Grant Applications

Intent to Apply: click here

Application: click here

This program comprises state funds which are available as grants to eligible government agencies operating local jails that house TDOC inmates to support the implementation or enhancement of evidence-based programming to improve offender outcomes.

Evidence-based programming is defined as “a program or programs shown by scientific research to effectively reduce recidivism rates and increase an offender’s likelihood of success following release from incarceration, including programs focused on education, vocational training, mental health, substance abuse rehabilitation, or building healthy relationships.”

Agencies intending to implement an evidence-based program with these funds are required to use recognized programs that are rated as “Highest Rated” or “Second Highest Rated” according to the Results First Clearing House (Click the link and select Correctional Facility as the Setting on the left).

Agencies intending to implement a vocational program with these funds can reference TDOC’s list of vocational programming currently offered in Tennessee prisons. TBR also has information available on vocational programs offered through TN College of Applied Technology that may be available in your area.

Contracts will begin upon successful submission of application and completion of contract documents.  Contracts will end on June 30, 2027. The maximum liability for this contract is $2,000,000.00.

All applicants are strongly encouraged to work with UT’s County Technical Assistance Services (CTAS) to participate in appropriate readiness assessment activities prior to submitting an application.  To initiate this process, simply submit an Intent to Apply form with your contact information.

To learn more about this funding opportunity, you are encouraged to review the Solicitation document thoroughly and contact OCJP staff at Criminaljustice.program@tn.gov.  

Intent to Apply (Due 5/1/24): click here

Application (Due 5/1/24): click here

Eligibility

Juvenile Courts (local governments)

Eligible subrecipients are limited to local governmental entities who maintain a Juvenile Court in the State of Tennessee. Eligible entities may subcontract with non-profit or government agencies to implement a portion / or all of the proposed project.

Length and Amount of Project Support

Contracts will be 36 months in length beginning July 1, 2024 and ending on June of June 30, 2027.

Contracts will utilize a separate budget for each year:

·        Year 1: July 1, 2024 – June 30, 2025

·        Year 2: July 1, 2025 – June 30, 2026

·        Year 3: July 1, 2026 – June 30, 2027

The total amount for all federal funds budgeted for all years (combined) is not to exceed $450,000.00. Annual budgets should not exceed $150,000.00 per year. Annual budgets should reflect costs that are reasonable, allocable, and necessary for the development of individual projects.

NOTE: Multi-year contracts will remain contingent, as always, on the availability of federal appropriations.

Program Purpose

Byrne SCIP Program Area: Juvenile Court - Family Engagement Programs

Priority Areas Addressed: Specialized Court-based programs, Community Violence Intervention, Prevention and Intervention for At Risk Youth

Program Abstract: Juvenile Court Family Engagement

The purpose of this solicitation is to expand the availability of prevention and intervention style youth delinquency programs utilized by Juvenile Courts in the State of Tennessee. Under this solicitation courts are encouraged to expand the capacity of current successful evidence-based programs utilized by courts or leverage established evidence-based programming that exists in the community but was not utilized directly by the local juvenile court.

Projects funded under this solicitation must use evidence-based models and be able verify that the services provided are evidence-based.

Agencies intending to implement an evidence-based program are required to use recognized programs that are rated as “Highest Rated” or “Second Highest Rated” according to the Results First Clearing House Database.

Examples include but are not limited to:

Wraparound Services

Functional Family Therapy

Mentoring

Restorative Justice

FAQ

1. Are we required to use only programs listed on the "Results First Clearing House Database?"
   1. The solicitation does require that there be evidence based programming and the Clearing House Database. However, it does not have to be a specific program listed but rather can incorporate the modalities the database contains. For instance you can search “Wraparound Services” and see that it is listed as second highest-rated and provides a description of what wraparound services are.

If an element of your proposal contained “wraparound services” then it would meet the threshold for providing an evidence-based service from the Results First Clearinghouse.

1. What other proof might we need to assure we are using an evidence based model?
   1. A citation or link to a specific study, clearing house, or other resource that demonstrates an evaluation has been done of the project or the modalities therein. The expectation is that our review panel can reference the citation in reviewing applications.

Question 8 under Inputs asks for information on how to verify the evidence-based elements of the proposal. The review team will follow the information provided by applicants in this question to make that determination.

This SOLICITATION seeks units of local government interested in planning, developing, and establishing a Family Justice Center in their community. A Family Justice Center is a co-location of a multi-disciplinary team of professionals who work together, under one roof, to provide coordinated services to victims of family violence which must at a minimum address victims of domestic violence, but can also include sexual assault, child abuse, human trafficking, and elder abuse. Co-location of services is defined as having adequate space for the provision of services by public and private entities, insuring victim safety and confidentiality.

Funds for this project will be used for the following

·  Establishing a position to be funded for the purpose of ensuring the activities of the grant are implemented as indicated

·  Promoting and educating the community on the concept and benefits of establishing a Family Justice Center

·  Coordinating the activities involved to assess the community readiness for creating a Family Justice Center

·  Assist with creating a strategic plan and the implementation process for that plan

·  Building partnerships between public and private entities to aid in supporting the FJC

·  Must provide services from a location by the third year of funding

Contracts for this project are expected to be 3 years and have a maximum liability of $240,000.

Applications under this solicitation shall be considered on a “rolling” basis and shall be first-come-first-served with respect to application review and consideration for award.

The state reserves the right to stop taking project proposals at any time. Once all funding has been awarded, the state reserves the right to stop considering project proposals regardless of where an applicant might be in the application progress.

Interested applicants should submit an Intent to Apply and Commitment Questionnaires for key agencies (list provided at the link).

Applicants will then be contacted for a readiness assessment and those selected to apply will complete the Application.

Q: I submitted my application’s intent to apply under the wrong category. Do I need to submit a second intent to apply?

A: Please email CriminalJustice.Program@tn.gov with an official request to change this information on the Intent to Apply document.

Q. How is match calculated?

A: Match can be calculated two ways:

            (STOP /JAG) Federal $ / .75 x .25 = ____________   

            (VOCA) Federal $ / .80 x .20 = ___________

            (examples: $40,000 x .25 = $10,000)    or   ($40,000 / .80) x.20 = $10,000)

For match in cash, the match amount will go in the line item. For match that is in-kind, it will go in the in-kind line item. Any items purchased over $5000 will go under Capital Expense. For more information on match please see the Grants Manual Ch. 3 Section 1. Match Requirement.

Q: No one at our agency has been trained in uniform guidance and my agency does not have a policy for this. If I don't have this is this going to knock out my application, or can I do some sort of online training pretty quickly?

A: While this will not prevent any application from moving forward in the process, if the agency application is funded, training on Uniform  Guidance is required within the first 6 months.

Q: Regarding the “Other Grant Funds Table”.  We are requesting equipment for this VOCA request.  Are you asking for grants we have received that are not related to our enhancement application?

A: Yes. This table is meant to represent all grant funds that your agency receives or anticipates that is will receive in FY 2019 for all criminal justice or victim service projects.

Q: How do we notate salary, benefits, and taxes on the budget form? Do we separate out each item?

A: There are several ways this can be noted on the budget form. Examples are below:

            Salary estimated at $____________ approximately __________% of time dedicated to project.

            Salary and benefits estimated at $___________ approximately ________% of time dedicated to project.

            Salary estimated at $ _________ Benefits estimated at $ ___________ approximately _________% of time dedicated to project.

            EX.: Salary and benefits estimated at $10,000.00 approximately 25% of time dedicated to project.

Q: Do we need to purchase an accounting system if we do not have one?

A: OCJP Grants Manual, Chapter III, Accounting Criteria (https://www.tn.gov/finance/office-of-criminal-justice-programs/ocjp/ocjp-grants-manual/financial-requirements.html ) states the subrecipient is free to use any accounting system that the subrecipient has established if the  system meets the following minimum criteria [located below in the chapter].”

Q: We get a lot of questions about supplanting. Does everyone understand what that is?

A: “Supplant” means to “replace” or “take the place of.” Federal law prohibits recipients of federal funds from replacing state, local, or agency funds with federal funds. Existing funds for a project and its activities may not be displaced by federal funds and reallocated for other organizational expenses. This is illegal.

Ex: You are awarded this volunteer coordinator position and you promote Dorothy to this position, you must backfill the position so there is an  increase in FTEs.  In the event your agency is facing a loss of funding, make that clear in your application.

Q: How do we know what our intended outputs will be if we never received VOCA funding before?

A: Intended outputs should be a projection, what you plan to serve. For example, if you know you get 500-600 clients through your door every year you can safely assume that you will serve between 400-700 clients next year. Use this information to establish a baseline of services.

Q: Is it reasonable to base numbers off of what you know and where you think your program will go? 

A: Look at what your agency did this last fiscal year, and where you are today, then project what these grant monies will allow you to do in the next year i.e. – expanding services.

Q: The Authorized Official for non-profit agencies is the Board Chair, correct?

A: For federal purposes, your authorized official is your board chair. The project director and fiscal director should be someone who is willing to take on the responsibilities of the projects implementation.  These duties are listed in the OCJP Grants Manual located:  https://www.tn.gov/finance/office-of-criminal-justice-programs/ocjp/ocjp-grants-manual.html

Q: We would like to use donated space as match. Is this allowable?

A: This is allowable under VOCA. You can find more information in the OCJP Grants Manual Chapter III. Financial Requirements (located at https://www.tn.gov/finance/office-of-criminal-justice-programs/ocjp/ocjp-grants-manual/financial-requirements.html ) states “The value of space may be used as in kind match if space is 100% owned by the agency (either through donation or it has been paid for) and used 100% for victim services.  In this case, you may use the fair market value of the space as in-kind match.  The value may not exceed the fair market value of comparable space as established by an independent appraisal of comparable space and facilities in a privately owned building in the same locality.  Agencies must obtain at least 3 comps from an independent Realtor and the use the average as the fair market value.  The basis for determining the value of personal services, materials, equipment and space must be documented."

Q: What if we submit a budget which is not accurate?

A: OCJP can only encourage agencies to complete the budget using the knowledge and resources available.  OCJP cannot say at this time if budget modifications after applications are reviewed will be accepted or will impact funding determinations.

Q: What is a State (Edison) Vendor ID?

A:  Please visit the State of Tennessee's website regarding Procurement/Supplier Information at https://www.tn.gov/generalservices/procurement/central-procurement-office--cpo-/supplier-information.html. 

Q: Regarding the “Other Grant Funds Table”.  We are requesting equipment for this VOCA request.  Are you asking for grants we have received that are not related to our enhancement application?

A: Yes. This table is meant to represent all grant funds that your agency receives or anticipates that is will receive in FY 2019 for all criminal justice or victim service projects.

For VOCA funded projects:

Q: The SAR report is required for each organization that receives VOCA funding. The information in the report is a projection of how funding will be allocated to victim services for the year. Do we wait until June 1st, 2020 to complete this form or do it prior to submission NOW, since we know the amount we are applying for?

A: SARS should be completed as part of the application process. This is a projection of how the funds will be allocated based on the project narrative.

For DV projects (VOCA funded)

Q: Since budget amounts were reduced, is the expectation that we continue to fund the same activities as the previous grant term?  Or restructure grant-funded activity to align to the reduction in funding?

A: Agencies should present programming that is victim centered and the level of services should take into account the reduction in funds and the amount of other funds the agency has available. OCJP anticipates that the majority of the reduction will come out of agency travel and supplies. The goal of targeting these areas is to minimize the service impact to victims but how an agency is impacted will vary depending upon their specific grant budget.

Q: Can we to use our shelter building as part of match for our two grants?

A: Please the OCJP Subrecipient Grants Manual Chapter XIV: Allowable Costs, Part 7 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.

Q: Will VOCA Pay for Administrative Costs associated with the grant?

A: Please the OCJP Subrecipient Grants Manual Chapter XVI Cost Allocation regarding the definition of allowable costs. The grant cannot pay for any costs associated with preparing the application itself.

Q: We were wondering, is it okay to include salary positions in our budget for one fiscal year and not the next in response to the reduced federal allocation amount? 

A: Agencies should apply for what is needed to support the proposed project.

For Law Enforcement Victim Coordinator projects:

Q: Who qualifies as a Volunteer? How many hours are volunteers required to work?

A: The Fair Labor Standards Act defines volunteer as “an individual who performs hours of service for a public agency for civic, charitable, or humanitarian reasons without promise, expectation, or receipt of compensation for services rendered…” 29 CFR 553.101(a). “The1985 Amendments provide that employees may volunteer hours of service to their public employer or agency provided ‘such services are not the same type of services which the individual is employed to perform for such public agency.’ The phrase ‘same type of services’ means similar or identical services.” 29 CFR 553.103.

For more information please see the Subrecipient Grants Manual Section III> Financial Requirement.

There is no minimum threshold of hours provided. Only that an agency who is granted VOCA funding utilize volunteers.

Q:  What is the Department of Revenue registration or exemption process?

A:  See this presentation for guidance.

Q: Is there a page limit on applications?

A: There is no page limit; However, we encourage agencies to clearly and concisely explain the problems and needs of communities they propose serving and how their project will address those needs through the described activities, inputs, etc.

Information and statistics that are global, national, or in other ways is outside the scope of your particular project is not necessary

Q: I am a government agency. Do I need to turn in a Cost Allocation Plan, Indirect Cost Rate, or De Minimis?

A: No, those items are for non-profits that might apply for a grant.