HomeMy WebLinkAboutContracts & Agreements_219-2012_CCv0001.pdf County of San Bernardino SUB-AWARD Page l of 7
385 worth Arrowhead Avenue GRANT AGREEMENT I
San Bernardino,CA 92401 I
Law and Justice Group
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Svb-Recipient Name and Address: {grart A t.ra?vd Number1
City of Redlands 2012-DJ-BX-1013
35 Cajon Street
Redlands,CA 92373-4746 1 Sub.Award Grant Number:
2012-DJ-BX-1013-Redlands
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Sub-Recipient DUNS Numbers
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14-555-6747
Title of Program: i CFDA Number:
1iY2012 EDWARD BYRNE MEMORIAL
16.735 F
JUSTICE ASSISTANCE GRANT
Project Period: ;-Amount of Sub-Award:
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From: 3.0/1/2011 To: 09/3012015 17i 70'7
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The City of Redlands Police Department plans to utilize grant funds to purchase and replace computer desktops that j
are severely outdated for its Investigative Services Bureau. Many of the current outdated computers will not allow
+ the use of newer advanced software. The inability to use available technology decrease the police department's
overall effectiveness.
Purpose Area: 1—Law Enforcement
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Special Conditions:
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The above sub-award is approved subject to such conditions or limitations as set forth on the attached pages,which
include the Sub-Award Continuation Sheets(pages 2-7)and the Sub-Recipient Monitoring Procedures for the
County of San Bernardino Law and Justice Group(3 pages).
Approval Sub—Recipient Acceptance
apedNa=and Tale cFstppfrns`ag Official, Typed Name a_'Title Of neuron Sub-R� cf ieW:
PhyltisK Morris,Chair
Pete Aguilar, iiayor
County of San Bernardino City of Redlands
Law and Justice Group
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( S avugsreAfA - 9ff—l_
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Date _ _. Date 1 /Li2 l
Attest.
City Cle�SQa'm_)
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County of San Bernardino SUB-AWARD Page 2 of?
385 North Arrowhead Avenue COINITNUATION SHEET I
San Bernardino,CA 92441 t j
La •and Justice Group
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Project?dumber: 2012-11J-BX-1013-Rediands AwardDate: 47,'13,2012 �
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1. `The sub-recipient agrees to comply with the financial and administrative requirements set forth in the current edition of
the Office of Justice Programs(OJP)Financial Guide,
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2. The sub-recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan(if recipient
is rewired to submit one pursuant to 28 C.F.I .Section 42.342),that is approved by the Office for Civil Rights,is a
violation of its Certified Assurances and may result in suspension or termination of funding,until such time as the
recipient is in compliance.
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3. The sub-recipient agrees to comply with the organizational audit requirements of OMB Circular A-133,Audits of
States,Local Governments,and]don-Profit Organizations,and further understands and agrees that funds may be
withheld,or other related requirements may be imposed,of outstanding audit issues(if any)from OMB Circular A-133
audits(and any other audits of OR grant funds)are not satisfactorily and promptly addressed,as further described in
the current edition of the OR Financial Guide.
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4. Sub-recipient understands and agrees that it cannot use any federal funds,either directly or indirectly,in support of the
enactment,repeal,modification or adoption of any law,regulation or policy,at any level of government,without the
express prior written approval of OJP.
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S. The sub-recipient rust promptly refer to the DOJ OIG any credible evidence that a principal,employee,agent,or
contractor,subgrantee,subcontractor,or tither person has either 1)submitted a false claim for grant funds under the
False Claims Act;or 2)committed a criminal or civil violation of laws pertaining to fraud,conflict of interest,bribery,
gratuity,or similar misconduct involving grant funds. This condition also applies to any subrecipients. Potential fraud,
waste,abuse,or misconduct should be reported to the OIG by--
Mail:
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Office of the Inspector General
L.S.Department of Justice
Investigations Division
950 Pennsylvania Avenue,N.U.
Rohm 47061
Washington,DC 24530
Email: oighWJinc@usdox. (vv
Hotline:(contact information in English and Spanish).(844)869-4491
Or hotline fax: (242)616-9881
Additional information is available from the DOJ OIG website at w�v �scloi. vtsi�;
fi. Sub-recipient understands and agrees that it cannot use any federal funds,either directly or indirectly,it.support of any
contract or soba and to either the Association of Community Organizations for Reform Now(ACORIN)or its
subsidiaries,without the express prior written approval of OJP.
7. The sub-recipient agrees to comply with any additional requirements that may be imposed during the grant
performance period if the agency determines that the sub-recipient is a high-risk grantee.CF.28 C.F.R.parts 66,74. 1
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County of San Bernardino SUB-AWARD Page 3 of 7
385 worth Arrowhead Avenue CONTINUATION SHEET
San Bernardino,CA 92401
Law and Justice Group
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Prq--_A N1u ber: 2412--D TaB -1013-Re"!lands A uta d
8. The sub-recipient agrees to comply with applicable requirements regarding Centra]Contractor Registration(CCR)and
applicable restrictions on subawards to first-tier subrecipients that do not acquire and provide a Data Universal
Numbering System(DUIIS)number. The details of recipient obligations are posted on the Office of Justice Programs
website at ht :/Iwww.oi .avvlfcndin tccr.htrn(Award Condition: Central Contractor Registration and universal
Identified Requirements),and are incorporated by reference here. This special condition does not apply to an award to
an individual who received the award as a natural person(i.e.,unrelated to any business or non-profit organization that
be or she may own or operate in his or her name).
9. Pursuant to Executive Order 13513,"Federal Leadership on Reducing Text Messaging While Driving,"74 Fed,Reg.
51225(October 1,2009),the Department encourages recipients and sub-recipients to adopt and enforce policies
banning employees from text messaging while driving any vehicle during the course of performing warp funded by this
grant,and to establish workplace safety policies and conduct education,awareness,and other outreach to decrease
crashes caused by distracted drivers.
10. The sub-recipient agrees to comply with all applicable laws,regulations,policies,and guidance(including specific cost
limits,prior approval and reporting requirements,where applicable)governing the use of federal funds for expenses
related to conferences,meetings,trainings,and other events,including the provision of food and/or beverages at such
events,and casts of attendance at such events, information on pertinent lacus,regulations,policies,and guidance is
available at ymNoTs,galindincanfcast,htrn. }
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11. The sub-recipient agrees to comply with applicable requirements to report first-tier subawards of$25,000 or more and
in certain circumstances,to report the names and total compensation of the fide most highly compensated executives of
the recipient and first-tier subrecipients of award funds. Such data will be submitted to the FFATA Subaward
Reporting System(FSRS). The details of recipient obligations,which derive from the Federal Funding Accountability
and Transparency Act of 2006(FFATA),are posted on the Office of Justice Programs web site at
htt :/fww-,v.ojp govv/fi drrglffata.ht-n(Award condition: Reporting Subawards and Executive Compensation),and are 1
incorporated by reference here. This condition,and its reporting requirement does not apply to grant awards made to
an individual who received the award as a natural person(i.e.,unrelated to any business or non-profit organization that
he or she may own operate in his or her name).
12. The sub-recipient agrees that all income generated a s direct result of this award shall be deemed program income. All
program income earned must be accounted for and used for the purposes of funds provided under this award,including
such use being consistent with the conditions of the award,the effective edition of the OJP Financial Guide and,as
applicable,either(1)28 C.F.R.Part 66 or(2)28 C.F.R.fart 70 and 2 C.F.R.Part 215(ON4B Circular A--]10), Further,
the use of program income must be report don the quarterly Federal Financial Report,SF 425.
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County of San Bernardino SUB-AWARD Page 4 of 7 j
385 North Arrowhead Avenue CONTINUATION SHEET I
San Bernardino,CA 92401
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Lan,and Justice Group
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Project Number. 2012-DJ-BX-1013-Redlands Award Bate: C} ;'13.` III2
13. The subgrantee agrees to assist BJA in complying with the National Environmental Policy Act(NEPA).the National
Historic Preservation Act,and other related federal environmental impact analyses requirements in the use of these
grant funds,either directly by the grantee or by a subgrantee. Accordingly,the subgrantee agrees to first determine if
any of the following activities will be funded by the grant,prior to obligating funds forr any of these purposes. If it is
determined that any of the following activities will be funded by the grant,the subgratntees agrees to contact BJA.
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The subgrantee understands that this special condition applies to its following new activities whether or not they are
being specifically funded with these grant funds. That is,as Icing as the activity is being conducted by the subgrantee„a
subgrantee,or any third party,and the activity needs to be undertaken in order to use these grant funds,this special
condition must first be met. The activities cohered by this special condition are:
a, New construction;
b. Minor renovation or remodeling of a property located in an environmentally or historically sensitive area,
including properties located within a I00-year flood plain,a wetland,or habitat for endangered species,or a
property listed on or eligible for listing on the rational Register of historic Places;
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c. A renovation,lease,or any proposed use of a building or facility that will either(a)result in a change in its basic
prior use or(b)significantly change its size; I
d. Implementation of a new program involving the use of chemicals other than chemicals that are(a)purchased as an
incidental component of a funded activity and(b)traditionally used.for example,in office,household,
recreational,or education environments;and
e. Implementation of a program relating to clandestine methamphetamine laboratory operations,including the
identification,seizure,or closure of clandestine methamphetamine laboratories.
The subgrantee understands and agrees that complying with NEPA may require the preparing of an Environmental {
Assessment and/or an Environmental Impact Statement,as directed by BJA. The subgrantee further understands
and agrees to the requirements for implementation of a Mitigation Plan,as detailed at j
ht •l!w o' usdo gov/BJ AJresourcc fnc a mml,for programs relating to methamphetamine laboratory
operations.
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14. To avoid duplicating existing networks or IT systems in any initiatives funded by BJA for law enforcement
a information sharing systems which involve interstate connectivity between jurisdictions,such systems shall employ,to
the extent possible,existing networks as the communication backbone to achieve interstate connectivity,unless the
subgrantee can demonstrate to the satisfaction of BJA that this requirement would not be cost effective or would impair
the functionality of an existing or proposed IT system.
15, In order to promote information sharing and enable interoperability among disparate systems across the justice and
public safety community.OJP requires the grantee to comply with DGJ's Global Justice Information Sharing Initiative
(DOJ's Global)guidelines and recommendations for this particular grant. Grantee shall conform to the Global
Standards Package(GP)and all constituent elements,where applicable,as described at:
htp.//wwrw.it.OLD.go-,,/gsp_granteondition. Subgrantee shall document planned approaches to information sharing and
describe compliance to the GSP and appropriate privacy policy that protects shared information,or provide detailed
justification for why an alternative approach is recommended.
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County of San Bernardino SUB-AWARD Page 5 of 7
}' 385 North Arrowhead Avenue CONTINUATION SHEET
San.Bernardino,CA 92401 � I
Law and Justice Croup
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Preject Number: 2412-i3,I-P -1013- edlartds i A�„ard Date: 071111012
I& The subrecipient is required to establish a trust fund account.(The trust fund may or may not be an interest-bearing
account.)The fund,including any interest,may not be used to pay debts or expenses incurred by other activities beyond
the scope of the Edward Byrne Memorial Justice Assistance Grant Program(JAG). The subrecipient also agrees to
obligate and expend the grant funds in the trust fund 9including any interest earned)during the period of the grant.
Grant funds(including any interest earned)not expended by the end of the grant period trust be returned to the Bureau
of Iustice Assistance no later than 90 days after the end of the grant period,along with the final submission of the
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Federal Financial Report(SF-425).
17. JAG funds may be used to purchase bulletproof vests for an agency,but may not be used as the 50%match for
purposes of the Bulletproof Vest Partnership(BVP)program.
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18. The subrecipient agrees to submit a signed certification that all law enforcement agencies receiving vests purchased
with JAG funds have a written"mandatory wear”policy in effect. Fiscal agents and state agencies must keep signed
certifications on file for any subrecipients planning to utilize JAG funds for bulletproof vest purchases. This policy
must he in place for at least all uniformed officers before any FY2012 JAG funding can be used by the agency for
bulletproof vests. There are no requirements regarding the nature of the policy other than it being a mandatory wear
policy for all uniformed officers while on duty,
19. Bulletproof vests purchased with JAG funds may be purchased at any threat level,snake or model,from any distributor
or manufacturer,as long as the vests have been tested an d found to comply with applicable National Institute of Justice
ballistic or stab standards. In addition,bulletproof vests purchased with JAG funds must be American-made. The
latest NIJ standard information can be found here.ht d wig v ni%ov to nie<echnalo Ibatlp armorlsafety
initiative,hnn.
20. The subrecipient agrees that any information technology system funded or supported by OJP funds will comply with 28
C.F.R.Part 23,Criminal Intelligence Systems Operating Policies,if OJP determines this regulation to be applicable.
Should OJP determine 28 C.F.R.Pat 23 to be applicable,OJP may,at its discretion,perform audits of the system,as
per the regulation. Should any violation of 28 C.F.R.Part 23 occur,the recipient may be fined as per 42 Ui&C.
3789g(c)-(d). Recipient may not satisfy such a fine with federal funds.
21. The subrecipient agrees to erasure that the State Information Technology Point of Contact receives written notification
regarding any information technology project funded by this grant during the obligation and expenditure period.This is
to facilitate communication among local and state governmental entities regarding various information technology
projects being conducted with these grant funds, In addition,the subrecipient agrees to maintain an administrative file
documenting the meeting of this requirement. For a list of State Information Technology Points of Contact,go to
lit 1lwwufit.oovfacfault.as x?arcav olie:Andl'racti a*e—lt;i{m.
22. The subgrantee agrees to comply with the applicable requirements of 28 C.F.R.Part 38,the Department of Justice
regulation governing"Equal Treatment for Faith Based Organizations"(the"Equal Treatment Regulation"). The Equal
Treatment Regulation provides in part that Department of Justice Grant awards of direct funding may not be used to
fund any inherently religious activities,such as worship,religious instruction,or proselytixation. Recipients of direct
grants may still engage in inherently religious activities,but such activities must be separate in time or place from the I
Department of Justice funded program,and participation in such activities by individuals receiving services from the
sub-grantee must be voluntary. The Equal Treatment Regulation also makes clear that organizations participating in
programs directly funded by the Department of Justice are not permitted to discriminate in the provision of serv=ices on t
the basis of a beneficiary's religion. Notwithstanding any other special condition of this award,faith-based
organizations may-in some circumstances,consider religion as a basis for employment SeeF
l -'te 1 _www oft uov,about/ocr`ecual fro btri,
23. The subrecipient acknowledges that all programs funded through subawards,whether at the state or local levels,must
j conform to the grant program requirements as stated in BJA program guidance,
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County of San Bernardino SUB-AWARD Page;6 of
355 North Arrowhead Avenue CONTINUATION SHEET
San Bernardino,CA 92401
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Law and Justice Group
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Protect Number: 2012-IM-RX-1013-IRedlands 1 Award Da-, 07`13/2012
24. Subgrantee agrees to comply with the requirements of 28 C.F.R.Part 46 and all Office of Justice Programs policies and
procedures regarding the protection of human research subjects,including obtainment of Institutional Review Board P
approval,if appropriate,and subject informed consent. �
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25. Subgrantee agrees to comply with all confidentiality requirements of 42 U,S.C,Section 3789g and 28 C.F_R,Part 22
that are applicable to collection,use,and revelation of data or information. Subgrantee further agrees,as a condition of
grant approval,is submit a privacy Certificate that is in accord with requirements of 28 C.F.R.Part 22 and,in
particular,section 22.23.
26, The subrecipient agrees that funds received under this award will not be used to supplant State or local funds,but will
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be used to increase the amount-,of such funds that would,in the absence of Federal funds,be made available for law
enforcement activities.
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27. Sub-Award recipients must submit quarterly a Federal Financial Report(SF 425)and annual performance reports
through the JAG tracking and reporting system website at I:ttp.//o,,wx.sbcou t gg%,JY o� Ja �€ t! This
information will be submitted by the Recipient through the DOJ's GMS website at ht-Ds:/ ts.o(p-us o'.-ov
Consistent with the Department's responsibilities under the Government Performance and Results Act(GPRA),P.L,
103-62,applicants who receive funding under this solicitation must provide data that measure the results of their work.
Therefore,quarterly performance metrics reports must be submitted through BJA's Performance Measurement Tool j
{RMT}website fwruw,biatserfo ancetools,orc�). For more detailed information on reporting and other JAG
requirements,refer to the JAG reporting requirements webpage. Failure to submit required JAG reports by established j
deadlines may result in the freezing of grant funds and future high Risk designation. 1
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28. The recipient agrees to monitor subawards under this JAG award in accordance with all applicable statutes,regulations,
OMB circulars,and guidelines,including the OJP financial Guide,and to include the applicable conditions of this
award in any subir ard. The recipient is responsible for oversight of subrecipient spending and monitoring of specific
outcomes and benefits attributable to use of JAG funds by subrecipients. The subrecipient agrees to adhere to the
policies and procedures for monitoring of subawards under this award(County of San Bernardino Law and Justice
Group's Sub Recipient Monitoring Procedures)which are attached hereto and incorporated herein.
29. Award subrecipients must verify Point of Contact(,POC),Financial Point of Contract(FPOC),and Authorized
Representative contact information in the County's JAG tracking and reporting system,including telephone number
and e-mail address. If any information is incorrect or has changed,a Grant Adjustment must be submitted to document
changes.
X The subgrantee agrees that within 120 days of award acceptance,each member of a law enforcement task force funded
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with these funds who is a task force commander,agency executive,task force officer,or other task force member of
equivalent rank,will complete required online(ince et-based)task force training. The training is provided fine of
charge online through BJA's Center for Task Force Integrity and Leadership(vu.ctfli.or ). All current and new task
force members are required to complete this training once during the life of the award,or once every four years if
multiple awards include this requirement. This training addresses task force effectiveness as well as other key issues
including privacy and civil liberties./rights,task force performance measurement,personnel selection,and task force
oversight and accountability. Additional information is available regarding this required training and access methods
via BJA's web site and the Center for Task Force Integrity and Leadership(www ctfli.or }.
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31. Subrecipient may not expend or drawdown funds until the Bureau of Justice Assistance,Office of Justice Programs has
received and approved the signed Memorandum of understanding(MOU)between the disparate jurisdictions and has
issued a Grant Adjustment Notice(GAN)releasing this special condition.
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32. Subrecipient may not expend or drawdown funds until the Bureau of Justice Assistance,Office of Justice Programs has
received documentation demonstrating that the state or local governing body review and/or community notification
requirements have been met and has issued a Grant Adjustment Notice(GAIN)releasing this special condition.
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County of San Bernardino SIDE-AWARD Page 7 of 7
385 North Arrowhead Avenue CONTINUATION SHEET
San Bernardino,CA 92401 �
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Law and Justice Group
Project Naznt 2412 3 =IgJ3oedlatatls a, a l t . 7 z,> l
33. With respect to this award,federal funds may not be used to pay cash compensation(salary plus bonuses)to any
employee of the award recipient at a rate that exceeds I 10%of the maximum annual salary payable to a member of the
fedemi government's Senior Executive Service(SES)at an agency with a certified SES Performance Appraisal System �
for that year.(An award recipient may compensate an employee at a higher tate,provided the amount in excess of this
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compensation limitation is paid with non-federal funds.)
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This limitation on compensation rates allowable under this award may be waived on an individual basis at the
discretion of the OJP official indicated in the program announcement under which this award is made.
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1$53
Sufi--Recipient Monitoring Procedures
County of San Bernardino
Law and Justice Group
Coup of San . fro
Grant Award/Sub-Award cess. When the Law and Justice Group(recipient) has been notified that it has been
awarded a grant,a Board Agenda Item to accept the grant will be prepared and submitted to the Board of Supervisors
(BOS)for approval. Where there is a sub-award to be granted, a Sub-Award Agreement will be approved by the BO
and the Sub-Recipient. The appropriate officials will sign the Sub-Award documents. The Sub-Award Agreement will
identify the Federal award infbr ation and applicable compliance requirements,including applicable special conditions
for each Federal sub-award. The Sub-Award Agreement will include the Grant Award Number,Award Date, Catalog
of Federal Domestic Assistance ( FDA) number, Project Title, Project Period, Award Amount, and all applicable
Special Conditions for the Sub-Award. The Law and Justice Group's Sub-.Recipient Monitoring Procedures will be
included in the Sub-Award Agreement.
Grant Revenue: When notified that a grant award has been made,the Grant Coordinator requests a budget code for the
grant award from the Auditor-ControllertTreasurerlTax Collector(ATC),and submits appropriate budget documents for
the Board of Supervisors approval. Once the budget is established,the Grant Coordinator requests a drawdown of grant
funds and deposits the funds into the applicable special revenue fund. Time frames for the drawdown requests will be
accomplished in accordance with award requirements specified by the awarding agency. The Grant Coordinator
maintains a record of revenues requested and received and reconciles the account.
Disbursement of Funds to ub-R.eci ients: When disbursing Sub-Award funds to Sub-Recipients, the Grant
Coordinator will prepare the appropriate FAS payment document. The Payment Document is given to the Chair of the
Law and Justice Group for review and approval. The ATC processes payments and disbursement of fields.
To notify subrecipients of the Federal award number, CFDA(Catalog of Federal Domestic Assistance)number,and the
amount of Federal funds at the time of the disbursement of funds,the following steps will be followed:
1) The "Comments" 96-character field in FAS payment documents will be used to list the Federal award number,
CDFA number, and the amount of Federal funds. The Basic FAS 2004 manual (2/19/04), page 69, states
"Comments(optional-this info appears on the remittance advice)," Information entered into this field will appear
on the remittance advice of manual warrants and in the notification email of EFT payments, satisfying the
requirement for notifying recipients at time of disbursement.
2) A memo detailing the required.Federal information will be included when mailing out the warrant if departments
need to pick up the warrants from ATC-Accounts Payable using Will Call.
3) An email will be sent to subrecipients at the time of disbursement identifying the payment and detailing the
required.Federal information.
duh-Reeivi nt 4fonitoring Reouireme�nt
Sub-Awards will be monitored in accordance with all applicable statutes,regulations, OMB circulars, and guidelines,
including the OJP Financial Guide, and to include the applicable conditions of this award in any sub-itwar& The
recipient is responsible for oversight of sub-recipient spending and monitoring of specific outcomes benefits
attributable to use of funds by sub-recipients. The recipient agrees to submit, upon request, documentation of its
policies and procedures for monitoring of sub-awards.
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Sub-Recipient Monitoring Procedures
County of San Bernardino
Law and Justice Group
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Suis-Re+c g ent Mea twkc Process
Un-site monitoring of gunt funded projects may be conducted by the U.S. Department of Justice or County of San
Bernardino. At that time, the identified sub-recipient agency will be required to provide documentation supporting
expenditures,and/or a physical review of items funded through the grant may be requested.
To ensure full compliance with this legislative mandate,all grant related documentation to include timesheets,invoices,
purchase orders, cancer checks, and contracts must be maintained in a location accessible to the person responsible
for managing the sub-award,and the agency's chief executive.
If it is determined fines are not being used for approved purposes, or if proper documentation is not maintained,the
amount in question must be returned to the U.S. Department of Justice, The sub-recipient agency may also be deemed
ineligible for future federal funding.
Gp-Site Monitoring
The County of San Bernardino Law and Justice Group may conduct on-site monitoring. The monitoring will be based
upon perf6miance and reported expenditure of funds. The monitoring will be based upon performance,tracked through
reports and regular correspondence, This method will ensure the sub-recipient in greatest need for assistance in
managing their award is provided the necessary tools to be in full compliance with U.S. Department of Justice
requirements.
If selected for monitoring,the sub-recipient will be notified at least 20 days prior to the monitoring. The staff person
responsible for managing the sub-award,the staff person assigned to managing fiscal operations,the chief executive of
the sub-recipient organization,and any other applicable persons directly involved in the oversight of grant funds will be
asked to attend. Appropriate documentation will also be requested for review. During the monitoring,the following
items will be reviewed and/or discussed invoices, timesheets, canceled checks, equipment purchased, policies and
procedures,financial status reports,performance reports and grant files.
If the sub-recipient is non-compliant with award requirements,the following actions will he taken:The County of San
Bernardino will assist the sub-recipient with the resolution of identified issues, a recommendation to the U.S.
Department of Justice for a federal monitoring of the sub-award will be made, fixture payments will be withheld until
all issues are resolved,and closer oversight of the sub-recipient by San Bernardino County will be implemented,"
Proiect Accounting and Record Keening, Adequate control of funds received to ensure compliance with Federal and
State regulations and sub grant conditions will be accomplished. Separate records are maintained for each project to
avoid commingling of project funds with other funds.
%liigatio and I&Pertditure of Eu—nd s All Grant funds must be obligated by the termination date of the project.
Grant funds legally obligated by the termination date must be expended within the time specified within the
Grant Contract,Agreement or Sub-Award Agreement. Justice Assistance Grant(JAG)funds must be expended by the
end of the project period
RM rung R.eg ` ements, Submission of financial reports will be accomplished in accordance with the guidelines
specified in the Grant Contract,Agreement or Sub-Award Agreement.
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Subs-Recipient Monitoring Procedures
County of San Bernardino
Law and Justice Group 0
coin of San Bernardint
Su R 46 ieut ARft-QM Circular A-133 Co-ingliance
Sub-Recipients are required to meet the audit requirements as provided in(SMB Circular A-133. A single or program
specific audit is required in any year that a government expends$500,000 or more a year in federal awards. OMB A.-
1.33 requires audits to be completed and submitted to the clearinghouse no later than nine(9)months after the close of
each fiscal year during the term of each grant award. As a condition of the sub-award agreement,the LNJ will require
the sub-recipient submit a copy of the audit, including any corrective action plan within 30 days from the date
submitted to the Federal Clearinghouse. The Grant Coordinator will review and ensure that the subrecipient audit
reports are received and that all audit findings have been resolved. Failure of the subrecipient to have audits performed
as required may result in the withholding of new discretionary awards and/or withholding of fiends.
Proiect Closeout The Grant Coordinator will schedule,monitor and ensure timely completion of all required closeout
activities and final financial reports in conformance with the guidelines required by the awarding agency.
1"nventory Controb Sub-Recipients will maintain an inventory of equipment purchased with grant funds and submit
inventory records to the Grants Coordinator if requested. Records shall be retained for a period of three years from the
date of the disposition or replacement or transfer at the discretion of the awarding agency. As equipment or other non-
expendable property is purchased and received,it will be permanently marked,a property inventory record completed,
and the property inventory record will be made part of the permanent sub-grant file. Disposition of equipment will be
done in accordance with the awarding agency's guidelines.
Retention Period: Project records must be maintained for the required period after the awarding agency determines
that the grantee has met all the project requirements and the project has been accepted for closeout. Records will be
maintained for a minimum of three years. The three-year retention period starts from the date of the submission of the
closure of the single audit report which covers the grant period and lasts until completion of any disputes arising prior
to the expiration of the three year period,whichever is later.
APPROVED BY:
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l'hyllis K.Morris,Chair
Law and Justice Group