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AGENDA ITEM: Fiscal Year 2024 County Veteran Service Fund (CVSF) Grant Acceptance
DEPARTMENT: Economic Development - Veterans Services
MEETING: Board of Commissioners
DATE: Friday, October 27, 2023 7:55 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-3382
Motion to approve and accept the grant funds from the Michigan Veterans Affairs Agency in the
amount of $505,019 for the grant period of October 1, 2023 through September 30, 2024; further,
the Chair of the Board of Commissioners is authorized to execute the grant agreement 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. The acceptance of the grant does not
obligate the County to any future commitment and continuation of the grant program is contingent
upon future levels of grant funding. A budget amendment is required for FY 2024 as indicated in the
Schedule A-Budget Amendment.
ITEM CATEGORY SPONSORED BY
Grant Yolanda Smith Charles
INTRODUCTION AND BACKGROUND
Oakland County's Veterans' Services Division was awarded funds for FY 2024 and this request is
for the acceptance of the Fiscal Year 2024 County Veterans Service Fund Grant from the Michigan
Veterans Affairs Agency in the amount of $505,019.00. The grant funds will be used for Veterans
Resource Fairs, Transportation, Markerting and veteran-owned business workshops. This is the fifth
year the County has been awarded the County Veteran Service Fund Grant.
The funds will be used to increase awareness of the benefits and resources available to veterans
and their dependents in the county through a:
• marketing campaign that will consist of advertising through radio, newspapers, billboards,
social media, and mailings; and
• to provide transportation to Oakland County Veterans Services offices; and
• for Resource Fairs and veteran-owned business/ entrepreneurs’ workshops.
The total program budget consists of the following: $70,000 for enhanced transportation services,
$270,000 for veterans resource fairs, $159,019.00 for marketing, and $6,000 for events and
workshops for veteran-owned businesses,
The grant acceptance has completed the Grant Review Process in accordance with the Grants
Policy approved by the Board of Commissioners at their May 25, 2023 meeting. There is no County
match required with this grant. A budget amendment is required for FY 2024 as per the attached
Schedule A.
POLICY ANALYSIS
Oakland County's Veterans' Services Division has been awarded funds for FY2024 and the request
is for the acceptance of the County Veterans Service Fund Grant from the Michigan Veterans Affairs
Agency in the amount of $505,019.00. The grant funds will be used for veterans’ resource fairs,
transportation, marketing, and veteran-owned business workshops. This is the fifth year the County
has been awarded the County Veteran Service Fund Grant.
The grant period is from October 1, 2023 through September 30, 2024.
The funds will be used to increase awareness of the benefits and resources available to veterans
and their dependents in the county through a:
• marketing campaign that will consist of advertising through radio, newspapers, billboards, social
media, and mailings; and
• to provide transportation to Oakland County Veterans Services offices; and
• for resource fairs and veteran-owned business/ entrepreneurs’ workshops.
The total program budget consists of the following: $70,000 for enhanced transportation services,
$270,000 for veterans’ resource fairs, $159,019.00 for marketing, and $6,000 for events and
workshops for veteran-owned businesses. The grant acceptance has completed the Grant Review
Process in accordance with the Grants Policy. There is no County match required with this grant. A
budget amendment is required for FY2024 as per the attached Schedule A.
BUDGET AMENDMENT REQUIRED: Yes
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.425.5572 or andrewsmb@oakgov.com, or the department contact persons listed for additional
information.
CONTACT
Tyrone Jordan, Digital Marketing & Communications Coordinator
Sean Carlson, Deputy County Executive II
Garth Wootten, Manager Veteran's Services Economic Development
ITEM REVIEW TRACKING
Aaron Snover, Board of Commissioners Created/Initiated - 10/17/2023
AGENDA DEADLINE: 10/27/2023 7:55 PM
ATTACHMENTS
1. ED_Veterans_FY2024 County Veteran Service_Sch. A
2. FY24 CVSF Grant Review Sign-Off
3. Oakland FY24 CVSF Award Packet (002)
4. Oakland FY24 CVSF Application_DRAFT
5. Oakland FY24 CVSF Grant Agreement
6. Oakland FY24 CVSF Grant Award Letter
COMMITTEE TRACKING
2023-10-11 Economic Development & Infrastructure - Recommend and Forward to Finance
2023-10-11 Finance - Recommend to Board
2023-10-17 Full Board - Adopt
Motioned by: Commissioner Angela Powell
Seconded by: Commissioner Robert Hoffman
Yes: David Woodward, Michael Spisz, Karen Joliat, Kristen Nelson, Christine Long, Robert
Hoffman, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson, William Miller III,
Yolanda Smith Charles, Charles Cavell, Brendan Johnson, Ajay Raman (15)
No: None (0)
Abstain: None (0)
Absent: Gary McGillivray, Penny Luebs, Michael Gingell, Janet Jackson (4)
Oakland County, Michigan
ECONOMIC DEVELOPMENT, VETERAN SERVICES - FY 2024 COUNTY VETERAN SERVICE FUND (CVSF) - GRANT ACCEPTANCE
Schedule "A" DETAIL
R/E Fund Name Division Name
Fund #
(FND)
Cost Center
(CCN) #
Account #
(RC/SC)
Program #
(PRG)
Grant ID
(GRN) #
Project ID #
(PROJ)
Region
(REG)
Budget
Fund
Affiliate
(BFA)
Ledger
Account
Summary Account Title
FY 2024
Amendment
FY 2025
Amendment
FY 2026
Amendment
R Other Grants Veteran Services FND11011 CCN1090401 RC615571 PRG132050 GRN-1004247 615000 State Operating Grant $505,019 $505,019 $505,019
Total Revenues $505,019 $505,019 $505,019
E Other Grants Veteran Services FND11011 CCN1090401 SC730072 PRG132050 GRN-1004247 730000 Advertising $159,019 $159,019 $159,019
E Other Grants Veteran Services FND11011 CCN1090401 SC732011 PRG132080 GRN-1004247 730000 Transportation 70,000 70,000 70,000
E Other Grants Veteran Services FND11011 CCN1090401 SC750245 PRG132050 GRN-1004247 750000 Incentives 270,000 270,000 270,000
E Other Grants Veteran Services FND11011 CCN1090401 SC732165 PRG132050 GRN-1004247 730000 Workshop and Meetings 6,000 6,000 6,000
Total Expenditures $505,019 $505,019 $505,019
R Other Grants Veteran Services FND11011 CCN1090401 RC615571 PRG132050 GRN-1003984 615000 State Operating Grant $(255,319)$-$-
Total Revenues $(255,319)$-$-
E Other Grants Veteran Services FND11011 CCN1090401 SC730072 PRG132050 GRN-1003984 730000 Advertising $(72,097)$-$-
E Other Grants Veteran Services FND11011 CCN1090401 SC732011 PRG132080 GRN-1003984 730000 Transportation (90,000)
E Other Grants Veteran Services FND11011 CCN1090401 SC750245 PRG132050 GRN-1003984 750000 Incentives (75,000)
E Other Grants Veteran Services FND11011 CCN1090401 SC732165 PRG132050 GRN-1003984 730000 Workshop and Meetings (15,000)
E Other Grants Veteran Services FND11011 CCN1090401 SC730324 PRG132050 GRN-1003984 730000 Communications (3,222)
Total Expenditures $(255,319)$-$-
GRANT REVIEW SIGN-OFF – Economic Development & Community Affairs/Veterans'
Services
GRANT NAME: 2024 County Veteran Service Fund (CVSF) Grant
FUNDING AGENCY: Michigan Veterans Affairs Agency
DEPARTMENT CONTACT: Garth Wootten / (248) 858-0790
STATUS: Grant Acceptance (Greater than $10,000)
DATE: 09/12/2023
Please be advised that the captioned grant materials have completed internal grant review. Below are the returned
comments.
The Board of Commissioners’ liaison committee resolution and grant acceptance package (which should include this sign-
off and the grant agreement/contract with related documentation) may be requested to be placed on the agenda(s) of the
appropriate Board of Commissioners’ committee(s) for grant acceptance by Board resolution.
DEPARTMENT REVIEW
Management and Budget:
Approved – Sheryl Johnson (9/07/2023)
Human Resources:
Approved by Human Resources. No position impact. - Heather Mason (09/07/2023)
Risk Management:
Approved. Agreement allows the County to self-insure. – Robert Erlenbeck (9/07/2023)
Corporation Counsel:
Approved – Heather Lewis (9/12/2023)
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David T. Woodward (Jun 2, 2023 15:27 EDT)
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RANT AGREEMENT
BETWEEN THE
MICHIGAN DEPARTMENT OF MILITARY AND VETERANS AFFAIRS,
MICHIGAN VETERANS AFFAIRS AGENCY
and OAKLAND COUNTY
This Grant Agreement (“Agreement”) is made between the Michigan Department of Military and Veterans Affairs,
(DMVA) Michigan Veterans Affairs Agency (“MVAA"), and Oakland County ("Grantee"). The
parties in this agreement will be referred to as Grantor (DMVA or MVAA) and Grantee (County Recipient).
The purpose of this Agreement is to provide funding in exchange for work to be performed for the project named
below. The State is authorized to provide grant assistance pursuant to Public Act 192 of 1953 MCL 35.623a.
This Agreement is subject to the terms and conditions specified herein.
Project Name: Oakland County FY24 CVSF Grant Grant #: TBD
Amount of Grant: $505,019.00
Start Date (date executed by DMVA): 10-1-2023 End Date: 09/30/2024
[unless alternate date specified]
GRANTEE CONTACT: STATE’S CONTACT:
David Woodward Kate Preston, Grants Specialist
Name/Title Name/Title
Oakland County MVAA
Organization Division/Bureau/Office
1200 N. Telegraph Rd. 3423 N. Martin Luther King Jr. Blvd. (Bldg. 32)
Address Address
Pontiac, MI 48341 Lansing, MI 48906
Address Address
248-858-0100 517-230-8535
Telephone number Telephone number
Fax number Fax number
woodwardd@oakgov.com PrestonK2@michigan.gov
E-mail address E-mail address
Federal ID number – (Required for Federal Funding)
Grantee DUNS number - (Required for Federal Funding)
[Program will add a Remittance address if different than the above.]
The undersigned certify that they are duly elected and authorized officers of the Grantee and that, as such, are
authorized to accept this grant on behalf of the Grantee, to obligate the Grantee to observe all the terms and
conditions placed on this grant, and in connection with this grant to make, execute and deliver on behalf of the
Grantee all grant agreements, representations, receipts, reports, and other instruments of every kind.
FOR THE GRANTEE:
Signature/Title Date
FOR THE GRANTOR:
Signature/Robert Near, Project Manager Date
Signature/Christine F. Apostol, Chief Financial Officer Date
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I. PROJECT SCOPE
This Agreement and its appendices constitute the entire Agreement between the Grantor and the
Grantee and may be modified only by written agreement between the Grantor and the Grantee.
(A) The scope of this project is to create a county department of veterans’ affairs in certain counties,
and to prescribe its powers and duties; and to transfer the powers and duties of the soldier’s
relief commission in such counties (MCL 35.621 to 35.624).
(B) Grants are provided to counties for county veteran service operations. “Veteran service
operations” means assistance and programming of any kind to meet the needs of the veterans
in this state. Veteran service operations include, but are not limited to, providing assistance,
programming, and services for the purpose of assisting veterans in this state and providing
advice, advocacy, and assistance to veterans, servicemembers, dependents, or survivors by
an accredited veteran service officer to obtain United States Department of Veterans Affairs
health, financial, or memorial benefits for which they are eligible.
(C) The scope of this project is limited to the activities specified in Appendix A and such activities
as are authorized by the State under this Agreement. Any change in project scope requires
prior written approval in accordance with Section III, Changes, in this Agreement. Failure to
obtain written prior approval from the State may result in expenses not being approved or
reimbursed.
(D) By acceptance of this Agreement, the Grantee commits to complete the project identified in
Appendix A within the time period allowed for in this Agreement and in accordance with the
terms and conditions of this Agreement.
II. AGREEMENT PERIOD
Upon signature by the Grantor, the Agreement shall be effective from the Start Date until the End
Date on Page 1. The Grantor shall have no responsibility to provide funding to the Grantee for
project work performed except between the Start Date and the End Date specified on Page 1.
Expenditures made by the Grantee prior to the Start Date or after the End Date of this Agreement
are not eligible for payment under this Agreement.
III. CHANGES
Adjustments of budget categories and use of funds may not be made until the MVAA has
approved the requested budget modifications. Grantee may adjust the budget categories up to
10 percent of the total approved budget, provided that the total budget amount is not increased.
Budget category adjustments exceeding 10 percent of the approved budget must be approved
in writing by MVAA and DMVA. The Grantee agrees changes will not be executed until approved
and the modification is executed. The Grantee must submit amendments in advance using the
form provided by the Grantor. The Grantor reserves the right to deny requests for changes to the
Agreement or to the appendices. No changes can be implemented without written approval by
the Grantor. All amendments must be received by the Grantor no later than June 30, 2024.
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IV. GRANTEE DELIVERABLES AND REPORTING REQUIREMENTS
The Grantee shall submit deliverables and follow reporting requirements specified in Appendix A
of this Agreement.
(A) The Grantee must complete and submit quarterly financial and progress reports according to
a form and format prescribed by the Grantor and must include supporting documentation of
eligible project expenses. These reports shall be due according to the following schedule:
Reporting Period Due Date
October 1 – December 31 January 10, 2024
January 1 – March 31 April 10, 2024
April 1 – June 30 July 10, 2024
July 1 – September 30 October 5, 2024
If the report due date falls on a weekend or holiday, it will be due the first business day following.
Late report submissions may result in delayed payments and termination of the Agreement.
The forms provided by the Grantor shall be submitted to mvaagrants@michigan.gov.
Required documentation (for example one or more of the following: invoice, proof of payment,
cancelled checks, credit card receipt or general ledger, refer to Appendix A for further
clarification) for expenses must be included with the report.
(B) If requested, the Grantee shall provide a final project report in a format prescribed by the
Grantor. The Grantee shall submit the final status report, including expenditure documentation,
along with the final project report and any other outstanding requests for information.
(C) The Grantee must provide copies of all documents in accordance with Appendix A.
(D) Marketing/advertising products shall acknowledge “paid for in part or in whole by the Michigan
Veterans Affairs Agency” if space allows.
V. GRANTEE RESPONSIBILITIES
(A) The Grantee agrees to abide by all applicable local, state, and federal laws, rules, ordinances,
and regulations in the performance of this Agreement.
(B) The Grantee, by signature of this Agreement, attests that all persons served under this
Agreement are veterans, spouses, or eligible dependents of veterans with separation status in
accordance with county policy for eligibility. Documentation of veteran eligibility must be kept
on file and available to MVAA upon request.
(C) All local, state, and federal permits, if required, are the responsibility of the Grantee. Award of
this grant is not a guarantee of permit approval by the State.
(D) The Grantee shall be solely responsible to pay all applicable taxes and fees on the purchase
of goods, services, or equipment, if any, that arise from the Grantee’s receipt or execution of
this Agreement.
(E) The Grantee agrees to have internal controls in place to provide reasonable assurance that
administrative objectives will be met. In the incidents of emergency assistance, it is
expected that grant funds will be funds of last resort. Grantees are also expected to maintain
separate accounts and records for each source of funds (e.g., Federal, State, other) used
to support the project, and to maintain separate records for matching funds and program
4
income funds if applicable.
(F) The Grantee agrees to fulfill all matters within the grant guidance as requested and enforced.
This may include, but is not limited to, mandatory training(s) for Project Directors and
Financial Officers or designees, to learn correct reporting format.
(G) The Grantee is responsible for the professional quality, technical accuracy, timely completion,
and coordination of all reports and other services submitted to the State under this Agreement.
The Grantee shall, without additional compensation, correct or revise any errors, omissions, or
other deficiencies in reports or other services. If no response is received from the Grantee after
two written requests from the Grantor, the request for reimbursement will be voided.
(H) The Grantee acknowledges that it is a crime to knowingly and willingly file false information
with the State for the purpose of obtaining this Agreement or any payment under the
Agreement, and that any such filing may subject the Grantee, its agents, and/or employees
to criminal and civil prosecution and/or termination of the Agreement.
(I) Supplanting, sponsorships, and donations are not allowed.
(J) No profits shall be made off grant-funded products or materials.
(K) The Grantee will complete training as provided by the MVAA. Travel/training costs may be
reimbursed by the grant as budgeted. The areas of training will be relative to processing
applications for benefits payable to veterans due to military sexual trauma, post-traumatic
stress disorder, depression, anxiety, substance abuse, or other mental health issues. The
training is required and will be coordinated with all Grantees providing Veteran Service
Officer services to Michigan citizens.
VI. USE OF MATERIAL
Unless otherwise specified in this Agreement, the Grantee may release information or material
developed under this Agreement, provided it is acknowledged that the State funded all or a
portion of its development.
The State, and federal awarding agency, if applicable, retains a royalty-free, nonexclusive, and
irrevocable right to reproduce, publish, and use in whole or in part, and authorize others to do so,
any copyrightable material or research data submitted under this Agreement whether the material
is copyrighted by the Grantee or another person. The Grantee will only submit materials that the
State can use in accordance with this paragraph.
VII. ASSIGNABILITY
The Grantee shall not assign this Agreement or assign or delegate any of its duties, obligations, or
funds under this Agreement to any other party without the prior written consent of the Grantor. The
Grantor does not assume responsibility regarding the contractual relationships between the
Grantee and any subcontractor.
VIII. SUBCONTRACTS
The Grantor reserves the right to deny the use of any consultant, contractor, associate, or other
personnel to perform any portion of the project. The Grantee is solely responsible for all contractual
activities performed under this Agreement. Further, the Grantor will consider the Grantee to be the
sole point of contact regarding contractual matters, including payment of all charges resulting from
the anticipated Agreement. Verification of any documentation is the responsibility of the Grantee;
the Grantor can request detail at any time if necessary. All subcontractors used by the Grantee in
performing projects shall be subject to the provisions of this Agreement and shall be qualified to
5
perform the duties required. Subcontractors shall report activities and services to the Grantee in a
form and manner prescribed by the Grantee. The Grantee shall provide signed copies of all
subcontracts to the Grantor within 14 days of execution. The Grantee is subject to local
procurement policy.
IX. NON-DISCRIMINATION
Under the Elliott-Larsen Civil Rights Act, 1976 PA 453, MCL 37.2101, et seq., the Persons with
Disabilities Civil Rights Act, 1976 PA 220, MCL 37.1101, et seq., and Executive Directive 2019-
09. Contractor and its subcontractors agree not to discriminate against an employee or applicant
for employment with respect to hire, tenure, terms, conditions, or privileges of employment, or a
matter directly or indirectly related to employment, because of race, color, religion, national origin,
age, sex (as defined in Executive Directive 2019-09), height, weight, marital status, partisan
considerations, any mental or physical disability, or genetic information that is unrelated to the
person’s ability to perform the duties of a particular job or position. Breach of this covenant is a
material breach of this Agreement.
X. UNFAIR LABOR PRACTICES
The Grantee shall comply with the Employers Engaging in Unfair Labor Practices Act, 1980 PA
278, as amended, MCL 423.321 et seq.
XI. LIABILITY
The Grantee, not the Grantor, is responsible for all liabilities as a result of claims, judgments, or
costs arising out of activities to be carried out by the Grantee under this Agreement, if the liability
is caused by the Grantee, or any employee or agent of the Grantee acting within the scope of
their employment or agency.
Nothing in this Agreement should be construed as a waiver of any governmental immunity by the
Grantee, the Grantor, its agencies, or their employees as provided by statute or court decisions.
XII. CONFLICT OF INTEREST
No government employee, or member of the legislative, judicial, or executive branches, or member
of the Grantee’s Board of Directors, its employees, partner agencies, or their families shall benefit
financially from any part of this Agreement.
XIII. ANTI-LOBBYING
If all or a portion of this Agreement is funded with federal funds, then in accordance with Office
of Management and Budget Circular A-21, A-87, or A-122, as appropriate, the Grantee shall
comply with the Anti-Lobbying Act, which prohibits the use of all project funds regardless of
source, to engage in lobbying the state or federal government or in litigation against the Grantor.
Further, the Grantee shall require that the language of this assurance be included in the award
documents of all subawards at all tiers.
If all or a portion of this Agreement is funded with state funds, then the Grantee shall not use any
of the grant funds awarded in this Agreement for the purpose of lobbying as defined in the State
of Michigan’s lobbying statute, MCL 4.415(2). “‘Lobbying’ means communicating directly with an
official of the executive branch of state government or an official in the legislative branch of state
government for the purpose of influencing legislative or administrative action.” The Grantee shall
not use any of the grant funds awarded in this Agreement for the purpose of litigation against the
Grantor. Further, the Grantee shall require that language of this assurance be included in the
award documents of all subawards at all tiers.
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XIV. DEBARMENT AND SUSPENSION
By signing this Agreement, the Grantee certifies that it has checked the federal
debarment/suspension list at www.SAM.gov to verify that its agents, and its subcontractors:
(1) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by any federal department or the state.
(2) Have not within a three-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) transaction
or contract under a public transaction, as defined in 45 CFR 1185; violation of federal or state
antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification 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 subsection (2).
(4) Have not within a three-year period preceding this Agreement had one or more public
transactions (federal, state, or local) terminated for cause or default.
(5) Will comply with all applicable requirements of all other state or federal laws, executive
orders, regulations, and policies governing this program.
XV. AUDIT AND ACCESS TO RECORDS
The Grantor reserves the right to conduct a programmatic and financial audit of the project, and
the Grantor may withhold payment until the audit is satisfactorily completed. The Grantee will be
required to maintain all pertinent records and evidence pertaining to this Agreement, including grant
and any required matching funds, in accordance with generally accepted accounting principles and
other procedures specified by the Grantor. The Grantor or any of its duly authorized
representatives must have access, upon reasonable notice, to such books, records, documents,
and other evidence for the purpose of inspection, audit, and copying. The Grantee will provide
proper facilities for such access and inspection. All records must be maintained for a minimum of
five years after the final payment has been issued to the Grantee by the Grantor.
All Grantees will be subject to grant monitoring of performance, including data collection according
to a form and format prescribed by the Grantor. A Progress, and Activity Report will be required
quarterly. Upon approval of the quarterly audit, Grantees will have two weeks to dispute any
decisions made by MVAA. After two weeks, the audit will be finalized and closed. Grant and
performance monitoring will be conducted by MVAA. If the Grantor determines, by audit or
otherwise, that a Grantee expended the grant funds received for purposes other than veteran
service operations, the Grantor shall reduce the grant disbursement provided to the Grantee in the
succeeding fiscal year by an amount equal to the total of all amounts improperly expended. The
Grantor reserves the right to require payment of misspent funds if funds are not appropriated, or
the Grantee does not apply for appropriated grant funding, in the subsequent year.
XVI. INSURANCE
(A) The Grantee must maintain insurance or self-insurance that will protect it from claims that may
arise from the Grantee’s actions under this Agreement.
(B) The Grantee must comply with applicable workers’ compensation laws while engaging in
activities authorized under this Agreement.
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XVII. OTHER SOURCES OF FUNDING
The Grantee guarantees that any claims for reimbursement made to the Grantor under this
Agreement must not be financed by any source other than the Grantor under the terms of this
Agreement. If funding is received through any other source, the Grantee agrees to delete from
Grantee's billings, or to refund to the Grantor, within 14 business days, the total amount
representing such duplication of funding.
XVIII. COMPENSATION
(A) A breakdown of costs allowed under this Agreement is identified in Appendix A. The Grantor
will pay the Grantee a total amount not to exceed the amount on page 1 of this Agreement, in
accordance with Appendix A, and only for expenses incurred and paid for within the Start and
End Date of this Agreement. All other costs necessary to complete the project are the sole
responsibility of the Grantee.
(B) Expenses incurred by the Grantee prior to the Start Date or after the End Date of this
Agreement are not allowed under the Agreement, unless otherwise specified in Appendix A.
(C) The Grantor will approve reimbursement requests after approval of reports and related
documentation as required under this Agreement.
(D) The Grantor reserves the right to request additional information necessary to substantiate
reimbursement requests.
(E) Payments under this Agreement may be processed by Electronic Funds Transfer (EFT). The
Grantee may register to receive payments by EFT at the SIGMA Vendor Self Service website
https://sigma.michigan.gov/webapp/PRDVSS2X1/AltSelfService.
XIX. CLOSEOUT
(A) A determination of project completion, which may include a site inspection and an audit, shall
be made by the Grantor after the Grantee has met any match obligations, satisfactorily
completed the activities, and provided products and deliverables described in Appendix A.
(B) Upon issuance of final payment from the State, the Grantee releases the Grantor of all claims
against the Grantor arising under this Agreement. Unless otherwise provided in this
Agreement or by State law, final payment under this Agreement shall not constitute a waiver
of the Grantor claims against the Grantee.
(C) The Grantee shall refund to the Grantor any funds allowed by this Agreement that remain
unspent by September 30, 2024, within 14 days of the Grantor demand. Monies (debts) which
have been due and owing to the Agency more than 180 days may be referred to the Michigan
Department of Treasury by the MVAA.
XX. CANCELLATION
This Agreement may be canceled by the Grantor, upon 30 days written notice, due to Executive
Order, budgetary reduction, other lack of funding, upon request by the Grantee, or upon mutual
agreement by the Grantor and Grantee. The Grantor may honor requests for just and equitable
compensation to the Grantee for all satisfactory and eligible work completed under this
Agreement up until 30 days after written notice, upon which time all outstanding reports and
documents are due to the Grantor and the Grantor will no longer be liable to pay the Grantee for
any further charges to the Agreement.
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XXI. TERMINATION
This Agreement may be terminated by the Grantor as follows:
(A) Upon 30 days written notice to the Grantee:
a. If the Grantee fails to comply with the terms and conditions of the Agreement, or with
the requirements of the authorizing legislation cited on page 1, or the rules
promulgated thereunder, or other applicable law or rules.
b. If the Grantee knowingly and willingly presents false information to the Grantor for the
purpose of obtaining this Agreement or any payment under this Agreement.
c. If the Grantor finds that the Grantee, or any of the Grantee’s agents or representatives,
offered or gave gratuities, favors, or gifts of monetary value to any official, employee,
or agent of the Grantor in an attempt to secure a subcontract or favorable treatment in
awarding, amending, or making any determinations related to the performance of this
Agreement.
d. If the Grantee or any subcontractor, manufacturer, or supplier of the Grantee appears
in the register of persons engaging in unfair labor practices that is compiled by the
Michigan Department of Licensing and Regulatory Affairs or its successor.
e. During the 30-day written notice period, the Grantor shall withhold payment for any
findings under subparagraphs a through d, above and the Grantee will immediately
cease charging to the grant and stop earning match for the project (if applicable).
(B) Immediately and without further liability to the Grantor if the Grantee, or any agent of the
Grantee, or any agent of any subcontract is:
f. Convicted of a criminal offense incident to the application for or performance of a
State, public, or private contract or subcontract.
g. Convicted of a criminal offense, including but not limited to any of the following:
embezzlement, theft, forgery, bribery, falsification, or destruction of records, receiving
stolen property, or attempting to influence a public employee to breach the ethical
conduct standards for State of Michigan employees.
h. Convicted under State or federal antitrust statutes.
i. Convicted of any other criminal offense that, in the sole discretion of the State, reflects
on the Grantee’s business integrity; or
j. Added to the federal or state Suspension and Debarment list.
(C) If the Agreement is terminated, the Grantor reserves the right to require the Grantee to repay
all or a portion of funds received under this Agreement.
(D) The Grantee acknowledges that continuation of the Agreement is subject to appropriation or
availability of funds for the grant. If funds are not appropriated or otherwise made available,
the Grantor must terminate the Agreement.
XXII. IRAN SANCTIONS ACT
By signing this Agreement, the Grantee is certifying that it is not an Iran linked business, and that
its contractors are not Iran linked businesses, as defined in MCL 129.312.
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PROGRAM-SPECIFIC BOILERPLATE
XXIII. DISCLOSURE OF INFORMATION
All reports and other printed or electronic material prepared by or for the Grantee under the
Agreement will not be distributed without the prior written consent of the Grantor except for items
disclosed in response to a Freedom of Information Act request, Court Order or subpoena.
PROJECT SPECIFIC REQUIREMENTS – APPENDIX A
STANDARD LANGUAGE
(A) Grantee will receive an initial advance payment up to a maximum of $50,000 for the CVSF
Grant. The remaining balance will be paid on a reimbursement basis.
(B) All grant funds expended must be spent in accordance with this Agreement and grant scope.
Costs that do not directly support this Agreement and scope are considered disallowable. If
an item or service is not listed within this Agreement, it is considered disallowable and will be
incurred at the expense of the Grantee.
(C) Disallowable expenditures include sales tax (see below for Emergency Services exception),
legal settlements of any kind, mileage between employees’ homes, remote work locations
and official workstation, fraternal organization business, alcohol, tobacco, lottery, business
insurance, all extended warranty plans, and donations.
Sales tax and late fees associated with approved Emergency Services initiatives are an
allowable CVSF expense.
(D) If, at the end of the Fiscal Year (September 30, 2024), there are unspent funds remaining
from the initial advance payment the Grantee will return the balance of those funds to the
State upon demand.
(E) The Grantee will provide verification of funds spent down from the original advance with the
Quarterly Reports in the form and format prescribed by the Grantor. For example, certified
time sheets, itemized receipts, invoices, and proof of payment or other appropriate
documentation to support and verify expenditures. Examples of acceptable proof of payment
include general ledger reports that include dates, transaction IDs, vendor names, and
amount, copies of cancelled checks, zero balance invoices, and/or credit card receipts.
(F) Progress Reports and Quarterly Financial Reports will be due according to the schedule
listed.
(G) All reports will be submitted in the form and format prescribed by the Grantor.
(H) Failure to properly complete progress reports, activity reports, financial reports, and
reimbursement requests may delay payments.
(I) Travel rates, lodging, meals, and mileage reimbursement will be paid up to the allowable
State of Michigan travel rates and in accordance with State of Michigan Standardized Travel
Regulations, DMVA, and MVAA policy. Expenses above the State of Michigan rates will be
the sole responsibility of the Grantee. Be cautious of using travel sites such as Expedia, if
the site cannot provide a detailed invoice for hotel, airfare, car, the expense will not be
reimbursed (refer to “travel/meetings” in the table below for further clarification).
(J) Expenses incurred prior to the Start Date or after the End Date and not authorized by MVAA
will not be reimbursed.
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(K) FY2024 funds may not be used to support contracts, services, or purchases prior to October
1, 2023, or beyond September 30, 2024.
(L) All purchases must be paid for no later than September 30, 2024, with the exception of payroll
charged to the grant.
(M) Obtain a PIV card by September 24, 2024, which will be verified by MVAA and the USDVA.
(N) Must provide no less than 20 hours of veteran service operations per week unless an
exception has been requested of and approved by MVAA.
(O) All receipts and invoices must be itemized, dated, and include the name and address of the
vendor.
(P) Failure to comply with reporting requirements may result in the State terminating the
Agreement.
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As the Grantee, it is your responsibility to review the following reporting criteria and supply
appropriate supporting documents as it applies to your grant.
Quarterly reports should be succinct and have all Personally Identifiable Information (PII) and
Personal Health Information (PHI) redacted prior to submission.
GRANTEE MUST HOLD PHYSICAL
COPIES FOR 5 YRS. FROM DATE OF
LAST CVSF GRANT PAYMENT
GRANTEE MUST
INCLUDE WITH
QUARTERLY
REPORTS
Travel/meetings:
Airline ticket receipt
X
X
Airline baggage fee receipt X X
Receipts for transportation (such as tolls,
parking, taxis, shuttles, ferries, and public
transportation)
X
X
Mileage (if requesting reimbursement) proof
(MapQuest or similar), to/from the destination is
required if the mileage is being charged by the
Grantee directly. If contracting with an outside
transportation service, a map is not required.
X
X
Training/conference receipt X X
Agenda X X
Meal receipts X X
Travel insurance is not a reimbursable expense.
Air travel is limited to commercial coach fare only. Additional costs incurred due to changing travel arrangements for the benefit
of passenger preference is at the expense of the County.
Air travel must be at the lowest available airfare.
Reimbursement of baggage for one piece of personal luggage is allowed; reimbursing overweight or additional baggage fees is not
an allowable expense.
The cost of transportation from the traveler’s home or official workstation, whichever is closer, to and from a training, station or
terminal is reimbursable.
Mileage reimbursement for privately owned and County-owned vehicles for business is based on actual miles traveled.
Requests for fuel purchase will be denied (exception only for rental vehicles).
Mileage reimbursement for privately owned vehicles may be reimbursable at the SoM premium rate. Local policy prevails.
Mileage reimbursement for County-owned vehicles will be at the standard SoM mileage rate.
If staying at a conference site, reimbursement will be made at the conference hotel rate.
Travelers are eligible for reimbursement for the day prior to the conference start date and the day after the conference ends.
Hotel rates above SoM rates will be the sole responsibility of the Grantee unless approval is granted from the Grantor prior to the
stay. Prior authorization includes submitting three quotes for hotels to the Grantor (showing the Grantee met the requirement of
searching for the best rate) no less than two weeks prior to the stay.
Reimbursement for actual costs of meals cannot exceed the applicable maximum published state rate including tax and gratuities.
County hosted events/meetings:
Sign-in sheet for meetings where meals are
served
X
X
Agenda/program X X
Detailed invoices/receipts for food/catering X X
Detailed invoices/receipts for other meeting
costs
X
X
Proof of payment X X
Reimbursement for costs of catered meals cannot exceed the applicable maximum published state rate including tax and gratuities.
Morning and/or afternoon snacks and refreshments are allowed at a rate of $5.00 per person per snack/refreshment.
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Emergency relief:
Veteran/spouse/eligible dependent first name &
last initial
X
X
Veteran application/request for service X
Dates of military service X
Character of discharge X
Itemized detailed receipt X X
Proof of payment X X
Members of review panel (if applicable) X
Appeal process (if case denied) X
Vouchers/gift cards/gas cards to veterans:
Log with first name, last initial of
veteran/spouse/eligible dependent
X
X
Veteran application/request for service X
Copy of receipt for purchase of cards X X
Copy of itemized receipt(s) with store name and
date of purchases made by
veteran/spouse/eligible dependent with card(s).
X
X
Veterans must return receipts for purchases with gift/gas cards. Itemized receipts are not required for food or fuel only gift
cards/vouchers. A log with first name, last initial of veteran/spouse/eligible dependent is required for every item given out except
swag.
Dental/medical/psychological services:
Patient first name & last initial X X
Date of service and service provided X X
Veteran application/request for services (proof of
need if applicable)
X
Proof of payment X X
Advertising:
Copy of subcontract for ad services X
Invoice (including dates ads have run) X X
Proof of payment X X
Vehicle/trailer purchase:
Copy of Title/registration X X
Sales receipt X X
Proof of payment X X
Transportation services:
Veteran’s first name & last initial X X
Veteran application/request for services (proof of
need if applicable)
X
Date of transport X X
Copy of subcontract (if applicable) X
Invoice if subcontracted; mileage proof with
MapQuest (or similar) to/from destination if
requesting mileage reimbursement
X
X
Proof of payment X X
Service animals:
Veteran’s first name & last initial X X
Veteran application/request for service X
Detailed invoice including purchase of dog and
services
X
X
Description of animal (breed, age, gender) X
Dates of service for training X
Dates of service for boarding, if applicable X
Detailed veterinarian invoice to include dates of
service and proof of payment, if applicable
X
X
Proof of payment X X
Personal services for veterans:
Copy of subcontract with provider X
Veteran application/request for service X
Copy of invoice X X
Receipt/proof of payment X X
STATE OF MICHIGAN
MICHIGAN VETERANS AFFAIRS AGENCY
LANSING
BUILDING 32 ● 3423 N. MARTIN LUTHER KING JR BLVD ● LANSING, MICHIGAN 48906
MAIL: P.O. BOX 30104, LANSING, MI 48909
michiganveterans.com ● 517-284-5298
GRETCHEN WHITMER
GOVERNOR
ADAM HOLLIER
DIRECTOR
August 29, 2023
David Woodward
1200 N Telegraph Rd.
Pontiac, MI 48241
Dear Mr. Woodward:
The Michigan Veterans Affairs Agency (MVAA) has accepted Oakland county’s application for the
2024 County Veteran Service Fund (CVSF) Grant. Your grant number will be assigned on October
1, 2023.
The grant award will be funded for up to $505,019 of approved costs during the grant period of
October 1, 2023, to September 30, 2024, once the Grant Agreement is signed by both the county and
the State of Michigan.
The county will receive a direct payment of up to $50,000.00 and any remainder will be paid on a
reimbursement basis. The grant award will be carried out under the direction of Tyrone Jordan as
stated in the grant application.
All grant activities will be supervised by MVAA. For all communications related to the grant, please
e-mail mvaagrants@michigan.gov and include your county name and “CVSF” in the subject line.
As a Grantee, you must be registered to do business with the State of Michigan. Registration is
available at the following website: www.michigan.gov/SIGMAVSS. Failure to register will delay
payment.
To accept the grant award, please review and sign the Grant Agreement and return in its entirety to
mvaagrants@michigan.gov no later than 60 days from the date of this letter. Failure to return the
signed Grant Agreement may delay payment.
Sincerely,
Kate Preston
Grants Specialist, Michigan Veterans Affairs Agency
Department of Military and Veterans Affairs
PrestonK2@michigan.gov
517-230-8535
Cc: Tyrone Jordan
Karrie Jager