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WELCOME2019 GRANT AND COOPERATIVE AGREEMENT

TECHNICAL WORKSHOP

Tips for a better ApplicationSixto Fernandez, Grants Manager

Martha Ibarra, Grants Supervisor

Tips for a better Application

General TipsApplications Background LE Needs Assessment/Project

Certification Project Cost Estimate General Evaluation Criteria- Is it

needed?

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General Tips

Know your due dates Project Directors – you are the

primary contact!Copy feature eliminated – What does

this mean? Equipment – plan ahead Legislative districts – applies only to

the Project Area Preliminary comments – read and

respondReview your Application – no do-overs

Application Requirements –Project Description/LE Needs Assessment

A. Describe the projectGeographic area servedEducation outreachCircumstances unique to

agencyClear and concise – no fluffNeeds to correlate with the

Project Cost Estimate

Application Requirements –Project Description/LE Needs Assessment, continued…

B.Describe the number of miles/acres patrolled Keep it simple

C. Describe the frequency of patrols

D.Number of officers deployed for the project

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Application Requirements –Project Certifications

A. Identify high priority areas Clear and concise

B. Relation of Proposed Project to OHV RecreationWhat is the nexus

Project Cost Estimate General Tips

Be clear on your line itemsUse the notes sectionCosts must relate to the Needs

AssessmentMake sure costs are reasonable – be

prepared to defend any item that does not seem reasonable

If the Project Cost Estimate is significantly higher than in previous years, you must justify the increased costs.

Project Cost Estimate

Staff Identify appropriate job

classification Use the notes section if

neededMust use hourly rate and quantity of

hours Must be own staff vs a contractor

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Project Cost EstimateContracts

Identify contractor’s activities

Cannot be Applicant’s staffContractors cannot provide match as

part of the contract Use the notes section if needed

Contracts are auditable

Project Cost Estimate

Materials & SuppliesIdentify items needed to

complete the projectUse the notes section if needed

Equipment Use Expenses

Major changes

Project Cost Estimate

EquipmentRemember the new definitionPlan aheadUse the notes section if neededThe need for equipment must be

addressed in the Project Description

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Project Cost Estimate

Others Identify costs not included in previous

categoriesIndirect Costs

Costs for any activity that does not directly result in the completion of the project

Must not exceed 15% of the total direct grant expenses

Indirect Costs can vary from one project to another

General Evaluation Criteria

Is it needed?

LAW

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Off-Highway Motor Vehicle Recreation Division Grants and Cooperative Agreements Program

2018/2019 WorkshopsLaw Enforcement Overview

AD1

Slide 15

AD1 Avery, Deborah@Parks, 12/3/2018

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OHV-Law Enforcement Projects

Local40%

BLM30%

USFS-Patrol

Districts30%

LAW ENFORCEMENT BREAKDOWN Law Enforcement is

non-competitive.

All compliant Law Enforcement applicants will receive base funding in the amount of $10,000 per application.

Remaining funds in each entity category will be distributed on a proportional basis.

•2nd Monday in January (1/7/2019)•Grantee WorkshopNew Grant Year

•Applications due 1st Monday in March•(3/4/2019 by 5pm)Preliminary Applications

• 1st Tuesday in March to 1st Monday in May• (3/5 – 5/6/2019)

Public Review and Comment Period

•1st Monday in June•(6/3/2019)

Application final File Date

•June and July 2019OHMVR Final Review

•Intent to Award 1st Monday in August (8/5/2019)Application Results

•30 Calendar days from Intent to Award•(8/6-9/4/2019)Appeal Period

•Upon Resolution of any appeals•Final Award 9/5/2019Grant Execution

Application Process Preliminary Applications are Due the first

Monday in March, no later than 5:00 pm Pacific time.

Will be reviewed by the OHMVR Division.

The OHMVR Division will provide comments.

Comments will be sent out via email following the 1st Monday in May.

In the month of March/April the OHMVR Division’s priority is preliminary grant application review.

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Preliminary Law Enforcement Applications

Applicants for law enforcement Projects must submit the following preliminary Application items:

General Information Project Cost Estimate Law Enforcement Needs AssessmentLaw Enforcement Project Certification

Public Review and Comment Period

All preliminary Applications are available on the OLGA Website

Posted the day following the Application deadline for public review and comment.

The Applicants must notify the public of the opportunity to review and comment on their Preliminary Application.

Notification no later than the first Tuesday following the first Monday in March.

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Public notification efforts must include at least one of the following:

(A) Notice mailed and/or emailed to those persons the Applicant determines most likely to have an interest in or be affected by the Application, and to those who have requested notice,

(B) Publication on Applicant’s website,

(C) Publication in local newspaper,

(D) News release,

(E) Public meeting or hearing conducted by the Applicant.

Public Review and Comment Period (Cont.)

OHMVR-Division reviews all public comments/concerns and, as necessary, will corroborate comments from the general public via unannounced site visits and/or other methods.

OHV.GRANTS@PARKS.CA.GOV

OHMVR-Division independently conducts a preliminary application review and provides feedback to applicants.

OHMVR-Division and Public Comments are posted to: http://ohv.parks.ca.gov/

OHMVR-Division comments not addressed by the applicant in the final application, may result in a reduced final award amount or elimination of any cost item.

Prior to the Final Application submittal, Applicants may only modify the specific sections of their Application which received a OHMVR-Division and/or Public Comment(s).

Division Comments

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DIVISION COMMENTS

Eligible Project costs include, but are not limited to:

Law enforcement patrol, including aircraft support.

Material and Supplies.

Equipment Use. (NEW REGULATIONS)

Purchase of Equipment for OHV law enforcement.

OHV specific training for personnel assigned to an OHV detail.

ELIGIBLE COSTS

Examples of ineligible Project costs include but are not limited to:

Costs not associated with the Project Description.

Expenditures outside the Project Performance Period.

Work or services performed outside of the Project Description.

Use fee for Equipment purchased with moneys from the OHV Trust Fund.

INELEGIBLE COSTS

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Used for OHV related purposes.

Equipment shall display "OHV Trust Funds at Work" insignia.

Vehicles should not be registered with DMV.

Ownership and title belongs to the Grantee.

Disposed of via the agency’s standard equipment disposition procedures. New equipment needs division approval.

May be used as a trade-in for replacement at the end of it’s useful life cycle.

May be transferred or traded within the agency.

EQUIPMENT

All Applicants shall provide matching funds.

In an amount not less than twenty-five percent (25%) of the total Project cost.

Any item of expense that would be eligible as a Project cost is also eligible as a match.

Must directly further the activities and deliverables.

Documented the same as any other item of expense.

Shall not be duplicated for multiple Projects.

MATCH

MATCH Calc. EXPLAINED

Total Project Cost

OHV Grant Dollars GranteeMatch

75% 25%

+ =

“Doing the Math” to figure match Grant Ask / .75 = 100% Project Cost (PC)

100% PC – Grant ask = Required Match Amount

Example:

$90,000 (Grant Ask) / .75 = $120,000

$120,000 - $90,000= $30,000 Required Match

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All expenses that do not directly relate to the scope of the Project are considered an Indirect Cost.

The Applicant may receive reimbursement up to fifteen percent (15%) of the requested amount.

INDIRECT COSTS

Final Application Process

Due the first Monday in June (6/3/19), no later than 5:00 pm Pacific time.

OHMVR Division final Application review is in the months of June and July 2019.

In the months of June and July the OHMVR Division suspends normal operations to assess final grant applications

Application results/Intent to Award will be posted on the Division Website the first Monday in August (8/5/19).

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APPEAL PERIOD

Within thirty (30) calendar days from the posting of the Intent to Award on the OHMVR-Division website, Applicants have the right to appeal the Intent to Award.

The grounds for appeal are limited to the following:

The OHMVR-Division failed to follow regulations, and/or

The OHMVR-Division lacked sufficient evidence to support or deny the award of a Grant(s).

The receipt of an appeal by the OHMVR-Division may delay the execution of Project Agreements within all project categories until the appeal is resolved.

To Adjust:Enter

Grant Application

To Submit:Grant

Application Preview

Adjusting Your Cost-Estimate

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EX

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When can you start spending?

AT THE START DATE OF THE PROJECT PERFORMANCE PERIOD SPECIFIED IN THE

AGREEMENT.

Time between the start date and the end date in which the work under the Project Agreement shall be completed.

The Grantee shall not charge expenditures prior to the start date or subsequent to the end date.

The start date shall be no later than January 1 of the year following the year of the Intent to Award posting.

Division does not allow an overlap of performance periods.

The earliest start date for the project awarded may not be earlier than the prior project year’s end date.

PERFORMANCE PERIOD

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Grantees are required to request payments for advances or reimbursements.

Must submit a current Payment Request form (DPR 364).

May submit payment requests at any time after the execution of the Project Agreement.

PAYMENT REQUESTS

Requests for reimbursement shall include the following documentation:

Purchases: paid invoices and/or receipts.

Services: paid invoices and/or receipts.

Timekeeping and equipment logs: transaction register or other electronically generated reports.

Training and Travel: paid invoices and/or receipts.

A statement of activities/accomplishments (Payment Request Summary).

REIMBURSMENTS

Typically may not be more than half the total amount of the Grant.

Request shall include:

Written justification to explain the need for the advance.

Summary list of proposed expenditures.

The sum of the proposed expenditures shall match the amount indicated on the Payment Request form.

ADVANCES

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DPR 364

Staff Charges - Electronic payroll report, excel sheet breakdown, etc. Keep timesheets in case of audit.

Contracts - Copies of anything supporting the contract charges.

Materials and Supplies - Copies of receipts supporting each charge.

Equipment Use Expense – Mileage logs separating transportation and operation functions.

Supporting Documentation Needed:

Equipment Purchase - Copies of receipts for any charge, must be $5,000 or more single item cost.

Submit a picture of the equipment showing "OHV Funds at Work" decal.

Other - Any charge for anything that doesn't fit in the other categories, advertising, travel, etc. Copies of receipts supporting charge.

Indirect Costs - Limited to 15% of total of grant amount, provide explanation of what comprised the Indirect Cost charge. Remember - Overall, any charge claimed MUST be relative to the Contract/Project Agreement Cost Estimate.

Supporting Documentation Needed(Cont.) :

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Performance Accomplishment Report (PAR)

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The Grantee shall include the following:

A report of deliverables completed. All documents supporting the expenditures claimed. A summary of costs, including match requirements. Photos of Equipment purchased through the Project. “OHV Funds at Work” sticker, VIN / model #, and

Manufacture’s Certificate.

FINAL PAYMENT

INELIGIBLE/INDIRECT

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15 min Break

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Law Enforcement Site Visits

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Our Team

Goals:

Site Visit Objectives:

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Site Visit Objectives:

Site Visit Objectives:

What we look for at Site Visits

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What we look for at Site Visits

What we look for at Site Visits

What we look for at Site Visits

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What we look for at Site Visits

What we look for at Site Visits

What we look for at Site Visits

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Site Visit Reports

Site Visit Reports

Site Visit Reports

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Site Visit Reports

Exempt Stickers

Are available through OHMVR Division.

Are for government agency owned OHV vehicles that are not registered/plated.

Prevent complaints from OHV riders when contacted for red and green sticker violations (or other violations).

Prevent a backlog of registration fees due when the OHV patrol vehicle has reached the end of its service life and is auctioned/sold to a private person who must register it with the DMV

How to Request:

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2019 Training:

OHV Law Enforcement:

OHV Sound Training:

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Recent Red Sticker Changes:

Non-residents no longer exempt.

Phasing in – Educational period.

Common Issues and Concerns :

Joint jurisdiction with SVRAs and grants

Tighter reviews of LE grant monies

Charging training to grants

Charging equipment to grants

Questions: ?

Contact:Mark Hada:

(916) 327-5734 - Office(916) 475-8130 - cell