HomeMy WebLinkAboutResolutions - 2001.10.11 - 26595MISCELLANEOUS RESOLUTION #0125 7 October 11, 2001
BY: FINANCE COMMITTEE, SUE ANN DOUGLAS, CHAIRPERSON
IN RE: PROSECUTING ATTORNEY - FY 2002 VICTIMS OF CRIME ACTS (VOCA) GRANT
ACCEPTANCE
TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS
Chairperson, Ladies and Gentlemen:
WHEREAS the State of Michigan, Department of Community Health has
awarded the Oakland County Office of the Prosecuting Attorney Victims of
Crime Act grant funding in the amount of $130,451 for the period of October
1, 2001 through September 30, 2002; and
WHEREAS this is the third (3) year of grant acceptance for this
program; and
WHEREAS the FY 2002 award of $130,451 is $16,043 (12.30%) higher than
the FY 2001 award of $114,408; and
WHEREAS the purpose of this grant is to expand and enhance local
services available to crime victims regarding their safety, rights, dignity,
and healthy recovery; and
WHEREAS this grant includes continued funding of salaries and fringe
benefits for two (2) FTE Victim Advocate positions and also includes funding
for travel costs, mileage, office supplies, and equipment; and
WHEREAS the grant award has been processed through the County Executive
Contract Review Process and the Board of Commissioners Grant Application
Procedures.
NOW THEREFORE BE IT RESOLVED that the
Commissioners accepts grant funding from the State
Community Health in the amount of $130,451, with
In Kind Match of two voluntary part-time Victim
and $13,994 in grant match for the period of
September 30, 2002.
BE IT FURTHER RESOLVED that the Chairperson of the Board of
Commissioners is authorized to execute the grant award and to approve any
grant extensions or changes, within fifteen percent (15%) of the original
award, which are consistent with the original agreement as approved.
BE IT FURTHER RESOLVED that continuation of this program, including
positions is contingent upon continued grant funding.
Chairperson, on behalf of the Finance Committee, I move the adoption of
the foregoing resolution.
FINANCE COMMITTEE
FINANCE COMMITTEE
Motion carried unanimously on a roll call vote with Douglas absent.
Oakland County Board of
of Michigan, Department of
the Prosecuting Attorney's
Advocate Intern positions,
October 1, 2001 through
v
Prosecuting Attorney
VOCA Victim Assistance Grant
Comparison of FY 2001 Grant Budget to FY 2002G rant Award
Attachment A
Number of Positions
Revised Budget Award Budget
FY 2001 FY 2002 Amendment
2 2
OCA PCA Obj
1 41 194700 41700 171 Grant-State $ 114,408 $ 130,451 16,043 12.30%
2 41 294700 41700 2001 Salaries $ 62,064 $ 83,974 21,910
2 41 294700 41700 2075 Fringes 24,826 40,280 15,454
2 41 294700 41700 3292 Pers. Mileage 14,950 (14,950)
2 41 294700 41700 3756 Travel 2,800 3,225 425
2 41 294700 41700 4252 Office Supplies 1,200 1,200 -
2 41 294700 41700 4100 Expendable Equip 8,568 1,772 (6,796)
$ 114,408 $ 130,451 16,043
In Kind Match
Two voluntary p/t Victim Advocate Intern positions FY 2001 FY 2002
Equivalent Salaries 8,794 $ 12,090 $ 3,296
Equivalent Fringes
8,794 $ 12,090 $ 3,296
Prepared by Fiscal Services
Date:
To:
From:
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STATUS: (Check appropriate box)
P1 Initial Extension Final I I Other * Revision #
PERSONNEL DEPT:
Disapproved * I Modify * Date:
RISK MANAGEMENT AND SAFETY:
Approved , Disapproved Modj" Date: I „
MANAGEMENT AND BUDGET:
Date: Is Board Resolution required? Yes — Resolution #
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Approved Disapproved *
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CON-7 T.'PR42RAM
DOC1C7rTITTNTI^ A TTn131a-C17
Title/Subject:
File # Department: PROSECUTING ATTORNEY Ac,:e4r4-cekci
Contact Person: DANIEL COJANIT Telephone #: (248) 975-9731
IN=1•1111111W
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(DISTRICT COURT ADVOCACY PROGRA1() \oj y ,„).‘ Ack OArcvn-4'
* If "other" is checked, please explain:
Modify * Date:
/
CORPORATION COUNSEL:
/
,Approved Disapproved * r7 Modify * Date: .1/ /,=), Y- 01 Signature:
CONTRACT/PROGRAM SYNOPSIS:
* When "Disapproved" is noted or "Modify" is requested, attach explanation.
Risk Management & Safety — Revised 2198
G:\Terry's Files\Word '97\Sanzica\Watershed\CONTRACT-PROGRAM REVIEW REQUEST.doc
Signature:
Sincerely,
PRIM ED INCYCLED P.01
4
DCH-0121 12/97
GAVOCA\WORD\LETTERSTY 01-02_APPROVAL_Letter.DOC
STATE OF MICHIGAN
„Atz
JOHN ENGLER, Governor
DEPARTMENT OF COMMUNITY HEALTH
JAMES K. HAVEMAN, JR., Director
CREME WCITtro SERVLCIS COIMAESSION
LEWIS CASS BUILDING
320 SOUTH WALNUT STREET
LANSING, MI 48913
August 31, 2001
Daniel Cojanu, Victim Services Supervisor
Oakland County Office of the Prosecuting Attorney
1200 N. Telegraph
Pontiac, MI 48341
RE: FY 2001-2002 VOCA Application
Dear Mr,C / /_.
I am pleased to advise you that your proposal has been selected to receive Victims of Crime Act Victim
Assistance funding. Our office received over 115 requests for federal funds totaling over $12.4 million.
Enclosed are two original copies of your project contract. Included in the contract are the Standard
Agreement, General Provisions, Attachment A (Statement of Work), Attachment B (Budget Detail),
Attachment C (Reporting Requirements), Attachment D (Fiscal Year Expenditure and Program Report),
and Attachment E (Victims of Crime Act & Crime Victims Assistance Grant Assurances). Both copies
must be signed by your authorizing official and immediately returned to the Crime Victim Services
Commission - Crime Victim Assistance Grants, 320 S. Walnut Street, Lansing, MI 48913. Please act
promptly to obtain the required signatures and to return the copies to us by September 10, 2001. Your
agency may not charge expenditures to this contract until both signed copies are returned to us and
signed by the Deputy Director of the Department of Community Health. Retroactive approval of
expenditures will not occur. Upon execution of the authorized signature for the Department, an original
copy will promptly be returned to you along with other standard project reporting documentation. You
are encouraged to maintain a copy of the contract for your records until your original copy is returned.
It is the Crime Victim Services Commission's policy that no application will be awarded until the
financial administration of all active or prior grants or contracts is current. This includes the
performance and submission of all required audits, the resolution of audit findings and outstanding
financial and programmatic reports, the payment of all bills of collection and refunds due this office.
Again, I wish to congratulate you on the approval of funding for your project. We look forward to
working with you to improve the delivery of direct services to victims of crime in your community.
Should you have any questions, please contact Leslie A. O'Reilly, Program Specialist, at 517/334-9180 or
via Internet at orei114@state.mi.us .
Michael J. Fullwood
Director
MJF
Enclosures
Contract #
B. P.O. #
OVA # 20687-3V01
Agreement Between
Michigan Department of Community Health
hereinafter referred to as the "Department"
and
County of Oakland
1200 N. Telegraph
Pontiac, MI 48341
Federal I.D.#. 38-6004876
hereinafter referred to as the "Contractor"
for
grant to local agency for direct victim assistance services in the community under the
Victims of Crime Act of 1984.
• Part I
1. Period of Agreement: This agreement shall commence on 10/1/2001 and continue
through 09/30/2002. This agreement is in full force and effect for the period specified.
2. Program Budget and Agreement Amount
A. Agreement Amount
The total amount of this agreement is $130,451.00. The Department under the terms
of this agreement will provide funding not to exceed $104,361.00. The federal
funding provided by the Department is $104,361.00 or 80%; the Catalog of Federal
Domestic Assistance (CFDA) number is 16-575 and the CFDA Title is Crime Victim
Assistance; the federal agency name is the U.S. Department of Justice ; the federal
grant award number is 2001-VA-GX-0026 and federal program title is Victims of
Crime Act of 1984. The match requirement of this agreement is 20% of the total
agreement amount. The Contractor's budgeted match amount is $26,090.00 and is
identified on Attachment B, budget pages.
B. Equipment Purchases and Title
Any contractor equipment purchases supported in whole or in part through this
agreement must be detailed in the supporting detail schedule. Equipment means
tangible, non-expendable, personal property having useful life of more than one (1)
year and an acquisition cost of $5,000 or more per unit. Title to items having a unit
acquisition cost of less than $5,000 shall vest with the Contractor upon acquisition.
The Department reserves the right to retain or transfer the title to all items of
equipment having a unit acquisition cost of $5,000 or more, to the extent that the
Department's proportionate interest in such equipment supports such retention or
transfer of title.
C. Deviation Allowance
A deviation allowance modifying an established budget category by $5,000 or 15%,
whichever is greater, is permissible without prior written approval of the Department.
Any modification or deviations in excess of this provision including any adjustment to
the total amount of this agreement must be made in writing and executed by all
parties to this agreement before the modifications can be implemented. This
deviation allowance does not authorize new categories, subcontracts, equipment
items or positions not shown in the attached Program Budget Summary and
supporting detail schedules.
3. Purpose: The focus of the program is to provide direct services to crime victims.
4. Statement of Work: The Contractor agrees to undertake, perform and complete the
services described in Attachment A which is attached and hereby made a part of this
agreement through reference.
5. Financial Requirements: The reimbursement process shall be followed as described in
Part II of this agreement and Attachments B and D, which are hereby made a part of this
agreement through reference.
6. Performance/Progress Report Requirements: The progress reporting methods, as
applicable, shall be followed as described in Attachment C, hereby made a part of this
agreement through reference.
7. General Provisions: The Contractor agrees to comply with the General Provisions outlined
in Part II and Attachment E, hereby made part of this agreement through reference.
8. Administration of the Agreement:
The person acting for the Department in administering this agreement (hereinafter referred to
as the Contract Manager will be Leslie O'Reilly, Program Specialist, Victim Assistance
Grants, Crime Victim Services Commission, 320 S. Walnut, Lansing, Michigan 48913;
telephone (517) 334-9180; fax: (517) 334-9942; and oreillvl@state.mi.us for internet e-mail.
9. Contractor's Financial Contact for the Agreement:
The person acting for the Contractor on the financial reporting for this agreement will be:
Jeffrey Pardee, Dir.,Dept. of Management and Budget, (248) 858-0487.
10. Special Conditions:
A. This agreement is valid upon approval by the State Administrative Board as
appropriate and approval and execution by the Department.
B. This agreement is conditionally approved subject to and contingent upon the
availability of funds.
C. The Department will not assume any responsibility or liability for costs incurred by the
Contractor prior to the signing of this agreement.
11. Special Certification :
The individual or officer signing this agreement certifies by his or her signature that he or she
is authorized to sign this agreement on behalf of the responsible governing board, official or
Contractor.
12. Signature Section :
For the MICHIGAN DEPARTMENT OF COMMUNITY HEALTH
Peter L. Trezise, Chief Operating Officer Date
For the CONTRACTOR
Name and Title
Signature Date
Part II
General Provisions - Addendum
I. Responsibilities - Contractor
The Contractor in accordance with the general purposes and objectives of this agreement will:
I. Year 2000 Compatibility
The Michigan Department of Community Health and the County of Oakland will work together
to determine and avoid potential Year 2000 computer systems problems.
Assurances
The following assurances are hereby given to the Department:
A. Compliance with Applicable Laws
The Contractor will comply with applicable federal and state laws, and lawfully enacted
administrative rules or regulations, in carrying out the terms of this agreement. The
Contractor will also comply with all applicable general administrative requirements such as
OMB Circulars covering cost principles, grant/agreement principles, and audits in carrying out
the terms of this agreement.
IX. Liability
A. Except as otherwise provided for in this Contract, all liability, loss or damage as a result of claims,
demands, costs, or judgments arising out of activities to be carried out pursuant to the obligations
of the Contractor under this Contract shall be the responsibility of the Contractor and not the
responsibility of the Department, if the liability, loss, or damage is caused by, or arises out to the
actions or failure to act on the part of the contractor, its employees, officers or agents. Nothing
therein shall be construed as a waiver of any governmental immunity for the Contractor, its
agencies, employees, or Oakland Count, as provided by statute or modified by court decisions.
2. Special Certification :
The individual or officer signing this agreement certifies by his or her signature that he or she
is authorized to sign this agreement on behalf of the responsible governing board, official or
Contractor.
3. Signature Section :
For the MICHIGAN DEPARTMENT OF COMMUNITY HEALTH
Peter L. Trezise, Chief Operating Officer Date
For the CONTRACTOR
Name and Title
Signature Date
GAVOCAMORD \ FORMS \2001 -02 \OAKLAND_COFY01 -02Partll.doc Page 1 of
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Part H
General Provisions
I. Responsibilities - Contractor
The Contractor in accordance with the general purposes and objectives of this agreement will:
A. Publication Rights
1. Where activities supported by this agreement produce books, films, or other such
copyrightable materials issued by the Contractor, the Contractor may copyright such
but shall acknowledge that the Department reserves a royalty-free, non-exclusive and
irrevocable license to reproduce, publish and use such materials and to authorize
others to reproduce and use such materials. This cannot include service recipient
information or personal identification data.
2. Any copyrighted materials or modifications bearing acknowledgment or the
Department's name must be approved by the Department prior to reproduction and
use of such materials.
3. The Contractor shall give recognition to the Department in any and all publications
papers and presentations arising from the program and service contract herein; the
Department will do likewise.
B. Fees
Make reasonable efforts to collect 1 st and 3rd party fees, where applicable, and report these
as outlined by the Department's fiscal procedures. Any underrecoveries of otherwise
available fees resulting from failure to bill for eligible services will be excluded from
reimbursable expenditures.
C. Program Operation
Provide the necessary administrative, professional, and technical staff for operation of the
program.
D. Reporting
Utilize all report forms and reporting formats required by the Department at the effective date
of this agreement, and provide the Department with timely review and commentary on any
new report forms and reporting formats proposed for issuance thereafter.
E. Record Maintenance/Retention
Maintain adequate program and fiscal records and files including source documentation to
support program activities and all expenditures made under the terms of this agreement, as
required.
Assure that all terms of the agreement will be appropriately adhered to and that records and
detailed documentation for the project or program identified in this agreement will be
maintained for a period of not less than three (3) years from the date of termination, the date
of submission of the final expenditure report or until litigation and audit findings have been
resolved.
F. Authorized Access
Permit upon reasonable notification and at reasonable times, access by authorized
representatives of the Department, Federal Grantor Agency, Comptroller General of the
United States and State Auditor General, or any of their duly authorized representatives, to
the extent authorized by applicable state or federal law, rule or regulation, to records, files,
and documentation related to this agreement.
G. Single Audit
Provide, consistent with regulations set forth in the Single Audit Act Amendments of 1996, 31
USC 7501 et seq, and Office of Management and Budget Circular (OMB) A-133, "Audits of
States, Local Governments, and Non-Profit Organizations", a copy of the annual audit
reporting package of the Contractor to the Department. The audit reporting package and
management letter are due within nine months after the end of the Contractor's fiscd year.
The audit reporting package and management letter are required to be filed with the
Department even if there are no findings reported in the audit pertaining to Department
programs.
The federal OMB Circular A-133 requires either a single audit or program-specific audit
(when administering one federal program) of agencies that expend $300,000 or more of
federal grant funding during the Contractor's fiscal year. Contractors that fall below the single
audit threshold, are exempt from the single audit requirements. However, for Contractors
receiving $300,000 or more of total Department grant funding, a copy of the financial audit
prepared in accordance with generally accepted auditing standards must be submitted as a
minimum requirement of the Department.
The Department or federal agencies, may also conduct or arrange for "agreed upon
procedures" or additional audits to meet their needs. The Contractor's records must also be
available for review or audit by appropriate officials of the Department or federal agencies
(i.e., federal awarding agency or General Accounting Office).
The Contractor must also assure that each of its subcontractors comply with the above audit
requirements, as applicable, and provide for other subrecipient monitoring procedures, as
deemed necessary.
A copy of the audit reporting package or financial audit should be forwarded to:
Michigan Department of Community Health
Rate Development, Revenue Reimbursement
and Payment Settlement Bureau
P.O. Box 30479
Lansing, MI 48909-7979
H. Notification of Modifications
Provide timely notification to the Department, in writing, of any action by its governing board
or any other funding source which would require or result in significant modification in the
provision of services or funding or compliance with operational procedures.
Year 2000 Compatibility
The Contractor must ensure year 2000 compatibility for any software purchases related to
this agreement. This shall include, but is not limited to: data structures (databases, data files,
etc.) that provide 4-digit date century; stored data that contain date century recognition,
including but not limited to, data stored in databases and hardware device internal system
dates; calculations and program logic (e.g., sort algorithms, calendar generation, event
recognition, and all processing actions that use or produce date values) that accommodates
same century and multi-century formulas and date values; interfaces that supply data to and
receive data from other systems or organizations that prevent non-compliant dates and data
from entering any State system; user interfaces (i.e., screens, reports, etc.) that accurately
show 4-digit years; and assurance that the year 2000 shall be correctly treated as a leap year
within all calculation and calendar logic.
J. Human Subjects
The Contractor agrees to submit all research involving human subjects, which is conducted in
programs sponsored by the Department, or in programs which receive funding from or
through the State of Michigan, to the Department's Human Subjects Committee for approval
prior to the initiation of the research.
Responsibilities - Department
The Department in accordance with the general purposes and objectives of this agreement will:
A. Reimbursement
Provide reimbursement in accordance with the terms and conditions of this agreement based
upon appropriate reports, records, and documentation maintained by the Contractor.
B. Reboil Forms
Provide any report forms and reporting iCrITIEitS 1 -cniired by the Department at the effective
date of this agrernent, and to provide the Contractor with any new report forms and reportinq
formats proposed for issuance thereafter at least ninety (90) days prior to required usage to
afford the Contractor an opportunity for review and commentary.
Assurances
The following assurances are hereby given to the Department:
A. Compliance with Applicable Laws
The Contractor will comply with applicable federal and state laws, guidelines, rules and
regulations in carrying out the terms of this agreement. The Contractor will also comply with
all applicable general administrative requirements such as OMB Circulars covering cost
principles, grant/agreement principles, and audits in carrying out the terms of this agreement.
B. Anti-Lobbying Act
The Contractor will comply with the Anti-Lobbying Act, 31 USC 1352 as revised by the
Lobbying Disclosure Act of 1995, 2 USC 1601 et seq, and Section 503 of the Departments of
Labor, Health and Human Services and Education, and Related Agencies Appropriations Act
(Public Law 104-208). Further, the Contractor shall require that the language of this
assurance be included in the award documents of all subawards at all tiers (including
subcontracts, subgrants, and contracts under grants, loans and cooperative agreements) and
that all subrecipients shall certify and disclose accordingly.
C. Non-Discrimination
1. In the performance of any contract or purchase order resulting herefrom, the
Contractor agrees not to discriminate against any employee or applicant for
employment or service delivery and access, with respect to their hire, tenure, terms,
conditions or privileges of employment, programs and services provided or any
matter directly or indirectly related to employment, because of race, color, religion,
national origin, ancestry, age, sex, height, weight, marital status, physical or mental
disability unrelated to the individual's ability to perform the duties of the particular job
or position. The Contractor further agrees that every subcontract entered into for the
performance of any contract or purchase order resulting herefrom will contain a
provision requiring non-discrimination in employment, service delivery and access, as
herein specified binding upon each subcontractor. This covenant is required
pursuant to the Elliot Larsen Civil Rights Act, 1976 PA 453, as amended, MCL
37.2201 et seq, and the Persons with Disabilities Civil Rights Act, 1976 PA 220, as
amended, MCL 37.1101 et seq, and any breach thereof may be regarded as a
material breach of the contract or purchase order.
2. Additionally, assurance is given to the Department that proactive efforts will be made
to identify and encourage the participation of minority owned, women owned, and
handicapper owned businesses in contract solicitations. The Contractor shall
incorporate language in all contracts awarded: (1) prohibiting discrimination against
minority owned, women owned, and handicapper owned businesses in
subcontracting; and (2) making discrimination a material breach of contract.
D. Debarment and Suspension
Assurance is hereby given to the Department that the Contractor will comply with federal
regulation 45 CFR Part 76 and certifies to the best of its knowledge and belief that it,
including its employees and subcontractors:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible,
or voluntarily excluded from covered transactions by any federal department or
contractor;
2. Have not within a 3 year period preceding this agreement been convicted of or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (federal, state,
or local) trans7;ction or contract undsi a public transaction; violation of federal or st ,7.te
antitrust statutes or commission of embezzlement, theft, forc.-Ty, bribery, falsificaiion
or destruction of records, making false statements, or receiving stolen property;
3. Are not presently indicted or otherwise criminally or civilly charged by a government
entity (federal, state or local) with commission of any of the offenses enumerated in
section 2, and;
4. Have not within a 3 year period preceding this agreement had one or more public
transactions (federal, state or local) terminated for cause or default.
E. Federal Requirement: Pro-Children Act
1. Assurance is hereby given to the Department that the Contractor will comply with
Public Law 103-227, also known as the Pro-Children Act of 1994, 20 USC 6081 et
seq, which requires that smoking not be permitted in any portion of any indoor facility
owned or leased or contracted by and used routinely or regularly for the provision of
health, day care, early childhood development services, education or library services
to children under the age of 18, if the services are funded by federal programs either
directly or through state or local governments, by federal grant, contract, loan or loan
guarantee. The law also applies to children's services that are provided in indoor
facilities that are constructed, operated, or maintained with such federal funds. The
law does not apply to children's services provided in private residences; portions of
facilities used for inpatient drug or alcohol treatment; service providers whose sole
source of applicable federal funds is Medicare or Medicaid; or facilities where
Women, Infants, and Children (WIC) coupons are redeemed. Failure to comply with
the provisions of the law may result in the imposition of a civil monetary penalty of up
to $1,000 for each violation and/or the imposition of an administrative compliance
order on the responsible entity. The Contractor also assures that this language will
be included in any subawards which contain provisions for children's services.
2. The Contractor also assures, in addition to compliance with Public Law 103-227, any
service or activity funded in whole or in part through this agreement will be delivered
in a smoke-free facility or environment. Smoking shall not be permitted anywhere in
the facility, or those parts of the facility under the control of the Contractor. If
activities or services are delivered in facilities or areas that are not under the control
of the Contractor (e.g., a mall, restaurant or private work site), the activities or
services shall be smoke-free.
F. Hatch Political Activity Act and Intergovernmental Personnel Act
The Contractor will comply with the Hatch Political Activity Act, 5 USC 1501-1508, and the
Intergovernmental Personnel Act of 1970, as amended by Title VI of the Civil Service Reform
Act, Public Law 95-454, 42 USC 4728. Federal funds cannot be used for partisan political
purposes of any kind by any person or organization involved in the administration of federally-
assisted programs.
G. Home Health Services
If the Contractor provides Home Health Services (as defined in Medicare Part B), the
following requirements apply:
1. The Contractor shall not use categorical grant funds provided under this agreement
to unfairly compete for home health services available from private providers of the
same type of services in the Contractor's service area.
2. For purposes of this agreement, the term "unfair competition" shall be defined as
offering of home health services at fees substantially less than those generally
charged by private providers of the same type of services in the Contractor's area,
except as allowed under Medicare customary charge regulations involving sliding fee
scale discounts for low-income clients based upon their ability to pay.
Jr
3. If the Department finds that the Contractor is not in compliance with its assurance not
to use state, local public health operations and categorical grant funds to unfairly
compete, the Department shall follow the procedure required for failure by local
health departments to adequately provide required services set forth in Sections
2497 and 2498 of 1978, PA 366, as amended (Public Health Code), MCL 333.2497
and 2498, MSA 14.15 (2497) and (2498).
H. Subcontracts
Assure for any subcontracted service, activity or product:
1. That a written subcontract is executed by all affected parties prior to the initiation of
any new subcontract activity. Exceptions to this policy may be granted by the
Department upon written request within 30 days of execution of the agreement.
2. That any executed subcontract to this agreement shall require the subcontractor to
comply with all applicable terms and conditions of this agreement. In the event of a
conflict between this agreement and the provisions of the subcontract, the provisions
of this agreement shall prevail.
A conflict between this agreement and a subcontract, however, shall not be deemed
to exist where the subcontract:
a. Contains additional non-conflicting provisions not set forth in this agreement;
b. Restates provisions of this agreement to afford the Contractor the same or
substantially the same rights and privileges as the Department; or
c. Requires the subcontractor to perform duties and/or services in less time
than that afforded the Contractor in this agreement.
3. That the subcontract does not affect the Contractor's accountability to the
Department for the subcontracted activity.
4. That any billing or request for reimbursement for subcontract costs is supported by a
valid subcontract and adequate source documentation on costs and services.
5. That the Contractor will submit a copy of the executed subcontract if requested by the
Department.
Procurement
Assure that all purchase transactions, whether negotiated or advertised, shall be conducted
openly and competitively in accordance with the principles and requirements of OMB Circular
A-102 (as revised), implemented through applicable portions of the associated "Common
Rule" as promulgated by responsible federal contractor(s), or OMB Circular A-110, as
applicable, and that records sufficient to document the significant history of all purchases are
maintained for a minimum of three years after the end of the agreement period.
J. Health Insurance Portability and Accountability Act
To the extent that this act is pertinent to the services that the Contractor provides to the
Department, the Contractor assures that it is in compliance with the Health Insurance
Portability and Accountability Act (HIPAA) requirements.
IV. Financial Requirements
A. Operatina Advance
An operating advance may be requested by the Contractor to assist with program
operations. The request should be addressed to the Contract Manager identified in Part I,
Item 8. The operating advance will be administered as follows:
1. The advance .,:m-lount requested muqt be eaconable in relationship to the program's
requirements, billing cycle, etc.;and in no r:a.se may exceed the amount required for
60 days operating expense. Opei .,atinq advances will be monitored and adjusted by
the Department according to total Depanment agreement amount.
2. The advance must be recorded as an account payable to the Department in the
Contractor's financial records. The operating advance payable must remain in the
Contractor's financial records until fully recovered by the Department.
3. The monthly Financial Status Report (FSR) reimbursement for actual expenditures by
the Department should be used by the Contractor to replenish the operating advance
used for program operations.
4. The advance must be returned to the Department within 30 days of the end date of
this agreement and may not be held pending agreement audit. Subsequent
Department agreements may be withheld pending recovery of the outstanding
advance from a prior agreement. Unless the Contractor has a recurring agreement
with the Department. If the Contractor has a recurring agreement with the
Department, the operating advance outstanding must be confirmed on at the end of
each fiscal year.
5. At the end of either the agreement period or Department's fiscal year, whichever is
first, the Contractor must respond to the Department's request for confirmation of the
operating advance.
B. Reimbursement Method
The Contractor will be reimbursed in accordance with the staffing grant reimbursement
mechanism as follows:
Reimbursement from the Department based on the understanding that Department funds will
be paid up to the total Department allocation as agreed to in the approved budget.
Department funds are first source after the application of fees and earmarked sources unless
a specific local match condition exists.
C. Financial Status Report Submission
Financial Status Reports (FSRs) shall be prepared and submitted to the Michigan
Department of Community Health, Budget and Finance/Administration, Accounting Division,
Expenditure Operations Section, P.O. Box 30720, Lansing, Michigan 48909, on a monthly
basis, no later than thirty (30) days after the close of each calendar month. The monthly
FSRs must reflect total actual program expenditures, reqardless of the source of funds.
Attachment D contains the FSR form. Instructions for completing the FSR form are available
through your Contract Manager or the Department's web site.
D. Final Obligations and Financial Status Report Requirements
A report of estimated total agreement expenditures must be submitted during the first week of
October using the format requested by the Department. The Department will provide
additional information regarding this report in September. Final FSRs are due sixty (60) days
following the end of the fiscal year or agreement period. The final FSR must be clearly
marked "Final". Final FSRs not received by the due date may result in a loss of funding
requested per the report of estimated total agreement expenditures and may result in the
potential reduction in the subsequent year's agreement amount.
E. Unobliaated Funds
Any unobligated balance of funds held by the Contractor at the end of the agreement period
will be returned to the Department or treated in accordance with instructions provided by the
Department.
V. AcTeement Termination
The Department may cancel this agreement withuut further liability or penalty to the Department for
any of the following reasons:
A. This agreement may he terminated by either party by giving thirty (30) days written notice to
the other party stating the reasons for termination and the effective date.
B. This agreement may be terminated on thirty (30) days prior written notice upon the failure of
either party to carry out the terms and conditions of this agreement, provided the alleged
defaulting party is given notice of the alleged breach and fails to cure the default within the
thirty (30) day period.
C. This agreement may be terminated immediately if the Contractor or an official of the
Contractor or an owner is convicted of any activity referenced in Section III.D. of this
agreement during the term of this agreement or any extension thereof.
VI. Final Reporting Upon Termination
Should this agreement be terminated by either party, within thirty (30) days after the termination, the
Contractor shall provide the Department with all financial performance, and other reports required as
a condition of this agreement. The Department will make payments to the Contractor for allowable
reimbursable costs not covered by previous payments or other state or federal programs. The
Contractor shall immediately refund to the Department any funds not authorized for use and any
payments or funds advanced to the Contractor in excess of allowable reimbursable expenditures.
Any dispute arising as a result of this agreement shall be resolved in the State of Michigan.
VII. Severabilitv
If any provision of this agreement or any provision of any document attached to or incorporated by
reference is waived or held to be invalid, such waiver or invalidity shall not affect other pv:.)visions of
this agreement.
VIII. Amendrrfents
Any changes to this agreement will be valid only if made in writing and accepted by all parties to this
agreement.
IX. Liability
A. All liability to third parties, loss, or damage as a result of claims, demands, costs, or
judgments arising out of activities, such as direct service delivery, to be carried out by the
Contractor in the performance of this agreement shall be the responsibility of the Contractor,
and not the responsibility of the Department, if the liability, loss, or damage is caused by, or
arises out of, the actions or failure to act on the part of the Contractor, any subcontractor,
anyone directly or indirectly employed by the Contractor, provided that nothing herein shall be
construed as a waiver of any governmental immunity that has been provided to the
Contractor or its employees by statute or court decisions.
B. All liability to third parties, loss, or damage as a result of claims, demands, costs, or
judgments arising out of activities, such as the provision of policy and procedural direction, to
be carried out by the Department in the performance of this agreement shall be the
responsibility of the Department, and not the responsibility of the Contractor, if the liability,
loss, or damage is caused by, or arises out of, the action or failure to act on the part of any
Department employee or agent, provided that nothing herein shall be construed as a waiver
of any governmental immunity by the State, its agencies (the Department) or employees as
provided by statute or court decisions.
C. • In the event that liability to third parties, loss, or damage arises as a result of activities
conducted jointly by the Contractor and the Department in fulfillment of their responsibilities
under this agreement, such liability, loss, or damage shall be borne by the Contractor and the
Department in relation to each party's responsibilities under these joint activities, provided
that nothing herein shall be construed as a waiver of any governmental immunity by the
JLf
Coritractor, the State, its agencies (the Department) or their employees, respectively, as
provided by statute oi court decisions.
X. Conflict of Interest
The Contractor and the Department are subject to the provisions of 1968 PA 317, as amended, MCL
15.321 et seq, MSA 4.170(51) et seq, and 1973 PA 196, as amended, MCL 15.341 et seq, MSA
4.1700 (71) et seq.
Xl. State of Michigan Agreement This is a State of Michigan Agreement and is governed by the laws
of Michigan. Any dispute arising as a result of this agreement shall be resolved in the State of
Michigan.
,,X11. Confidentiality
Both the Department and the Contractor shall assure that medical services to and information
contained in medical records of persons served under this agreement, or other such recorded
information required to be held confidential by federal or state law, rule or regulation, in connection
with the provision of services or other activity under this agreement shall be privileged
communication, shall be held confidential, and shall not be divulged without the written consent of
either the patient or a person responsible for the patient, except as may be otherwise required by
applicable law or regulation. Such information may be disclosed in summary, statistical, or other form
which does not directly or indirectly identify particular individuals.
ATTAC
STAT
)(a
Statement of Work
Purpose and ActivIties
A. The purpose of Victims of Crime Act Victim Assistance grants is
. to expand and enhance local services available to crime victims.
The safety, rights, dignity, and healthy recovery of victims of
crime are the dominant focus of this effort.
B. The Contractor will carry out the funded project as described in
the approved application and as provided for by resources in the
approved budget detail. The provision of direct services to crime
victims in the community, as detailed in the approved position
descriptions and project summary, shall be the sole or primary
activity undertaken by the Contractor pursuant to this agreement.
C. Program guidelines (CVA-302A) distributed with the application
for funding must be maintained by the Contractor as authoritative
reference for all duties and activities directly funded by and/or
associated with a project funded through this agreement.
Questions concerning guideline requirements and interpretation
shall be determined by the Contract Manager.
TT
ET IL
tg
I Grantee Contract Officials: VOCA Victim Assistance Grant Contacts:
r By authority of the Victims of Crime Act of 1984: PArIR I nf 1
ATTACHMENT B
Michigan Department of Community HmIth
Victims of Crime Act Victim Assistance Grant
Program Budget Summary
7 Original Budget 0 Amended Budget — No. _._... r`c--F-iirrEE i, CVA PROJECT NUMBER
! County of Oakland 20687-31/01
IPLEMENTING AGENCY CVA PROJECT PERIOD 1
Office of the Pr .,secuting Attorney 10/1/2001— 09/30/2002
PAYEE IDENTIFICATION NUMBER FISCAL YEAR
38-6004876 2001-2002 -
PROGRAM AREA
Child Physical Abuse, Child Sexual Abuse, DUI/DWI Crashes, Domestic Violence, Adult Sexual Assault, Elder Abuse, Survivors of
Homicide Victims, Robbery or Bank Robbery , Assault, Violent Crime (specify) , Hate Crimes
PROJECT TITLE
District Court Advocacy Program
,
BUDGET SUMMARY SOURCE OF FUNDS
BUDGET CATEGORY AMOUNT SOURCE AMOUNT PERCENTAGE
SALARIES AND WAGES $83,974.00 FEDERAL $104,361.00 00%
FRINGE BENEFITS $40,280.00 GRANTEE $26,090.00 20%
TRAVEL $3,225.00 TOTAL $130,451.00 100%
— . 1
SUPPLIES AND MATERIALS $1,200.00
CONTRACTUAL $0.00
EQUIPMENT $0.00
OTHER EXPENSES $1,772.00
TOTAL $130,451.00
Authorizing Official: -
Frank H Millard, Chairperson,Oakland Cty. Board of Commis
Project Director:
Daniel N Cojanu, Victim Services Supervisor
1200 N. Telegraph
Pontiac, MI 48341
(248) 975-9731
Financial Director
Jeffrey Pardee, Dir.,Dept. of Management and Budget
1200 N. Telegraph
Pontiac, MI 48341
(248) 858-0487
Contact Person:
, EEO officer
Leslie O'Reilly, Program Specialist (Contract Manager)
-Questions concerning VOCA grant eligibility & allowability,
grant applications, awards, denials, project implementation
guideline requirements, contract adjustments, grant
compliance reviews, & other victim service needs & concerns.
PHONE: (517) 334-9180
E-MAIL: oreillyl@state.mi.us
FAX: (517) 334-9942
Linda Schneider, Accounting Tech
-Questions on grant payment status and
Audit verification requests.
PHONE: (517) 334-9946
E-MAIL: schneiderl@state.mi.us
Michael J. Fullwood, Director
Crime Victim Services Commission
Lewis Cass Building
320 S. Walnut Street
Lansing, MI 48913
PHONE: (517) 373-7373
DCI-1-0385 6/98
Replaces FIN-110 PAG E _1_ OF _2_
ATTACIINIENT 0
MICHIGAN DEPARTMENT OF COMMUNITY HEALTH
PROGRAM BUDGET SUMMARY
Program Code Budget Period Date Prepared
District Court Advocacy Program 10/1/2001 TO 09/30/2002 June 1. 2001 _
Contractor Budget for Original Agreement X
County of Oakland or Amendment # 0
Address
'
City State Zip Code Payee Identification Number:38-6004876
1200 N. felegraph Pontiac MI 4S341
EXPENDITURE TOTAL
CATEGORY BUDGET
Salaries & Wages $83,974.00
• Fringe Benefits $40,280.00
Travel $3,225.00 . _
Supplies & Materials . $1,200.00 —
Contractual (Sub-Contracts) $0.00
Equipment $0.00 _
Other Expenses: $1,772.00
_
TOTAL DIRECT $130,451.00
Indirect Costs: Rate #1 $0.00
Indirect Costs: Rate #2 $0.00
10 Other Cost Distributions . $0.00 '
11 TOTAL EXPENDITURES $130,451.00
SOURCE OF FUNDS
12 Fees & Collections $0.00
,
13 State Agreement $104,361.00
• 14 Local $14,000.00
15 Federal $0.00
16 Other $12,090.00
-
,
17 TOTAL FUNDING $130,451.00
Completion is a Condition of Funding
ATTACHMENT
r"i,r 017,9 [4- 777 it'Ai E LE
- c"-7c7 grif
PAGE 2 OF 2
Program District Court Advocacy Program Cclia Budget Period Date Prepared
FROM 10/01/2001 TO 09/30/2002 9/4/2001
Contractor County of Oakland Original Budget Amended Budget Amendment Number
ik II 0
1. SALARIES _WAGES POSITIONS TOTAL SALARY COMMENTS
POSITION DESCRIPTION REQUIRED
—
* Heidi Hietela, victim advocate 1 $35,942.00
1
Rachel McCay, victim advocate 1 $35,942.00
Victim Advocate Intern 0.31 $12,090.00
TOTAL SALARIES AND WAGES 2.31 $83,974.00
2. TOTAL FRINGE BENEFITS:
(Specify) FICA R LIFE INS. Rie DENTAL INS. iV PROF. MALPRACTICE
UNEMPLY INS. [Cil VISION INS. LI WORK. COMP. R
RETIREMENT le HEARING INS. LI HEALTH INS R COMPOSITE RATE 48%
HOSP. INS. a OTHER: W DISABILITY INS R AMOUNT $40,280.00
3. TOTAL TRAVEL (Specify if any item exceeds 10% of Total Expenditures) $3,225.00
(See Attached)
4. TOTAL SUPPLIES MATERIALS (Specify if any items exceeds 10% of Total Expenditures $1,200.00
(See Attached)
5. TOTAL CONTRACTUAL (Sub-Contracts) $0.00
(See Attached)
6. TOTAL EQUIPMENT (Specify) $0.00
(See Attached)
7. TOTAL OTHER EXPENSES (Specify if any item exceeds 10% of Total expenditures) $1,772.00
(See Attached)
8. TOTAL DIRECT EXPENDITURES(Sum of Totals of lines 1-7) $130,451.00
9. INDIRECT COST CALCULATIONS
10. OTHER COST DISTRIBUTIONS (LOCAL HEALTH DEPARTMENTS ONLY)
11. TOTAL EXPENDITURES (SUM OF LINES 8-10) $130,451.00
DCH-0386FY2002(E) OM 6/2001 COMPLETION IS A CONDITION OF FUNDING AUTHORITY: P.A. 368 OF 1978
('ii- hie Application - 13udgtiit - Fuiiitablc Version Faze I ol
Apphcalion Menu I Change Password
Budget Section
District Court Advocacy Program; County of Oakland
A. Budget Summary
Budget Line Item Voca Federal Amount + Local Match Amount = Total Project Amount
Salaries and Wages $57,884 $26,090 $83,974
Fringe Benefits $40,280 $0 $40,280
Trrivel $3,225 $0 $3,225
Supplies and Materials $1,200 $0 $1,200
Contractual $0 $0 $0
Equipment $0 $0 $0
Other Expenses $1,772 $0 $1,772
• Total $104,361 $26,090 $130,451
Percentage 80% 20% 100%
B. Match
Source and method of calculating match Amount
Hietela and McCay ($7,000 each in salary supported by Oakland $14,000 County)
Volunteer, Victim Advocates ($17.28 x 650 hours plus FICA) $12,090
Total Cash Match Total In-Kind Match Total Project Match
$14,000 $12,090 $26,090
C. Salaries and Wages
Hourly Hours IVOCA +Local =Total
Name and Position Title Federal Match Project Salary Rate Devoted
, Amount Amount Amount
Ms. Heidi Hietela, victim advocate $17.28 2080 $28,942 $7,000 $35,942
Ms. Rachel McCay, victim advocate $17.28 2080 $28,942 $7,000 $35,942
Volunteer, Victim Advocate Intern $17.28 650 $0.00 $12,090 $12,090
Total Salaries and Wages $57,884 $26,090 $83,974
D. Personnel Budget Detail Worksheet
Name Ms. Heidi Hietela
Title victim advocate
Education DH.S. f2 B.A. M.A./M.S.W DPh.D. DJ.D.D 0 Other
Employment Status a Full-time at 40 hrs/week
• Full-time at less than 40 hrs/week
O Full-time, partially supported by VOCA funds
O Part-time
1st Quarter 2nd Quarter 3rd Quarter 4th Quarter Total
10/1 - 12/31 1/1 -3131 4/1 - 6/30 7/1 -9/30
011 -line Application - 13tICL-Lc:t - Primal)lc Vors.ion Page, 2 of •=1.
lc pal (1/1'
! -Clate per hour $17.281 $17.231 $17.28 $17.20
Number of Hours per Quarter 520 520 5201 520
Total gross wages $8,985.601 $8,985.601 $8,985.60 $8,985.601 $35,942
Fringe Benefits - Mandated
FICA (7.65% of salary) $2,750
Unemployment
(Rate 7.65% x 100% x $9,500) $727
Worker's Compensation
(Rate $16.16 per $100) $5,808
Fringe Benefits - Voluntary (Eligibility dates for voluntary insurance should be a consideration in budget
development.)
Health Insurance $1 ,111 $1,111 $1 ,111 $1,111 $4,444
Dental Insurance $131 $131 $130 $130 $522
Disability Insurance $35 $35 $35 $35 $140
Life Insurance $46 $47 $47 $47 $187
Fringe Benefits - Other
Professional Malpractice
Insurance SO $0 $0 • $0 $0
Retirement $1,390 $1,390 $1,391 $1,391 $5,562
Total $56,082
D. Personnel Budget Detail Worksheet
Name Ms. Rachel McCay
Title victim advocate
Education DH.S. x B.A. • M.A./M.S.W DPh.D. DJ.D.D DOther
Employment Status X Full-time at 40 hrs/week
O Full-time at less than 40 hrs/week
'O Full-time, partially supported by VOCA funds
O Part-time
1st Quarter 2nd Quarter 13rd Quarter 14th Quarter Total 10/1 - 12/31 1/1 - 3/31 4/1 - 6/30 7/1 -9/30
Salary
Rate per hour $17.28 $17.28 $17.28 $17.28
Number of Hours per Quarter 520 520 520 520
Total gross wages $8,985.60 $8,985.60 $8,985.60 $8,985.60 $35,942
Fringe Benefits - Mandated
FICA (7.65% of salary) $2,750
Unemployment $727 (Rate 7.65% x 100% x $9,500)
Worker's Compensation
(Rate $16.16 per $100) $5,808
Fringe Benefits - Voluntary (Eligibility dates for voluntary insurance should be a consideration in budget
development.)
Health Insurance
Hours or VOCA +Local =Total
Days Federal Match Project
Devoted Amount Amount Amount
Name/Affiliation Hourly or
Daily
Hourly or
Daily
Salary Rate
Contractual rates may not exceed $56.25 per hour or $450.00 Total Contractual $01 $01 $0
Un-hrt , Application - Eucigcr. - LaiIe Vcrsion 1';:i!ae, 3 or 4
!Dental Insurance I $13i1 $1311 $13d $1301 S-72.7.1
rDisability Insurance $351 $351 $351 $351 S140
Lift: Insurance $46 $.47 $471 $471 $187
Fringe Benefits - Other
Professional Malpractice SO SO SO SO SO Insurance
Retirement I$1,390! $1,390 $1,3911 $1,391 $5,562
Total $56,082
E. Fringe Benefits
Description VOCA Federal Amount! +Local Match Amount =Total Project Amount
FICA $5,500 $0 $5,500
Unemployment $1,454 $0 $1,454
Workers Compensation $11,616 $0 $11616
Health Insurance $8,8881 $0 $8,888
Dental Insurance $1,044 $0 $1,044
Disability Insurance $280 $0 - $280
Life Insurance $374 $0 $374
Professional Malpractice Insurance I $0 $0
Other I $11,124 $0 $11,124
Total Fringe Benefits! $40,280 $40,280
F. Travel
Number of Milea"'c,e Number Lodginiy !Meals VOCA +Local =Total
Description Mileage Cost c' Per Federal Match Project Miles Rate of Days Cost
Day Amount Amount Amount
Staff Development 0
$0.00 $0.00 0 $0.00 $0.00 $1,500 0 $1,500 Conference
Mileage 5000 $0.35 $1,725.00 0 $0.00 $0.00 $1,725 $0 $1,725
Travel rates may not exceed state rates listed as follows, unless
they have been approved by CVSC: Mileage $0.35 per mile; Total Travel $3,225 $0 $3,225 Lodging $65.00; and Meals: Breakfast $6.75, Lunch $7.25,
Dinner $16.50.
G. Supplies and Materials
uantiUnit VOCA Federal +Local Match =Total Project Item Explanation Qty Price Amount Amount Amount
Office Desk top 12 $100.00 $1,200 $0 $1,200 Supplies supplies
Total Supplies and Materials! $1,200 $1,200
H. Contractual
!per day.
ryi • cuLwil - Dtiuget - 1-11:1[1101 ,:!. Ver;i011 -4 k•_\
I. Equipment
Purchase Monthly IVOCA +Local =Total
Item Quantity Federal Match Project Price Lease Amount Amount Amount
Total Equipment $0 $0 $0.
J. Other Expenses
Spa.ce Expenses
Square Feet Amount per Square Foot j VOCA Federal +Local Match =Total Project
Amount Amount Amount
Communication Expenses
Type of VOCA Federal +Local Match =Total Project Monthly Fee Communication Amount Amount Amount
Cell Phones (2) $131.66 $1,580 $0 $1,580
Pagers (2) $16.00 $192 $0 $192
Emergency Financial Assistance Expenses -
Maximum Amount Per VOCA Federal +Local Match =Total Project Number of Victims Case Amount Amount Amount
Memberships
I Organization Name Yearly Membership Fee VOCA Federal +Local Match =Total Project
Amount Amount Amount
Other Expenses
Description VOCA Federal +Local Match =Total Project
Amount Amount Amount
Total Other Expenses $1,772 $0 $1,772
Application Menu I Change Password
n one, In no, 1
RE
ATTACHMENT C
PERFORMANCE / PROGRESS REPORT REQUIREMENTS
FY 10/1/2001 — 9/30/2002
a. The Contractor shall submit the following reports on the following dates:
October 30, 2001 Constitutional Victims Rights Notice due
November 30, 2001 October Monthly Financial Report
December 30, 2001 November Monthly Financial Report
January 20, 2001 l st Quarterly Program Report (10/1/2001 -
12/31/2001)
January 30, 2002 December Monthly Financial Report
February 30, 2002 January Monthly Financial Report
March 30, 2002 February Monthly Financial Report
April 20, 2002 2nd Quarterly Program Report (1/1/2002 -
3/30/2002)
April 30, 2002 March Monthly Financial Report
May 1, 2002 Advise Commission in writing if grant funds may
not be used in their entirety for fiscal year
(10/1/2001 - 9/30/2002).
May 30, 2002 April Monthly Financial Report
June 30, 2002 May Monthly Financial Report
- July 20, 2002 3' Quarterly Program Report (4/1/2002 -
6/30/2002)
July 30, 2002 June Monthly Financial Report
August 30, 2002 July Monthly Financial Report
September 30, 2002 August Monthly Financial Report
October 20, 2002 4th Quarterly Program Report (7/1/2002 -
9/30/2002)
October 30, 2002 September Monthly Financial Report •
November 30, 2002 FY 2001-01 Expenditure & Program Report
(10/1/2001 - 9/30/2002)
b. Any such other information shall be developed and submitted by the Contractor
as required by the Contract Manager.
c. Contractor shall enter Monthly Financial (CVA-305), Quarterly Program (CVA-
306), Fiscal Year Expenditure and Program Report (CVA-307), Agreement
Amendment Request (CVA-304r) at URL: http://sigmaweb.mdch.state.mi.us/sigma2/
d. The Contract Manager shall evaluate the reports submitted as described in
Attachment C, Items a.-c. above for their completeness and adequacy.
e. The Contract Manager shall permit the Department or its designee to visit and to
make an evaluation of the project as determined by Contract Manager.
?:7
,74't
IT' R
Contractor shall enter Fiscal Year Expenditure and Program Report (CVA-307)
at URL: http://sigmaweb.mdch.state.mi.us/sigma2/
ME
IC CT
VICT1
GRANT
ASSIST
SSU
NCE
ANCES
!17';C:1 Er E
VICTHS OF CRIME ACT &
VICTIM ASSISTANCE GRANT ASSURANCES
I. Responsibilities - Contractor
The Contractor in accordance with the general purposes and objectives of this agreement will:
A. Provide a financial audit. Agencies that expend less than $300,000 a year in aggregate state and
federal funds from the Department are exempt from the single audit requirements for that year.
However, a copy of a financial audit prepared in accordance with generally accepted auditing
standards and generally accepted government auditing standards must be filed with the Department.
B. Forward to the Crime Victim Services Commission the completed original audit report and applicable
management letters (and corrective action plan) for the agency within thirty (30) days of publication of
the report.
C. If an audit report disallows costs, the Contractor will forward the amount of the disallowed costs to the
Crime Victim Services Commission within ninety (90) days of such notification. Failure to do so will
result in such deficiency being reported to the Department of Treasury and may be cause for
immediate agreement cancellation.
D. Provide comments on the findings and recommendations in the audit report, including a plan for
corrective action taken or planned and comments on the status of corrective action taken on prior
findings. If corrective action is not necessary, a statement describing the reason it is not should
accompany the audit report.
E. Assist victims in seeking available crime victims compensation benefits.
F. Incorporate the use of volunteers unless the Department determines compelling reasons exist to waive
this requirement.
G. Provide formal crime victims rights notice of available project services with the following information to
all law enforcement agencies and prosecuting attorneys within the service area of the funded project
within thirty (30) days of the project start date. Forward a copy of this notice and distribution list within
thirty (30) days of the project start date to the Department.
(1) A brief project description containing the target clientele (victim groups), available service, hours
of service, and area of services.
(2) A telephone number to access services.
(3) The name of the project director.
(4) Funding acknowledgment of the project.
H. Provide services, at no charge, through VOCA funded staff. The Contractor is prohibited from earning
program income by charging a crime victim, or a third-party payor, for any services supported with
VOCA funds.
Complete and keep on file as appropriate, the Immigration and Naturalization Service Employment
Eligibility Form (1-9). This form is to be used by the recipient of Federal funds to verify that persons
employed by the applicant are eligible to work in the United States.
J. Assure that appropriate funding acknowledgment is included in all materials publicizing or resulting
from award activities, in press releases, program brochures and other information about the project..
The funding agency for your victims assistance project is the Michigan Crime Victim Services
Commission, not the federal agency. The source of funds is the Crime Victims Fund, established by
the Victims of Crime Act of 1984. Acknowledgment of support should be in the following format:
3b
This project (acreement project title) was
supported by Crime Victim Assistance Grant Award CVA#
awarded to the (applicant agency) by the
Michigan Crime Victim Services Commission, Michigan Department of
Community Health. The grant award of $ (80% of the
project), comes from the Federal Crime Victims Fund, established by the
Victims of Crime Act of 1984. The (applicant
agency) provides the required match by [the use of volunteers (# of
volunteer hours valued at $) or (state
source of cash match).]
If a publication is provided as part of this award, the publication shall include the following statement:
'The opinions, findings, and conclusions or recommendations expressed in this publication/program
exhibition are those of the author(s) and do not necessarily reflect the view of the U.S. Department of
Justice or the Michigan Department of Community Health.
K. The Contractor, if a domestic violence shelter program funded by the Domestic Violence Prevention
and Treatment Board (DVPTB), must maintain compliance with the DVPTB comprehensive services
grant.
Funding
A. Total funding provided through the Department for the agreement shall not exceed the amount shown
in the Federal Funds section of the budget detail except as adjusted by amendment. The Contractor
must advise the Department in writing by May 1, if the amount of Department funding may not be used
in its entirety.
B. No agreement funds will be used for indirect costs or administrative costs.
C. Crime victim assistance grant funds made available under the Victims of Crime Act will not be used to
supplant state and local funds that would otherwise be available for crime victim assistance.
D. Fringe benefits provided for under this agreement are actual employer costs for the Victims of Crime
Act funded (federal or match) staff only.
E. Victim assistance funds shall be used only to employ staff and cover approved costs to provide
services to victims of crime.
Ill. Responsibilities - Department
The Department in accordance with the general purposes and objectives of this agreement will:
A. Provide technical assistance to the Contractor to aid in accomplishing the stated purpose and
objectives of this agreement.
B. Provide guidelines outlining the data required for evaluation and proper reporting of financial and
program activities information.
C. Perform appropriate reviews to determine whether the Contractor is meeting its responsibilities under
the terms of this agreement.
D. Monitor compliance with all applicable provisions contained in federal grant awards and their attendant
rules, regulations and requirements pertaining to program elements covered by this agreement.
IV. Assurances
A. A Contractor must inform the Crime Victim Services Commission in writing if any federal or state court
or administrative agency makes a finding of discrimination, taken against the Contractor, on the
grounds of race, religion, national origin, sex, or disability against a recipient of VOCA victim
assistance funds. A copy of the findings will be forwarded to Inc Crime Victim Services Comniizzion
for the State of Michigan and the Office for Civil Rights Compliance at Office of Justice Programs at
the Department of Justice.
B. In the event of a formal allegation or a finding of fraud, waste, and/or abuse of VOCA funds, the
Contractor is required to immediately notify the Crime Victim Services Commission of said finding.
The Contractor is also obliged to apprise the Crime Victim Services Commission of the status of any
on-going investigations.
V. Payment and Reporting Procedures
A. The Contractor must comply with the data collection, retention and reporting requirements established
by the Crime Victim Services Commission as outlined in the Application, VOCA Guidelines and
Assurances. Failure to comply will result in Crime Victim Services Commission action to withhold the
release of funds.
B. All VOCA grant funded and match positions must maintain an Employee Funding Distribution Time
Report to ensure proper allocation of expenditures to this agreement.
C. Fund accounting, auditing, monitoring, and evaluation procedures shall be provided in accordance with
generally accepted accounting procedures to ensure fiscal control, proper management, and efficient
disbursement of funds received under the agreement.
D. Accounting procedures shall provide for accurate and timely recording or receipt of funds by source, or
expenditures made from such funds, and unexpended balances. Controls must be adequate to
ensure that expenditures charged to agreement activities are for allowable purposes and
documentation is readily available to verify that such charges are accurate.
E. The Contractor will maintain an equipment inventory and records to include copies of purchase orders
and invoices for the purchase and rental of property approved by the Crime Victim Services
Commission as allowable costs. The applicant will promptly notify the Crime Victim Services
Commission when any property approved under any agreement can no longer be reasonably used for
the purposes stated in the application.
F. The Contractor assures that information will be collected and maintained on victim services by race,
sex, national origin, age, and handicap. Collection of this information is for statistical purposes only.
This information is protected by federal privacy laws and state confidentiality requirements.
G. The Contractor assures that it will maintain appropriate programmatic and financial records that fully
disclose the amount and disposition of VOCA and match funds received. This includes financial
documentation for disbursements; daily time and attendance records specifying time devoted to the
VOCA project; client files; the portion of the project supplied by other sources; and other records which
will facilitate an effective audit.
VI. Agreement Period
The project must be operational within sixty (60) days of the original starting date of the agreement period.
The Contractor must submit documentation to the Crime Victim Services Commission explaining the reasons
for any delay, the steps taken to initiate the project, and the expected starting date. If the project is not
operational within ninety (90) days of the original starting date of the agreement period, the Contractor must
submit further documentation explaining the delay. The Crime Victim Services Commission may at this time
cancel the project, or extend the implementation date.
VII. Amendments
A. The Contractor assures that it will on a timely basis notify the Crime Victim Services Commission of
any changes which require the use of a Contract Adjustment Request form (CVA-304R). This form
requires that the Contractor briefly outline: 1) reason for the amendment, 2) budget changes, 3)
t'
changes in grant ,_incled staff, 4) changes in grant contract personnel, and 5) changes in project
address or changes in scope of the programmatic activities or purpose of the project, including delay in
grant implementation.
B. Any changes to the agreement will be valid only if made in writing and accepted by all parties to the
agreement.
VIII. Indemnification
Prior to the implementation of the agreement, employees of the non-profit organizations who handle Victims of
Crime Act monies/match or certify Victims of Crime Act expenses will have security bonds in an amount equal
to, or more than, the total dollars awarded under this Agreement.
IX. Confidentiality
A. The Contractor will establish procedures to ensure Confidentiality of Research Information. Except as
otherwise provided by Federal law, no recipient of monies under VOCA shall use or reveal any
research or statistical information furnished under this program by any person, and identifiable to any
specific private person, for any purpose other than the purpose for which such information was
obtained, in accordance with VOCA. Such information, and any copy of such information, shall be
immune from legal process and shall not, without the consent of the person furnishing such
information, be admitted as evidence or used for any purpose in any action, suit, or other judicial,
legislative, or administrative proceeding. (See Section 1407(d) of VOCA, codified at 42 U.S.C. 10604.)
B. This provision is intended, among other things, to assure the confidentiality of information provided by
crime victims to counselors working for victim services programs receiving VOCA funds. Whatever the
scope of application given this provision, it is clear that there is nothing in VOCA or its legislative
history to indicate that Congress intended to override or repeal, in effect, a State's existing law
governing the disclosure of information, which is supportive of VOCA's fundamental goal of helping
crime victims. For example, this provision would not act to override or repeal, in effect, a State's
existing law pertaining to the mandatory reporting of suspected child abuse. See Pennhurst State
School and Hospital v. Halderman, et al., 451 U.S. 1(1981). Furthermore, this confidentiality provision
should not be interpreted to thwart the legitimate informational needs of public agencies. For example,
this provision does not prohibit a domestic violence shelter from acknowledging, in response to an
inquiry by a law enforcement agency conducting a missing person investigation, that the person is safe
in the shelter. Similarly, this provision does not prohibit access to a victim service project by a Federal
or State agency seeking to determine whether Federal and State funds are being utilized in
accordance with funding agreements.
Q002
•
10/05/01 FRI 13:29 FAX 1810975983 2 OAKLAND CTY PROS.
- - - • ••••••.•ii.s: ,
Oakland -County Grant Application -
Summary Report
Requesting Department/Program/Agency
OAKLAND COUNTY PROSECUTORS OFFICE
Title of Grant. ,
DISTRICT COURT ADVOCACY PROGRAM
i Grantor Agency DEPARTMENT OF COMMUNITY HEALTH—CVSC
1 Title of Grant Funded Program VOCA "-• I Grant Notification Submission/Acceptance
Date 2-21-01. Deadline ' -27-01
Grant bein• submitted is: New n Renewal a Modified 0
Is a County matc.h required: Yes .22 , No •
Is match in your current budget: - Yes No •
Will the requested County match , Yes MI No 0
require an additional appropriation:
,A.,-, . t .. '`:' .,.- .7- '-; "it% 1lAi - - ...1"--. ' . - ,
This will be the T • IRD • year of grant funding for this program.
is this program projected to extend beyond the current grant funding period?YEs
The maximum number of years for which this grant is available: uniN/TEn
, Briefly, describe any program and/or personnel changes since the most recent grant acceptance: .,
• REQUEST FOR $13,994 FOR MATCH.
REMAINDER OF _MATCH IS VOLUNTEER HOURS.
•
GRANT SUMMARY r . PRIOR YEAR AMT .. GRANT REQUEST
!TigtMerogamageT _ 704.00414'4.4.N.E:: R...AP4z. - fAIIREMT,VilW491AP.5.Wataisilft:
Grant funding period
(provide mm/yy— mm/yy) ' . 10-1-007—'9-30-01 - _ 10-1-01 — 9-30702 :
Total amount" ($s) of grant • 143,010 . 161,810
Federal match 114,408 129,448
State match
. . Local or agency match 28,602 CASH 13,994
- .
VINFiat TIMMVESMI.V4e ..,viliati.MRIVQMOM., -AillatliAmOS _ .•.:, 4. '..,. ataSOM
Number.of grant funded positions 2 'VICTIM ADVOCATES 2. VICTIM ADVOCATES (list claSses, ex. 3 clerks) ' . Grant funded personnel costs •
90,666 • • 90,246
Grant funded fringe •benefits . 24 - 5/ ,826 . 40,282
Wariatat•Malalairt :.%4.MEMN AtiriNMAMMAtangeNAW; tifda,, Mara
Grant funded program costs " 114,408 129,448
County match requirements 28,602 • 32,362
Please.attach:.Program Summary; Approvals from Fiscal Services, Corporation Counsel and Personnel
- Revised 02 .127/01,'
_ • - -
L Brooks eatrereon. County Executive
Resolution 401257 October 11, 2001
Moved by Palmer supported by Obrecht the resolutions on the Consent
Agenda be adopted (with accompanying reports being accepted).
AYES: Appel, Brian, Buckley, Causey-Mitchell, Coleman, Crawford,
Dingeldey, Douglas, Garfield, Gregory, McPherson, Melton, Millard, Moffitt,
Moss, Obrecht, Palmer, Patterson, Sever, Suarez, Taub, Webster, Amos. (23)
NAYS: None. (0)
A sufficient majority having voted therefore, the resolutions on the
Consent Agenda were adopted (with accompanying reports being accepted).
I HEREBY14,PRCVE2THE FOREGOING RESOLUTION
./d//-71/4/
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, G. William Caddell, Clerk of the County of Oakland, do hereby certify that the
foregoing resolution is a true and accurate copy of a resolution adopted by the
Oakland County Board of Commissioners on October 11, 2001 with the original
record thereof now remaining in my office.
I In Testimony Whereof, I have hereunto set my hand an affixed the seal of the
County of Oakland at Pontiac, Michigan this 1401 da of Octobelq 2001.
G. William Caddell, County Clerk
ITION
•n•••
Date