project Narrative contains the following headers and will be evaluated based upon the following criteria:

EVALUATION CATEGORY
Problems and needs
Purpose
Activities
Implementation Timeline
Inputs
Data collection procedure
Collaboration Activities
Intended outputs
Intended outcomes

The Scope of Services/Project Narrative should be submitted with the application. See Sections 6.3 and 6.4 for information on how to submit your application.

Budget Summary and Line-Item Detail
Begin by saving this document to your computer with the solicitation title and then fill in the budget: Budget instructions and Budget.
You must complete a budget for each year of funding requested.
NOTE: Thoroughly read the instructions before preparing the budget. The Project Title at the top of the budget summary page must match the title submitted in Intent to Apply and on your Scope of Services/Project Narrative (see list at 1.4.1.).
Each fiscal year project budget consists of two components: the Summary Budget Amounts for the Federal, and Line Item total for each line item; and the Budget Narrative for each line item where narrative detail is required. All budgeted line items must be reasonable, necessary, and allocable directly to the project.
See Section 6.3 and 6.4 for information on how to submit your application.

Application Submission
An Applicant must ensure that the State receives a response no later than the Response Deadline time and date detailed in the Grant Solicitation Section 2, Schedule of Events at the following email address:
Criminaljustice.Program@tn.gov

Application Requirements

The first step to the application process is to submit the Intent to Apply form through the following on-line link: Intent to Apply by 2/28/2020 as your intent to apply for this grant (See Grant Solicitation Section 2, Schedule of Events). Intent to Apply must reference the grant solicitation identification title (See section 1.4.1).

Initiate Department of Revenue registration or exemption process for sales/use accounts.
This process should be initiated at least two (2) business days prior to application due date.
Note that this exemption is not the same as a “sales tax exemption” and a failure to follow the process described may result in the disqualification of this application.
If you previously possessed a grant with the Office of Criminal Justice Programs (OCJP) or other state entity and created a sales/use account or received an exemption then that documentation can be submitted to satisfy this requirement.

The next step is to create a Scope of Services/Project Narrative by using the word forms document found at the links provided in 6.1 that corresponds with the solicitation grant solicitation identification title.

Next create a budget using the excel budget sheet(s) at the following link: Budget and Budget instructions. Complete one budget per each year of funding.

Complete the Other Grant Funds – Application Attachment provided at the following link: Other Grant Funding. (please follow instructions at this link)

Complete the Non-Supplanting Certification found at the following link: Non-Supplanting Certification

Complete and submit the High Risk Designation Certification form. Include the following as applicable.
Include the following as applicable:

Complete the Certifications and Assurances - Non Profits

Complete the Certifications and Assurances - Government

Create and attach a copy of the organizational chart used if awarded this grant.

Provide a copy of your organization’s most recent audit or a copy of the form 990 (Non-profits only).

Current Balance Sheet (Non-Profit Only)

Proof of nonprofit status must be submitted by any nonprofit organization applying for funding.

Attach Letters of Support or MOUs (if required by the Collaboration section of the Scope of Service/Narrative).

Use the attached checklist at the end of this application and submit all required documents (except the Intent to Apply which is an online document), via e-mail to Criminaljustice.Program@tn.gov.

All above documents should be emailed to Criminaljustice.Program@tn.gov with the grant solicitation identification title in the subject line of the email (complete list located in section 1.4.1.).

Application Deadline
3/16/2020

Response Preparation Costs
The State will not pay any costs associated with the preparation, submittal, or presentation of any application.

APPLICATION EVALUATION

Review and Evaluation of Proposals
Each application will be rated, utilizing a “weighted” review tool, based on the applicant agency’s ability to provide a logical description of how their project theoretically works to benefit the target group. The project description must tie goals, activities, outputs, and outcomes together in a logical fashion. Applications will be reviewed for financial and programmatic completeness by OCJP staff with expertise in grant requirements and program design. The applications will be rated and funding will be determined through a competitive review process by a review team of professionals knowledgeable in applicable subject material. Grants will be awarded based on current funding patterns, the availability of funds, and the above cited criteria.
All competitive applications will undergo a final review by OCJP Staff and applicants will be notified of approval or denial by the date listed below. If an application is approved, the contract between the state and the sub-recipient will be emailed with the approval letter. The contract must be signed by the Authorized Official and returned to the Office of Criminal Justice Programs for approval by the Commissioner of Finance and Administration. After the Commissioner approves the contract, an executed original contract will be emailed to the sub-recipient.
Applicants will be notified whether their application is approved for funding prior to the start date identified in this solicitation.

Grant Solicitation Update
The State at its sole discretion may update this Grant Solicitation, in writing, at any time prior to contract award. However, prior to any such update, the State will consider whether it would negatively impact the ability of potential Applicants to meet the response deadline and revise the Grant Solicitation Schedule of Events if deemed appropriate. If a Grant Solicitation update is issued, the State will convey it to potential Applicants who submitted a Notice of Intent to Apply (refer to Grant Solicitation Section 1.5). A response must address the final Grant Solicitation (including its attachments) as updated.

Application Completion Check-off

(Retain for your own purposes)

Intent to Apply completed and submitted online no later than 2/28/2020.

Department of Revenue registration or exemption letter (Except DTFs and State and Local Law Enforcement)

Scope of Services/Program Narrative completed on the forms document and e-mailed

Budget completed on the excel spreadsheet (one for each year of funding requested). See Budget instructions.

Other Grant Funding

Non-Supplanting Certification

High Risk Designation Certification

Certifications and Assurances - Non Profits

Certifications and Assurances - Government

Agency Organizational Chart

Current organization’s most recent audit or a copy of the form 990 (Non-Profit Only)

Current Balance Sheet (Non-Profit Only)

Proof of nonprofit status must be submitted by any nonprofit organization applying for funding (Non-Profit Only)

Attach Letters of Support or MOUs (if required by the Collaboration section of the Scope of Service/Narrative).

Applications must be submitted in accordance with Section 6.4 no later than 4:30 pm central time, 3/16/2020.

If you have completed the above items and emailed to Criminaljustice.Program@tn.gov with the grant solicitation description title in the subject line (see section 1.4.1. for a complete list), then your application is complete.