U.S. Department of Justice Office on Violence Against Women OVW Legal Assistance for Victims Grant Program Fiscal Year 2004 Solicitation GMS Registration Deadline: February 2, 2004 Application Deadline: February 17, 2004 Office on Violence Against Women 810 Seventh Street, N.W. Washington, D.C. 20531 John Ashcroft Attorney General U.S. Department of Justice Diane M. Stuart Director Office on Violence Against Women Department of Justice Response Center: 1-800-421-6770 TTY 202-307-2277 Office on Violence Against Women World Wide Web Homepage: www.ojp.usdoj.gov/vawo Application for Legal Assistance for Victims Grant Program World Wide Web Homepage: www.ojp.usdoj.gov/fundopps.htm INTRODUCTION About the Office on Violence Against Women The Office on Violence Against Women (OVW) is a component of the U.S. Department of Justice. Created in 1995, the OVW implements the Violence Against Women Act (VAWA) and subsequent legislation and provides national leadership against domestic violence, sexual assault, and stalking. Since its inception, the Office has launched a multifaceted approach to implementing VAWA. By forging state, local and tribal partnerships among police, prosecutors, the judiciary, victim advocates, health care providers, faith leaders, and others, VAWA grants help provide victims with the protection and services they need to pursue safe and healthy lives and enable communities to hold offenders accountable for their violence. Addressing Legal Assistance for Victims This Program is intended to increase the availability of legal assistance necessary to provide effective aid to victims of domestic violence, stalking, or sexual assault who are seeking relief in legal matters arising as a consequence of that abuse or violence. The LAV Program awards grants to law school legal clinics, legal aid or legal services programs, domestic violence victims' shelters, bar associations, sexual assault programs, private nonprofit entities, including faith-based and community-based organizations, and Indian tribal governments. These grants are for providing direct legal services to victims of domestic violence, sexual assault, and stalking in matters arising from the abuse or violence and for providing enhanced training for lawyers representing these victims. The goal of the LAV Program is to develop innovative, collaborative projects that provide quality representation to victims of domestic violence, sexual assault, and stalking. AVAILABILITY OF FUNDS Availability of Funds Funding to support the Legal Assistance for Victims Grant Program in Fiscal Year 2004 is contingent upon Congressional appropriation of funds. Therefore, awards under this program are subject to Congressional appropriation. Award Period The award period for new and continuation grants will be 24 months. Budgets must reflect 24 months of project activity. Award Amount Applicants should carefully consider the resources needed to successfully implement the project proposed and present a realistic budget that accurately reflects project costs. FY 2004 grants will be awarded to new projects based on the following guidelines: • Multicounty projects servicing 9 counties or fewer are eligible for a maximum award of $450,000 for 24 months. • Projects servicing 10 counties or more are eligible for a maximum award of $650,000 for 24 months. • Projects that are statewide are eligible for no more than $850,000. • Applicants serving tribal areas may approximate how many counties would be involved in their proposed project to determine their budget request. • OJP may elect to make grants for greater or lesser amounts than requested, and to negotiate the scope of work with applicants prior to award of a grant. Applications for continuation funding will be considered based on their current funding level. Current projects may also include an increase in the cost of living in their budget request. A very modest expansion of services may also be considered. APPLICATION DUE DATE Please note that final applications are due by 5:30 pm (EST) February 17, 2004, and will be accepted only through the U.S. Department of Justice's Office of Justice Programs online Grant Management System (GMS). In addition, applicants should register online. It may take up to one week for you to receive confirmation that you are eligible to apply. Applications sent by fax will not be accepted. Applicants should register online with the OJP Grants Management System (GMS), at the GMS website www.ojp.usdoj.gov/fundopps/htm, by February 2, 2004 or at least two weeks prior to the application deadline. Please refer to the "How to Apply" section on page 16 of this solicitation for further instructions. PROGRAM ELIGIBILITY Eligible Grantees To maximize the jurisdictions, and thereby victims served by LAV grants, recipients of FY 1999, FY 2001, or FY 2003 funding who have current awards, and their project partners, are not eligible to apply regardless of whether they propose services for a different geographical area. Only FY 1998, FY 2000, FY 2002 grantees and new applicants are eligible to apply for FY 2004 funding. FY 2000 and 2002 grantees who are out of compliance, including delinquent progress reports and/or financial status reports, will not be considered for funding. • All applicants who have not received prior grant funding under this grant program are eligible to apply for FY 2004 funding. • Recipients of FY 1999 and 2001 funding who did not receive an FY 2003 continuation award are eligible to apply for new FY 2004 funding. Please note: if such an application is successful, it will be processed as a new award not a supplemental or continuation award. OVW will close out the prior award. • An applicant or project partner may submit only one LAV Program application per fiscal year. • Project partners who have not received funding from any other LAV funded project in the amount of $50,000 or more, and are not current partners in an application to be submitted in FY 2004 are eligible to apply as a lead applicant or project partner. Eligible Applicants By statute, eligible entities for this program are the following: • Private Nonprofit Entities • Publicly funded organizations not acting in a governmental capacity • Indian Tribal Governments or Consortia Eligible applicants are required to enter into a collaborative working relationship with a nonprofit, nongovernmental domestic violence and/or sexual assault program within the community to be served. Current grantees are eligible for supplemental or continuation funding to support on-going activities or to enhance those activities for an extended period of time. Continuation or supplemental funding is not guaranteed. All applications will be subject to peer review and internal review by OVW staff. Those applications receiving the highest scores will be eligible for funding. Additional Criteria Applicants should meet the following criteria in order to be eligible for funding: Victim services programs must reflect (e.g., through mission statements or training for all staff) an understanding that the violence perpetrated against victims is grounded in an abuse of power by an offender and reinforced through intimidation and coercion. • Victim services programs must address a demonstrated need in their communities by providing services that promote the integrity and self sufficiency of victims, improve their access to resources, and create options for victims seeking safety from perpetrator violence. • Legal services programs must consult and coordinate with nonprofit, nongovernmental victim services programs including sexual assault and domestic violence victim services programs. PROGRAM SCOPE The scope of the LAV Program is defined by the following statutory program purpose areas and program priority areas. Proposed projects must implement activities consistent with the statutory program purpose areas. Proposed projects must address at least one purpose area, but do not need to address multiple purpose or priority areas in order to receive support. Statutory Purpose Areas By statute funds may be used : (1) to implement, expand, and establish cooperative efforts and projects between domestic violence and sexual assault victim services organizations and legal assistance providers to provide legal assistance for victims of domestic violence, stalking, and sexual assault; (2) to implement, expand, and establish efforts and projects to provide legal assistance for victims of domestic violence, stalking, and sexual assault by organizations with a demonstrated history of providing direct legal or advocacy services on behalf of these victims; and (3) to provide training, technical assistance, and data collection to improve the capacity of grantees and other entities to offer legal assistance to victims of domestic violence, stalking, and sexual assault. Certification Requirements To be eligible for an award, applicants shall certify that they are in compliance with the statutory requirements. The details of these requirements are located in the Application Content and Guidelines section of this solicitation. Exclusive Provision of Services to Sexual Assault, Stalking, and Domestic Violence Victims All applicants for LAV grants are required to ensure that services supported by these funds will be provided to sexual assault, stalking, or domestic violence victims who cannot afford legal services as determined by the lead applicant or project partner after an intake interview with the prospective client. Grants funds cannot be used to support legal representation in the following areas: • Tort cases • Child sexual abuse cases • Cases involving the child protection system • Victim service employee cases Activities That May Compromise Victim Safety Ensuring victim safety is the guiding principle underlying the LAV Program. Experience has shown that certain practices compromise victim safety rather than enhance it. For example, forcing a victim to testify against an abusive partner may sometimes place that victim at greater risk of continuing or escalating violence. In addition, some responses by the justice system may minimize or trivialize the offender's criminal behavior. Accordingly, consistent with the goals of assuring victim safety and holding perpetrators accountable for their criminal conduct, applicants are discouraged from proposing projects that include any of the activities listed below: Mediation, alternative dispute resolution, or joint counseling as a response to domestic violence, sexual assault, or stalking. Policies or practices that discourage accepting cases for victims who do not have physical evidence. Refusal to represent victims who are also respondents/defendants. Representation on the condition that victims seek protection orders, counseling, or some other course of action with which they disagree. Failure to conduct safety planning with clients. Review Process All applications will be subject to peer review and internal review by OVW staff and will be scored according to the criteria set forth in this solicitation. The Office on Violence Against Women will establish panels of experts and practitioners to review applications. The panels will review the information provided in the application against the selection criteria for the program. Internal review will consider the geographic distribution of the applications from a national and statewide perspective, the ratio of population to services, the existence of under-served communities, and the type of projects already funded within an applicant's state or community. New and continuation applications are eligible for a total of 100 possible points. For current grantees applying for continuation funding, the status of the current project will be considered during the OVW internal review. For current grantees applying for continuation funding, the status of the current project will be considered during the OVW internal review process. Continuation application scores may be affected by as many as ten points. The status of current grant-funded activities, past performance and geographic distribution will be taken into consideration as part of this internal review process. Applications with the highest composite scores will be eligible to receive funds available for this grant program. The Office has the discretion to negotiate the scope of work with applicants prior to making an award. Furthermore, current grantees should note that continuation or supplemental funding is not guaranteed. All applications will be subject to peer review and internal review by Office staff and will be scored according to the criteria set forth in this solicitation. Applications with the highest scores will be eligible to receive funds available for this grant program. APPLICATION CONTENT and GUIDELINES Applicants must complete each of the following sections as part of their proposals. For each section listed below, please note the corresponding maximum point value that may be assigned during the review process. All applicants must use the following page format requirements: Double spaced 8 ½ x11 inch paper One inch margins Type no smaller than 12 point 12 characters per inch Points may be deducted for failing to adhere to the above page format requirements. New Requirement Beginning October 1, 2003, a Dun and Bradstreet (D&B) Data Universal Numbering System (DUNS) number must be included in every application for a new award or renewal of an award. The DUNS number will be entered into GMS by the applicant. The DUNS number will be required whether an applicant is submitting an application on paper, through OJP's Grants Management System, or using the government-wide electronic portal (Grants.gov). An application will not be considered complete until a valid DUNS number is provided by the applicant. Individuals who would personally receive a grant or cooperative agreement from the Federal government are exempt from this requirement. Applicants can receive a DUNS number at no cost by calling the dedicated toll-free DUNS Number request line at 1-800-333-0505. If you have any questions, please contact the Office of the Comptroller's Customer Service Center at 1-800-458-0786. Application for Federal Assistance (SF- 424) The SF-424 will be filled out online through GMS. The Catalog of Federal Domestic Assistance number for this Program is 16.524, and the title is LAV Program (block 10). The federal cognizant audit agency and fiscal year of the applicant organization should be listed in block 11 of the form. Applicants must ensure that the information for the authorizing official and alternate contact are filled out correctly. The authorizing official is the individual authorized to accept grant funds on behalf of the jurisdiction or nongovernmental private entity applying. If the individual applying online is not the authorizing official, that individual must list the authorizing official's name and contact information where appropriate. Status of the Current Project (not to exceed 5 pages): Applicants for continuation funding only: State what has been accomplished by the current project, including 1) a description of the goals and objectives from the prior grant period and the status of each; 2) the status of any project products; and 3) any unanticipated obstacles to project implementation. This section should be as clear and succinct as possible. Projects will be rated by OVW using the following criteria: • Whether progress reports submitted by the applicant, in conjunction with monitoring conducted by OVW, demonstrate the effectiveness of the current project, indicating progress toward meeting project goals and objectives, and demonstrate that the current project has progressed in a timely manner as outlined in the original proposal. • Whether the grantee has demonstrated that past activities supported with (insert program name) funds have been limited to (insert program name) Purpose Areas. • Whether the grantee has complied with all special conditions of their existing grant award from the Department of Justice. • Whether the grantee has adhered to programmatic and financial reporting requirements. • Whether the grantee has completed the project goals, objectives, and products according to the approved time line. • Whether the grantee has demonstrated a commitment to sustaining the project after federal funds are no longer available. • Whether the grantee appropriately utilized and actively participated in OVW sponsored workshops and other technical assistance events required as a Special Condition of the current award. • Whether the grantee has received financial clearances on all current grants from OVW. • Whether the grantee has complied with the OMB audit requirement. Applicants who have failed to comply with any or all of the aforementioned criteria could have as many as 25 points deducted from their application score. In addition, OVW reserves the right to disqualify an application from consideration, if an applicant is found to be substantially out of compliance with the criteria. Minimum Requirements To be eligible for an award under the LAV Program, applicants must certify that they are in compliance with the following statutory requirements: (1)Any person providing legal assistance through a program funded under (this Program) has completed or will complete training in connection with domestic violence or sexual assault and related legal issues. (2) Any training program conducted in satisfaction of the requirement of paragraph (1) has been or will be developed with input from and in collaboration with a state, local, or tribal domestic violence or sexual assault program or coalition, as well as appropriate State and local law enforcement officials. (3) Any person or organization providing legal assistance through a program funded under (this Program) has informed and will continue to inform State, local, or tribal domestic violence or sexual assault programs and coalitions, as well as appropriate State and local law enforcement officials of their work. 4) The grantee's organizational policies do not require mediation or counseling involving offenders and victims physically together, in cases where sexual assault, domestic violence, or child sexual abuse is an issue. Applications will be evaluated by a peer review panel based on the application's ability to demonstrate a capacity and ability to adhere to the following criteria: Provide comprehensive legal services to sexual assault, stalking, and domestic violence victims who cannot afford legal services as determined by the lead applicant or project partner after an intake interview with the prospective client. Services should, as much as possible, include representation for emergency and nonemergency protection order hearings and other legal matters arising as a consequence of the abuse or violence, including family, immigration, administrative agency, or housing matters, protection or stay away order proceedings, and other similar matters. However, grant funds may not be used to support law reform initiatives, including but not limited to litigation. Provide comprehensive legal services to underserved communities. OVW encourages applicants to serve communities which have been traditionally underserved. To receive an additional 5 points applicants that propose to deliver services to an underserved community must demonstrate a capacity to continue serving that community. To demonstrate this, applicants may: 1) highlight their organization's accomplishments within the community; 2) show a history of formal and informal collaborations in the community; and/or 3) obtain letters of support from community based organizations. None of these is required and other methods of demonstrating capacity to serve a traditionally underserved community are acceptable. Coordinate with local nonprofit, nongovernmental sexual assault and/or domestic violence programs. All applicants must enter into formal collaborations with nonprofit, nongovernmental sexual assault and/or domestic violence programs (e.g., rape crisis centers, local battered women's shelters, victim advocacy organizations or coalitions). While a limited number of legal services programs around the country are already operated by sexual assault and/or domestic violence programs, most legal services programs have not traditionally collaborated with domestic violence or sexual assault organizations. To promote and enhance these partnerships, the Legal Assistance for Victims Program requires that all applicants submit a memorandum of understanding, signed by the leadership of all agencies or organizations participating in the proposed project. Similarly, the budget for the proposed project should reflect appropriate compensation for staff from the participating sexual assault and/or domestic violence programs and legal services programs. Implement guidelines outlined in The Legal Assistance for Victims Grant Recipients' Policy Manual. Successful applicants will receive and are encouraged to implement, to the extent possible, protocols directed at enhancing victim safety. These include, at a minimum, conflict of interest, confidentiality, screening for domestic violence, and providing services to enhance the safety of victims. (The LAV Grant Recipients' Policy Manual is available at www. ojp.usdoj.gov/vawo) Also, the Office has an interest in projects that: • Establish or strengthen projects focused solely or primarily on providing a broad range of legal representation to victims of sexual assault. • Establish or strengthen programs that provide comprehensive representation to victims of domestic violence, stalking and sexual assault on lands within the jurisdiction of an Indian tribe. Summary Data Sheet (not to exceed 1 page): 1 Point Please identify the following: The legal service provider(s), domestic violence, and/or sexual assault victim services program(s), and/or any other collaborating entity involved in the project; and Other grants to support similar work for which you have applied to other components of the Office of Justice Programs, other federal agencies, or the Legal Services Corporation. Abstract (not to exceed 1 page): 1 Points The proposal abstract, when read separately from the rest of the application, is meant to serve as a succinct and accurate description of the proposed project and should describe concisely the current project goals and objectives. Summaries of past accomplishments should be avoided in the abstract. Abstracts will be reviewed by the peer review panel according to the following criteria: • Conciseness • Accuracy in summarizing the Project Narrative. Project Narrative: (60 Points Total) The Project Narrative for new applicants must not exceed 15 double-spaced typed pages. The project narrative for applicants applying for supplemental funding must not exceed 20 double-spaced, typed pages. The components of the Project Narrative are worth a cumulative total of 60 points. The narrative should include a project period of 24 months. A peer review panel will evaluate each applicant's project narrative according to the criteria: Need for the Project 4 points This section should describe briefly the problem to be addressed and how funding would alleviate it; identify the target population and state how the target population would benefit from the proposed project (please use current demographic information in order to be as specific and detailed as possible when describing the population to be served); and describe the communities in which the project would be implemented, including location, population, and demographic information. For multicounty projects, please submit a map of counties that illustrates which counties will be served in relation to the rest of the state in which they are located. What Will be Done 30 points Applicants should detail the project goals and objectives, describe the specific tasks and activities necessary for accomplishing each, and include a reasonable time line that identifies when activities will be accomplished. Supplemental grants must be based on the original project goals, objectives, and activities; however, requests for modest project expansion may be considered. The application should describe how additional funding will continue and/or enhance the existing project. This section should also include a description of the products, if any, that will be generated and how these products could be used to assist other communities to address the legal needs of victims of domestic violence, sexual assault, and stalking. LAV funds may not be used to support the development of websites or video production. Some communities would not benefit from the development of new products. Please provide an explanation if your application does not contemplate the development of any products. Do not include a restatement of project activities in this section. Selection Criteria In addition to the criteria above, this section will also be rated on the following: • The extent to which all project activities fall within the statutory scope of the program. • The extent to which proposed activities would address the need described. • The extent to which project activities seem feasible and likely to succeed; • The extent to which the proposal does not include activities that compromise victim safety. • Project activities are clearly described and reflect sound and innovative strategies to improve victim safety. • The extent to which direct legal services will be provided. Who Will Implement the Project 10 Points All applicants must identify the agency(ies) or office(s) responsible for carrying out the project. This section should clearly identify all of the project partners, specify their respective roles and responsibilities, and describe the collaborative relationship to be developed/enhanced, and demonstrate the capacity of all project partners to serve victims of domestic violence, sexual assault, and/or stalking. How Effectiveness Will be Measured 10 Points This section should describe the criteria that would be used to measure the project's effectiveness. It should explain how the review would be conducted and identify the specific data collection and analysis techniques to be used. The review should be designed to provide an objective assessment of the effectiveness of the procedures, technology, or services supported with grant funds. Whenever appropriate, the review process should be designed to provide ongoing or periodic feedback on the effectiveness or utility of particular programs, educational offerings, or achievements, which could then be further refined as a result of the review process. Sustainability Plan 5 Points Because this is a competitive, discretionary program, there is no guarantee of continuation funding. Applicants are required to include a plan describing their commitment and capacity to continue the project if Federal funding through LAV is no longer available. The plan will be evaluated on whether it proposes feasible strategies to preserve project activities long-term. Continuation or supplemental funding is not guaranteed and applicants are encouraged to seek additional means of support to sustain their current projects. Sustainability plans may vary depending on whether the applying organization is new, continuation, urban or rural based applicant, and/or receives other federal funding. The sustainability plan should be feasible and include a combination of strategies to obtain funding from any or all of the following sources: local foundations, planned giving, community events, state and local government, corporate sponsorship, and donations of goods (equipment) and pro bono services. Applicants can also demonstrate project sustainability by including match addressing nonfederal contributions to the program. Match, however, is not required. Related Federal Projects: 1 Point To facilitate better coordination with the STOP Violence Against Women Formula Grants Program and other federal agencies, each applicant must show how the proposed project would complement other initiatives supported with federal funds. Applicants are required to provide the following information in the application: (1) A list of active federal grant awards already supporting this or related efforts, including the program or project title; the federal grant- making agency; the federal award amount; and a very brief description of the project purpose. (2) Information on any pending application(s) for federal money for this or related efforts. (3) How existing efforts would be coordinated with the funding sought through this application. (4) How the proposed project complements the state's STOP Violence Against Women Formula Grants Program Implementation Plan. Note: Applications that do not fall within the scope of these statewide strategies will not be disqualified from the review process. Applicants are strongly encouraged to share a copy of their proposal with their State's STOP Administrator within two weeks of submitting the application to the Office. A list of STOP State Administrators can be found at www.ojp.usdoj.gov/state.htm. Budget Detail 18 Points Each application must include a detailed budget and budget narrative for the project. The budget must be complete, reasonable, and cost-effective in relation to the proposed project. (See Sample Budget at Appendix B). The budget should provide the basis for the computation of all project-related costs. It should cover the cost of all components of the project and clearly identify costs attributable to the project evaluation. There must be a clear link between the proposed activities and the proposed budget items. The budget should include only activities, products, and resources necessary for project implementation and discussed in the project narrative. In developing the budget, applicants should bear in mind that all partners should be fairly compensated for their participation in any project- related activities, including but not limited to compensation for time and travel expenses to attend or provide training and/or mentoring. The budget must include compensation for all services rendered by project partners, including nonprofit, nongovernmental domestic violence victim services programs. The LAV Program has no match requirement. Budget Caps The following award limits are firm and apply even to applications for supplemental funding. The proposed budget should be in proportion to the number of counties to be served. Under no circumstances should the proposed budget exceed the following limits: Projects serving fewer than 10 counties will be awarded no more than $450,000. Projects serving 10 counties or more but not serving an entire state will be awarded no more than $650,000. Projects that are statewide will be awarded no more than $850,000. Applicants serving tribal areas may approximate how many counties would be involved in their proposed project to determine their budget request. Applications for continuation funding will be considered based on their current funding level. Current programs should also include an increase in the cost of living in their budget request. A very modest expansion of services may also be considered. Budget Requirements The following is a short list of budget guidelines: Consultant rates in excess of $450 per day require prior approval by the Office on Violence Against Women. Projects serving fewer than 10 counties must allocate $10,000 for travel costs associated with technical assistance and capacity- building activities sponsored by OVW-designated technical assistance providers. Tribal consortia and projects serving 10 counties or more must allocate $15,000 for these activities. All applicants must provide an estimated breakdown of the number of trips, number of travelers, approximate airfare, lodging and per diem for this budget allocation. Applicants may use a portion of the travel and technical assistance allocation to attend financial management training seminars sponsored by OJP's Office of the Comptroller. These seminars instruct participants in the financial administration of OJP formula and discretionary grant programs. A schedule listing the financial training seminars is available at www.ojp.usdoj.gov/oc/ fmts.htm. Applicants must provide justification for all budget items including bar dues, legal publications, and rent. Justification should be based on the ratio of project personnel who are full-time equivalents as compared to the number of full-time personnel in the applicant agency. Memorandum of Understanding (not to exceed 5 pages): 20 Points Each application must include, as an attachment, a current (i.e., signed and dated in calendar year 2003- 2004) Memorandum of Understanding (MOU) developed and signed by the chief executive officers and/or directors of all participating agencies such as nonprofit, nongovernmental victim services programs, legal services programs, Indian tribal governments and public entities not acting in a governmental capacity. (See Sample MOU at Appendix C). Page limit does not include signature page. The MOU must: • Provide a brief history of the collaborative relationship among the partners, including when and under what circumstances the relationship began and when each partner joined the collaboration. • Describe any changes in the collaboration, including an explanation or description of any new or additional partners that have been added or any partners that would no longer participate; • Specify the extent of each party's expertise and participation in developing the application; • Clearly state the roles and responsibilities each organization or agency will assume to ensure the success of the proposed project; • Identify the representatives of the planning and development team who will be responsible for planning, developing, and implementing project activities and describe how they will work together and how they will work with project staff; • Demonstrate a commitment on the part of all partners to work together to achieve stated project goals; • Indicate approval of the proposed project budget by all signing parties; and • Describe the resources each partner will contribute to the project either through time, in- kind contribution, or with the use of grant funds (for example, office space, project staff, training). All applications which are not from domestic violence or sexual assault victims services agencies must include the MOU as a separate attachment to the application. Applications from agencies that provide services to domestic violence or sexual assault victims must submit a Memorandum in Support of Request for Exemption (MOE) as a separate attachment to the application. (See Sample MOE at Appendix C). The MOE should reflect the following: • One of the primary purposes of the victim services program is providing services to victims of sexual assault or domestic violence. • The length of time the victim services organization has operated. • Organization's accomplishments in the community. Letters of support may not be submitted in lieu of the MOU. After you have completed the SF-424 and attached the project narrative and budget worksheets in GMS and received confirmation and an application number, please fax the MOU or MOE to (202) 354-4147. Be sure to reference your application number and the title of the Office program to which you are applying on the faxed documents. Assurances (Form 4000/3) and Certifications Regarding Lobbying; Debarment, Suspension, and Other Responsibility Matters; and Drug-Free Workplace Requirements (Form 4061/6) Review the assurances and certification forms. Agreement to these assurances and certifications will be assumed upon receipt and is required in order to submit an application received through GMS. NOTE: If the authorizing official is not the individual submitting the application in the GMS system, be sure the correct authorizing official information has been entered. Anti-Lobbying Act The Anti-Lobbying Act, 18 U.S.C. § 1913, recently was amended to expand significantly the restriction on use of appropriated funding for lobbying. This expansion also makes the anti-lobbying restrictions enforceable via large civil penalties, with civil fines between $10,000 and $100,000 per each individual occurrence of lobbying activity. These restrictions are in addition to the anti-lobbying and lobbying disclosure restrictions imposed by 31 U.S.C. § 1352. The Office of Management and Budget (OMB) is currently in the process of amending the OMB cost circulars and the common rule (codified at 28 C.F.R. part 69 for DOJ grantees) to reflect these modifications. However, in the interest of full disclosure, all applicants must understand that no federally appropriated funding made available under this grant program may be used, either directly or indirectly, to support the enactment, repeal, modification or adoption of any law, regulation, or policy, at any level of government, without the express approval by OJP. Any violation of this prohibition is subject to a minimum $10,000 fine for each occurrence. This prohibition applies to all activity, even if currently allowed within the parameters of the existing OMB circulars. Certification of Nonsupplanting A letter to OVW's Director, Diane M. Stuart, certifying that supplanting of non-Federal funds will not take place should a grant award be made, must be faxed to (202) 354- 4147 or electronically scanned and submitted as an attachment via GMS. Please refer to Appendix D for a sample letter. Be sure to reference your application number. Indirect Cost Rate Agreement If your organization is requesting indirect costs for this project, please include a copy of your current, signed indirect cost rate agreement. The indirect cost rate agreement must be faxed to (202)354-4147. ADDITIONAL PROGRAM REQUIREMENTS Office on Violence Against Women Technical Assistance Program Grant recipients must agree to work closely with the Office staff and technical assistance providers. Grantees are required to attend at least (2) OVW sponsored Technical Assistant events. As participation in technical assistance events will often involve out-of-state travel, applicants are required to include funds in the project budget to support travel costs associated with these activities. Please see Budget Requirements section. Performance Measures and Evaluation There are two statutory requirements that mandate VAWA grantees to collect and maintain data that measure the effectiveness of the funded project. The Government Performance and Results Act of 1993 (GPRA), was enacted to increase Congressional and Administrative focus on the results from government programs and activities. At its simplest, GPRA asks "What are we getting for the money that we are spending?" To make GPRA more directly relevant for federal officials who manage grant programs, GPRA expands this question into three: What is your program trying to achieve? How will its effectiveness be determined? How is it actually doing? All OVW grant recipients are required to report on the effectiveness of their programs. Specifically, OVW is seeking information that will illustrate the effectiveness of grant supported activities, including baseline information and post- project information that can demonstrate the effectiveness and the impact of coordination of community-based services on victims of violence and sexual assault. This information will be incorporated into the semi-annual progress reports described below. All applicants must report: The number of individuals served. The number of individuals persons seeking services who could not be served. Training provided with LAV funds including number and disciplines of those trained. Number of cases handled, including type of legal issue addressed and number of victims served. Number of pro bono attorneys recruited, trained, and mentored and number of cases accepted for representation by pro bono attorneys. Program effectiveness reporting activities should be conducted in compliance with the "Confidentiality of Identifiable Research and Statistical Information" protection requirements. Reporting Requirements Grantees will be required to submit quarterly Financial Status Reports and semi-annual Progress Reports. In addition, grant recipients who expend $500,000 or more of federal funds during this fiscal year are required to submit a single organization-wide audit. Additional information on these reporting requirements will be provided to successful applicants in the award package. Financial Capability Questionnaire All nonprofit, nongovernmental organizations who apply for funding with OVW and who have not previously (or within the last 3 years) received funding from OVW must complete a Financial Capability Questionnaire. The form can be found at http://www.ojp.usdoj.gov/oc. OJP Financial Guide All grantees are required to comply with the regulations and requirements outlined in the OJP Financial Guide. The Financial Guide includes information on allowable costs, methods of payment, audit requirements, accounting systems, and financial records. Copies are available from the Department of Justice Response Center (1-800-421-6770) and also through the OJP web page: http:/www.ojp.usdoj.gov/FinGuide. Suspension or Termination of Funding OVW may suspend funding in whole or in part, terminate funding, or impose another sanction on a recipient who has failed to comply substantially with the following: • The requirements of VAWA and statutory objectives of LAV; • Timely submission of quarterly Financial Status Reports; • Timely submission of Annual Progress Reports; • The regulations and/or guidelines issued for the LAV program; or • The application submitted in accordance with the provisions of VAWA or other provision of any other applicable federal Act. OVW will provide reasonable notice of its intent to impose sanctions and will attempt informally to resolve the problem. Hearing and appeal procedures will follow those in the Department of Justice regulations in 28 CFR Part 18. Single Point of Contact Review Executive Order 12372 requires applicants from State and local units of government or other organizations providing services within a State to submit a copy of the application to the State Single Point of Contact (SPOC), if one exists, and if this Program has been selected for review by the State. Applicants must contact the State SPOC to determine if the program has been selected for State review. The date that the application was sent to the SPOC or the reason such submission is not required should be indicated on the Form SF-424. The list of SPOCs can be found at http://www.whitehouse.gov/omb/grants/spoc. html. Faith-Based Organizations Consistent with President Bush's Executive Order 13279, December 12, 2002, it is OVW policy that faith-based and community organizations, that statutorily qualify as eligible applicants under OVW programs, are invited and encouraged to apply for assistance awards. Faith-based and community organizations will be considered for awards on the same basis as other eligible applicants and, if they receive assistance awards, will be treated on an equal basis with non faith-based and community organization grantees in the administration of such awards. No eligible applicant or grantee will be discriminated against on the basis of its religious character or affiliation, religious name, or the religious composition of its board of directors or persons working in the organization. Civil Rights Compliance All recipients of Federal grant funds are required to comply with nondiscrimination requirements contained in various Federal laws, including Title VI of the Civil Rights Act of 1964 ("Title VI") and section 809 of the Omnibus Crime Control and Safe Streets Act of 1968 ("Safe Streets Act"), as amended. In the event that a court or administrative agency makes a finding of discrimination on grounds of race, color, religion, national origin, gender, disability, or age against a recipient of funds after a due process hearing, the recipient must agree to forward a copy of the finding to the Office of Civil Rights of the Office of Justice Programs. All applicants should consult the Assurances required with the application funds to understand the applicable legal and administrative requirements. Services to Limited-English-Proficient (LEP) Persons National origin discrimination includes discrimination on the basis of limited English proficiency (LEP). To ensure compliance with Title VI and the Safe Streets Act, recipients are required to take reasonable steps to ensure that LEP persons have meaningful access to their programs. Meaningful access may entail providing language assistance services, including oral and written translation, where necessary. The U.S. Department of Justice has issued guidance for grantees to assist them in complying with Title VI requirements. The guidance document can be accessed on the Internet at www.lep.gov or by contacting the Office of Justice Program's Office for Civil Rights at (202) 307-0690, or by writing to the following address: Office for Civil Rights Office of Justice Programs U.S. Department of Justice 810 7th Street, N.W., 8th Floor Washington, DC 20531 HOW TO APPLY Applicants must submit a fully executed application to OVW through the Grants Management System (GMS), including all required supporting documentation. Applications submitted via GMS must be in the following formats: Microsoft Word (*.doc*), PDF files, (*.pdf*), or Text Documents (*.txt*). (Please refer to Appendix A, the GMS Quick Start Guide.) The following documents must be submitted via GMS: SF-424; Certifications and Assurances; the project abstract and project narrative; and the budget, budget summary and budget narrative. Supporting documentation can be submitted either via fax to (202)354-4147, or electronically through GMS, and can include: MOU or MOE; and Certification of nonsupplanting. Note: The Catalog of Federal Domestic Assistance (CFDA) Number for the LAV Program is 16.524. The application number must be included on the cover page of all faxes. Detailed instructions on how to use the GMS system to submit your application online are available at The Office's website: www.ojp.usdoj.gov/vawo. Also, a toll-free telephone number has been established for you to receive technical assistance as you work through the online application process, 1-888-549-9901. APPLICATION DUE DATE Applications must be received by the close of business (5:30 p.m. E.S.T.) on February 17, 2004 through the Grants Management System (GMS). The application attachments (e.g. MOU, MOE, Certification of Non- Supplanting, etc.), which may be faxed to (202) 354-4147 must also be received by 5:30 p.m. EST on February 17, 2004. We recommend that you register through GMS at least two weeks before the application due date, or no later than February 2, 2003. All applicants must receive confirmation that you are eligible to submit an application through GMS prior to completing the application submission process. ____________________________ For additional information, please contact the Office on Violence Against Women at (202) 307-6026. APPENDIX A GMS Quick Start Guide Quick-Start Guide to Using the Office of Justice Programs Online Grants Management System Quick-Start Guide to Using the Office of Justice Programs Online Grants Management System Step 1. Using your established Internet account,* go to www.ojp.usdoj.gov/fundopps.htm. An online GMS Application Procedures Handbook is available on this page, and you may link directly to OJP's Grants Management System (GMS), which will provide online "help" screens. Step 2. Select "Logon to the Grants Management System (GMS)" to apply for OJP grant funding. Step 3. If you have never used GMS, click on "New User? Register Here" and follow the on-screen instructions to register with GMS. After you register, you must select the FY 2004 Legal Assistance for Victims Grants Program solicitation and begin working on it so that your registration will be sent to the Office. You will receive confirmation through email that you are eligible to submit your application. Confirmation may take up to one week. If you are not a new user and have a GMS password, click on "Login." If your password has expired, you will receive an "Authentication Error" or "Unauthorized User" message. In this case, click on "Having Login Problems?" for assistance in updating your password. Please Note: Applicants must ensure that the information for the authorizing official and alternate contact is entered correctly. The authorizing official is the individual authorized to accept grant funds in your organization (e.g., executive director, attorney general, governor). If the individual applying online is not the authorizing official, that individual must list the authorizing official's name and contact information where appropriate. Step 4. To submit your application online, complete the on-screen 424 / Application for Federal Assistance upload your budget narrative (which should include your budget detail), program narrative, and other program attachments in either word processing or spreadsheet files. After submission, you will receive confirmation through email that the Office has received your application and you will be given an application number for future reference. Documents that cannot be submitted electronically through GMS (e.g. MOU, and certification of nonsupplanting) must be faxed to both (202) 354-4140 and (202) 354-4147. You must include your GMS application number and the Program title of The Office program to which you are applying on all materials submitted by fax. If you have any questions about GMS or need technical assistance with applying online, contact the GMS Hotline at 1-888-549-9901. *If you do not have an Internet account, call the GMS Hotline at 1-888-549-9901 for assistance. Please note: Final applications, including attachments submitted via facsimile, must be submitted to OJP electronically through GMS no later than 5:30 p.m. (E.S.T.) on February 17, 2004. APPENDIX B Budget Detail Worksheet and Sample Budget OMB Approval No. 1121-0188 SAMPLE Expires 5-98 (Rev. 10/02) Budget Detail Worksheet Purpose: The Budget Detail Worksheet may be used as a guide to assist you in the preparation of the budget and budget narrative. You may submit the budget and budget narrative using this form or in the format of your choice (plain sheets, your own form, or a variation of this form). However, all required information (including the budget narrative) must be provided. Any category of expense not applicable to your budget may be deleted. (Example assumes an 24 month budget period) A. Personnel - List each position by title and name of employee, if available. Show the annual salary rate and the percentage of time to be devoted to the project. Compensation paid for employees engaged in grant activities must be consistent with that paid for similar work within the applicant organization. Name/Position Computation Cost Ellen Smith, Director ($40,000/yr x 100% x 2) $80,000 John Jones, Attorney ($40,000/yr x 100% x 2) $80,000 Administrative Assistant ($27,000/yr x 50% x 2) $27,000 Subtotal $187,000 Cost of living increase ($93,500 x 2% x 1 yr.) $1,870 The director and attorney will be assigned exclusively to domestic violence cases. A half- time administrative assistant will prepare materials and reports and provide other administrative support. A 2% cost of living adjustment is scheduled for all personnel for year 2 of the grant. TOTAL $188,870 B. Fringe Benefits - Fringe benefits should be based on actual known costs or an established formula. Fringe benefits are for the personnel listed in budget category (A) and only for the percentage of time devoted to the project. Fringe benefits on overtime hours are limited to FICA, Workman's Compensation, and Unemployment Compensation. Name/Position Computation Cost Director, Attorney, and Admin. Assistant Employer's FICA $188,870 x 7.65% $14,449 Retirement $188,870 x 6% $11,332 Health Insurance $188,870x 12% $22,664 Workman's Compensation $188,870 x 1% $ 1,889 TOTAL $50,334 C. Travel - Itemize travel expenses of project personnel by purpose (e.g., staff to training, field interviews, advisory group meeting, etc.). Show the basis of computation (e.g., six people to 3- day training at $X airfare, $X lodging, $X subsistence). In training projects, travel and meals for trainees should be listed separately. Show the number of trainees and unit costs involved, Identify the location of travel, if known. Indicate source of Travel Policies applied, Applicant or Federal Travel Regulations. Purpose of Travel Location Item Computation Cost Training To be Airfare ($2000 x 2 people x 2 trips) $8,000 Determined Hotel ($100/night x 3 nights x 2 people x 2 trips) $1,200 Meals ($50/day x 4 days x 2 people x 2 trips) $800 Travel costs have been budgeted in accordance with the organization's established travel policies to attend trainings as required by OVW. Total $ 10,000 D. Equipment - List non-expendable items that are to be purchased (Note: Organization's own capitalization policy for classification of equipment should be used). Expendable items should be included in the "Supplies" category. Applicants should analyze the cost benefits of purchasing versus leasing equipment, especially high cost items and those subject to rapid technical advances. Rented or leased equipment costs should be listed in the "Contractual" category. Explain how the equipment is necessary for the success of the project. Attach a narrative describing the procurement method to be used. Item Computation Cost 2 -Pentium III Processor ($2,000 x 2 ) $4,000 The computers will be used by the director and attorney to maintain and analyze case information. TOTAL $4,000 E. Supplies - List items by type (office supplies, postage, training materials, copying paper, and expendable items such as books, hand held tape recorders) and show the basis for computation. Generally, supplies include any materials that are expendable or consumed during the course of the project. Supply Items Computation Cost Office Supplies ($50/mo x 24 mo) $1,200 Postage ($20/mo x 24 mo) $ 480 Training Materials ($2/set x 500 sets) $1,000 Office supplies and postage are needed for general operation of the program. Training materials will be developed and used to train legal services providers on the dynamics of domestic violence. TOTAL $2,680 F. Construction - As a rule, construction costs are not allowable. In some cases, minor repairs or renovations may be allowable, Consult with the program office before budgeting funds in this category. Purpose Description of Work Cost TOTAL 0 G. Consultants/Contracts - Indicate whether applicant's formal, written Procurement Policy or the Federal Acquisition Regulations are followed. Consultant Fees: For each consultant enter the name, if known, service to be provided, hourly or daily fee (8-hour day), and estimated time on the project. Consultant fees in excess of $450 per day require additional justification and prior approval from OJP. Name of Consultant Service Provided Computation Cost Jane Doe Domestic Violence Trainer ($350/day x 30 days) $10,500 Jane Doe, Domestic Violence Trainer, will be hired, as needed, to assist with the education of attorneys providing legal services. Subtotal $10,500 Consultant Expenses: List all expenses to be paid from the grant to the individual consultant in addition to their fees (e.g., travel, meals, lodging etc.) Item Location Computation Cost Airfare San Diego $400 x 6 trips $2,400 Hotel and Meals ($100/day x 30 days) $3,000 Jane Doe is expected to make up to 6 trips to provide training and technical assistance to the project. Subtotal $5,400 Contracts: Provide a description of the product or services to be procured by contract and an estimate of the cost, Applicants are encouraged to promote free and open competition in awarding contracts. A separate justification must be provided for sole source contracts in excess of $100,000. Item Cost Not applicable Subtotal 0 TOTAL $15,900 H. Other Costs - List items (e.g., rent, reproduction, telephone, janitorial or security services, and investigative or confidential funds) by major type and the basis of the computation. For example, provide the square footage and the cost per square foot for rent, and provide a monthly rental cost and how many months to rent. Description Computation Cost Rent (550 sq. ft. x $1/sq. ft./month) $13,200 ($550 mo. x 24 mo.) This rent will pay for office space for the domestic violence unit. No space is currently available. Telephone ($100/mo. x 24) $2,400 Printing/Reproduction ($150/mo. x 24) $3,600 TOTAL $19,200 I. Indirect Costs - Indirect costs are allowed only if the applicant has a Federally approved indirect cost rate. A copy of the rate approval, ( a fully executed, negotiated agreement), must be attached. If the applicant does not have an approved rate, one can be requested by contacting the applicant's cognizant Federal agency, which will review all documentation and approve a rate for the applicant organization, or if the applicant's accounting system permits, costs may be allocated in the direct costs categories. Description Computation Cost TOTAL 0 Budget Summary - When you have completed the budget worksheet, transfer the totals for each category to the spaces below. Compute the total direct costs and the total project costs. Indicate the amount of Federal requested and the amount of non-Federal funds that will support the project. Budget Category Amount A. Personnel $188,870 B. Fringe Benefits $ 50,334 C. Travel $ 10,000 D. Equipment $ 4,000 E. Supplies $ 2,680 F. Construction $ 0 G. Consultants/Contracts $ 15,900 H. Other $ 19,200 Total Direct Costs $290,984 I. Indirect Costs $ 0 TOTAL PROJECT COSTS $290,984 Federal Request $290,984 Non-Federal Amount $ 0 APPENDIX C Sample Memorandum of Understanding Sample Memorandum in Support of Exemption SAMPLE [Applicant Letterhead] Memorandum of Understanding WHEREAS, Legal Services of America ("LSA") [applicant], XYZ Legal Aid and the ABC Safety Shelter Project have come together to collaborate and to make an application for Legal Assistance for Victims grant; and WHEREAS, the partners listed above have agreed to enter into a collaborative agreement in which LSA will be the lead agency and named applicant and the other agencies will be partners in this application; and WHEREAS, the partners herein desire to enter into a Memorandum of Understanding setting forth the services to be provided by the collaborative; and WHEREAS, the application prepared and approved by the collaborative through its partners is to be submitted to the Office of Justice Programs on or before December 13, 2001; [Description of Collaborative Relationship] provide a brief history of the collaborative relationship between the partners, including when and under what circumstances the relationship began and when each partner joined the collaboration; describe any changes in the collaboration, including an explanation or description of any new or additional partners that have been added, or any partners that would no longer participate; NOW, THEREFORE, it is hereby agreed by and between the partners as follows: The partners will provide civil legal services to victims of domestic violence, sexual assault, and stalking including: specify the extent of each party's participation in developing the application; clearly state the roles and responsibilities each organization or agency will assume to ensure the success of the proposed project; identify the representatives of the planning and development team who will be responsible for planning, developing and implementing project activities and describe how they will work together and how they will work with project staff; demonstrate a commitment on the part of all partners to work together to achieve stated project goals; and indicate approval of the proposed project budget by all signing parties. 1. LSA and XYZ will provide legal services to victims of domestic violence that will include: [Describe the resources each partner will contribute to the project either through time, in-kind contribution or with the use of grant funds (for example, office space, project staff, training).] a. obtaining protection orders, providing representation for divorce, custody and/or visitation cases and obtain child support orders; b. providing representation for administrative matters such as access to benefits for housing and/or landlord/tenant matters, and for matters related to employment, including unemployment compensation; c. providing other legal services that may become necessary to properly and completely represent a victim of domestic violence; d. develop programs to reach diverse and traditionally underserved populations, including racial, cultural, or ethnic minorities; the disabled; language minorities; or domestic violence victims in rural or inner-city areas. 2. LSA [applicant] and ABC will collaborate in the following manner: a. provide services such as comprehensive initial and on-going training to insure a consistent level of qualified representation by attorneys and/or legal advocates knowledgeable about the law and sensitive to the dynamics of battering relationships; b. attorney representing domestic violence client will confer with victim advocate about pending case where necessary with clients permission; c. meet at least three times a month for cases referral reviews and follow- up. 3. LSA and ABC will collaborate in the following manner: a. LSA will: 1. refer clients to ABC for counseling, advocacy, resources; 2. train all attorneys on interviewing, safety planning; and 3. conduct monthly outreach on legal procedures for shelter clients. b. ABC will: 1. train LSA attorneys every three months on emerging issues; 2. train all staff funded by grant initially on the dynamics of domestic violence and safety issues 3. The collaboration service area includes a ten county area in [your State]. The ten counties to be served are: 4. The partners agree to collaborate and provide civil legal, advocacy and training services to victims of domestic violence and to other providers of victims of domestic violence pursuant to the program narrative of the grant application attached to this agreement. 5. Compensation for [non-lead] partners' contribution to this project will be provided as outlined in the attached OJP budget detail. By signing here, each entity signifies approval of this collaboration including the proposed budget. ________________________ XYZ [applicant' authorizing official] Legal Services of America ___________________________ ABC Safety Shelter Project Dated: December 13, 2003 cc: Agencies and Interested Parties Please FAX to (202)354-4119 and (202)354-4147. On each page of the faxed document, please include your GMS application number on each page of the document. SAMPLE [Applicant Letterhead] Memorandum in Support of Request for Exemption The (applicant) is a domestic violence/sexual assault victim services program is applying for a Legal Assistance for Victims Grant; and The applicant has operated in the community for _______ years and provides the following services for victims ____________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ___________________________________________________; The applicant's accomplishments in the community are:_____________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ __________________________________________________________; The applicant collaborates formally and/or informally with the following organizations in the following manner:_________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ __________________________________________________________; Letters of Support from the organizations listed above are attached hereto; The applicant proposes to provide on-site legal advocacy and/or on-site legal services in the following manner: ________________________________________ ________________________________________________________________________ ________________________________________________________________________ ______________________________________________________________; The applicant is well suited to provide on-site legal advocacy and/or on-site legal services without the benefit of collaboration with a legal services organization because ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ___________________________________________________; Applicant's other noteworthy accomplishments and/or special expertise ________________________________________________________________________ ________________________________________________________________________ _______________________________________________________________ ____________________________________________________________________; Based on the foregoing, the applicant respectfully requests exemption from the collaboration requirement of this grant program. ______________________________ Name, Title Date: December 13, 2003 cc: Agencies and Interested Parties Please FAX to 202-354-4117 and 202-354-4147. On each page of the faxed document, please include your GMS application number on each page of the document. APPENDIX D Sample Certification of Nonsupplanting SAMPLE [Applicant Letterhead] [date] Diane M. Stuart, Director Office on Violence Against Women 810 7th Street, NW Washington, DC 20531 [Applicant] certifies that any funds awarded through the Legal Assistance for Victims Grant Program will be used to supplement existing funds for program activities and will not replace (supplant) nonfederal funds that have been appropriated for the purpose of providing services to victims of domestic violence, dating violence and child victimization. The [name of applicant] understands that supplanting violations can result in a range of penalties, including suspension of future funds under this program, suspension or debarment from federal grants, recoupment of monies provided under this grant, and civil and/or criminal penalties. Sincerely, [Applicant's Authorizing Official]