Delano City Council
May 1, 2023

AGENDA

DELANO CITY COUNCIL
REGULAR MEETING May 1, 2023
DELANO CITY HALL, 1015 – 11th Avenue 5:30 P.M.

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CALL TO ORDER

INVOCATION

FLAG SALUTE

ROLL CALL

PRESENTATIONS AND AWARDS
1) Recognition for California Distinguished School, America’s Best Elementary School, and an Innovative and Impactful Schools (I2S) Award from the Kern County Superintendent of School for having some of the lowest suspension and chronic absenteeism rates in the county- Morningside Elementary School.
2) Recognition for Innovative and Impactful School (I2S) Award from the Kern County Superintendent of Schools for having one of the lowest chronic absenteeism rates in the county-Princeton Street School
PUBLIC COMMENT: The public may address the Council on items which do not appear on the agenda.

The Council cannot respond nor take action on items that do not appear on the agenda but may refer the item to staff for further study or for placement on a future agenda. Comments are limited to 3 minutes for each person and 15 minutes on each subject. Please state your name and address for the record.

CONSENT AGENDA: The Consent Agenda consists of items that in staff’s opinion are routine and noncontroversial. These items are approved in one motion unless a Councilmember or member of the public removes a particular item.
1) Authorization to waive the reading of any ordinance in its entirety and consenting to the reading of such ordinances by title only
2) Warrant Register in the amount of $1,865,832.51
3) Minutes of the regular city council meeting of April 17, 2023 4) Resolution of the City Council of The City of Delano authorizing designated positions to execute any actions necessary for obtaining financial assistance provided by the Low Carbon Transit Operations (LCTOP) and authorizing the utilization of LCTOP funds to offer free and reduced fares for fixed routes, dial-aride and on-demand in the amount of $130,679. 5) Authorization To Enter Into an Agreement With Garden Pathways, Inc. For use of the CalVIP Grant from the California Board of State and Community Corrections (BSCC) in An Amount not to Exceed $596,745.00 for a Delano Crime Prevention Program. 6) Authorization To Enter Into an Agreement With Transforming Local Communities (TLC) For CalVIP Grant Monitoring Expending No More Than $60,000.00. 7) Approval of agreement for lease of land at the Mcfarland-Delano Recycling and Transfer Station and authorization for the City Manager to sign the agreement and any other documents needed to carry this out.
8) Approval of Agreement of Purchase & Sale and joint escrow instructions with the MC Land Company for 155.88 acres of farmland (APN 520-170-02, -03, -04, -05, -06, -07, and -14) for expansion of the Wastewater Treatment Plant effluent disposal farm, for $4,254,650.00 and authorization for the city manager to sign the same and any other documents needed to complete this purchase, and to make immaterial edits to the agreement if needed.
9) Authorizing Water Service for Sikh Temple at 14295 County Line Rd., in Tulare County, outside the city limits, in accordance with Municipal Code Section

13.04.078.
10) Ratification of additional budget for Agreement 2022-34 with South Tulare Richgrove Refuse, Inc. (STRR) to provide refuse trucks and drivers for the current fiscal year, on a time and material basis, increasing the budget by $225,000.00 and authorization for the City Manager to execute any documents needed to carry this out. 11) Authorizing the purchase of SC3000 asphalt paving material in the amount of $349,941.30 from Granite Construction from Bakersfield, CA, with this expense to be entered into the 2023/2024 Budget, effective July 1, 2023, and authorization for the City Manager, or her designee, to sign any change orders up to the approved amount. 12) Second Reading of an Ordinance Amending Section 2.04.300 of the Delano Municipal Code Removing Robert’s Rules of Order and Adopting Rosenberg’s Rules of Order

PUBLIC HEARINGS
13) Tentative Tract Map (File No. TSM-2023-001) to subdivide approximately 230-acres into 666 single family residential lots and a reminder for future residential and commercial development.
14) Public Hearing To Obtain Public Comments For The Proposed Transit Projects For Fiscal Year 2023/2024 and 2024/2025

REGULAR AGENDA
No items

DEPARTMENTAL REPORTS
No items

COUNCIL STATEMENTS AND REPORTS

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CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37235 66100 661 COMMUNICATIONS 587.90 1 1736 NEW HEADSEATS AND BATTERIES FOR HEADSETS DISP 01 870A 200 66100 Total 587.90
4/6/2023 37236 AFF00 AFFINITY TRUCK CENTER 321.94 1 F01326334 #5406 SOLID WASTE (2) WIPER ARM 71 5510 540 AFF00 Total 321.94
4/6/2023 37237 AGA01 AGAPE NURSERY AND FEED 314.29 1 1000633 DOG FOOD (6) 01 5700 204 AGA01 Total 314.29
4/6/2023 37238 AUT10 AUTOZONE COMMERCIAL 12.85 1 562053 #3543 DART KEY FOB CASE 75 5510 350 4/6/2023 37238 AUT10 AUTOZONE COMMERCIAL 56.79 1 562192 #54017 REFUSE - TURN SIGNAL SWITCH (1) 71 5510 540 AUT10 Total 69.64
4/6/2023 37239 B&J00 B & J COMMUNICATIONS DO N 320.00 1 20929 LABOR CORP YARD RADIO REPEATER CABLING & COMM 08 8439 108 4/6/2023 37239 B&J00 B & J COMMUNICATIONS DO N (320.00) 9000 20929 Ck# 037239 Reversed 08 8439 108 B&J00 Total -
4/6/2023 37240 BAD07 BADGER METER 11,278.86 1 1565096 WATER METER REPLACEMENTS 08 90AY 108 4/6/2023 37240 BAD07 BADGER METER 19,738.01 2 1565096 WATER METER REPLACEMENTS 73 80AY 720 4/6/2023 37240 BAD07 BADGER METER 919.14 1 1565676 WATER METER REPLACEMENTS 08 90AY 108 4/6/2023 37240 BAD07 BADGER METER 1,608.50 2 1565676 WATER METER REPLACEMENTS 73 80AY 720 BAD07 Total 33,544.51
4/6/2023 37241 BEAC2 BEATWEAR, INC 1,055.53 1 7921 CADET RECRUIT H.DIAZ - UNIFORM 01 5700 200 4/6/2023 37241 BEAC2 BEATWEAR, INC 1,055.53 1 7922 CADET RECRUIT S. GOMEZ - UNIFORM 01 5700 200 4/6/2023 37241 BEAC2 BEATWEAR, INC 1,055.53 1 7923 CADET RECRUIT E.ESCOBEDO - UNIFORM 01 5700 200 BEAC2 Total 3,166.59
4/6/2023 37242 BJC01 B & J COMMUNICATIONS 320.00 1 20929 LABOR CORP YARD RADIO REPEATER CABLING&COMM 08 8439 108 BJC01 Total 320.00
Item No. 2

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37243 BLU06 BLUE SHIELD OF CALIFORNIA 1,460.03 1 230440073 GROUP NO. W00638781002 MAR.2023 CURRENT 01 2219 400 4/6/2023 37243 BLU06 BLUE SHIELD OF CALIFORNIA 1,460.03 1 230740007 GROUP NO.W00638781002 APRIL 2023 CURRENT 01 2219 400 BLU06 Total 2,920.06
4/6/2023 37244 BRI05 CHARTER COMMUNICATIONS 227.97 1 31423 ACCOUNT# 167702001 MARCH INTERNET SVC 03/20-0 01 5203 610 BRI05 Total 227.97
4/6/2023 37245 BSK02 BSK ASSOCIATES 31.00 1 AF32549 GAC PLANT SAMPLING 73 5524 720 4/6/2023 37245 BSK02 BSK ASSOCIATES 164.00 1 AG05680 WEEKLY BACTI SAMPLING 73 5524 720 4/6/2023 37245 BSK02 BSK ASSOCIATES 184.50 1 AG05681 WEEKLY BACTI SAMPLING 73 5524 720 4/6/2023 37245 BSK02 BSK ASSOCIATES 61.50 1 AG05856 MONTHLY WELL SAMPLING 73 5524 720 4/6/2023 37245 BSK02 BSK ASSOCIATES 126.50 1 AG06189 MONTHLY GAC PLANT SAMPLING 73 5524 720 4/6/2023 37245 BSK02 BSK ASSOCIATES 47.50 1 AG06192 MONTHLY GAC PLANT SAMPLING 73 5524 720 4/6/2023 37245 BSK02 BSK ASSOCIATES 102.50 1 AG06194 MONTHLY WELL SAMPLING 73 5524 720 4/6/2023 37245 BSK02 BSK ASSOCIATES 348.50 1 AG06740 WEEKLY BACTI SAMPLING 73 5524 720 4/6/2023 37245 BSK02 BSK ASSOCIATES 23.75 1 AG06741 SPECIAL WELL 26 SAMPLING 73 5524 720 4/6/2023 37245 BSK02 BSK ASSOCIATES 23.75 1 AG06742 SPECIAL WELL 26 SAMPLING 73 5524 720 4/6/2023 37245 BSK02 BSK ASSOCIATES 23.75 1 AG06743 SPECIAL WELL 26 SAMPLING 73 5524 720 4/6/2023 37245 BSK02 BSK ASSOCIATES 23.75 1 AG06744 SPECIAL WELL 26 SAMPLING 73 5524 720 BSK02 Total 1,161.00
4/6/2023 37246 BUT03 BUTTONWILLOW WAREHOUSE CO 117.98 1 1111292 GOPHER BAIT FOR SUMPS (1) BAG 73 5700 720 BUT03 Total 117.98
4/6/2023 37247 CAL25 CAL-VALLEY EQUIPMENT CO 301.77 1 1308863 U.S.T. MONTHLY INSPECTION 81 5662 900 CAL25 Total 301.77
4/6/2023 37248 CALG5 CALMAT CO DBA VULCAN MATE 1,073.23 1 73569301 OPEN P.O. FROM JANUARY - JUNE 2023 11 860Z 300 CALG5 Total 1,073.23
4/6/2023 37249 CARA5 CARDINAL CODE SOLUTIONS, 26,279.78 1 0323B AGREEMENT NO. 2016.99 01 5524 420 CARA5 Total 26,279.78

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37250 CARC5 CARROLL'S TIRE WAREHOUSE 99.95 1 302427 #401 STREETS - ALIGNMENT (1) 11 5510 300 4/6/2023 37250 CARC5 CARROLL'S TIRE WAREHOUSE 119.95 1 302485 #D77 PD - ALIGNMENT (1) 01 5510 200 CARC5 Total 219.90
4/6/2023 37251 CEN10 CENTRAL VALLEY OFFICE SUP 9.19 1 340927 OFFICE SUPPLIES THERMA TAPE ROLLS 81 5700 900 4/6/2023 37251 CEN10 CENTRAL VALLEY OFFICE SUP 3.48 1 0341359-1 OFFICE SUPPLIES PEN (2) 73 5300 720 4/6/2023 37251 CEN10 CENTRAL VALLEY OFFICE SUP 110.39 1 0341619-0 OFFICE SUPPLIES COPY PAPER (2) 72 5300 570 4/6/2023 37251 CEN10 CENTRAL VALLEY OFFICE SUP 164.00 1 0341664-1 COPY PAPER QTY (5)BOXES 01 5700 125 4/6/2023 37251 CEN10 CENTRAL VALLEY OFFICE SUP 111.99 2 0341664-1 COPY PAPER QTY (5)BOXES 01 5700 110 4/6/2023 37251 CEN10 CENTRAL VALLEY OFFICE SUP 64.50 1 0341747-1 LABELS (2) BOXES 01 5300 125 4/6/2023 37251 CEN10 CENTRAL VALLEY OFFICE SUP 11.86 1 0341819-0 OFFICE SUPPLIES - WIRELESS MOUSE (1) 01 5300 204 CEN10 Total 475.41
4/6/2023 37252 CEN70 BRADY INDUSTRIES 56.64 1 12948762 CLEANING SUPPLIES (2) PINK SOAP (1) TOWEL ROL 75 5700 350 4/6/2023 37252 CEN70 BRADY INDUSTRIES 203.38 1 12948822 CLEANING SUPPLIES - (4) BLACK HEAVY DUTY LINE 75 5700 350 CEN70 Total 260.02
4/6/2023 37253 CHA16 CHAMPION HARDWARE, INC 2,729.00 1 157029 DOORS AND HARDWARE FOR KALIBO RESTROOM 01 980B 600 CHA16 Total 2,729.00
4/6/2023 37254 CRE16 CREATIVE FINANCIAL STAFFI 1,439.60 1 123110175 TEMP HR SPECIALIST A. MALDONADO W/E 03/19/23 01 5524 120 4/6/2023 37254 CRE16 CREATIVE FINANCIAL STAFFI 2,272.40 1 123120185 TEMP/KAUR H. W/E 03/26/23 01 5522 170 4/6/2023 37254 CRE16 CREATIVE FINANCIAL STAFFI 359.90 2 123120185 TEMP/VARGAS.A W/E 03/26/23 73 5522 740 4/6/2023 37254 CRE16 CREATIVE FINANCIAL STAFFI 935.74 1 123120186 TEMP HR SPECIALIST MALDONADO. A W/E 032623 01 5524 120 CRE16 Total 5,007.64
4/6/2023 37255 CSK01 O'REILLY AUTOMOTIVE STORE 90.48 1 327610 #D77 PD OIL & FILTERS 01 5510 200 4/6/2023 37255 CSK01 O'REILLY AUTOMOTIVE STORE 209.64 1 327703 #D77 PD CONTROL ARM ASSEMBLY 01 5510 200 4/6/2023 37255 CSK01 O'REILLY AUTOMOTIVE STORE 24.32 1 328275 #403 STREETS HOOD RELEASE HANDLE 11 5510 300 4/6/2023 37255 CSK01 O'REILLY AUTOMOTIVE STORE 88.80 1 328564 #3519 DART BRAKE PAD (1) 75 5510 350 CSK01 Total 413.24

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37256 DAC01 DACO FARM SUPPLY INC. 103.11 1 358725 #60023 PARKS REPLACE BROKEN VALVE ON 60023 SP 01 5700 600 4/6/2023 37256 DAC01 DACO FARM SUPPLY INC. 10.28 1 359111 #5704 WWTP BOLT(2) 72 5510 570 4/6/2023 37256 DAC01 DACO FARM SUPPLY INC. 68.35 1 359234 WEST 11TH CENTER IND BELT (4) 01 5700 800 4/6/2023 37256 DAC01 DACO FARM SUPPLY INC. (41.61) 1 359247 WEST 11TH CENTER (4) BELTS 01 5700 800 4/6/2023 37256 DAC01 DACO FARM SUPPLY INC. 48.71 1 359633 TUBING FOR LAB SAMPLER 72 5700 570 DAC01 Total 188.84
4/6/2023 37257 DE112 DELANO TOWING 190.00 1 5421 TOW EVIDENCE HOLD CASE#23-00934 KIA RIO TOWED 01 57002 200 DE112 Total 190.00
4/6/2023 37258 DEL30 DELANO EQUIPMENT 393.41 1 42493 SCISSORS LIFT ELLINGTON REC. LIGHTS REPLACE 01 5700 800 DEL30 Total 393.41
4/6/2023 37259 DEL39 DELANO VETERINARY HOSPITA 745.27 1 81423 VACCINES (3) 01 55211 204 4/6/2023 37259 DEL39 DELANO VETERINARY HOSPITA 178.66 1 81812 HEALTH CERTS EMERGENCY (2) 01 55211 204 4/6/2023 37259 DEL39 DELANO VETERINARY HOSPITA 746.12 1 81813 HEALTH CERTS EMERGENCY (5) 01 55211 204 4/6/2023 37259 DEL39 DELANO VETERINARY HOSPITA 180.20 1 82436 CAT SPAY EMERGENCY (1) 01 55211 204 DEL39 Total 1,850.25
4/6/2023 37260 DEL56 DELANO PROPANE, INC 69.26 1 26991 #346 WATER PROPANE (10) 73 5510 720 4/6/2023 37260 DEL56 DELANO PROPANE, INC 111.68 1 27382 #3004 STREETS - PATCH TRUCK 11 5511 300 4/6/2023 37260 DEL56 DELANO PROPANE, INC 995.51 1 146705 PROPANE FOR DIGESTER HEAT EXCHANGERS 72 5239 570 4/6/2023 37260 DEL56 DELANO PROPANE, INC 582.46 1 146864 PROPANE FOR ADMIN BUILDING 72 5239 570 4/6/2023 37260 DEL56 DELANO PROPANE, INC 378.41 1 146937 PROPANE FOR ADMIN BUILDING 72 5239 570 4/6/2023 37260 DEL56 DELANO PROPANE, INC 960.58 1 147218 PROPANE FOR DIGESTER HEAT EXCHANGERS 72 5239 570 DEL56 Total 3,097.90
4/6/2023 37261 DEL69 DELL MARKETING L.P. 1,777.16 1 106580396 PRECISION 3460 SMALL FORM FACTOR 84 5306 140 DEL69 Total 1,777.16
4/6/2023 37262 DEP01 DEPT. OF TRANSPORTATION 2,877.77 1 SL230432 OPEN P.O. FROM JULY - DECEMBER 2022 11 5201 300 DEP01 Total 2,877.77
4/6/2023 37263 FAS05 FASTENAL COMPANY 74.29 1 108914 THREADED ROD FOR VALVE REPAIRS 73 5700 720 4/6/2023 37263 FAS05 FASTENAL COMPANY 144.67 1 108978 WASHERS FOR BACKFLOW REPLACEMENT 73 5520 720 4/6/2023 37263 FAS05 FASTENAL COMPANY 352.36 1 109122 USA LOCATE MARKING PAINT 73 5700 720 FAS05 Total 571.32

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 16,337.50 1 1770445 OPEN P.O. FROM JANUARY - JUNE 2023 73 80AY 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 35,008.93 2 1770445 OPEN P.O. FROM JANUARY - JUNE 2023 73 91AK 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 23,339.28 3 1770445 OPEN P.O. FROM JANUARY - JUNE 2023 73 5710 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 4,667.86 4 1770445 OPEN P.O. FROM JANUARY - JUNE 2023 73 5520 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 947.69 1 1774799 OPEN P.O. FROM JANUARY - JUNE 2023 73 80AY 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 2,030.76 2 1774799 OPEN P.O. FROM JANUARY - JUNE 2023 73 91AK 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 1,353.84 3 1774799 OPEN P.O. FROM JANUARY - JUNE 2023 73 5710 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 270.76 4 1774799 OPEN P.O. FROM JANUARY - JUNE 2023 73 5520 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 1,227.14 1 1774981 OPEN P.O. FROM JANUARY - JUNE 2023 73 80AY 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 2,629.58 2 1774981 OPEN P.O. FROM JANUARY - JUNE 2023 73 91AK 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 1,753.05 3 1774981 OPEN P.O. FROM JANUARY - JUNE 2023 73 5710 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 350.61 4 1774981 OPEN P.O. FROM JANUARY - JUNE 2023 73 5520 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 210.83 1 1748123-1 OPEN P.O. FROM JANUARY - JUNE 2023 73 80AY 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 451.79 2 1748123-1 OPEN P.O. FROM JANUARY - JUNE 2023 73 91AK 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 301.19 3 1748123-1 OPEN P.O. FROM JANUARY - JUNE 2023 73 5710 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 60.24 4 1748123-1 OPEN P.O. FROM JANUARY - JUNE 2023 73 5520 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 445.48 1 1770358-1 OPEN P.O. FROM JANUARY - JUNE 2023 73 80AY 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 954.60 2 1770358-1 OPEN P.O. FROM JANUARY - JUNE 2023 73 91AK 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 636.40 3 1770358-1 OPEN P.O. FROM JANUARY - JUNE 2023 73 5710 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 127.27 4 1770358-1 OPEN P.O. FROM JANUARY - JUNE 2023 73 5520 720 4/6/2023 37264 FER06 FERGUSON WATERWORKS #1423 627.47 1 1774799-1 BACKORDERED WATERLINE REPAIR FITTINGS 73 5710 720 FER06 Total 93,732.27
4/6/2023 37265 FER55 FERGUSON ENTERPRISES LLC 181.53 1 487525 PLUMBING PARTS FOR PARKS (8) 01 5700 600 FER55 Total 181.53
4/6/2023 37266 FGL01 FGL ENVIRONMENTAL 26.00 1 341271A WEEKLY BACTI SAMPLING 73 5524 720 4/6/2023 37266 FGL01 FGL ENVIRONMENTAL 273.00 1 341379A WEEKLY ARSENIC SAMPLING - CREDIT WASH 73 5524 720 4/6/2023 37266 FGL01 FGL ENVIRONMENTAL (273.00) 1 341379B CREDIT WASH INV#341379A PRICE RATE DID NOT RE 73 5524 720 4/6/2023 37266 FGL01 FGL ENVIRONMENTAL 129.00 1 341379C CORRECTED INV FOR WEEKLY ARSENIC SAMPLING 73 5524 720 4/6/2023 37266 FGL01 FGL ENVIRONMENTAL 313.00 1 341380A MONTHLY GAC PLANT SAMPLING 73 5524 720 4/6/2023 37266 FGL01 FGL ENVIRONMENTAL 72.00 1 341462A NEW WATERLINE SAMPLING 73 5524 720 4/6/2023 37266 FGL01 FGL ENVIRONMENTAL 105.00 1 341542A WEEKLY ARSENIC SAMPLING 73 5524 720 4/6/2023 37266 FGL01 FGL ENVIRONMENTAL 15.00 1 341543A SPECIAL SAMPLING WELL 26 73 5524 720 4/6/2023 37266 FGL01 FGL ENVIRONMENTAL 15.00 1 341544A SPECIAL SAMPLING WELL 26 73 5524 720 4/6/2023 37266 FGL01 FGL ENVIRONMENTAL 15.00 1 341545A SPECIAL SAMPLING WELL 26 73 5524 720 4/6/2023 37266 FGL01 FGL ENVIRONMENTAL 15.00 1 341546A SPECIAL SAMPLING WELL 26 73 5524 720 4/6/2023 37266 FGL01 FGL ENVIRONMENTAL 95.00 1 341574A BACTI FOR NEW WATERLINE 73 5524 720 4/6/2023 37266 FGL01 FGL ENVIRONMENTAL 57.00 1 341694A SPECIAL SAMPLING WELL 26 73 5524 720 4/6/2023 37266 FGL01 FGL ENVIRONMENTAL 75.00 1 341695A WEEKLY ARSENIC SAMPLING 73 5524 720 FGL01 Total 932.00

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37267 FLO28 FLORES AFFORDABLE TOOLS 59.48 1 5031 SHOVEL HANDLES (5) 01 5700 600 4/6/2023 37267 FLO28 FLORES AFFORDABLE TOOLS 22.72 1 5032 OFFSET PIPE WRENCH 01 5700 600 4/6/2023 37267 FLO28 FLORES AFFORDABLE TOOLS 32.45 1 5062 RAIN JACKETS 01 5700 600 4/6/2023 37267 FLO28 FLORES AFFORDABLE TOOLS 70.35 1 5070 RAIN BOOTS & SUIT (1)EA. 01 5700 600 4/6/2023 37267 FLO28 FLORES AFFORDABLE TOOLS 21.63 1 5073 RAIN JACKET & SAFETY GLOVES 01 5700 600 FLO28 Total 206.63
4/6/2023 37268 GLO11 GLOBAL CTI 1,126.58 1 163168 APRIL SHIELD ENHANCEMENT - MULTI SITE 84 5522 140 GLO11 Total 1,126.58
4/6/2023 37269 GRA01 GRAINGER 37.90 1 962128551 WATER HOSE HANGER (3) 73 5520 720 4/6/2023 37269 GRA01 GRAINGER 360.43 1 962447727 CHART RECORDER PAPER (4) 73 5520 720 4/6/2023 37269 GRA01 GRAINGER 47.06 1 962572105 SIGNAGE QTY 2 73 5520 720 4/6/2023 37269 GRA01 GRAINGER 57.03 1 962598248 SIGNAGE (2) 73 5520 720 4/6/2023 37269 GRA01 GRAINGER 325.43 1 964060726 TOOLS WRENCH (2) SOCKET STEELL 73 5520 720 GRA01 Total 827.85
4/6/2023 37270 GRE04 GREG'S PETROLEUM SERVICE, 482.27 1 373221 OIL FOR WATER WELLS 73 5520 720 GRE04 Total 482.27
4/6/2023 37271 HAC01 HACH COMPANY 162.38 1 13493363 CHLORINE ANALYZER REAGENTS 73 5520 720 HAC01 Total 162.38

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37272 HAR14 HARBOR FREIGHT TOOLS 5.40 1 1000959 GEN. SUPPLIES - PLUG CUTTER SET (1) 01 5700 800 4/6/2023 37272 HAR14 HARBOR FREIGHT TOOLS 104.93 1 1002878 GENERAL SUPPLIES - TRAILER JACK/FLOOT PLATE/P 01 5700 600 4/6/2023 37272 HAR14 HARBOR FREIGHT TOOLS 19.89 1 1002988 GEN. SUPPLIES - MARKER LAMPS/REFLECTIVE STRIP 01 5700 600 4/6/2023 37272 HAR14 HARBOR FREIGHT TOOLS 8.64 1 1002989 KNEE PADS (3) 11 5700 300 4/6/2023 37272 HAR14 HARBOR FREIGHT TOOLS 27.05 1 1007705 SMALL TOOLS - TARP BLUE 81 5560 900 4/6/2023 37272 HAR14 HARBOR FREIGHT TOOLS 64.92 1 1008453 (4)NITRILE GLOVES 50PC - GEN. SUPPLIES 74 5700 370 HAR14 Total 230.83
4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 234.46 1 20672 (42) CEMENT MIX FOR THRUST BLOCKS 73 5700 720 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 49.44 1 20673 (8) DRINKING WATER PACKS 73 5700 720 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 138.00 1 531393 HOSE CLAMPS & VACCUM CLEANER 72 5700 570 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 43.70 1 1025225 CONCRETE WORK ON 7 MAIN LEXINGTON MARIN ST 11 5700 300 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 53.70 1 1104752 FAUCET FOR RESTROOM 73 5700 720 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 70.03 1 1531277 BLEACH POWDER (8) 01 5700 204 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 18.54 1 1534930 (3) DRINKING WATER PACKS 73 5700 720 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 129.47 1 2021485 (20)REBAR FOR CEMENT WORK 73 5700 720 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 139.64 1 2103725 GENERAL SUPPLIES - WATER HOSE REEL 01 5700 204 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 101.65 1 2103726 GENERAL SUPPLIES - (2) PIPE TAPE (2) BRASS HO 01 5700 204 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 88.06 1 2104694 DOOR SWEEP - STOP 01 5700 204 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 69.43 1 3530290 JANITORIAL SUPPLIES FOR PLANT MAINTENANCE 72 5700 570 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 122.17 1 3540012 SUPPLIES - DIABLO WHEEL (3)/ ORGANIZER/GEAR C 75 5700 350 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 261.66 1 4020323 POND DR BANK REPAIR 11 5700 300 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 168.74 1 4020327 BACK SUPPORT FOR EMPLOYERS 11 5700 300 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 37.08 1 4534632 WATER TOOL ROOM (6) 11 5700 300 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS (162.16) 1 6084638 WELL 32 INSIDE LIGHTS - RETURN WRONG BULB 73 5520 720 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 40.87 1 6530888 PLANT 4/GAC PAINT SUPPLIES - FIRE HYDRANT 73 5520 720 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 40.95 1 6530933 PIPE FITTINGS FOR PLANT MAINTENANCE 72 5700 570 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 86.47 1 6543191 (4) ROUND UP - FOR WEEDS 73 5520 720 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 162.16 1 7530842 ORIGINAL PURCHASE LIGHT BULBS & WELL 32 MOTOR 73 5520 720 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 39.91 1 7543380 BATTERIES FOR KEY BOARDS (2)PACKS 15 5700 680 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 30.90 1 8020801 (5) DRINKING WATER 11 5700 300 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 140.02 1 8060312 RESTROOM SUPPLIES 73 5700 720 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 77.88 1 8084463 FUEL MIX FOR EQUIPMENT 11 5700 300 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 302.02 1 8084469 REPLACEMENT BREAKROOM FRIDGE 11 5700 300 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 657.47 1 8514524 ILLUMIATED STREET SIGNS 11 88AN 300 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 231.09 1 8530698 (6)DRINKING WATER (1)FLASH LIGHT / PAINT SUPP 73 5700 720 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 81.44 1 8530709 HARDWARE FOR PLANT MAINTENANCE 72 5700 570 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 44.10 1 8530753 TUNE UP KITS (2) 11 5700 300 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 169.79 1 9530619 PAINT & SUPPLIES FOR WELL 32 73 5520 720 4/6/2023 37273 HOM02 HOME DEPOT CREDIT SVCS 36.76 1 15106661 HDMI CABLES FOR IT 3FT/ PD 9FT 84 5700 140 HOM02 Total 3,705.44

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37274 HOP04 ANTHONY HOPKINS 5,300.50 1 23-07 PROFESSIONAL SERVICES - MARCH20-MARCH31 2023 01 5524 410 HOP04 Total 5,300.50
4/6/2023 37275 HSH01 H & S HOSE & SUPPLY INC 294.89 1 95563 HOSES FOR CLARIFIERS 72 5700 570 HSH01 Total 294.89
4/6/2023 37276 INF03 ISOLVED BENEFIT SERVICES 186.55 1 126863871 COBRA NOTICES ADMIN - CORE SERVICES MAY 2023 01 5524 120 INF03 Total 186.55
4/6/2023 37277 INT57 INTERWEST CONSULTING GROU 18,281.28 1 86420 PLAN CHECKING SERVICES - FEB01-FEB28 2023 01 5524 420 INT57 Total 18,281.28
4/6/2023 37278 IRR01 IRRIGATION CONCEPTS 85.94 1 47300 PARTS FOR WATER PUMPS 73 5700 720 IRR01 Total 85.94
4/6/2023 37279 JKA00 JKA ARCHITECTURE 13,500.00 1 21561 ELEVENTH AVE AQUATIC CENTER PROJECT AT THE 40 97AB 411 JKA00 Total 13,500.00
4/6/2023 37280 JMP00 JM PIPELINE CONSTRUCTION, 4,275.00 1 2312 ** EMERGENCY REPAIRS ** 72 5520 570 4/6/2023 37280 JMP00 JM PIPELINE CONSTRUCTION, 5,100.00 1 2313 ** EMERGENCY REPAIRS ** 72 5520 570 4/6/2023 37280 JMP00 JM PIPELINE CONSTRUCTION, 8,700.00 1 2315 ** EMERGENCY REPAIRS ** 72 5520 570 JMP00 Total 18,075.00
4/6/2023 37281 JON18 JOHNSON CONTROLS SECURITY 467.65 1 38608421 QTRLY BILLING APR23-JUN23 - RECURRING SVC 75 5534 350 JON18 Total 467.65
4/6/2023 37282 JOR01 JORGENSEN COMPANY 91.00 1 6056076 GAS METER CALIBRATIONS (2) 72 5524 570 JOR01 Total 91.00
4/6/2023 37283 JRB00 JRBADGES 691.00 1 20040 JR POLICE BADGES STICKERS 91 2233 005 JRB00 Total 691.00
4/6/2023 37284 5-Jul JULITA TOMAS 200.00 1 101022 REBATE FOR 2EA. NEW HET/PROJ. RETROFIT 500 TO 73 80BA 720 5-Jul Total 200.00
4/6/2023 37285 KER24 KERN CO AUDITOR CONTROLLE 682.00 1 FEB2023 PARKING VIOLATIONS - PAYMENTS FEBRUARY 2023 01 3405 KER24 Total 682.00
4/6/2023 37286 KER49 KERN COUNTY AUDITOR CONTR 568.00 1 FEB2023 EQUIPMENT VIOLATIONS - PAYMENTS FOR FEBRUARY 01 3405 KER49 Total 568.00
4/6/2023 37287 KER83 KERN RIVER POWER EQUIP 386.09 1 147788 T302 STRING TRIMMER 11 5700 300 4/6/2023 37287 KER83 KERN RIVER POWER EQUIP 93.30 1 147789 WEED EATER STRING (1) 74 5700 370 KER83 Total 479.39

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37288 KERE1 KERN COUNTY SHERIFF'S OFF 2,400.00 1 2022-26-3 4 RECRUITS-CLASS DATES 11/07/22-04/14/23 FOR 01 5400 200 KERE1 Total 2,400.00
4/6/2023 37289 KIM02 KIMBALL-MIDWEST 441.13 1 100823282 (50)HYDRAULIC HOSE 81 5580 900 KIM02 Total 441.13
4/6/2023 37290 KIN18 KINGS INDUSTRIAL OCC. MED 593.01 1 181405 PRE PLACEMENT PHYSICAL EXAM 02/03/23 E.MONTAN 01 5524 120 KIN18 Total 593.01
4/6/2023 37291 KRC00 KRC SAFETY CO., INC. 975.74 1 58196 UNIVERSAL 12"SIGN BRACKETS 11 5702 300 4/6/2023 37291 KRC00 KRC SAFETY CO., INC. 885.10 1 58197 CROSS WALKS FOR JEFFERSON AVE,8TH AVE & 6TH A 11 5702 300 4/6/2023 37291 KRC00 KRC SAFETY CO., INC. 523.82 1 58198 CECIL AVE/HIGH NEW ISLAND SIGNS 11 5702 300 4/6/2023 37291 KRC00 KRC SAFETY CO., INC. 520.80 1 58302 SIGN ANCHORS (10) 11 5702 300 4/6/2023 37291 KRC00 KRC SAFETY CO., INC. 516.76 1 58449 SIGNS FOR NORTH HIGH ST 11 5702 300 4/6/2023 37291 KRC00 KRC SAFETY CO., INC. 453.36 1 58454 CECIL AVE MEDIAN SIGNS 11 5702 300 4/6/2023 37291 KRC00 KRC SAFETY CO., INC. 197.90 1 58455 (2)RIVETS 11 5702 300 KRC00 Total 4,073.48
4/6/2023 37292 LAW11 LAWSON PRODUCTS, INC 145.21 1 931020474 STOCK - CABLE TIES(100/MINI FUSE(20)/KEY RING 81 5510 900 4/6/2023 37292 LAW11 LAWSON PRODUCTS, INC 257.53 1 931041070 NITRILE GLOVES (10) 81 5700 900 LAW11 Total 402.74
4/6/2023 37293 LIE02 LIEBERT CASSIDY WHITMORE 2,700.00 1 5671 QTY 2 TRAIN THE TRAINER 01 5400 120 LIE02 Total 2,700.00
4/6/2023 37294 LIN08 LINCOLN NATIONAL LIFE IN. 2,558.96 1 453829735 CURRENT LIFE INSURANCE PREMIUMS APRIL 2023 01 2219 420 4/6/2023 37294 LIN08 LINCOLN NATIONAL LIFE IN. 10.08 2 453829735 ADJUSTMENTS LIFE INSURANCE PREMIUMS APRIL 202 01 2219 420 LIN08 Total 2,569.04
4/6/2023 37295 LOS10 LOS PRIMOS AUTO GLASS 493.05 1 2679 #204 PD - AUTO GLASS/WINDSHIELD 01 5510 200 4/6/2023 37295 LOS10 LOS PRIMOS AUTO GLASS 314.43 1 2696 #5406 REFUSE - DOOR GLAS 71 5510 540 LOS10 Total 807.48
4/6/2023 37296 MAT12 MATSON ALARM CO., INC 6.58 1 3468539 COMMERCIAL MONITORING FOR MAR 22 01 5522 110 4/6/2023 37296 MAT12 MATSON ALARM CO., INC 1.09 2 3468539 COMMERCIAL MONITORING FOR MAR 22 01 5522 125 4/6/2023 37296 MAT12 MATSON ALARM CO., INC 3.29 3 3468539 COMMERCIAL MONITORING FOR MAR 22 01 5522 160 4/6/2023 37296 MAT12 MATSON ALARM CO., INC 3.29 4 3468539 COMMERCIAL MONITORING FOR MAR 22 01 5522 170 4/6/2023 37296 MAT12 MATSON ALARM CO., INC 4.41 5 3468539 COMMERCIAL MONITORING FOR MAR 22 01 5522 410 4/6/2023 37296 MAT12 MATSON ALARM CO., INC 1.09 6 3468539 COMMERCIAL MONITORING FOR MAR 22 01 5522 420 4/6/2023 37296 MAT12 MATSON ALARM CO., INC 3.29 7 3468539 COMMERCIAL MONITORING FOR MAR 22 01 5522 800 4/6/2023 37296 MAT12 MATSON ALARM CO., INC 16.46 8 3468539 COMMERCIAL MONITORING FOR MAR 22 73 5522 740 MAT12 Total 39.50

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37297 MES00 MESA ENERGY SYSTEMS INC 227.08 1 960010924 MARCH A/C SERVICE FOR CITY HALL 01 5700 800 MES00 Total 227.08
4/6/2023 37298 MOO11 MOORE & ASSOCIATES 22,255.00 1 23:4939 ZERO EMISSION VEHICLE TRANSITION PLAN 75 5524 350 MOO11 Total 22,255.00
4/6/2023 37299 NBS00 NBS 6,178.79 1 202303142 LANDSCAPE & MAINTENANCE DISTRICT (LLMD) 01 5524 410 NBS00 Total 6,178.79
4/6/2023 37300 NEL03 NELMS SURVEYING, INC. 507.50 1 223118G4 SURVEY SERVICES FOR BENCHMARK EXTENSION 01 5528 410 4/6/2023 37300 NEL03 NELMS SURVEYING, INC. 297.50 1 223118G-6 SURVEY SERVICES FOR BENCHMARK EXTENSION 01 5528 410 4/6/2023 37300 NEL03 NELMS SURVEYING, INC. 2,070.50 1 223118G-8 SURVEY SERVICES FOR BENCHMARK EXTENSION 01 5528 410 NEL03 Total 2,875.50
4/6/2023 37301 NOR01 KERN MACHINERY 723.80 1 1035022 #5407 WWTP STARTER 72 5520 570 NOR01 Total 723.80
4/6/2023 37302 NOR32 NOREGON SYSTEMS, LLC 2,199.00 1 175355 JPRO W/NS AND NEXT STEP REPAIR - ANNUAL RENEW 81 5524 900 NOR32 Total 2,199.00
4/6/2023 37303 NOR36 NORTH AMERICAN SECURITY 14,175.00 1 3934 POST BACKGROUND INVESTIGATION QTY.(10) 01 5524 120 NOR36 Total 14,175.00
4/6/2023 37304 OFF07 ODP BUSINESS SOLUTIONS, L 38.97 1 301013680 OFFICE SUPPLIES INDEX PACK(2) TISSUE BOX (1) 75 5300 350 4/6/2023 37304 OFF07 ODP BUSINESS SOLUTIONS, L 229.45 1 301015858 OFFICE SUPPLIES ADJUSTABLE UNDER DESK 75 5300 350 4/6/2023 37304 OFF07 ODP BUSINESS SOLUTIONS, L 339.56 1 303086695 OFFICE SUPPLIES - PAPER QTY 5 75 5300 350 OFF07 Total 607.98
4/6/2023 37305 P&J00 P & J ELECTRIC, INC 1,422.16 1 8140 ** WORK COMPLETE - OK TO PAY ** 72 52015 570 P&J00 Total 1,422.16
4/6/2023 37306 PAC16 PACIFIC TIRE #6 37.16 1 7473 #3522 DART (1) FLAT REPAIR 75 5510 350 4/6/2023 37306 PAC16 PACIFIC TIRE #6 22.16 1 7475 #3542 DART (1)FLAT REPAIR 75 5510 350 4/6/2023 37306 PAC16 PACIFIC TIRE #6 170.31 1 7476 #54019 REFUSE (1) WHEEL 71 5510 540 PAC16 Total 229.63
4/6/2023 37307 PAC35 PTS COMMUNICATIONS 53.00 1 2103339 TELEPHONE SERVICE AT AIRPORT APR01-APR30 74 5203 370 PAC35 Total 53.00
4/6/2023 37308 PAC43 PACE ANALYTICAL SERVICES 237.20 1 B471403 SEMI MONTHLY LAB ANALYSIS 72 5524 570 4/6/2023 37308 PAC43 PACE ANALYTICAL SERVICES 162.80 1 B471588 WEEKLY LAB ANALYSIS 72 5524 570 PAC43 Total 400.00

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37309 PET05 PETERS ENGINEERING GROUP 12,324.00 1 10911 DESIGN SERVICES FOR THE CONSTRUCTION OF A TRA 54 900W 253 PET05 Total 12,324.00
4/6/2023 37310 PLA11 PLATT 436.01 1 3M16260 P.D. LIGHTING 01 5700 800 4/6/2023 37310 PLA11 PLATT 333.76 1 3Q57988 MAIN ST LAMPS 11 5702 300 4/6/2023 37310 PLA11 PLATT 686.53 1 3Q95257 PARTS FOR DIGESTER MIXING PUMP CONTROLS 72 5700 570 4/6/2023 37310 PLA11 PLATT 89.58 1 3R31415 CLAMP METER TESTER 11 5700 300 4/6/2023 37310 PLA11 PLATT 69.28 1 3S87939 MAIN ST OULET COVERS 11 88AN 300 4/6/2023 37310 PLA11 PLATT 361.60 1 3T11811 ALBANY/CECIL WIRE PULL 11 88AN 300 4/6/2023 37310 PLA11 PLATT 273.61 1 3T86884 PD PARKING LOT LIGHTS 01 5700 800 4/6/2023 37310 PLA11 PLATT 48.23 1 3T86963 HIGH VOLTAGE WIRE CUTTERS 11 5700 300 4/6/2023 37310 PLA11 PLATT 136.81 1 3U15875 WELL 32 REPLACEMENT LAMPS 73 5520 720 4/6/2023 37310 PLA11 PLATT 273.61 1 3U21215 PD LIGHTING 01 5700 800 4/6/2023 37310 PLA11 PLATT 173.16 1 3U27539 WELL 32 REPLACEMENT LAMPS 73 5520 720 PLA11 Total 2,882.18
4/6/2023 37311 POR21 PORTERVILLE FORD 114.87 1 549662 #D77 PD STABILIZER LINKS (2) CASTLE NUTS(4) 01 5510 200 4/6/2023 37311 POR21 PORTERVILLE FORD 57.32 1 549738 #D77 PD REAR WIPER ARM (1) 01 5510 200 4/6/2023 37311 POR21 PORTERVILLE FORD 17.97 1 549817 #D77 PD (1) WINDSHIELD WASHER HOSE 01 5510 200 POR21 Total 190.16
4/6/2023 37312 POW10 POWERSTRIDE BATTERY CO,IN 61.48 1 B94449 #65043 GOLF COURSE - BATTERY 05 5520 650 POW10 Total 61.48
4/6/2023 37313 PRO14 PRO FORCE LAW ENFORCEMENT 15,174.80 1 510465 BODY ARMOR 01 80CY 200 4/6/2023 37313 PRO14 PRO FORCE LAW ENFORCEMENT 676.56 1 510571 BODY ARMOR 01 80CY 200 PRO14 Total 15,851.36
4/6/2023 37314 QUA06 QUAD/KNOPF, INC 439.80 1 117888 DESIGN SERVICES FOR TRAFFIC SIGNAL AND ROAD 54 900V 253 4/6/2023 37314 QUA06 QUAD/KNOPF, INC 26,094.60 1 117900 FEB INTERIM ON CALL PLANNING SVC NO. 2021-45 01 5524 410 4/6/2023 37314 QUA06 QUAD/KNOPF, INC 2,091.52 1 117901 2022 MLK PARK EXTENSION DESIGN 59 5524 240 4/6/2023 37314 QUA06 QUAD/KNOPF, INC 3,933.75 1 117945 PROFESSIONAL ENGINEERING AND DESIGN SERVICES 72 91AY 570 4/6/2023 37314 QUA06 QUAD/KNOPF, INC 3,933.75 2 117945 PROFESSIONAL ENGINEERING AND DESIGN SERVICES 73 91AK 720 QUA06 Total 36,493.42
4/6/2023 37315 QUA20 QUADIENT LEASING USA, INC 556.42 1 N9852040 MAIL MACHINE LEASE PAYMENT 04/12/23-07/11/23 01 5301 120 QUA20 Total 556.42
4/6/2023 37316 QUI01 QUILL LLC 78.46 1 30263831 OFFICE SUPPLIES - BINDER DIVIDERS DIPATCH/IND 01 5300 200 QUI01 Total 78.46
4/6/2023 37317 RAMA6 RAMON ELIZONDO 200.00 1 31723 REBATE 2EA. NEW HET/PROJ. RETROFIT 500 TOILET 73 80BA 720 RAMA6 Total 200.00

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37318 REL09 RELIABLE TRANSLATIONS, IN 648.00 1 24290 (2) INTERPRETERS 3HRS EACH (SPANISH) 01 5524 105 REL09 Total 648.00
4/6/2023 37319 RET01 RETHOUGHT REBORN MEDIA 411.35 1 2043 3" DECAL CONTOUR CUT 1000 75 5303 350 4/6/2023 37319 RET01 RETHOUGHT REBORN MEDIA 530.43 1 2044 BUMPER STICKERS 500 11.5X3" 75 5303 350 4/6/2023 37319 RET01 RETHOUGHT REBORN MEDIA 530.43 1 2045 11.5X3 BUMPER STICKER 500 75 5303 350 RET01 Total 1,472.21
4/6/2023 37320 RIO24 RIOS MASONRY CORPORATION 12,757.44 1 492-21 SIGN RELOCATION / REHAB FOR UPCOMING WIDENING 01 5700 800 RIO24 Total 12,757.44
4/6/2023 37321 RUE01 RUETTGERS & SCHULER 5,957.50 1 504-06JAN GARCES AND LEXINGTON ST STORM DRAIN DESIGN 541 960Z 254 RUE01 Total 5,957.50
4/6/2023 37322 SEB00 KERTEL COMMUNICATIONS, IN 2,330.05 1 102886*02 ** WORK COMPLETE - OK TO PAY ** 72 5520 570 4/11/2023 37322 SEB00 KERTEL COMMUNICATIONS, IN (2,330.05) 9000 102886*02 Ck# 037322 Reversed 72 5520 570 SEB00 Total -
4/6/2023 37323 SEB01 DO NOT USE *********** SE 41,696.05 1 103071*1 COD TRANSPORT VISUAL BUS 75 82CQ 350 SEB01 Total 41,696.05
4/6/2023 37324 SEV01 SEVIER'S AUTO SUPPLY 28.27 1 685132 #90020 GARAGE HEAD LIGHT BULBS (1) 81 5510 900 4/6/2023 37324 SEV01 SEVIER'S AUTO SUPPLY (28.27) 1 685143 #90020 GARAGE LIGHT BULB RETURN 81 5510 900 4/6/2023 37324 SEV01 SEVIER'S AUTO SUPPLY 24.67 1 685634 #3538 DART FITTING (1) 75 5510 350 4/6/2023 37324 SEV01 SEVIER'S AUTO SUPPLY 25.09 1 685783 #D68 PD (2) HEADLIGHT 01 5510 200 4/6/2023 37324 SEV01 SEVIER'S AUTO SUPPLY 33.24 1 685804 #615 GOV BUILDING OIL&FILTER 1EA. 01 5510 800 4/6/2023 37324 SEV01 SEVIER'S AUTO SUPPLY 12.35 1 685871 #615 GOV BUILDING MIRROR ADHESIVE & PLUG 01 5510 800 4/6/2023 37324 SEV01 SEVIER'S AUTO SUPPLY 37.97 1 685952 #403 STREET DOOR PINS (3) 11 5510 300 4/6/2023 37324 SEV01 SEVIER'S AUTO SUPPLY 67.50 1 685956 #72063 WATER OIL& FILTER 73 5510 720 4/6/2023 37324 SEV01 SEVIER'S AUTO SUPPLY 69.14 1 686036 #3005 STREETS (3)COOLANT 11 5510 300 4/6/2023 37324 SEV01 SEVIER'S AUTO SUPPLY 180.74 1 686042 #615 GOV BUILDING BATTERY (1) 01 5510 800 4/6/2023 37324 SEV01 SEVIER'S AUTO SUPPLY 69.14 1 686093 #3005 STREET (3) COOLANT 11 5510 300 4/6/2023 37324 SEV01 SEVIER'S AUTO SUPPLY 158.98 1 686159 BATTERIES FOR SKIP LOADER 72 5700 570 SEV01 Total 678.82
4/6/2023 37325 SIE10 SIERRA SCHOOL EQUIPMENT C 601.33 1 410655 ERGONOMIC CHAIR (1) 01 5700 800 SIE10 Total 601.33

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37326 SOL18 SOILS ENGINEERING, INC. 745.63 1 34776 MATERIALS TESTING AND INSPECTION SERVICES FOR 11 980D 300 4/6/2023 37326 SOL18 SOILS ENGINEERING, INC. 1,926.80 1 34784 COMPACTION TESTING FOR AQUATIC CENTER PROJECT 40 97AB 411 SOL18 Total 2,672.43
4/6/2023 37327 SOU40 KATTIA SOUTH 300.00 1 35436 REFUND FOR DEPOSIT FOR CIVIC CTR RENTAL 03/25 01 2237 002 SOU40 Total 300.00
4/6/2023 37328 SPD01 SPD PRINTING & ACCURATE S 92.01 1 19046 BUSINESS CARDS FOR D. GARCIA - CITY CLERK 01 5302 160 SPD01 Total 92.01
4/6/2023 37329 STA60 STATEWIDE TRAFFIC SAFETY 1,132.55 1 12017201 OPEN P.O. FROM JANUARY - JUNE 2023 10 5700 201 STA60 Total 1,132.55
4/6/2023 37330 STA70 STATE CONTROLLER / CALIFO 3.00 1 20123 AIRPORT - AIRCRAFT JET FUEL TAXES FEB01-FEB28 74 5720 370 STA70 Total 3.00
4/6/2023 37331 SUN18 SUN RIDGE SYSTEMS, INC 57,746.00 1 7508 ANNUAL SUPPORT 03/28/23-04/27/24- WARRANTY SU 01 5522 200 SUN18 Total 57,746.00
4/6/2023 37332 TAL13 TALLEY OIL, INC 8,589.65 1 4812 2022 VARIOUS STREETS PAVEMENT APPLICATION OF 11 860S 300 TAL13 Total 8,589.65
4/6/2023 37333 TEN01 TEN-WEST TOWING 1,141.20 1 22324195 OPEN P.O. FROM JANUARY - JUNE 2023 74 5520 370 TEN01 Total 1,141.20
4/6/2023 37334 TER06 TERM PRO TERMITE & PEST 75.00 1 30988 GENERAL PEST CONTROL - CITY HALL 01 5522 800 4/6/2023 37334 TER06 TERM PRO TERMITE & PEST 55.00 1 30989 GENERAL PEST CONTROL - HR 01 5522 800 4/6/2023 37334 TER06 TERM PRO TERMITE & PEST 75.00 1 31011 GENERAL PEST CONTROL - CORP YARD 01 5522 800 4/6/2023 37334 TER06 TERM PRO TERMITE & PEST 75.00 1 31076 GENERAL PEST CONTROL - JEFFERSON CENTER 01 5522 800 4/6/2023 37334 TER06 TERM PRO TERMITE & PEST 75.00 1 31086 GENERAL PEST CONTROL 11TH AVE CENTER 01 5522 800 4/6/2023 37334 TER06 TERM PRO TERMITE & PEST 55.00 1 31120 GENERAL PEST CONTROL - CIVIC CENTER 01 5522 800 4/6/2023 37334 TER06 TERM PRO TERMITE & PEST 75.00 1 31121 GENERAL PEST CONTROL - COURT HOUSE 01 5522 800 TER06 Total 485.00
4/6/2023 37335 TFT01 TF TIRE & SERVICE (DL) 460.12 1 507897 #131 ANIMAL CONTROL (2)NEW TIRE 01 5510 204 4/6/2023 37335 TFT01 TF TIRE & SERVICE (DL) 362.94 1 507899 #6008 PARKS(2) NEW TIRE 01 5510 600 4/6/2023 37335 TFT01 TF TIRE & SERVICE (DL) 362.94 1 507901 #60080 PARKS (2)NEW TIRES 01 5510 600 4/6/2023 37335 TFT01 TF TIRE & SERVICE (DL) 502.24 1 507948 #54019 SOLID WASTE (2) USED TIRES 71 5510 540 4/6/2023 37335 TFT01 TF TIRE & SERVICE (DL) 1,681.72 1 TP983464 SERVICE CALL UNIT #425 EMERGENCY REPAIR 11 5520 300 TFT01 Total 3,369.96

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37336 THA01 DO NOT USE**E.M. THARP, I 390.06 1 0P76317 #5407 SOLID WASTE ALUMINUM STEP (1) 71 5510 540 4/6/2023 37336 THA01 DO NOT USE**E.M. THARP, I 324.66 1 01P76480 #5407 SOLID WASTE SENSOR (1) & ALUMINUM STEP 71 5510 540 4/6/2023 37336 THA01 DO NOT USE**E.M. THARP, I 410.08 1 01P76503 #54019 REFUSE WIPER ARM(2) 71 5510 540 4/6/2023 37336 THA01 DO NOT USE**E.M. THARP, I 359.04 1 01P76529 #5407 SOLID WASTE (1)ALUMINUM STEP (1) CRANK 71 5510 540 THA01 Total 1,483.84
4/6/2023 37337 THA03 E.M. THARP INC IBS - INTE 1,492.35 1 01P76207 UNIT #5407 EMERGENCY REPAIR., OEM 71 5510 540 THA03 Total 1,492.35
4/6/2023 37338 TUR05 TURF STAR, INC 97.65 1 7268927 #MD MAINT DISTRICT - THROTTLE CABLE(1) 20 5520 001 TUR05 Total 97.65
4/6/2023 37339 UNI59 UNITED STAFFING ASSOCIATE 162.75 1 217842 AHEDO.V PT REC LEADER 03/19/23 01 5524 610 UNI59 Total 162.75
4/6/2023 37340 UNI65 UNIVAR SOLUTIONS 1,549.31 1 50997749 OPEN P.O. FROM JANUARY - JUNE 2023 73 5717 720 4/6/2023 37340 UNI65 UNIVAR SOLUTIONS 1,274.04 1 50997750 OPEN P.O. FROM JANUARY - JUNE 2023 73 5717 720 4/6/2023 37340 UNI65 UNIVAR SOLUTIONS 1,273.88 1 50997751 OPEN P.O. FROM JANUARY - JUNE 2023 73 5717 720 UNI65 Total 4,097.23
4/6/2023 37341 USF07 US FUELING SOLUTIONS INC 281.61 1 24257 FUEL TEST SUPPLIES 74 5700 370 USF07 Total 281.61
4/6/2023 37342 VAL53 VALLEY POWER SYSTEM, INC 9,151.80 1 B45140 UNIT #5402 (ESTIMATE) 71 5510 540 VAL53 Total 9,151.80

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37343 VAL54 GRACE VALLEJO 793.62 1 021623REF REIMBURSEMENT HOTEL LODGING CONFERENCE MAR28 01 5400 126 VAL54 Total 793.62
4/6/2023 37344 VER11 VERIZON WIRELESS 76.02 1 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 01 5203 100 4/6/2023 37344 VER11 VERIZON WIRELESS 38.01 2 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 01 5203 110 4/6/2023 37344 VER11 VERIZON WIRELESS 138.90 3 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 01 5203 120 4/6/2023 37344 VER11 VERIZON WIRELESS 38.01 4 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 01 5203 170 4/6/2023 37344 VER11 VERIZON WIRELESS 4,193.44 5 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 01 5203 200 4/6/2023 37344 VER11 VERIZON WIRELESS 164.77 6 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 01 5203 204 4/6/2023 37344 VER11 VERIZON WIRELESS 236.68 7 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 01 5203 410 4/6/2023 37344 VER11 VERIZON WIRELESS 179.92 8 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 01 5203 421 4/6/2023 37344 VER11 VERIZON WIRELESS 143.00 9 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 01 5203 600 4/6/2023 37344 VER11 VERIZON WIRELESS 38.01 10 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 01 5203 610 4/6/2023 37344 VER11 VERIZON WIRELESS 96.23 11 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 01 5203 800 4/6/2023 37344 VER11 VERIZON WIRELESS 0.32 12 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 01 5203 810 4/6/2023 37344 VER11 VERIZON WIRELESS 40.44 13 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 08 5308 108 4/6/2023 37344 VER11 VERIZON WIRELESS 118.03 14 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 11 5203 300 4/6/2023 37344 VER11 VERIZON WIRELESS 40.01 15 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 32 5792 955 4/6/2023 37344 VER11 VERIZON WIRELESS 34.34 16 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 71 5203 530 4/6/2023 37344 VER11 VERIZON WIRELESS 11.11 17 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 72 5203 570 4/6/2023 37344 VER11 VERIZON WIRELESS 1,409.75 18 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 73 5203 720 4/6/2023 37344 VER11 VERIZON WIRELESS 6.06 19 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 74 5203 370 4/6/2023 37344 VER11 VERIZON WIRELESS 1,698.76 20 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 75 5203 350 4/6/2023 37344 VER11 VERIZON WIRELESS 68.68 21 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 81 5203 900 4/6/2023 37344 VER11 VERIZON WIRELESS 152.20 22 993090329 FEB24-MAR23 CELLPHONE/DATA CARD/IPOD USE 84 5203 140 VER11 Total 8,922.69
4/6/2023 37345 WAL15 CAPITAL ONE 467.64 1 111525 DOG FOOD (8) 01 5700 204 4/6/2023 37345 WAL15 CAPITAL ONE 259.63 1 161833 DOG FOOD (8) 01 5700 204 4/6/2023 37345 WAL15 CAPITAL ONE 63.86 1 161999 BREAK ROOM SUPPLIE - COFFEE/CREAMER 75 5700 350 4/6/2023 37345 WAL15 CAPITAL ONE 284.19 1 191851 DOG FOOD (9) 01 5700 204 4/6/2023 37345 WAL15 CAPITAL ONE 908.69 1 236318 DOG FOOD (28) 01 5700 204 4/6/2023 37345 WAL15 CAPITAL ONE 89.65 1 353008 BREAKROOM SUPPLIES - COFFEE & CUPS 01 5300 110 4/6/2023 37345 WAL15 CAPITAL ONE 18.69 1 747509 GENERAL SUPPLIES FOR BREAK ROOM - COFFEE & CU 01 5700 204 4/6/2023 37345 WAL15 CAPITAL ONE 41.54 1 791645 ART SUPPLY PAINT 15 5700 680 WAL15 Total 2,133.89

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/6/2023 37346 WES69 WESTAIR GASES & EQUIPMENT 68.52 1 8050081 CYLINDER RENTAL - WATER DEPT 73 5522 720 4/6/2023 37346 WES69 WESTAIR GASES & EQUIPMENT 119.92 1 80500082 CYLINDER RENTAL - GARAGE 81 5522 900 4/6/2023 37346 WES69 WESTAIR GASES & EQUIPMENT 32.56 1 80500083 CYLINDER RENTAL - WWTP 72 5522 570 WES69 Total 221.00
4/6/2023 37347 WEX00 WEX BANK 278.99 1 87956977 CHEVRON FUEL PURCHASES - MARCH 01 5511 200 WEX00 Total 278.99
4/6/2023 37348 ZAL01 ZALCO LABORATORIES, INC 2,829.80 1 2301227 ** WORK PERFORMED - OK TO PAY ** 72 5524 570 ZAL01 Total 2,829.80
4/13/2023 37349 ARA01 ARAMARK 224.58 1 503116267 MARCH LAUNDRY/UNIFORM SVCS/MULTI DEPT. 01 5522 204 4/13/2023 37349 ARA01 ARAMARK 820.88 2 503116267 MARCH LAUNDRY/UNIFORM SVCS/MULTI DEPT. 01 5522 600 4/13/2023 37349 ARA01 ARAMARK 3,430.97 3 503116267 MARCH LAUNDRY/UNIFORM SVCS/MULTI DEPT. 01 5522 800 4/13/2023 37349 ARA01 ARAMARK 568.88 4 503116267 MARCH LAUNDRY/UNIFORM SVCS/MULTI DEPT. 11 5522 300 4/13/2023 37349 ARA01 ARAMARK 293.19 5 503116267 MARCH LAUNDRY/UNIFORM SVCS/MULTI DEPT. 71 5522 530 4/13/2023 37349 ARA01 ARAMARK 691.71 6 503116267 MARCH LAUNDRY/UNIFORM SVCS/MULTI DEPT. 71 5522 540 4/13/2023 37349 ARA01 ARAMARK 1,591.65 7 503116267 MARCH LAUNDRY/UNIFORM SVCS/MULTI DEPT. 72 5522 570 4/13/2023 37349 ARA01 ARAMARK 115.10 8 503116267 MARCH LAUNDRY/UNIFORM SVCS/MULTI DEPT. 74 5522 370 4/13/2023 37349 ARA01 ARAMARK 1,091.06 9 503116267 MARCH LAUNDRY/UNIFORM SVCS/MULTI DEPT. 75 5522 350 4/13/2023 37349 ARA01 ARAMARK 386.72 10 503116267 MARCH LAUNDRY/UNIFORM SVCS/MULTI DEPT. 81 5522 900 4/13/2023 37349 ARA01 ARAMARK 1,463.87 11 503116267 MARCH LAUNDRY/UNIFORM SVCS/MULTI DEPT. 73 5522 720 ARA01 Total 10,678.61

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 665.92 1 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 01 5205 200 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 1,057.32 2 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 01 5205 204 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 1,179.99 3 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 01 5205 600 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 1,539.64 4 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 01 5205 800 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 493.05 5 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 01 5205 810 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 768.07 6 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 05 5207 650 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 2,220.23 7 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 20 5205 001 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 52.02 8 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 71 5205 540 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 1,085.67 9 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 72 5205 570 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 646.72 10 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 74 5205 370 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 210.48 11 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 75 5205 350 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 1,429.13 12 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 76 5205 276 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 2,722.10 13 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 76 5206 276 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 854.09 14 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 76 5207 276 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 2,056.87 15 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 73 5205 720 4/13/2023 37350 DEL12 DELANO, CITY OF - WATER 393.51 16 Mar-23 WATER SERVICES/MULTI DEPT FOR MARCH 2023 81 5205 900 DEL12 Total 17,374.81
4/13/2023 37351 NAV29 ADAM NAVA 80.00 1 1248A DMV PHYSICAL REIMB. A.NAVA JAN 09,2023 71 5662 540 NAV29 Total 80.00
4/13/2023 37352 NIN02 NINO, CHRISTOPHER MICHAEL 138.00 1 031523LEA FRESNO APR03-04 LEADERSHIP&ACCOUNTABILITY TRA 01 5440 200 NIN02 Total 138.00

CITY OF DELANO
WARRANT REGISTER/COUNCIL MTNG 05/01/2023
Check Date Check Number Vendor ID Vendor Name Check Amount Line # Invoice # Description Expense Distribution Account 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON 6,669.40 1 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 01 5201 200 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON 5,464.61 2 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 01 5201 204 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON 669.86 3 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 01 5201 600 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON 5,654.12 4 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 01 5201 800 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON 4,378.03 5 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 01 5201 810 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON 1,388.47 6 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 05 5201 650 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON 28,577.42 7 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 11 5201 300 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON (926.16) 8 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 20 5201 001 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON 36,400.24 9 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 72 5201 570 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON 134,668.22 10 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 73 5201 720 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON 966.30 11 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 74 5201 370 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON 503.92 12 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 75 5201 350 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON 4,492.95 13 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 76 5201 276 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON 3,285.25 14 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 81 5201 900 4/13/2023 37353 SOC01 SO. CALIFORNIA EDISON 1,270.78 15 MAR2023 ELECTRICITY SVC/MULTI DEPTS. 81 5201 910 SOC01 Total 233,463.41
4/13/2023 37354 SOU38 SOUTH TULARE-RICHGROVE RE 41,658.36 1 131527 REFUSE SERVICES - A REFUSE TRUCK AND DRIVER 71 5522 540 SOU38 Total 41,658.36
4/13/2023 37355 VAN03 VANESSA RODRIGUEZ 1,227.00 1 031523DIS SAN JOSE APR17-MAY05 BASIC DISPATCH ACADEMY 01 5440 200 VAN03 Total 1,227.00
Grand Total 860,870.86 SUB TOTAL $ 860,870.86
TOTAL $ 860,870.86
PAYROLL - 04/14/2023 $ 1,004,961.65
TOTAL $ 1,004,961.65
GRAND TOTAL $ 1,865,832.51
4/3/2023
STMT
OBJECT Date Vendor Name City Description Amount
NOEMI ZAMUDIO 01-5300-120 03/15/23 NATIONAL NOTARY ASSOCIATION SHIPPING FEE FOR NOTARY BOND - M. DOMINGUEZ 29.95 01-5423-120 03/30/23 NATIONAL NOTARY ASSOCIATION D. CARILLO NNA MEMBERSHIP RENEWAL 199.00 TOTAL 228.95
TYSON DAVIS 01-5520-200 03/03/23 AMAZON (2) LOGITECH WIRELESS WAVE KEYBOARD AND MOUSE COMBO - DISPATCHERS 129.88 01-5423-200 03/22/23 FBI NATIONAL ACADEMY CALIFORNIA CHAPTER ANNUAL RENEWAL 01/01/23-12/31/23 130.00 01-5455-200 03/29/23 CULICHITOWN LUNCH - INTERVIEW PANEL FOR SERGEANTS EXAM - MARCH 29, 2023 90.60 TOTAL 350.48
CHRISTOPHER ALFORS 01-5441-200 03/02/23 PALMS RESIDENTIAL PALMS CASINO RESORT MAR06-MAR09 - J.MURGUIA K-9 CONFERNCE 570.31 01-5441-200 03/02/23 PALMS RESIDENTIAL PALMS CASINO RESORT MAR06-MAR09 - J.NICHOLSON K-9 CONFERNCE 570.31 01-5400-200 03/02/23 COLLEGE OF SEQUIOIAS STUDENT SPRING SEMESTER PARKING PERMIT MAR02-MAY31 2023 R.CHAVEZ 25.00 01-5520-200 03/15/23 DAVIS & STATON UNIFORM COMMENDATION BARS FOR HERRERA 15.50 01-5520-200 03/22/23 AMAZON (1) STRONG TOOLS GREEN LASER BORESIGHTER 34.04 TOTAL 1215.16
PETER LOPEZ 01-57002-200 03/11/23 TACTACAM REVEAL TACTACAM REVEAL MONTHLY SUBSCRIPTION OF CAMERA FOR DETECTIVE - MAR10-APR10 13.00 01-5455-200 03/15/23 SUBWAY DELANO PD SIT OPS MARCH 16, 2023 LUNCH (CDCR-K9/MPD/DPD/KCPD/PAROLE/PROBATION/TAFT PD/CDC-CRT) 356.93 01-5455-200 03/15/23 SMART AND FINAL DELANO PD SIT OPS MARCH 16, 2023 DRINKS (CDCR-K9/MPD/DPD/KCPD/PAROLE/PROBATION/TAFT PD/CDC-CRT) 90.46 01-57002-200 03/15/23 CVOS INC (1) USB LOAD CASES FOR FILING TO THE DA'S OFFICE 22.72 91-2233-005 03/20/23 AMAZON (1) 4PC POLICE CAR SHAPE BALLON - BLOCK PARTY APRIL 20 9.73 91-2233-005 03/20/23 AMAZON BALLOONS - COMMUNITY RELATIONS BLOCK PARTY APRIL 20 54.89 01-5423-200 03/21/23 IN GPS VEHICLE TRACKING ANNUAL SUBSCRIPTION REQUIRED TO CONDUCT TRACKING WARRANT FOR 187 CASE AND FUTURE CASES 499.00 01-57002-200 03/27/23 TACTACAM REVEAL TACTACAM REVEAL MONTHLY SUBSCRIPTION OF CAMERA FOR DETECTIVE - MAR27-APR27 13.00 01-57002-200 04/03/23 TMOBILE DEALER WEB HOMICIDE CASE 23.0866 (3) PHONES TO EXTRACT DATA 900.00 TOTAL 1,959.73
CECILIO VELASCO 01-5512-200 03/16/23 THE HOME DEPOT COPIES OF PATROL UNIT KEYS (CV) 51.57 01-5440-200 03/23/23 CASA MUNRAS HOTEL & SPA HILTON GARDEN INN MONTEREY MAR19-MAR23 - SOUTH BAY REGIONAL PUBLIC SAFETY TRANING CONSORTIUM (C.ALFORS) 982.52 TOTAL 1034.09

WELLS FARGO

WELLS FARGO CREDIT CARDS
Summary of Credit Card Charges for Travel
Prepared By Alexandra Alvarado
4/3/2023
STMT
OBJECT Date Vendor Name City Description Amount

WELLS FARGO

WELLS FARGO CREDIT CARDS
Summary of Credit Card Charges for Travel
RICARDO CHAVEZ 01-5700-110 03/06/23 LESLIES CUSTOM FLORAL M.REYNA BEREAVEMENT 108.25 01-5400-125 03/27/23 CALCITIES REGISTRATION 2023 PLANNING COMMISSIONERS ACADEMY CONFERENCE REFUND- PLANNING COMMISIONER F. HERRERA -675.00 01-5400-125 03/29/23 HYATT REGENCY ORANGE COUNTY HYATT REGENCY 1 NIGHT FEE - CANCELLATION POLICY - PLANNING COMMISIONER F. HERRERA 295.00 TOTAL (271.75)
MIKE ENRIQUEZ 01-5306-204 03/07/23 SP UBIQUITI INC (2 ) ETHERNET SURGE PROTECTOR (2) UISP AIRMAX LITEBEAM FOR ANIMAL CONTROL 279.23 73-5300-740 03/13/23 AMAZON 1 BOX OF 100 ROLLS PAPER RECEIPT FOR UB 153.70 01-5700-610 03/14/23 AMAZON 2 BOX OF 50 ROLLS PAPER RECEIPT FOR REC 58.44 84-5300-140 04/03/23 AMAZON 1 LOGITECH WIRELESS WAVE KEYBOARD AND MOUSE 62.95 01-5300-740 04/03/23 AMAZON 1 BOOKLIFT COPYHOLDER 14.74 84-5522-140 04/03/23 JAMF JAMF NOW SUBSCRIPTION 04/03-05/02 2023 88.00 TOTAL 657.06
MARIBEL REYNA 01-5302-110 03/08/23 AMAZON 49.28
75-5400-350 03/14/23 GRANT WRITING USA 545.00
01-5441-200 03/14/23 GRANT WRITING USA 545.00
01-5400-170 03/14/23 GRANT WRITING USA 545.00
01-5400-610 03/14/23 GRANT WRITING USA 545.00
01-5400-125 03/14/23 GRANT WRITING USA 545.00
01-5400-110 03/14/23 GRANT WRITING USA 545.00
01-5423-610 03/16/23 NRPA OPERATING 70.00
01-5300-610 03/16/23 AMAZON 153.66
01-5300-160 03/28/23 AMAZON
(2) CERTIFICATE HOLDERS
M. JAUREGUI GRANT MANAGEMENT TRAINING APR03-APR04 BAKERSFIELD, CA C. VELASCO GRANT MANAGEMENT TRAINING APR03-APR04 BAKERSFIELD, CA S. MARTINEZ GRANT MANAGEMENT TRAINING APR03-APR04 BAKERSFIELD, CA R. LUGO GRANT MANAGEMENT TRAINING APR03-APR04 BAKERSFIELD, CA R. CHAVEZ GRANT MANAGEMENT TRAINING APR03-APR04 BAKERSFIELD, CA M. FERNANDEZ GRANT MANAGEMENT TRAINING APR03-APR04 BAKERSFIELD, CA NATIONAL RECREATION AND PARK ASSOCIATION MEMBER S. BATTH-CHAVEZ RENEWAL APPLICATION FEE 100 RECEIPT ROLLS FOR RECREATION
(1) FLAG HOLDER CITY CLERK 63.81
TOTAL 3,606.75
JERRY NICHOLSON 01-5441-200 03/02/23 PALMS PLACE RESIDENTIAL PALMS CASINO RESORT MAR06-MAR09 - J.NICHOLSON K-9 CONFERNCE 570.31 01-5441-200 03/03/23 PALMS PLACE RESIDENTIAL PALMS CASINO RESORT MAR06-MAR09 - J.NICHOLSON K-9 CONFERNCE REFUND/ CHARGED ON ALFORS CARD (570.31) 01-5441-200 03/10/23 PALMS PLACE RESIDENTIAL PALMS CASINO RESORT MAR06-MAR09 - PARKING PASS 61.96 01-5441-200 03/10/23 PALMS PLACE RESIDENTIAL PALMS CASINO RESORT MAR06-MAR09 - J.NICHOLSON/J. MURGUIA K-9 CONFERNCE 135.05 TOTAL 197.01
ROMAN DOWLING 01-5700-800 03/09/23 CLOVIS STONE MANSORY & LANDSCAPE SUPPLY INVOICE #269655 - PUBLIC WORKS SIGN RELOCATION 3,344.77 01-5700-800 03/28/23 AMAZON (11) OFFICE CHAIR WHEELS / (1) STEALTHO OFFICE CHAIR CASTER WHEEL - CONFERENCE ROOM 337.00 TOTAL 3,681.77
Prepared By Alexandra Alvarado
4/3/2023
STMT
OBJECT Date Vendor Name City Description Amount

WELLS FARGO

WELLS FARGO CREDIT CARDS
Summary of Credit Card Charges for Travel
ALLEN LUTZ 73-5520-720 03/18/23 BRIMAR INDUSTRIES (29)SAFETY SIGNS FOR CHEMICAL TANKS 783.77 TOTAL 783.77
VIVIANA ALAPISCO 75-5400-350 03/10/23 ON THE MOVE TRUCKING SCHOOL TRANSIT SUPERVISORS - DOT DMV CERTIFICATIONS MARCH 10, 2023 (M. JAUREGUI, J. TRONCOSO, I. MATA, J.LUGO) 999.99 TOTAL 999.99
ARTHUR MEDINA 81-5510-900 03/07/23 AMAZON LED HEADLIGHT BULBS COMBO 108.24 01-5700-800 03/22/23 THE HOME DEPOT (2) HR OFFICE KEYS - N. ZAMUDIO 10.39 TOTAL 118.63
ROSA RIOS 01-5301-120 03/30/23 GOVERNMENT FINANCE OFFICE CHICAGO EMPLOYMENT AD - ASSOCIATE ACCOUNTANT MARCH 30, 2023 150.00 EMPLOYMENT AD - SENIOR ACCOUNTANT MARCH 30, 2023 150.00 TOTAL 300.00
14,861.64
Prepared By Alexandra Alvarado

MINUTES

CITY OF DELANO
CITY COUNCIL – Special MEETING
April 17, 2023

CALL TO ORDER
Mayor Alindajao called the meeting to order at 5:30 p.m. in the City Hall Council Chambers, 1015 – 11th Avenue.

INVOCATION
Eric Juarez offered the invocation.

FLAG SALUTE
Mayor Alindajao led flag salute.

ROLL CALL
Council members present: Mayor Joe Alindajao, Mayor Pro Tem Salvador Solorio-Ruiz, Liz Morris, Mario Nunez, Jr.

Council members absent: Veronica Vasquez

OFFICIALS PRESENT
City Manager Reyna, City Clerk Garcia, City Attorney Richman, City Engineer Dowling (Via Online), Finance Director Lara Rios, Human Resources Director Zamudio, Chief Davis, Commander Velasco, Interim Community Development Director Monsibais, and Economic Development Specialist Fernandez.

PRESENTATIONS AND AWARDS
1) Recognition of Delano Jiu Jitsu Club team for participating at the Jiu Jitsu World League Boston Open.

Mayor Alindajao recognized the Delano Jiu Jitsu Club for participating at the Jiu Jitsu World League Boston Open.
1) Life-Saving Award to Officer Herrera whose actions saved the life of a fellow citizen.

Mayor Alindajao and Chief Davis presented Life-Saving Award to Officer Herrera Recognition from Assembly Member Dr. Jasmeet Bains, presented by Claribel Gutierrez.

Recognition from Senator Melissa Hurtado, presented by Jannett Tapia Recognition from Congressman David G. Valadao, presented by Steven Kemp Item No. 3

ITEMS FROM THE PUBLIC

1. Veronica Soto Brandy Wine Apartments. Read a statement because she was not able to attend the previous meeting. She commented on opposition of rent control.

2. Yolanda Vega commented on the March 27th special meeting specifically on Relations to City Council 2.12.30. She read: “The City Council and its members shall deal with the administrative services of the city only through the City Manager. The City Manager shall take orders and instructions from the city council as a body an no individual council member shall give any orders or instruction to the City Manager or subordinates.

When a decision has been made by the Council as a body, it shall be final and conclusive.”
Ms. Vega said that she has noticed that Councilmembers have done special projects and that the way it was explained in the special meeting, unless Council has voted on such project as a body, then direction can be given to the City Manager. She requested further explanation as to why it is not being followed. She said that it seemed that Council is picking and choosing what laws are going to be followed.

Mayor Alindajao asked City Manager Reyna, how the question should be answered if the comments is that they want further explanation on how the rule works.

City Manager Reyna responded that there are times when councilmembers may have requests that she can complete efficiently without expending city resources or staff time and there are times that the requests do have to be voted by council as a full body.

Mayor Alindajao responded that the explanation was good.

3. Fernando Bravo announced that the Seniors Center will be having a Mother’s Day dinner.

He stated that Council gives them 75 dollars monthly for dinners and it is not much. He said that they will be having the dinner on May 12th and requested from Council a donation to the Mother’s Day dinner like Mrs. Rosa Rios did last year by donated roses.

Mr. Bravo also asked when the construction of Albany and Cecil Ave. will begin now that the weather is nicer.

4. Citlalli asked on the status of the construction on South Belmont. She said there is no movement, and it has been 3 weeks that the weather is well. She also made Council aware of the traffic that is located on Woollomes Ave. She said that the traffic gets backed up bad and many cars also block the freeway entrance lane. She said that maybe the timing on the lights can be changed to help with the traffic.

CONSENT AGENDA
1) Authorization to waive the reading of any ordinance in its entirety and consenting to the reading of such ordinances by title only
2) Warrant Register in the amount of $3,111,673.47
3) Minutes of the regular city council meeting of April 3, 2023 4) Minutes of special council meeting of March 27, 2023 5) Minutes of special council meeting of April 18, 2022 6) Authorize City Manager to Execute Agreement for the City’s Health Plans for the Period of July 1, 2023 through June 30, 2024
7) Approval of sponsorship to Delano Chamber of Commerce for the National Day of Prayer event in the total amount of $1,000 for event-related expenses.

Motion was made by: Morris to approved items 1 –6 consent items; 2nd by: Solorio-Ruiz
Vote: 4-0
Ayes: Solorio-Ruiz/ Morris/Nunez/ /Alindajao
Nays: None

Absent: Vasquez
Abstentions: None
Item 7 pulled by: Nunez
Reason for pulling: Nunez wanted to know a breakdown of what the related expenses for the sponsorship are and was hoping that someone from the Chamber would be present. He said he was not against it but wanted to know the expenses.

Council Morris responded since there was no representation from the Chamber of Commerce.

She said that part of the expenses are for the meal and refreshments that are provided and for any rental expenses for equipment, chairs, tables and decorations.

Mayor Pro Tem Solorio-Ruiz asked that normally the types of sponsorship request are usually under Regular Agenda and not Consent Agenda and wanted to know if that was correct.

City Manager Reyna responded that items are considered routine like the National Day of Prayer which is an annual events, are placed in Consent Agenda and that is the reason it was placed in Consent Agenda in which Council at any time can pull it for further discussion.

Mayor Pro Tem Solorio-Ruiz asked if staff had an idea of what the sponsorship amount was last year.

City Manager Reyna responded that it was a similar amount.

Mayor open public comment.

Mayor closed public comment.

Motion was made by: Solorio-Ruiz to approve item No. 7 in consent items; 2nd by: Morris
Vote: 4-0
Ayes: Solorio-Ruiz/ Morris/Nunez/Alindajao
Nays: None

Absent: Vasquez
Abstentions: None

PUBLIC HEARINGS
8) Public Hearing and Adoption of Community Development Block Grant Action Plan 2023-2024. (Resolution 2023-12)
Staff Report by Economic Development Specialist Fernandez Mayor Alindajao opened public comment
Mayor Alindajao closed public comment
Mayor Pro Tem thanked the staff and shared that he attended a couple of the meeting and it was executed very well and said that community input was received.

Motion was made by: Nunez
2nd by: Solorio-Ruiz
Vote: 4-0
Ayes: Solorio-Ruiz/ Morris/Nunez/ Alindajao
Nays: None

Absent: Vasquez
Abstentions: None

REGULAR AGENDA
9) Mayor Appointments to General Fund Budget Committee and Enterprise Funds Budgets Committee
Mayor Alindajao appointed: Mayor Alindajao and Council Member Nunez to the General Fund Budget Committee.

Mayor Alindajao appointed: Mayor Pro Tem Solorio-Ruiz and Council Member Morris to the Enterprise Funds Budget Committee.
10) Introduction of an Ordinance Amending Section 2.04.300 of the Delano Municipal Code Removing Robert’s Rules of Order and Adopting Rosenberg’s Rules of Order
Staff Reports by City Attorney Richman
Mayor Alindajao opened public comment
Mr. Martinez questioned that second motion would not be needed to pass a vote and was concerned.

Mayor Alindajao closed public comment
Council Member Morris explained that a second motion was going to continue to be required in the Rosenburg’s Rules of Order.

Motion was made by: Solorio-Ruiz
2nd by: Nunez
Vote: 4-0
Ayes: Solorio-Ruiz/ Morris/Nunez/Alindajao
Nays: None

Absent: Vasquez
Abstentions: None
11) Consideration and Introduction of an Ordinance Amending Section 2.04.050 changing the Mayor and Mayor Pro Tem term from one year to two years.

Mayor Alindajao Motioned to table item 11 for further research on topic.

Second By: Solorio-Ruiz
Motion was made by: Alindajao
2nd by: Solorio-Ruiz
Vote: 4-0
Ayes: Solorio-Ruiz/ Morris/Nunez/Alindajao
Nays: None

Absent: Vasquez
Abstentions: None
12) Adoption of Resolution Amending the City’s Flag Policy (Resolution 2023-13) Staff Reports by City Attorney Richman
Mayor Alindajao opened public comment
Mr. Frazier supports the amending of the resolution.

Mayor Alindajao closed public comment
Mayor Pro-term Solorio-Ruiz said that he was not there when it was first introduced and had some comments that he had saved and wanted to share them to provide his opinion and perspective. He said that as leaders, it is important to trust those that came before them and that they implemented policies in the best interests of the community. He said that he firmly believes that they all want to make an impact and want to make Delano a better place to live for all. He said that today, he believes that they made Delano a better place when the flagpole policy was implemented. He said that the flagpole policy left a clear message to the community and surrounding neighbors. That if someone identified with the LGTBQ community, regardless of who they love, they are welcomed in the city. He said that the flagpole policy allowed to honor fallen fire fighters who make the ultimate sacrifice every day. He said that to address the argument that the United States flag and the State Flag of California, should be the only flag’s flown, although he understands the argument, Delano is not unique to the practice. He said that various surrounding cities across California, including the State Capital, have established the pride flag to be flown. He added that in 2021, the Secretary of the State, Anthony Blinken authorized U.S. Diplomatic Mission across the world to fly the rainbow flag at Embassy’s and Consulates on the same flagpole as the American flag. He said that across the country, AntiLGBTQ bills are being passed at alarming rates. He said that with the flag policy, they are making their position clear as the second largest city in Kern County, that LGTBQ residents have an unwavering support of their government. He shared that he had solutions that were expressed at the previous Council Meeting that could be possibly implemented in a future meeting, which are: Fly the flag on its own pole and use that same pole to implement the current flag policy that is in place. The other is, to welcome a LGBTQ center in Delano. He said that because on the previous vote that took place in the past, he understood where the majority stood and that they can agree to disagree, but he urged his colleagues to consider implementing the solutions that he expressed.

Motion was made by: Nunez
2nd by: Morris
Vote: 3-1
Ayes: Morris/Alindajao/Nunez
Nays: Solorio-Ruiz

Absent: Vasquez
Abstentions: None

DEPARTMENTAL REPORTS
No items

COUNCIL STATEMENTS AND REPORTS
Council Member Morris: she said that she would like the resolution to be looked at and would like something to be brought to a future agenda the approval to erect a separate pole to celebrate the existing diverse community. She also invited anyone that would like to fly a flag to purchase their own flag instead of the city. She also invited the community to National Day of Prayer on May 4th. She said everyone, as well as the city, needs prayer. She also gave a reminder that the coming week is Public School Week. She also announced the ribbon cutting of Mountain Mikes Pizza.

Council Member Nunez: He also announced the ribbon cutting for the Grand Opening of Mountain Mikes Pizza and that the Police Department would be having a Block Party on the 20th of April. He also reminded that community that Mosquito Abatement will spray their yards at no cost.

Council Member Solorio-Ruiz: He said that he attended the Grand Opening of The Beauty Shop.

He also reminded and invited the community to the Cesar Chavez Remembrance at City Hall on Sunday, April 23, 2023.

Mayor Alindajao: Shared that he had the opportunity to join his son in Boston and congratulated them once again on their hard work. He also extended the invitation to the National Day of Prayer to the community.

CLOSED SESSION
No items

ADJOURNMENT
Moved by Council Member Nunez seconded by Mayor Pro Tem Solorio-Ruiz and unanimously carried 4-0 to adjourn the meeting at 6:52 p.m.
_____________________________________________
Diana Garcia, City Clerk

CITY OF DELANO

STAFF REPORT
May 1, 2023
Agenda Item:4
TO: Honorable Mayor and Members of the City Council
FROM: Maribel Reyna, City Manager
By: Viviana Alapisco, Transportation Manager
SUBJECT: Resolution of the City Council of The City of Delano authorizing designated positions to execute any actions necessary for obtaining financial assistance provided by the Low Carbon Transit Operations (LCTOP) and authorizing the utilization of LCTOP funds to offer free and reduced fares for fixed routes, dial-a-ride and on-demand in the amount of $130, 679.

Recommendation
Staff recommends City Council to adopt a Resolution of the City Council of the City of Delano designated positions to execute any actions necessary for obtaining financial assistance provided by the Low Carbon Transit Operations (LCTOP) and authorizing the utilization of Low Carbon Transit Operations Program (LCTOP) funds to offer free and reduced fares for fixed routes, dial-a-ride and ondemand in the amount of $130,679 for 2022-2023.

Discussion
LCTOP has funding for Transportation Agencies from the California Department of Transportation, Division of Rail and Mass Transportation from The Greenhouse Gas Reduction Fund. There is a set amount for each agency distributed through Kern COG once the project has been determined eligible by the Low Carbon Transit Operations Program (LCTOP). Funds for the LCTOP are distributed to regions and transit operators using the State Transit Assistance program formula, which is 50% to regional entities based on populations and 50% to Transit Agencies based on Farebox Revenue, accordingly City of Delano FY 22/23 allocations is $130,679.

Staff will be submitting a draft allocation request to the Low Carbon Transit Operations Program (LCTOP) before the May 1, 2023 deadline. This project will allow DART to offer free and reduced fares for fixed routes, dial-a-ride and on-demand to all general public passengers throughout the year to encourage ridership and promote public transportation. City Council must authorize and adopt a resolution showing approval of the specific project and project funds.

Staff will submit an allocation request for the FY22/23 to the LCTOP Program in the amount of $130,679. Project is expected to begin July 1, 2023. Staff will receive notification of project eligibility approximately on June 15, 2023 from Caltrans advising if the City of Delano the LCTOP project is approved.

Budget Impact
Finance to create new revenue account for these funds
Attachment(s)
Allocation Request
Authorized Agent
Certs and Assurances
Resolution
Apportionment Amount
RESOLUTION NO. 2023-

AUTHORIZATION FOR THE EXECUTION OF THE

CERTIFICATIONS AND ASSURANCES AND AUTHORIZED AGENT FORMS

FOR THE LOW CARBON TRANSIT OPERATIONS PROGRAM (LCTOP)
FOR THE FOLLOWING PROJECT(S):

FREE AND REDUCED FARES IN THE AMOUNT OF $130,679
WHEREAS, the City of Delano, Delano Area Rapid Transit (DART) is an eligible project sponsor and may receive state funding from the Low Carbon Transit Operations Program (LCTOP) for transit projects; and
WHEREAS, the statutes related to state-funded transit projects require a local or regional implementing agency to abide by various regulations; and WHEREAS, Senate Bill 862 (2014) named the Department of Transportation (Department) as the administrative agency for the LCTOP; and
WHEREAS, the Department has developed guidelines for the purpose of administering and distributing LCTOP funds to eligible project sponsors (local agencies); and WHEREAS, the City of Delano, Delano Area Rapid Transit (DART) wishes to delegate authorization to execute these documents and any amendments there to Maribel Reyna, City Manager; and
WHEREAS, City of Delano Transit has been approved LCTOP funds in the amount of $130,679; and
WHEREAS, it is necessary for City Council to approve utilizing the LCTOP funds for fiscal year 22/23 in the amount of $130,679 for an operations project to offer free and reduced fares for fixed routes, dial-a-ride and on-demand; and
WHEREAS, the City of Delano Transit wishes to implement the LCTOP project(s) listed as follows:

Project Name:

Free and reduced fares for fixed routes, dial-a-ride and on-demand Amount of LCTOP funds requested:
$130,679
Short description of project:

Project will allow DART to offer free fares for fixed routes, dial-a-ride and on-demand throughout the year to encourage ridership and promote public transportation Benefit to a Priority Populations:

Disadvantaged Community (DAC)
Amount to benefit Priority Populations:
$130,679
NOW, THEREFORE, BE IT RESOLVED, as follows

1. The foregoing recitals are true and correct.

2. THAT THE CITY COUNCIL hereby authorizes the City of Delano Transit to utilize the Low Carbon Transit Operations Program (LCTOP) funds to offer free and reduced fares for fixed routes, dial-a-ride and on-demand in the amount of $130,679.

3. THAT STAFF hereby recommends to the City Council that it ADOPT the proposed resolution.

PASSED AND ADOPTED by the City Council of the City of Delano at a regular meeting held on the 1st day of May, 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________
Joe L. Alindajao, Mayor
Attest:
_______________________
Diana Garcia, City Clerk
FY 2022/2023
Agency Project Description 99313 99314 Total apportionment Project Amount Arvin
Microgrid (transit Infrastructurerenewable)
$48,260 $1,049 $49,309
California City $36,743 $435 $37,178
Delano Free Fares $125,960 $4,719 $130,679
GET $1,371,098 $99,327 $1,470,425
Kern Transit $384,502 $20,174 $404,676
McFarland $34,162 $204 $34,366
Ridgecrest $68,956 $2,689 $71,645
Shafter $50,342 $972 $51,314
Taft $17,229 $6,082 $23,311
Tehachapi $30,410 $477 $30,887
Wasco $65,585 $538 $66,123
Regional Totals $2,233,247 $136,666 $2,369,913
Regional Surplus
Low Carbon Transit Operations Draft Program
Program of Projects
Regional Surplus Amt.
$0
Attachment "A" Kern
County
FY 2022-2023 LCTOP
Authorized Agent
AS THE Mayor
(Chief Executive Officer/Director/President/Secretary)
OF THE City of Delano
(Name of County/City/Transit Organization)
I hereby authorize the following individual(s) to execute for and on behalf of the named Regional Entity/Transit Operator, any actions necessary for the purpose of obtaining Low Carbon Transit Operations Program (LCTOP) funds provided by the California Department of Transportation, Division of Rail and Mass Transportation. I understand that if there is a change in the authorized agent, the project sponsor must submit a new form. This form is required even when the authorized agent is the executive authority himself. I understand the Board must provide a resolution approving the Authorized Agent. The Board Resolution appointing the Authorized Agent is attached.

Maribel Reyna, City Manager OR
(Name and Title of Authorized Agent)
Click here to enter text. OR
(Name and Title of Authorized Agent)
Click here to enter text. OR
(Name and Title of Authorized Agent)
Click here to enter text. OR
(Name and Title of Authorized Agent)
Joe L. Alindajao Mayor
(Print Name) (Title)
(Signature)
Approved this 1 day of May , 2023
FY 2022-2023 LCTOP
Certifications and Assurances
Lead Agency: City of Delano
Project Title: Free and Reduced Free Fares
Prepared by: Viviana Alapisco, Transportation Manager
The California Department of Transportation (Caltrans) has adopted the following Certifications and Assurances for the Low Carbon Transit Operations Program (LCTOP).

As a condition of the receipt of LCTOP funds, Lead Agency must comply with these terms and conditions.

A. General

1. The Lead Agency agrees to abide by the current LCTOP Guidelines and applicable legal requirements.

2. The Lead Agency must submit to Caltrans a signed Authorized Agent form designating the representative who can submit documents on behalf of the project sponsor and a copy of the board resolution appointing the Authorized Agent.

B. Project Administration

1. The Lead Agency certifies that required environmental documentation is complete before requesting an allocation of LCTOP funds. The Lead Agency assures that projects approved for LCTOP funding comply with Public Resources Code § 21100 and § 21150.

2. The Lead Agency certifies that a dedicated bank account for LCTOP funds only will be established within 30 days of receipt of LCTOP funds.

3. The Lead Agency certifies that when LCTOP funds are used for a transit capital project, that the project will be completed and remain in operation for its useful life.

4. The Lead Agency certifies that it has the legal, financial, and technical capacity to carry out the project, including the safety and security aspects of that project.

5. The Lead Agency certifies that they will notify Caltrans of pending litigation, dispute, or negative audit findings related to the project, before receiving an allocation of funds.

6. The Lead Agency must maintain satisfactory continuing control over the use of project equipment and facilities and will adequately maintain project equipment and facilities for the useful life of the project.

7. Any interest the Lead Agency earns on LCTOP funds must be used only on approved LCTOP projects.

8. The Lead Agency must notify Caltrans of any changes to the approved project with a Corrective Action Plan (CAP).

FY 2022-2023 LCTOP

9. Under extraordinary circumstances, a Lead Agency may terminate a project prior to completion. In the event the Lead Agency terminates a project prior to completion, the Lead Agency must (1) contact Caltrans in writing and follow-up with a phone call verifying receipt of such notice; (2) pursuant to verification, submit a final report indicating the reason for the termination and demonstrating the expended funds were used on the intended purpose; (3) submit a request to reassign the funds to a new project within 180 days of termination.

C. Reporting

1. The Lead Agency must submit the following LCTOP reports:
a. Annual Project Activity Reports October 27th each year. b. A Close Out Report within six months of project completion. c. The annual audit required under the Transportation Development Act (TDA), to verify receipt and appropriate expenditure of LCTOP funds. A copy of the audit report must be submitted to Caltrans within six months of the close of the year (December 31) each year in which LCTOP funds have been received or expended.
d. Project Outcome Reporting as defined by CARB Funding Guidelines. e. Jobs Reporting as defined by CARB Funding Guidelines.

2. Other Reporting Requirements: CARB develops and revises Funding Guidelines that will include reporting requirements for all State agencies that receive appropriations from the Greenhouse Gas Reduction Fund. Caltrans and project sponsors will need to submit reporting information in accordance with CARB’s Funding Guidelines, including reporting on greenhouse gas reductions and benefits to disadvantaged communities.

D. Cost Principles

1. The Lead Agency agrees to comply with Title 2 of the Code of Federal Regulations 225 (2 CFR 225), Cost Principles for State and Local Government, and 2 CFR, Part 200, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments.

2. The Lead Agency agrees, and will assure that its contractors and subcontractors will be obligated to agree, that:
a. Contract Cost Principles and Procedures, 48 CFR, Federal Acquisition Regulations System, Chapter 1, Part 31, et seq., shall be used to determine the allow ability of individual project cost items and
b. Those parties shall comply with Federal administrative procedures in accordance with 2 CFR, Part 200, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments. Every sub-recipient receiving LCTOP funds as a contractor or sub-contractor shall comply with FY 2022-2023 LCTOP
Federal administrative procedures in accordance with 2 CFR, Part 200, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments.

3. Any project cost for which the Lead Agency has received funds that are determined by subsequent audit to be unallowable under 2 CFR 225, 48 CFR, Chapter 1, Part 31 or 2 CFR, Part 200, are subject to repayment by the Lead Agency to the State of California (State). All projects must reduce greenhouse gas emissions, as required under Public Resources Code section 75230, and any project that fails to reduce greenhouse gases shall also have its project costs submit to repayment by the Lead Agency to the State. Should the Lead Agency fail to reimburse moneys due to the State within thirty (30) days of demand, or within such other period as may be agreed in writing between the Parties hereto, the State is authorized to intercept and withhold future payments due the Lead Agency from the State or any third-party source, including but not limited to, the State Treasurer and the State Controller.

A. Record Retention

1. The Lead Agency agrees and will assure that its contractors and subcontractors shall establish and maintain an accounting system and records that properly accumulate and segregate incurred project costs and matching funds by line item for the project. The accounting system of the Lead Agency, its contractors and all subcontractors shall conform to Generally Accepted Accounting Principles (GAAP) and enable the determination of incurred costs at interim points of completion. All accounting records and other supporting papers of the Lead Agency, its contractors and subcontractors connected with LCTOP funding shall be maintained for a minimum of three (3) years after the “Project Closeout” report or final Phase 2 report is submitted (per ARB Funding Guidelines, Vol. 3, page 3.A-16), and shall be held open to inspection, copying, and audit by representatives of the State and the California State Auditor. Copies thereof will be furnished by the Lead Agency, its contractors, and subcontractors upon receipt of any request made by the State or its agents. In conducting an audit of the costs claimed, the State will rely to the maximum extent possible on any prior audit of the Lead Agency pursuant to the provisions of federal and State law. In the absence of such an audit, any acceptable audit work performed by the Lead Agency’s external and internal auditors may be relied upon and used by the State when planning and conducting additional audits.

2. For the purpose of determining compliance with Title 21, California Code of Regulations, Section 2500 et seq., when applicable, and other matters connected with the performance of the Lead Agency’s contracts with third parties pursuant to Government Code § 8546.7, the project sponsor, its contractors and subcontractors and the State shall each maintain and make available for inspection all books, documents, papers, accounting records, and other evidence pertaining to the performance of such contracts, including, but not limited to, the costs of administering those various contracts. All of the above referenced parties shall make such materials available at their respective offices at all reasonable times FY 2022-2023 LCTOP
during the entire project period and for three (3) years from the date of final payment.

The State, the California State Auditor, or any duly authorized representative of the State, shall each have access to any books, records, and documents that are pertinent to a project for audits, examinations, excerpts, and transactions, and the Lead Agency shall furnish copies thereof if requested.

3. The Lead Agency, its contractors and subcontractors will permit access to all records of employment, employment advertisements, employment application forms, and other pertinent data and records by the State Fair Employment Practices and Housing Commission, or any other agency of the State of California designated by the State, for the purpose of any investigation to ascertain compliance with this document.

F. Special Situations
Caltrans may perform an audit and/or request detailed project information of the project sponsor’s LCTOP funded projects at Caltrans’ discretion at any time prior to the completion of the LCTOP.

I certify all of these conditions will be met.

Maribel Reyna City Manger
(Print Authorized Agent) (Title)
(Signature) (Date)
TO:

FROM:

CITY OF DELANO

STAFF REPORT
Honorable Mayor and Members of the City Council
Maribel Reyna, City Manager
By: Tyson Davis, Chief of Police
SUBJECT: Authorization To Enter Into an Agreement With Garden Pathways, Inc. For use of the CalVIP Grant from the California Board of State and Community Corrections (BSCC) in An Amount not to Exceed $596,745.00 for a Delano Crime Prevention Program.

Recommendation:

Staff is recommending that the City Council approve as presented, a. Authorization To Enter Into an Agreement With Garden Pathways, Inc. For use of the CalVIP Grant from the California Board of State and Community Corrections (BSCC) in An Amount not to Exceed $596,745.00 for a Delano Crime Prevention Program.
b. Direct the City Manager to execute the agreement and to take any actions necessary to effectuate the above.

Discussion:

The City of Delano has been awarded a CalVTP grant in the amount of $1,193,490.00 to develop a violence intervention program. The grant funds from BSCC will be used to create the Delano Crime Prevention Project which will use a data-driven comprehensive approach to collaboratively and holistically address and reduce community violence using a multi-agency, multi-prong approach, while strengthening community-police relations. The Delano Crime Prevention Project will build a procedurally-just violence reduction strategy. The project will first build a Crime Prevention Team and then work with community stakeholders to build a comprehensive and detailed understanding of the problems associated with community violence. A weekly review of the data will be used to quickly and effectively interrupt cycles of violence and retaliation by strategically coordinating and engaging community-based organization partners in reaching out to the individuals at highest risk of violence. The city's Crime Prevention Team (CPT) will consist of a Crime Analyst and a Crime Prevention Specialist (Community Service Officer) at the Delano Police Department. The CPT will analyze crime data from crime reports and police department calls for service using Data Driven Policing to monitor crime trends and patterns. This information will also be used to identify both offenders and victims of violent crime to connect them with resources and quickly interrupt the cycles of violence.

The City of Delano will be partnering with Garden Pathways, Inc., a local Kern County Contractor, whose focus will be to provide intervention, prevention, intensive case management, and mentoring foundation with a mission to mentor and educate high risk youth and adults. The City of Delano will partner with Garden Pathways, Inc. to develop and implement supportive pathways that focus on safety and relationship building. This will be through comprehensive monitoring, case management, May 1, 2023
Agenda Item: 5
participation in a cognitive-behavioral therapy-based life skills curriculum that draws on a structured community of support. These services will be ongoing and provided through community events and activities, hospital-based violence intervention, tattoo removal services and street outreach.

Garden Pathways, Inc will also actively assist and support the direct, respectful communication of an evidence-based risk and opportunity messaging platform. These services will also be through a collaborative partnership with other partners and agencies to build on a collective impact by way of customized and coordinated responses, outreach, mentorship and delivery of evidence basedinformed practices to address the contributing risk factors that give rise to local gun violence. Garden Pathways, Inc. will also build strong client relationships through consistent and frequent high-quality contacts and activities, assist with identifying those families who are at the highest risk for being a victim(s) or perpetrator(s) of gun violence and streamlining needed support and opportunity services following intervention efforts. Garden Pathways, Inc will also review every serious shooting to quickly identify individuals at highest risk of violence, generate an action plan to reduce the risk to them and the community, engage them in services and monitor these cases for quality and timeliness of the services provided.

These services will be monitored through partnered planning meetings and review by the City and Transforming Local Communities (TLC), through timely reporting and program documentation.

BudgetImpact:
$596,745 paid by CalVIP grant. Finance to create necessary budget grant requirements in G38.

Attachments:
# 1- Independent Contractor Agreement
#2- Exhibit A- CalVIP Request for Proposal
#3- Exhibit B- BSCC Grant Program
#4- Exhibit C- BSCC Grant Administration Guide
#5- Exhibit D- Certification on Compliance
#6- Exhibit E- Certificate ofLiability Insurance
#7- Exhibit F- Contractor Certification Clause

25. 26.

27. 28.

29. BINDING EFFECT. The rights: and obligations of this Agreement shall inure to the benefit of, and be binding upon, the parties to the Agreement and their heirs, administrators, executors, personal represehtatives, successors and assigns.

CORPORATE AUTHORITY. Each individual signing this Agreement on behalf of entities represents and warrants tHat they are, respectively, duly authorized to sign on behalf of the entities and to bind the entities fully to each and all of the obligations set forth in this Agreement.

COUNTERPARTS. This Agreement may be executed in any number of counterparts, each of which shall be considered as an original and be effective as such.

EXECUTION. This Agreement is effective upon execution. It is the product of negotiation, and all parties are equally responsible for authorship of this Agreement. Section 1654 of the California Civil Code shall not apply to the interpretation of this Agreement.

EXHIBITS. In the event of a conflict between the terms, conditions or specifications set forth in this Agreement and those in exhibits attached hereto, the terms, conditions, or specifications set forth in this Agreement shall prevail. All exhibits to which reference is made in this Agreement are deemed incorporated in this Agreement, whether or not actually attached.

30. FURTHER ASSURANCES. Each party shall execute and deliver such papers, documents, and instruments, and perform such acts as are necessary or appropriate, to implement the terms of this Agreement and the intent of the parties to this Agreement.

31. GOVERNING LAW. The laws of the State of California will govern the validity of this Agreement and its interpretation and performance. Any litigation arising in any way from this Agreement shall be brought in Kern County, California.

32. INTERPRETATION. Whenever the context so requires, the masculine gender includes the feminine and neuter, and the singular number includes the plural.

33. MERGER AND MODIFICATION. This Agreement sets forth the entire agreement between the parties and supersedes all other oral or written representations. This Agreement may be modified only in a writing approved by the City Council and signed by all the parties.

34. NON-INTEREST. No CITY officer or employee shall hold any interest in this Agreement (California Government Code section 1090).

35. NOTICES. All notices relative to this Agreement shall be given in writing and shall be personally served or sent by certified or registered mail and be effective upon actual personal service or depositing in the United States mail. The parties shall be addressed as follows, or at any other address designated by notice:

CITY CITY MANAGER

CITY OF DELANO
1015 11TH AVENUE
DELANO, CA 93215

CONTRACTOR GARDEN PATHWAYS, INC
1616 29TH STREET
BAKERSFIELD, CA 93301
ATTN: JUAN AVILA

36. RESOURCE ALLOCATION. All CITY obligations under the terms of this Agreement are subject to the appropriation and allocation of resources by the City Council.

37. TITLE TO DOCUMENTS. All documents, plans , and drawings, maps, photographs, and other papers, or copies thereof prepared by CONTRACTOR pursuant to the terms of this Agreement, shall, upon preparation, become CITY property.

38. TAX NUMBERS.

CONTRACTOR's Federal Tax ID Number 77-0442212
CONTRACTOR is a corporation? Yes_X. ____ No _____ _
(Please check one.)
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed as of the date first written above.
"CONTRACTOR"

CITY MANAGER'S OFFICE
By:
. _________ _
Maribel Reyna
City Manager
"CITY"
APPROVED AS TO FORM:

CITY ATTORNEY
By: _________

RACHEL RICHMAN
City Attorney
Attachments:

Exhibit A - CalVIP Request for Proposal
Exhibit B- BSCC Grant Program #BCC 1103-22
Exhibit C- BSCC Grant Administration Guide
Exhibit D - Certification on Compliance
Exhibit E - Certificate of Liability Insurance
Exhibit F - Contractor Certification Clause

California Violence
Intervention and
Prevention (CalVIP)
Grant Program

REQUEST FOR PROPOSALS

Eligible Applicants:

Category 1 & 2: California Cities Disproportionately
Impacted by Violence and the Community-Based
Organizations that Serve Them (see Table 1)
Grant Service Period: October 1, 2022 to June 30, 2025
RFP Released: June 10, 2022
Letters of Intent Due: July 1, 2022
Proposals Due: July 15, 2022
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Table of Contents
PART I: GRANT INFORMATION ................................................................................... 1 Background Information ........................................................................................................... 1 Contact Information .................................................................................................................. 1 Proposal Due Date and Submission Instructions...................................................................... 1 Letters of Intent to Apply .......................................................................................................... 2 Bidders’ Conference................................................................................................................. 2 CalVIP Purpose ....................................................................................................................... 3 Eligibility to Apply ..................................................................................................................... 3 Eligible Community-Based Organizations ................................................................................ 6 Grant Period............................................................................................................................. 7 Funding Information ................................................................................................................. 7 Match Requirement.................................................................................................................. 8 Project Description................................................................................................................... 9 Using the Principles of Evidence-Based Practice ...................................................................11 Reducing Racial and Ethnic Disparity.....................................................................................12 Organizational Capacity and Coordination .............................................................................12 General BSCC Grant Requirements.......................................................................................13 BSCC Executive Steering Committee Process.......................................................................18 Overview of the RFP Process ................................................................................................19 PART II: PROPOSAL INSTRUCTIONS ....................................................................... 23 Proposal Narrative and Budget Guidelines.............................................................................24 PART III: APPENDICES............................................................................................... 29 Appendix A: BSCC’s Crime Data Analysis .............................................................................30 Appendix B: Eligible Cities for CalVIP Funding.......................................................................31 Appendix C: Criteria for Non-Governmental Organizations Receiving BSCC Grant Funds.....32 Appendix D: Glossary of Terms and Resources.....................................................................34 Appendix E: Sample Letter of Commitment for Key Partners .................................................43 Appendix F: Sample Grant Agreement...................................................................................44 Appendix G: Sample Governing Board Resolution................................................................. 65 Appendix H: Local Evaluation Plan & Local Evaluation Report...............................................66 Appendix I: Certification of Compliance with BSCC Polices Regarding Debarment, Fraud, Theft and Embezzlement .......................................................................................................70 Appendix J: CalVIP Executive Steering Committee................................................................71 Appendix K: CalVIP Project Work Plan Instructions ...............................................................72 California Violence Intervention and Prevention (CalVIP) Grant Proposal ............ 74

CONFIDENTIALITY NOTICE
All documents submitted as part of the California Violence Intervention and Prevention Grant Program proposal are public documents and may be subject to a request pursuant to the California Public Records Act. The BSCC cannot ensure the confidentiality of any information submitted in or with this proposal. (Gov. Code, §§ 6250 et seq.)
PART I, Page | 1
PART I: GRANT INFORMATION
Background Information
Formerly known as the California Gang Reduction, Intervention & Prevention (CalGRIP) Grant Program, the State Legislature established the California Violence Intervention and Prevention (CalVIP) Grant Program in Fiscal Year (FY) 2017-18. CalVIP encouraged jurisdictions to develop local approaches that would meet the diverse needs of each community. In 2019, the CalVIP grant was codified as the Break the Cycle of Violence Act (Chapter 735, Statutes of 2019) and established the authority and duties of the Board of State and Community Correction (BSCC) to administer CalVIP, including the selection criteria for grants and reporting requirements to the Legislature.

Historically, CalVIP has received approximately $9 million each year. In 2021, the state Budget Act provided a one-time augmentation of $200 million across three fiscal years to enhance CalVIP (FY 2021-22, 2022-23, and 2023-24). In addition to this one-time increase, the BSCC anticipates CalVIP will continue to receive an annual $9,000,000 allocation.
1 The total available funding through this CalVIP Request for Proposals (RFP) is $$53,440,829.
2 Contact Information
This RFP provides the necessary information to submit a CalVIP proposal to the BSCC.

The BSCC staff cannot assist the applicant or its partners with the actual preparation of the proposal. Any technical questions concerning the RFP, the proposal process, or programmatic issues must be submitted by email to: [email protected].

The BSCC will accept and respond to written questions about this RFP until July 11, 2022.

A frequently asked questions and answers (FAQs) document will be posted to the BSCC website and periodically updated through July 11, 2022.

Proposal Due Date and Submission Instructions
Proposals must be received by 5:00 P.M. on Friday, July 15, 2022. Applicants must ensure the proposal package is signed with a digital signature OR a wet blue ink signature that is then scanned with the completed proposal package. Email the complete proposal package to: [email protected].

A complete proposal package will include:
• One (1) Portable Document Format (PDF) file that contains the Proposal Narrative and all required attachments (see CalVIP Proposal Checklist). • An Excel version of the Budget Attachment (Budget Tables and Budget Narrative).

Do not submit the Budget Attachment in a PDF version.

NOTE: If the BSCC does not receive an email containing the complete proposal package by 5:00 p.m. (PST) on July 15, 2022, the proposal will not be considered for funding. 1 Provided funding is appropriated in the FY 2022-23, and 2023-24 State Budget Acts. 2 Provided funding is appropriated in the FY 2022-23, and 2023-24 State Budget Acts.

PART I, Page | 2
Applicants are strongly advised to submit proposals in advance of the due date and time to avoid disqualification.

Letters of Intent to Apply
Applicants interested in applying for a CalVIP grant are asked (but not required) to submit a non-binding letter indicating their intent to apply. These letters will aid the BSCC in planning for the proposal evaluation process. Please submit the letter in Microsoft Word or as a PDF.

There is no formal template for the letter, but it should include the following information:

1. Name of the applicant entity;

2. Name of a contact person; and

3. A brief statement indicating the applicant’s intent to submit a proposal.

Failure to submit a Letter of Intent is not grounds for disqualification. Prospective applicants that submit a Letter of Intent and decide later not to apply will not be penalized.

Please email a non-binding CalVIP Letter of Intent to Apply by Friday, July 1, 2022.

Please identify the email subject line as “CalVIP Letter of Intent” and submit the letter to [email protected].

Bidders’ Conference
Prospective applicants are invited to attend a virtual Bidders’ Conference. Attendance at the virtual Bidders’ Conference is not a requirement. The purpose of the CalVIP Bidders’ Conference is to answer technical questions from prospective bidders (applicants) and provide clarity on RFP instructions. Topics may include but are not limited to proposal submission instructions, information on evidence-based violence reduction initiatives, eligibility, funding, and an overview of the evaluation requirements. There is no preference given to applicants who attend the Bidders’ Conference.

Bidder’s Conference details are listed below:

CalVIP Virtual Bidders’ Conference
Friday, June 24, 2022, at 10:00 a.m.

Public access options for this meeting include:

Join by Zoom:
• https://us02web.zoom.us/j/86521784154?pwd=cU10YlNoSTZoZW5wanYzV0V kWHBOQT09
• Meeting ID: 865 2178 4154 | Passcode: 101045
Call In:
• 1-669-900-9128
• Meeting ID: 865 2178 4154 | Passcode: 101045
PART I, Page | 3
CalVIP Purpose
Assembly Bill (AB) 1603 (Chapter 735, Statutes of 2019), also known as the Break the Cycle of Violence Act was signed by Governor Newsom on October 11, 2019. In pertinent part, AB 1603 codified the establishment of the CalVIP and defined its purpose as follows:

The purpose of CalVIP is to improve public health and safety by supporting effective violence reduction initiatives in communities that are disproportionately impacted by violence, particularly group-member involved homicides, shootings, and aggravated assaults.

CalVIP grants shall be used to support, expand, and replicate evidence-based violence reduction initiatives, including, without limitation, hospital-based violence intervention programs, evidence-based street outreach programs, and focused deterrence strategies, that seek to interrupt cycles of violence and retaliation in order to reduce the incidence of homicides, shootings, and aggravated assaults. These initiatives shall be primarily focused on providing violence intervention services to the small segment of the population that is identified as having the highest risk of perpetrating or being victimized by violence in the near future.

Eligibility to Apply
On June 9, 2022, the BSCC approved 79 cities and community-based organizations to receive CalVIP Funding. The list of funded entities is available here. The 79 cities and community-based organizations that received funding are not eligible for this RFP.

However, new, and unsuccessful applicants are encouraged to apply.

Eligible applicants to this RFP are cities that are “disproportionately impacted by violence” (see Table 1 below) and community-based organizations that serve the residents of those cities. (Pen. Code, § 14131, subd. (b).)
For city applicants, either the city itself or a department within the city may serve as the applicant.

Eligible applicants may not submit more than one proposal. However, any applicant may apply as a direct grantee and may also be a subgrantee on a maximum of two additional proposals. If an applicant intends to apply directly and is also a subgrantee on another proposal, the proposals cannot be duplicative and must fund separate and unique activities.

For purposes of the CalVIP grant program, a city is disproportionately impacted by violence if any of the following are true:
(1) The city experienced 20 or more homicides per calendar year during two (2) or more of the three (3) calendar years immediately preceding the grant application. (2) The city experienced 10 or more homicides per calendar year and had a homicide rate that was at least 50% higher than the statewide homicide rate during two (2) or more of the three (3) calendar years immediately preceding the grant application.

PART I, Page | 4
(3) The applicant otherwise demonstrated a unique and compelling need for additional resources to address the impact of homicides, shootings, and aggravated assaults in the applicant’s community.
(Pen. Code, § 14131, subd. (e).)
A “unique and compelling need,” as defined by the CalVIP ESC is:
• The city experienced five (5) or more homicides during two (2) or more of the three (3) years prior to the grant application.

See Appendix A for a description of the BSCC’s data analysis process.

Table 1 identifies the 53 cities that meet one (1) or more of the above three (3) criteria.

See Appendix B for a list of eligible cities including population. These cities and any community-based organization (CBO) that serves the residents of these cities are eligible to apply for CalVIP funding. The CBO need not be physically located inside the city limits in order to be eligible.

Table 1. Cities Eligible to Apply for CalVIP Funding*
City
(1) 20 or more
homicides per
calendar year
(2) 10 or more
homicides per
calendar year
(3) 5 for more
homicides per
calendar year
1 Anaheim X
2 Antioch X
3 Bakersfield X X X
4 Carson X
5 Cathedral City X
6 Chula Vista X
7 Colton X
8 Compton X X
9 Delano X
10 El Cajon X
11 El Monte X
12 Fairfield X
13 Fontana X
14 Fresno X X X
15 Gardena X
16 Hayward X
17 Hemet X
18 Hesperia X
19 Inglewood X X
20 Jurupa Valley X
21 Lancaster X
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Table 1. Cities Eligible to Apply for CalVIP Funding*
22 Long Beach X X
23 Los Angeles X X X
24 Merced X
25 Modesto X
26 Moreno Valley X
27 Norwalk X
28 Oakland X X X
29 Ontario X
30 Oxnard X
31 Palm Springs X
32 Palmdale X
33 Pasadena X
34 Perris X
35 Pomona X X
36 Rancho Cordova X
37 Redlands X
38 Rialto X
39 Richmond X X
40 Riverside X
41 Sacramento X X X
42 Salinas X
43 San Bernardino X X X
44 San Diego X X
45 San Francisco X X
46 San Jose X X
47 Santa Ana X
48 Santa Maria X
49 Stockton X X X
50 Tracy X
51 Turlock X
52 Vallejo X X
53 Victorville X
* CBOs that serve the residents of these cities are also eligible to apply PART I, Page | 6
Eligible Community-Based Organizations
Community-based organizations (CBOs) eligible for CalVIP funding include any nongovernmental organization that provides direct services to the community and meets the following eligibility criteria. Private individuals, independent contractors, professional grants management organizations, consulting firms, auditors, and evaluators may not apply directly for CalVIP funds (though they may be included as partners on a CalVIP grant project).

All applicants must submit Appendix C, Criteria for NGOs that Receive BSCC Grant Funds as part of the complete proposal package to document the compliance of any NGOs identified as partners in the proposal. All grantees must submit an updated Appendix C throughout the life of the grant agreement for any additional NGOs that may Eligibility Criteria for All Non-Governmental Organizations Receiving BSCC Grant Funds
Any non-governmental organization that receives CalVIP grant funds (as either a direct grantee, subgrantee, or subcontractor) must:
• Have been duly organized, in existence, and in good standing for at least six (6) months prior to the effective date of its fiscal agreement with the BSCC or with the CalVIP grantee;
• Non-governmental entities that have recently reorganized or have merged with other qualified non-governmental entities that were in existence prior to the six-month date are also eligible, provided all necessary agreements have been executed and filed with the California Secretary of State prior to the start date of the grant agreement with the BSCC or the start date of the granteesubcontractor fiscal agreement; • Be a nonprofit and recognized by the Internal Revenue Service as a 501(c)(3) organization;
• Employ persons or volunteers that have a minimum of three (3) years of combined experience in implementing violence reduction strategies and have implemented these strategies within the past five (5) years; • Be registered with the California Secretary of State’s Office; • Have an Employer Identification Number (EIN);
• Have a valid business license, if applicable;
• Have any other state or local licenses or certifications necessary to provide the services requested (e.g., facility licensing by the Department of Health Care Services), if applicable; and
• Have a physical address in the State of California. (An agent for service of process with a California address is insufficient.)
PART I, Page | 7
receive CalVIP funds through subcontracts after awards are made. The BSCC will not reimburse for costs incurred by NGOs that do not meet the BSCC’s requirements.

Grant Period
Successful proposals will be funded for a three-year grant project service period commencing on October 1, 2022 and ending on June 30, 2025.

However, an additional six (6) months (July 1, 2025, through December 31, 2025) will be included in the term of the contract for the sole purposes of:
1) Finalizing and submitting a required Local Evaluation Report, and 2) Finalizing and submitting a required financial audit.

The total grant agreement term will be October 1, 2022 to December 31, 2025.

Funding Information
Funding Distribution & Funding Thresholds
The total available funding through this CalVIP Request for Proposals is $53,440,829. 3 This funding amount has been distributed across three (3) categories, as shown in Table 2 (below). Applicants within each category will compete independent of the other categories.

Applicants may apply for any amount up to and including the maximum grant amount in one (1) of the three (3) categories. Applicants are strongly encouraged to apply for only the amount of funding needed to implement the project. Proposals will be scored, in part, on the reasonableness of the proposed budget.

Table 2. Funding Distribution and Maximum Grant Amounts Funding Categories Maximum Grant
Amount*
Available
Funding
(1) Cities Disproportionately Impacted by Violence $6,000,000 $25,437,834 (2) CBOs that Serve the Residents of Cities
Disproportionately Impacted by Violence $6,000,000 $25,437,834 (3) Small Scope CBOs that Serve the Residents of
Cities Disproportionately Impacted by Violence $400,000 $2,565,161 Total Funding Available for Competitive Grants $53,440,829 *Applicants may apply for any amount, up to and including the maximum grant amount.

City of Los Angeles
The State Budget Act provides that $2,000,000 be made available annually to the City of Los Angeles on a non-competitive basis. The City of Los Angeles was awarded 3 Provided funding is appropriated in the FY 2022-23, and 2023-24 State Budget Acts PART I, Page | 8
$6,000,000 in funding, per the budget act, during the BSCC’s June 2022 Board meeting.

No additional funding will be awarded to the City of Los Angeles through this RFP and the City is not required to submit a new application.

Mandatory Pass-Through Requirement for City Applicants
Authorizing statute requires that all city grantees pass-through at least 50 percent (50%) of the grant funds they receive to at least one (1) of the following:
• Non-governmental, community-based organizations and/or • Public agencies that are not law enforcement whose primary mission is violence prevention or community safety (e.g., Office of Violence Prevention, Office of Neighborhood Safety, etc.). Note: if the city designates this type of department or agency as the applicant entity, this requirement will be automatically met.

Funds paid to professional grants management organizations, consulting firms, auditors, and evaluators do not count toward meeting this pass-through obligation.

BSCC Funding Decisions
Applicants will compete for funds within their applicable funding category (see Table 2).

Once the proposals have been scored and ranked, BSCC will move down the ranked lists to fund all qualified applicants in each of the three (3) funding categories until all funds in that category are exhausted. Applicants that fall at the cut-off point may be offered a partial award if there are not sufficient remaining funds to make a full award.

If funding remains in one or more categories, the following will occur:
• Funds remaining in Category (1), after all qualified applicants in that category have been fully funded, will be used to fund any additional qualified applicants in Category (2).
• Funds remaining in Category (2), after all qualified applicants in that category have been funded, will be used to fund any additional qualified applicants first in Category 3 and then Category (1).
• Funds remaining in Category (3), after all qualified applicants in that category have been funded, will be used to fund any additional qualified applicants in first Category (2) and then Category (1).

If an applicant or grantee relinquishes an award, BSCC has authority to offer that award to the next qualifying applicant (s) on the ranked list.

Match Requirement
Authorizing statute requires all CalVIP grantees contribute a 100 percent (100%) match to all grant funds awarded. This match can be cash or in-kind or a combination of both.

Grantees must maintain documentation to support all match that is claimed.

Cash match, also known as hard match, is income from a source other than grant funds that is budgeted for the project. When used to augment the project, cash expenditures for items such as personnel, facilities, and supplies may be considered cash match, if not in PART I, Page | 9
violation of the prohibition on supplanting. Grantees must maintain documentation to support the claimed cash match.

Note: CalVIP funds cannot be used as match for another CalVIP grant.

In-kind match, also known as soft match, is the project’s contribution of non-cash outlay of materials or resources to support a percentage of the BSCC’s Grant Award activities.

It may include non-cash outlay contributed by other public agencies and institutions, private organizations, and individuals. Examples include donated office supplies, equipment, professional services, and volunteer time. In general, the value of in-kind contributions is determined by fair market value. Grantees must maintain documentation to support the claimed in-kind match.

Because in general, the value of in-kind contributions is determined by fair market value.

If volunteer services are counted as in-kind contributions, additional measures should be followed to document the value of the services. Projects must document actual time worked by using a time reporting system and maintain documentation to support the claimed hourly pay rate of the volunteer services. The rate claimed should be comparable to the rates for paid employees performing similar duties. Published rates will not be allowed unless the grantee can provide evidence that the rates are comparable.

The documentation should include duty statements for the volunteer positions, and the comparable paid employee positions, and information regarding the hourly pay rates paid to those employees. The hourly volunteer rates used multiplied by the volunteer hours worked must total the dollar amount of the claimed in-kind contributions. This calculation and the other referenced documentation must be maintained as part of the accounting records.

Project Description
Target Population & Target Area
AB 1603 mandates that initiatives funded by the CalVIP grant program shall be “primarily focused on providing violence intervention services to the small segment of the population that is identified as having the highest risk of perpetrating or being victimized by violence in the near future.” (Pen. Code, § 14131, subd. (c).)
The applicant must describe how it will identify the target population, including the process used to ensure those individuals at highest risk are prioritized. The applicant must have a plan for reaching those individuals those individuals and providing appropriate interventions based on an individual’s needs. The target area for grant services should correspond to the target population.

Eligible Activities for Funding
AB 1603 requires that CalVIP grants be used to support, expand and replicate evidencebased violence reduction strategies “that seek to interrupt cycles of violence and retaliation in order to reduce the incidence of homicides, shootings, and aggravated assaults.” (Pen. Code, § 14131, subd. (c).) Within that definition, applicants have some discretion in selecting a strategy or strategies that best fit the scope of the problem and the needs of the target community.

PART I, Page | 10
Table 3 includes examples of the types of strategies that may be funded by this grant.

The listed examples are not exhaustive nor are applicants required to implement them.

Applicants may choose to incorporate components from several strategies to best fit the needs of the individuals targeted for services, including families and victims of violence.

See Appendix D, Glossary of Terms, for descriptions of these strategies and other resources.

Regardless of the strategy or strategies selected, applicants must be able to explain why that strategy was chosen for the target population/target area and cite evidence that indicates the strategy is likely to “reduce the incidence of homicides, shootings and aggravated assaults.” (Pen. Code, §14131, subd. (f)(4).) Technical Assistance
Most of the strategies listed above require technical assistance in order to be implemented with fidelity to the model. To ensure grant funds are used efficiently and effectively, CalVIP grantees are strongly encouraged to obtain outside technical assistance (i.e., subject matter expertise) in implementing and monitoring the selected violence reduction strategy. If an applicant is expanding or enhancing an existing strategy, the applicant must be able to demonstrate a plan for ongoing monitoring and quality assurance.

Other Eligible Grant Expenditures
The BSCC recognizes offering meals, incentives, and participant support items can help maximize participation among clients engaged in services. CalVIP grant funds may be used to purchase meals or snacks, items or activities used as program incentives, and participant support items, only if they are used to encourage program participation, reward participants who meet certain documented milestones, or celebrate program completion.

In all cases, there must be a direct link to grant-funded activities.

Once the Grant Agreement is executed, explicit prior written approval from the BSCC is required for the purchase of any of the items listed above or for participant travel, even if these items were included in the original application’s proposed budget. Further, successful applicants will be required to maintain and provide detailed documentation for any meals, incentives, and travel purchased with match or grant funds. Discretion for final approval of any purchases under this section lies with the BSCC. Purchases should not be made until the BSCC approves the written request. The BSCC shall not be obligated to reimburse purchases made with CalVIP grant funds without prior approval.

Ineligible Grant Expenditures
CalVIP grant funds may not be used for the following:

Table 3. Examples of Evidence-based Strategies
Including but not limited to:
 Cognitive Behavioral Therapy
 Collective Efficacy
 Diversion
 Employment/Job Training
 Focused Deterrence
 Hospital-Based Violence Intervention
 Intensive Case Management
 Mental Health Services
 Mentoring/Credible Messengers
 Street Outreach
PART I, Page | 11
• Acquisition of real property/real estate
• Firearms, weapons, weapons systems, ammunition, or tactical training4 • High-tech surveillance or monitoring equipment and intelligence systems (e.g., shot spotter, gang database)
• “Scared Straight” type programs (see https://crimesolutions.ojp.gov/) For additional information on eligible and ineligible costs, refer to the BSCC Grant Administration Guide, found on the BSCC website.

Using the Principles of Evidence-Based Practice5
The BSCC is committed to supporting a focus on better outcomes in the criminal justice system and those involved in it. CalVIP grant funds must be used to support programs, practices, and strategies rooted in documented evidence showing they reduce violence while also considering the needs of the target communities and individual participants.

Applicants are therefore required to use data to drive conscientious decision-making in the development, implementation, and appraisal of their overall projects. Applicants should be able to demonstrate that their proposal is linked to the implementation of practices and strategies supported by data.

The extent to which an applicant can demonstrate that the strategy they have chosen has been shown to be effective at reducing violence will be evaluated as a part of the rating process. In developing a proposal, applicants should focus on the following three (3) basic principles:

1. Is there evidence or data to suggest that the intervention or strategy is likely to work, i.e., produce a desired benefit?
For example, was the intervention or strategy selected by the project used by another entity with documented positive results? Is there published research/information on the chosen intervention that demonstrates its effectiveness? Is the intervention or strategy being used by another entity with a similar problem and similar target population?

2. Once an intervention or strategy is selected, will you be able to demonstrate that it is being carried out as intended?
For example, does this intervention or strategy provide for a way to monitor quality control or continuous quality improvement? If this intervention or strategy was implemented by another entity, are there procedures in place to ensure the model is being closely followed (so the project is more likely to achieve similar desired outcomes)?

3. Is there a plan to collect data that will allow for an appraisal of whether the intervention or strategy worked?
4 Tactical training could include firearms, tactical movement, tactical combat and/or SWAT training. 5 Lowenkamp and Latessa, 2003, Lowenkamp, 2003; Lowenkamp & Latessa, 2005a; Lowenkamp and Latessa, 2005b; Center for Criminal Justice Research and the Corrections Institute at the University of Cincinnati, Correctional Program Checklist Assessment.

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For example, will the intervention or strategy selected allow for the collection of data or other information so outcomes can be measured at the conclusion of the project? Are there or will there be processes in place to identify, collect, and analyze that data/information?
Applicants are encouraged to develop an overall project that incorporates these principles and is tailored to fit the needs of the communities they serve. Plans to measure the effectiveness of a project should include the use of both qualitative and quantitative data/information. While quantitative data/information is based on numbers and mathematical calculations, qualitative data/information is based on written or spoken narratives. The purpose of quantitative data/information is to explain, predict, and/or control events through focused collection of numerical data, while the purpose of qualitative data/information is to explain and gain insight and understanding of events through collection of narrative data/information.

Reducing Racial and Ethnic Disparity
Research shows that youth and adults of color are significantly overrepresented in the criminal justice system in California.
6 BSCC supports efforts to reduce racial and ethnic
disparities and encourages others to do the same. The BSCC has undertaken several activities to ensure that California addresses this concern including trainings. Applicants should, as relevant, describe how grant activities will impact youth of color who are subject to justice or child welfare system involvement.

For additional information about reducing racial and ethnic disparity (R.E.D.), prospective applicants may contact the R.E.D. Coordinator, Field Representative Timothy Polasik, at [email protected].

Organizational Capacity and Coordination
Applicants will be rated, in part, on how well they demonstrate they have the experience, a staffing plan, and any partnerships necessary to implement the proposed strategy. If an applicant is unable to identify staff and/or subcontractors until after the grant is awarded, the applicant should explain, at a minimum, the process and criteria by which they will select staff and/or subcontractors after award.

Distinct from administrative staff and partners, applicants must also demonstrate how they plan to ensure that the staff who deliver the services or work with the target population in the field have backgrounds and experience that are culturally relevant to the proposed strategy and/or target population (to include racial/ethnic diversity, gender diversity, current or prior system involvement, etc.).

AB 1603 requires that applicants address how they will use grant funds to enhance coordination of existing violence prevention and intervention programs and minimize duplication of services. (Pen. Code, § 14131, subd. (f)(3).) Successful applicants are 6 Multiple studies confirm the disparities in the criminal and juvenile justice systems. The W. Haywood Burns Institute (http://www.burnsinstitute.org/) has worked extensively on this issue as has the National Council on Crime and Delinquency (NCCD) and the Center for Juvenile Justice Reform, Georgetown University (https://cjjr.georgetown.edu/certificate-programs/reducing-racial-and-ethnic-disparities/) Created Equal: Racial and Ethnic Disparities in the US Criminal Justice System (NCCD: Hartney/Vuong March 2009) PART I, Page | 13
strongly encouraged to take stock of existing programs in order to identify those that might conflict with, compete with, or duplicate the strategy they are proposing to implement.

Written Agreements from Key Partners
If the success of the proposed strategy relies on the participation of an outside agency or organization (i.e., an entity other than the applicant is to play a necessary or critical role in project implementation), the applicant must include a Letter of Commitment to demonstrate that the outside agency is aware of the proposed partnership and agrees to participate.

Examples of necessary or critical roles played by outside entities could include:
• A source of referrals,
• The location where services will be delivered,
• Access to the target population,
• Data collection partner, etc.

A Letter of Commitment must include the name of the outside entity, be signed by the executive officer, department head, or other authorized representative, and be dated within three (3) months of CalVIP proposal submission. Outdated letters or letters that speak to a partnership or grant activities outside of the activities listed in the proposal, will not be accepted. See Appendix E for a sample Letter of Commitment for Key Partners.

General BSCC Grant Requirements
Grant Agreement
Applicants approved for funding by the BSCC Board are required to enter into a Grant Agreement with the BSCC. Grantees must agree to comply with all terms and conditions of the Grant Agreement. See Appendix F for a sample BSCC Grant Agreement.

The Grant Agreement start date is expected to be October 1, 2022. Grant Agreements are considered fully executed only after they are signed by both the grantee and the BSCC and the BSCC is in receipt of all required attachments including documentation of signing authority. Work, services, and encumbrances cannot begin prior to the Grant Agreement start date. Any work, services and encumbrances that occur after the start date but prior to Grant Agreement execution may not be reimbursed. Grantees and all subgrantees are responsible for maintaining their Grant Agreement, all invoices, records, and relevant documentation for the life of the grant cycle plus three (3) years after the final payment under the contract.

Signing Authority
Before the grant award can be finalized and funds awarded, a successful city applicant must submit either a resolution from its Governing Board that delegates authority to the individual authorized to execute the grant agreement or sufficient documentation indicating that the individual who signs the grant agreement has been vested with plenary authority to execute grant agreements (e.g., a municipal ordinance or city ordinance/charter delegating such authority to a city manager or department head).

PART I, Page | 14
Non-profit/501(c)(3) applicants or business entities with boards of directors must provide evidence that the person signing the grant agreement has signing authority, which may include articles of incorporation, bylaws, or a board resolution conferring authority to the signatory.

This documentation is not required at the time of proposal submittal, but applicants are advised that the grant agreement will not be fully executed, nor will any financial invoices be processed for reimbursement until the required documentation has been received by the BSCC. A sample Governing Board Resolution can be found in Appendix G.

Invoicing
Disbursement of grant funds occurs on a reimbursement basis for costs incurred during a reporting period. The State Controller’s Office (SCO) will issue the warrant (check) to the individual designated on the Applicant Information Form as the Financial Officer for the grant. Grantees must submit invoices to the BSCC on either a monthly or quarterly basis through the online process no later than 45 days following the end of the invoicing period. (Grantees will make their choice between monthly or quarterly invoicing at the time they execute their contracts.)
Grantees must maintain adequate supporting documentation for all costs claimed on invoices. BSCC staff will conduct a desk review process which requires grantees to submit electronic documentation to support all grant funds claimed during the invoicing period. In addition, BSCC staff will conduct on-site monitoring visits that will include a review of documentation maintained as substantiation for project expenditures with grant funds.

Additional information about invoicing can be found in the BSCC Grant Administration Guide, located on the BSCC website.

Reporting Match Contributions
Reporting of the contribution of match obligations need not be made in exact proportion to the expenditure of grant funds. However, before the grant expires or is terminated, the match contribution must be equal to the amount of grant funds expended. Match contribution must be reported on the BSCC invoice, as the expenditures occur. Match funds and related contributions must also be identified in the accounting records (e.g., general ledger) and included within any grant-specific audit reports. Supporting documentation must be maintained for all match contributions.

Applicants shall budget only for the mandatory 100 percent (100%) match. The match amount specified in the project budget becomes part of the contractually obligated grant program. As part of the grant program, the match is subject to all fiscal, programmatic, and audit requirements and cannot be reduced or waived once the grant proposal is approved. In the event a funded project is unable to meet its contractual match obligation, all or a portion of the unmet match obligation may be deducted from reimbursement claims. In addition, the BSCC may seek reimbursement for any unmet match. Applicants should not request funds in excess of what that applicant is able to match.

Additional information about match requirements can be found in the BSCC Grant Administration Guide, located on the BSCC website.

PART I, Page | 15
Supplanting
Supplanting is the deliberate reduction in the amount of federal, state, or local funds being appropriated to an existing program or activity because grant funds have been awarded for the same purposes. Supplanting is strictly prohibited for all BSCC grants. CalVIP grant funds shall be used to support new program activities or to augment or expand existing program activities but shall not be used to replace existing funds. When using outside funds as match, applicants must be careful not to supplant.

It is the responsibility of the grantee to ensure that supplanting does not occur. The grantee must keep clear and detailed financial records to show that grant funds are used only for allowable costs and activities.

Audit Requirements
Grantees are required to provide the BSCC with a financial audit that covers the service delivery period of the grant October 1, 2022 to June 30, 2025). The audit report will be due no later than December 31, 2025. The financial audit shall be performed by a Certified Public Accountant or a participating county or city auditor that is organizationally independent from the participating county or city’s project financial management functions. Expenses for the final audit may be reimbursed for actual costs up to $25,000.

In addition, BSCC reserves the right to call for a program or financial audit at any time between the execution of the grant agreement and three (3) years following the end of the grant period.

The Department of General Services, the California State Auditor, the Department of Finance or their designated representative shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this grant.

Quarterly Progress Reports
Grant award recipients are required to submit quarterly progress reports (QPRs) to the BSCC. QPRs are a critical element in the BSCC’s monitoring and oversight process.

Grantees that are unable to demonstrate that they are making sufficient progress toward project goals and objectives and show that funds are being spent in accordance with the Grant Agreement could be subject to the withholding of funds. Once grants are awarded, the BSCC will work with grantees to create custom QPRs.

Project Evaluation Requirements
In addition to Quarterly Progress Reports, projects selected for funding will be required to submit to the BSCC:
1) A Local Evaluation Plan, due six (6) months post-award; and 2) A Final Local Evaluation Report, due six (6) months after the conclusion of project delivery.

See Appendix D for key definitions related to project evaluation.

Applicants must dedicate a minimum of five percent (5%) with a maximum of ten percent (10%) of the total grant funds requested for evaluation planning, oversight, and reporting activities.

PART I, Page | 16
Local Evaluation Plan
The purpose of the Local Evaluation Plan (LEP) is to ensure projects funded by the BSCC can be evaluated. Applicants will be expected to include a detailed description of how they plan to assess the effectiveness of the proposed program in relationship to each of its goals and objectives identified in the proposal. The LEP should describe the evaluation design or model that will be used to evaluate the effectiveness of the project component(s), with the project goals and the objectives clearly stated. Applicants should include criteria for both process and outcome evaluations. Once submitted, any modifications to the LEP must be approved in advance by the BSCC. (More detailed instructions on the LEP will be made available to successful applicants.) Final Local Evaluation Report
Following project service completion, grantees are required to complete a Local Evaluation Report (LER). The LER must be in a format prescribed by the BSCC. Within the LER, an Executive Summary must be included that adheres to the format prescribed by the BSCC specifically for the Executive Summary.

The purpose of the LER is to determine whether the overall project (including each individual component) was effective in meeting the goals laid out in the Local Evaluation Plan. To do this, the grantee must assess and document the effectiveness of the activities that were implemented within each individual project component. These activities should have been identified in the previously submitted LEP. More detailed instructions on the LER will be made available to successful applicants.

The BSCC may make public the LER from each grantee. Reports may be posted to the BSCC website and developed into a Summary Final Report submitted to the Legislature.

If the grantee plans to publish the LER, it must be submitted to the BSCC for review prior to publication.

Appendix H contains preliminary Guidelines for how to complete the LEP and LER.

Statewide Evaluation
BSCC Research will conduct a statewide evaluation of the impact of the violence prevention initiatives funded by the CalVIP grant program. The evaluator will: develop the research methodology for the statewide evaluation; design and develop instruments for collecting evaluation data from CalVIP grantees; provide ongoing technical assistance to grantees for data collection and evaluation activities; compile, screen, and analyze data obtained from grantees; and develop a final report on the impact of the CalVIP grant program. As a condition of award, all CalVIP grantees agree to collect data requested for the evaluation (this may include a standardized QPR format with specified baseline, output and/or outcome measures) and fully cooperate and share information within timelines set for the evaluation.

Grantee Orientation Process
Following the start of the grant period, BSCC staff will conduct a mandatory Grantee Orientation (on a date to be determined later). The purpose of this mandatory session is to review the program requirements, invoicing and budget modification processes, data collection and reporting requirements, as well as other grant management and monitoring activities. Typically, the Project Director, Financial Officer, Day-to-Day Contact and (for PART I, Page | 17
cities) one Community Partner must attend. Grantees are also strongly encouraged to include their Evaluator.

If an in-person training is scheduled, Grant recipients may use CalVIP grant funds for travel-related expenditures such as airfare, mileage, meals, lodging, and other per diem costs. Applicants should include potential travel costs in the budget section of the proposal under the “Other” category for this single day event.

Travel
Travel is usually warranted when personal contact by project staff is the most appropriate method of conducting project-related business. Travel to and from training conferences may also be allowed. The most economical method of transportation, in terms of direct expenses to the project and the employee's time away from the project, must be used.

Projects are required to include sufficient per diem and travel allocations for projectrelated personnel, as outlined in the Grant Award, to attend any mandated BSCC training conferences or workshops outlined in the terms of the program.

Units of Government
Units of government may follow either their own written travel and per diem policy or the State’s policy. Units of government that plan to use cars from a state, county, city, district carpool, or garage may budget either the mileage rate established by the carpool or garage, or the state mileage rate, not to exceed the loaning agency rate.

Non-Governmental Organizations (NGOs)
An NGO receiving BSCC funds must use the State travel and per diem policy, unless the grantee’s written travel policy is more restrictive than the State's, in which case it must be used. Reimbursement is allowed for the cost of commercial carrier fares, parking, bridge, and road tolls, as well as necessary taxi, bus, and streetcar fares.

This policy applies equally to NGOs that receive grant funds directly from the BSCC and those that receive grant funds indirectly through a subcontract with another NGO that received a BSCC grant award.

Out-of-State Travel
Out-of-state travel is restricted and only allowed in exceptional situations. Even if previously authorized in the Grant Award, grantees must submit to the BSCC a separate formal request (on grantee letterhead) for approval that includes a detailed justification and budget information. Grantees must receive written approval from BSCC prior to incurring expenses for out-of-state travel.

In addition, California prohibits travel, except under specified circumstances, to states that have been found by the California Attorney General to have discriminatory laws.

The BSCC will not reimburse for travel to these states unless the travel meets a specific exception under Government Code section 11139.8, subdivision (c). For additional information, please see: https://oag.ca.gov/ab1887.

Debarment, Fraud, Theft or Embezzlement
It is the policy of the BSCC to protect grant funds from unreasonable risks of fraudulent, criminal, or other improper use. As such, the Board will not enter into contracts or provide reimbursement to applicants that have been:

PART I, Page | 18

1. debarred by any federal, state, or local government entities during the period of debarment; or

2. convicted of fraud, theft, or embezzlement of federal, state, or local government grant funds for a period of three years following conviction.

Furthermore, the BSCC requires grant recipients to provide an assurance that there has been no applicable debarment, disqualification, suspension, or removal from a federal, state or local grant program on the part of the grantee at the time of application and that the grantee will immediately notify the BSCC should such debarment or conviction occur during the term of the grant contract.

The BSCC also requires that all grant recipients include, as a condition of award to a subgrantee or subcontractor, a requirement that the subgrantee or subcontractor will provide the same assurances to the grant recipient. If a grant recipient wishes to consider a subgrantee or subcontractor that has been debarred or convicted, the grant recipient must submit a written request for exception to the BSCC along with supporting documentation.

All applicants must complete Appendix I certifying that they are in compliance with the BSCC’s policies on debarment, fraud, theft and embezzlement.

Compliance Monitoring Visits
The BSCC staff will monitor each project to assess whether the project is in compliance with grant requirements and making progress toward grant objectives. As needed, monitoring visits may also occur to provide technical assistance on fiscal, programmatic, evaluative, and administrative requirements.

For your reference, the Comprehensive Monitoring Visit checklist can be found on our website.

BSCC Executive Steering Committee Process
To ensure successful program design and implementation, the BSCC uses Executive Steering Committees (ESC) to inform decision making related to the Board’s programs.

The BSCC’s ESCs are composed of subject matter experts, community partners, and interested parties representing both the public and private sectors. The BSCC makes every attempt to include a diverse representation on its ESCs, in breadth of experience, geography and demographics.

ESCs are convened and approved by the BSCC Board as the need arises to carry out specified tasks, including the development of RFPs for grant funds. Not only do the ESCs develop RFPs, but members of the ESC also read and rate the proposals submitted by prospective grantees. Once the proposal evaluation process is complete, ESCs submit grant award recommendations to the BSCC Board and the Board then approves, rejects or revises those recommendations. Members of the ESCs are not paid for their time but are reimbursed for travel expenses incurred to attend meetings.

The CalVIP ESC includes a cross-section of subject matter experts on community engagement, prevention and intervention programs, law enforcement strategies, and rehabilitation and reentry, including individuals who have been impacted by the criminal justice system. A list of CalVIP ESC members can be found in Appendix J.

PART I, Page | 19
The original content and design of the CalVIP RFP remains in place. However, a Scoring Panel will be used to read, rate, and develop funding recommendations to the Board.

Conflicts of Interest
Existing law prohibits any grantee, subgrantee, partner, or like party who participated on the above referenced CalVIP ESC from receiving funds from the CalVIP grants awarded under this RFP. Applicants who are awarded grants under this RFP are responsible for reviewing the CalVIP ESC membership roster and ensuring that no grant dollars are passed through to any entity represented by any member of the CalVIP ESC.

Overview of the RFP Process
Confirmation of Receipt of Proposal
Upon submission of a proposal, applicants will receive a confirmation email from the BSCC stating that the proposal has been received.

Disqualification - PLEASE REVIEW CAREFULLY
Disqualification means the proposal will not move forward to the ESC for the Proposal Rating Process and, therefore, will NOT be considered for funding under this grant.

The following will result in disqualification:
• An electronic version of the complete proposal package is not received by 5:00 p.m. PST on July 15, 2022.
• Budget Attachment (Excel document) is incomplete, or the total amount included in the budget table does not match the requested amount included elsewhere in the application.
• Budget Attachment (Excel document) exceeds 4 pages in length. • Proposal Package does not contain all the required section and attachments (esignatures will be accepted in place of original signatures); o Coversheet – accurately completed
o Proposal Checklist – filled out (i.e, all checkboxes checked) o Applicant Information Form – completed and signed
o Proposal Narrative
o 2022 CalVIP Budget Attachment (Excel document)
o Letters of Commitments from Key Partners (if applicable, Appendix E) o Project Work Plan (Appendix K) (not to exceed 1 page) • Applicant’s funding request was more than $6 million (for Funding Categories 1 and 2) or $400,000 (for Funding Category 3).
• City Applicant did not indicate its intention to pass through at least 50 percent (50%) of any awarded funds to one or more CBOs and/or public agencies whose primary mission is violence prevention or community safety.

PART I, Page | 20
Formatting
Applicants shall comply with the following formatting requirements:
• Proposal Narrative must meet the narrative formatting requirements below:
o Arial 12-point font
o One-inch margins on all four sides
o 1.5-line spacing
• Proposal Narrative shall not exceed 12 numbered pages in length Note: Proposals exceeding the page limit shall not automatically be disqualified.

However, BSCC staff shall remove ALL pages in excess of the page limit before forwarding the proposal to the ESC for rating, which may negatively impact a proposal’s score. If line spacing, formatting, or font size results in the inclusion of additional content in excess of prescribed page limits, excess pages shall be removed or the proposal may be disqualified. Illegible or unreadable proposals shall be disqualified.

Proposal Rating Process
Unless disqualified, proposals will advance to the Proposal Rating Process. The 2021 CalVIP ESC members will read and score each proposal in accordance with the prescribed rating factors listed in the table below. The ESC members will base their scores on how well an applicant addresses the items listed under each rating factor within the Proposal Narrative and Budget. ESC member ratings, once submitted to the BSCC, will be final.

At the conclusion of this process, applicants will be notified of the funding recommendations. It is anticipated the BSCC Board will act on the recommendations at its meeting on September 8, 2022. Applicants and partners are not to contact members of the ESC nor the BSCC Board to discuss proposals.

Rating Factors
The Rating Factors that will be used and the maximum points assigned to each factor are shown in the table below. Applicants will be asked to address each of these factors as a part of their proposal. The CalVIP ESC assigned a percent value to each of the five Rating Factors, correlating to its importance within the overall project (see Percent of Total Value column).

CalVIP Rating Factors Point
Range
Percent of
Total Value
Weighted Rating
Factor Score
1 Description of Community Need 0 - 5 15% 30
2 Project Description 0 - 5 40% 80
3 Organizational Capacity and
Coordination 0 - 5 20% 40
4 Project Evaluation and Monitoring 0 - 5 12% 24
5 Project Budget 0 - 5 13% 26
PART I, Page | 21
CalVIP Rating Factors Point
Range
Percent of
Total Value
Weighted Rating
Factor Score
Total: 100% 200
Evaluators will rate an applicant’s response in each of these categories on a scale of 0-5, according to the Six-Point Rating Scale shown below. Each rating factor then will be weighted according to the Percent of Total Value (determined by the ESC) associated with the Rating Factor to arrive at the final Weighted Rating Factor Score. The Weighted Rating Factor Scores are then added together for a final overall proposal score.

There are no preference points available.

Six Point Rating Scale
Not
Responsive
0 Poor
1 Fair
2 Satisfactory
3 Good
4 Excellent
5 The
response
fails to
address
the criteria.

The
response
addresses
the criteria
in a very
inadequate
way.

The response
addresses the
criteria in a nonspecific or
unsatisfactory
way.

The
response
addresses
the criteria
in an
adequate
way.

The
response
addresses
the criteria
in a
substantial
way.

The
response
addresses
the criteria in
an
outstanding
way.

Scoring Threshold/Minimum Score
To be considered for funding, a proposal must meet a threshold of 50 percent (50%), or minimum proposal score of 100 total points.

In the event two proposals have identical proposal scores, the tie will be resolved by evaluating the individual Rating Factor scores of the two proposals, starting with the highest weighted Rating Factor (in this case, the Project Description score). If an identical score occurs on this Rating Factor, Rating Factor Scores will be used in the following order based on the descending weight valued until the tie is broken: Organizational Capacity and Coordination, Description of Community Need, Project Budget, and finally Project Evaluation and Monitoring.

Key Dates
The following table shows a timeline of key dates related to the CalVIP Grant.

Activity Date
Release Request for Proposals June 10, 2022
Bidders’ Conference June 24, 2022
Letter of Intent Due to the BSCC July 1, 2022
PART I, Page | 22
Activity Date
Proposals Due to the BSCC July 15, 2022
Proposal Rating Process and Development of Funding
Recommendations July-August 2022
BSCC Board Considers Funding Recommendations September 8, 2022 Notices to Applicants September 9, 2022
Grant Period Begins October 1, 2022
Mandatory New Grantee Orientation November 2022
Local Evaluation Plan Due April 3, 2023
Grant Service Project Period Ends June 30, 2025
Final Evaluation Report & Financial Audit Due and
Grant Ends December 31, 2025
PART II, Page | 23
PART II: PROPOSAL INSTRUCTIONS
The following section contains pertinent information on how to complete the Request for Proposal package for the CalVIP Grant Program. Submittal instructions are included in Part I, page 6. The following items are included in Part II:
• Proposal Narrative and Budget Guidelines
o Instructions for Proposal Narrative, Sections 1-4
o CalVIP Budget Attachment, Section 5
***THE REQUEST FOR PROPOSAL PACKAGE CAN BE

FOUND AT THE VERY END OF THIS ENTIRE
DOCUMENT***
PART II, Page | 24
Proposal Narrative and Budget Guidelines
The five rating factors will be addressed in two separate parts, the Proposal Narrative and the Budget Attachment, as shown here:

Section Rating Factor Percent
Value Addressed In:
1 Description of Community Need 15%
Proposal
Narrative
2 Project Description 40%
3 Organizational Capacity and Coordination 20%
4 Project Evaluation and Monitoring 12%
5 Project Budget (Budget Tables & Narrative) 13% Budget Attachment
Instructions for Proposal Narrative
The Proposal Narrative should address the first four Rating Factors – Description of Community Need, Project Description, Organizational Capacity and Coordination, and Project Evaluation and Monitoring – using each of the section headers provided in the CalVIP Proposal Narrative template. The CalVIP Proposal Narrative template can be found at the end of this document (formatted in Arial 12-point font with one-inch margins on all four sides and at 1.5-line spaced). The Proposal Narrative cannot exceed twelve (12) numbered pages in length.

It is up to the applicant to determine how to use the total page limit in addressing each section, however as a guide, the percent of total point value for each section is listed next to each header.

Do not include website links. Charts, tables or graphs must meet the spacing and font requirements. Applicants may include a one-page bibliography containing citations, using either the Modern Language Association (MLA) or American Psychological Association (APA) style. The bibliography will not be counted toward the12-page limit and formatting restrictions do not apply to the one-page bibliography.

The Proposal Narrative and 12-page limitation does not include the following mandatory items:
• Cover Sheet
• Proposal Checklist
• Applicant Information Form
• 1-Page Bibliography (optional)
• Budget Attachment
• 1-Page Project Work Plan
• Other required Attachments (see Proposal Checklist).

PART II, Page | 25
Section 1: Description of Community Need (Percent of Total Value: 15%) Address the rating factor for Description of Community Need in narrative form as defined below. The response will be evaluated with a single rating based on a scale of 0-5.

Description of Community Need: Description of Community Need: The applicant described a community need that is pertinent to the intent of the grant program. The elements that comprise the Description of Community Need are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed (when applicable), it is the quality of the response to each that will be evaluated.

1.1 Describe the need(s) in the target area and/or target population that contribute to the disproportionate impact of violence, primarily homicides, shootings, and aggravated assaults. This description of community need should include:
• a description of existing violence in the targeted area. • identification of the primary factor(s) that contribute to the violence. • qualitative and quantitative data in support of the identified factor(s) (all data sources to be cited).
• service gaps that are connected to the identified factor(s) and/or contribute to the violence.

1.2 Identify the target area and/or target population. This description should include, when appropriate:
• how the target area and/or target population relate to the need(s) identified in 1.1.
• the process the applicant used or will use to identify the target population, to include those individuals and their family members who are at highest risk of perpetrating violence or being victimized or affected by violence. • the total number of high-risk individuals projected to be served. • quantitative and qualitative data to explain why the target area and/or target population was selected (all data sources to be cited).

PART II, Page | 26
Section 2: Project Description (Percent of Total Value: 40%) Address the rating factor for Project Description in narrative form as defined below. The response will be evaluated with a single rating based on a scale of 0-5.

Project Description: The applicant provided a description of the project that is related to the need(s) they described and the intent of the authorizing legislation. The elements that comprise the Project Description are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed, it is the quality of the response to each that will be evaluated.

2.1 Describe the proposed evidence-based violence reduction strategy (per AB 1603).

This description should include:
• the relationship between the proposed strategy and the need(s), target area and/or target population identified in the Description of Community Need section. • a rationale to support the selection of the proposed strategy which includes relevant evidence or research supporting its use for reducing the incidence of homicides, shootings, and/or aggravated assaults within the target area and/or target population (may include evidence-based, evidence-informed, promising, data-driven, and/or innovative practices – see pages 11-12). • an explanation of how the proposed strategy will achieve reductions in violence without relying on mass incarceration, if applicable.

2.2 For project participants, describe:
• the plan for identifying, accessing, and serving individuals from the target population who are eligible and appropriate for participation in the strategy. • plans to overcome any inability to access and/or serve those individuals. • the strategy/strategies for maintaining sustained engagement. • the plan for tailoring services to participants’ needs; for example, risk/needs assessment.

2.3 Provide a Project Work Plan (Appendix K) that:
• identifies the project’s goal(s) and measurable objectives (see Appendix D for definitions) that are related to the community need(s) identified in 1.1. • identifies how the goal(s) will be achieved in terms of the activities, responsible staff/partners, and start and end dates.
• is aligned with the proposed strategy.

PART II, Page | 27
Section 3: Organizational Capacity and Coordination (Percent of Total Value: 20%) Address the rating factor for Organizational Capacity and Coordination in narrative form as defined below. The response will be evaluated with a single rating based on a scale of 0-5.

Organizational Capacity and Coordination: The applicant described their organization’s ability to implement the proposed project. The elements that comprise the Organizational Capacity and Coordination section are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed (when applicable), it is the quality of the response to each that will be evaluated.

3.1 Describe the experience, current staffing, community support, and partnerships the lead agency will use to implement the proposed strategy. Include key partners’ letters of commitment describing involvement aligned with the proposed strategy, if applicable. If staff and/or subcontractors are to be selected after the grant is awarded, then specify the process and criteria for selecting those staff and/or subcontractors.

3.2 Describe how the proposed violence reduction strategy/strategies will enhance coordination of existing violence prevention and intervention programs and minimize duplication of services (per AB 1603).

3.3 Describe a reasonable and realistic plan for training and supporting the staff and/or subcontractors who will deliver the proposed strategy to the target population, including your approach for supporting the overall wellbeing of staff; for example, providing mental health/counselling services, wellness activities, etc.

3.4 Describe the cultural competence of staff and subcontractors and how it is relevant to the proposed project. Include past and/or ongoing experience working with the target population.

3.5 Describe plans for involvement of individuals impacted by violence, including system-impacted and/or formerly/currently system-involved individuals, in the project’s design, implementation, and evaluation process.

3.6 Describe a plan for obtaining outside technical assistance (i.e., subject matter expertise) to implement the proposed violence reduction strategy or explain how the lead agency will ensure that the proposed strategy is implemented as intended.

PART II, Page | 28
Section 4: Project Monitoring and Evaluation (Percent of Total Value: 12%) Address the rating factor for Project Monitoring and Evaluation in narrative form as defined below. The response will be evaluated with a single rating based on a scale of 0-5.

Project Evaluation and Monitoring: The applicant described how it will monitor and evaluate the effectiveness of the proposed project. The elements that comprise the Project Monitoring and Evaluation section are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed, it is the quality of the response to each that will be evaluated.

4.1 Describe the plan to determine the staff and/or entity that will conduct the project evaluation and how monitoring activities will be incorporated in the various phases of the project; for example, start-up, implementation, service delivery period, etc.

4.2 Identify the process and outcome indicators that are quantifiable and in line with the intent of the proposal and the objectives listed in the Work Plan.

4.3 Describe the preliminary plan for how to collect and evaluate baseline and outcome data related to the process and outcome indicators identified in 4.2. Describe a plan for entering into data sharing agreements, if necessary.

CalVIP Budget Attachment
Section 5: Project Budget (Percent of Total Value: 13%) As part of the application process, applicants are required to submit the 2022 CalVIP Project Budget and Budget Narrative (Budget Attachment). A link to the Budget Attachment can be found at the end of this document, with the Request for Proposals instructions.

The following items are rated as a part of this section and must be addressed by the applicant in the Budget Attachment. The response will be evaluated with a single rating based on a scale of 0-5.

Project Budget: The applicant provided a complete Budget Attachment (Project Budget and Budget Narrative) for the proposed project. The elements against which the Budget Attachment will be rated are listed below. Addressing each element does not itself merit a high rating; rather, although each element is to be addressed, it is the quality of the response to each that will be evaluated.

5.1 Provide complete and detailed budget information with language to support each budget category, as applicable. The expenses must be appropriate to the proposed strategy.

5.2 Demonstrate how the amount of grant funds requested is commensurate with the scope of the proposal and the demonstrated need(s) for these additional resources (per AB 1603).

5.3 Describe how the dollar-for-dollar match requirement will be met (either cash or inkind) (per AB 1603).

PART III, Page | 29
PART III: APPENDICES
PART III, Page | 30
Appendix A: BSCC’s Crime Data Analysis
In defining “disproportionately impacted by violence,” the CalVIP ESC used the definitions provided AB 1603. AB 1603 states that a city is considered to be disproportionately impacted by violence if any of the following are true:

1. The city experienced 20 or more homicides per calendar year during two or more of the three calendar years immediately preceding the grant application for which the Department of Justice has available data.

2. The city experienced 10 or more homicides per calendar year [during two or more of the three calendar years immediately preceding the grant application] and had a homicide rate that was at least 50 percent (50%) higher than the statewide homicide rate during two or more of the three calendar years immediately preceding the grant application for which the Department of Justice has available data.

3. An applicant otherwise demonstrates a unique and compelling need for additional resources to address the impact of homicides, shootings, and aggravated assaults in the applicant’s community.

Under the definitions provided in criteria 1 and 2 from AB 1603, the BSCC identified 12 cities that were considered disproportionately impacted by violence and therefore eligible to apply for the grand funds.

After reviewing the number of homicides and homicide rates across California cities, the CalVIP ESC determined a city had a “unique and compelling need” if the city experienced 5 or more homicides per calendar year during two or more of the three calendar years immediately preceding the grant application for which the Department of Justice has available data.

Using this definition of “unique and compelling need,” the BSCC identified an additional 37 cities that were considered disproportionately impacted by violence. This brought the total number of cities eligible to apply for the general funds to 53.

The analysis of crime data was restricted to the 455 cities contained in both the California Department of Finance E-4 report (Population Estimates for Cities, Counties, and the State, 2011-2021, with 2010 Census Benchmark) and the Department of Justice’s Open Justice report (Crimes and Clearances with Arson – 1985-2020).

The following 32 cities were not included in the analysis, as data was absent from one of the data bases used: Amador, Bear Valley, Blue Lake, Broadmoor, Calipatria, Colfax, Corte Madera, Half Moon Bay, Kensington, Lake Shastina, Larkspur, Lathrop, Live Oak, Loomis, Loyalton, Maricopa, Millbrae, Plymouth, Point Arena, Portola, Portola Valley, San Anselmo, San Carlos, San Joaquin, San Juan Bautista, Shasta Lake, Stallion Springs, Tehama, Trinidad, Wasco, Willows, and Woodside. Should one of these 32 cities submit a proposal, BSCC will contact that city directly and gather the relevant statistics to ascertain whether it qualifies for eligibility.

PART III, Page | 31
Appendix B: Eligible Cities for CalVIP Funding
Table 2. Cities Eligible to Apply for CalVIP Funding*
City Population Option 1 Option 2 Option 3
1 Anaheim 357,059 X
2 Antioch 112,236 X
3 Bakersfield 394,328 X X X
4 Carson 92,121 X
5 Cathedral City 53,494 X
6 Chula Vista 273,384 X
7 Colton 54,051 X
8 Compton 98,447 X X
9 Delano 53,110 X
10 El Cajon 103,576 X
11 El Monte 116,876 X
12 Fairfield 117,553 X
13 Fontana 211,519 X
14 Fresno 543,451 X X X
15 Gardena 60,732 X
16 Hayward 159,266 X
17 Hemet 84,391 X
18 Hesperia 95,834 X
19 Inglewood 110,925 X X
20 Jurupa Valley 107,000 X
21 Lancaster 162,057 X
22 Long Beach 472,052 X X
23 Los Angeles 3,975,234 X X X
24 Merced 88,261 X
25 Modesto 218,440 X
26 Moreno Valley 208,791 X
27 Norwalk 106,062 X
28 Oakland 432,327 X X X
29 Ontario 180,788 X
30 Oxnard 205,950 X
31 Palm Springs 47,509 X
32 Palmdale 156,910 X
33 Pasadena 145,061 X
34 Perris 78,575 X
35 Pomona 153,992 X X
36 Rancho Cordova 78,333 X
37 Redlands 71,164 X
38 Rialto 102,813 X
39 Richmond 110,288 X X
40 Riverside 328,766 X
41 Sacramento 513,626 X X X
42 Salinas 160,387 X
43 San Bernardino 217,935 X X X
44 San Diego 1,421,462 X X
45 San Francisco 889,783 X X
46 San Jose 1,041,466 X X
47 Santa Ana 331,304 X
48 Santa Maria 107,205 X
49 Stockton 319,188 X X X
50 Tracy 95,861 X
51 Turlock 75,030 X
52 Vallejo 118,151 X X
53 Victorville 127,518 X
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Appendix C: Criteria for Non-Governmental Organizations Receiving BSCC Grant Funds
The California Violence Intervention and Prevention (CalVIP) Grant Program Request for Proposals (RFP) includes requirements that apply to non-governmental organizations that receive funds under this grant. All grantees are responsible for ensuring that any contracted third parties continually meet these requirements as a condition of receiving CalVIP funds. The RFP describes these requirements as follows:

Any non-governmental organization that receives CalVIP grant funds (as either subgrantee or subcontractor) must:
• Have been duly organized, in existence, and in good standing for at least six (6) months prior to the effective date of its fiscal agreement with the BSCC or with the CalVIP grantee;
• Non-governmental entities that have recently reorganized or have merged with other qualified non-governmental entities that were in existence prior to the sixmonth date are also eligible, provided all necessary agreements have been executed and filed with the California Secretary of State prior to the start date of the grant agreement with the BSCC or the start date of the grantee-subcontractor fiscal agreement;
• Be a nonprofit and recognized by the Internal Revenue Service as a 501(c)(3) organization;
• Employ persons or volunteers that have a minimum of three (3) years of combined experience in implementing violence reduction strategies and have implemented these strategies within the past five (5) years;
• Be registered with the California Secretary of State’s Office; • Have an Employer Identification Number (EIN);
• Have a valid business license, if applicable;
• Have any other state or local licenses or certifications necessary to provide the services requested (e.g., facility licensing by the Department of Health Care Services), if applicable; and
• Have a physical address in the State of California. (An agent for service of process with a California address is insufficient.)
In the table below, provide the name of the Grantee and list all contracted parties.

Grantee:

Name of Contracted Party Address Email / Phone Meets All Requirements
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
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Grantees are required to update this list and submit it to the BSCC any time a new third-party contract is executed after the initial assurance date. Grantees shall retain (on-site) applicable source documentation for each contracted party that verifies compliance with the requirements listed in the 2021 CalVIP RFP. These records will be subject to the records and retention language found in Appendices A and C of the Standard Agreement.

Unless prior approval is obtained, the BSCC prohibits disbursement or reimbursement to any NGO that does not meet the requirements listed above and for which the BSCC does not have a signed grantee assurance on file.

A signature below is an assurance that all requirements listed above have been met.

AUTHORIZED SIGNATURE
(This document must be signed by the person who is authorized to sign the Grant Agreement.)

NAME OF AUTHORIZED OFFICER TITLE TELEPHONE

STREET ADDRESS CITY STATE ZIP CODE

EMAIL ADDRESS
SIGNATURE (Blue Ink or E-signature only) DATE
x
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Appendix D: Glossary of Terms and Resources
Case Management
The Commission for Case Manager Certification defines case management as a collaborative process that assesses, plans, implements, coordinates, monitors, and evaluates the options and services required to meet the client's health and human service needs. It is characterized by advocacy, communication, and resource management and promotes quality and cost-effective interventions and outcomes.

Case management is an area of specialty practice within the health and human services professions. Its underlying premise is that everyone benefits when clients reach their optimum level of wellness, self-management, and functional capability. Case management facilitates the achievement of client wellness and autonomy through advocacy, assessment, planning, communication, education, resource management and service facilitation. Based on the needs and values of the client, and in collaboration with all service providers, the case manager links clients with appropriate providers and resources throughout the continuum of health and human services and care settings, while ensuring that the care provided is safe, effective, clientcentered, timely, efficient, and equitable. This approach achieves optimum value and desirable outcomes for all community partners and interested parties.

Collective Efficacy
Social cohesion describes how residents think and feel about their neighborhood. Collective efficacy describes what residences are willing to do to improve their neighborhoods. Although social cohesion is the foundation of collective efficacy, at the core of collective efficacy are the willingness to intervene and the capacity for informal social control. https://nij.ojp.gov/topics/articles/collective-efficacy-taking-action-improve-neighborhoods Cognitive Behavioral Therapy
According to the American Psychological Association, cognitive behavioral therapy (CBT) is a form of psychological treatment that has been demonstrated to be effective for a range of problems including depression, anxiety disorders, alcohol and drug use problems, marital problems, eating disorders, and severe mental illness. Numerous research studies suggest that CBT leads to significant improvement in functioning and quality of life. In many studies, CBT has been demonstrated to be as effective as, or more effective than, other forms of psychological therapy or psychiatric medications.

It is important to emphasize that advances in CBT have been made on the basis of both research and clinical practice. Indeed, CBT is an approach for which there is ample scientific evidence that the methods that have been developed actually produce change. In this manner, CBT differs from many other forms of psychological treatment.

CBT is based on several core principles, including:

1. Psychological problems are based, in part, on faulty or unhelpful ways of thinking.

2. Psychological problems are based, in part, on learned patterns of unhelpful behavior.

3. People suffering from psychological problems can learn better ways of coping with them, thereby relieving their symptoms and becoming more effective in their lives.

CBT treatment usually involves efforts to change thinking patterns. These strategies might include:

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• Learning to recognize one's distortions in thinking that are creating problems, and then to reevaluate them in light of reality.
• Gaining a better understanding of the behavior and motivation of others. • Using problem-solving skills to cope with difficult situations. • Learning to develop a greater sense of confidence is one's own abilities.

CBT treatment also usually involves efforts to change behavioral patterns. These strategies might include:
• Facing one's fears instead of avoiding them.
• Using role playing to prepare for potentially problematic interactions with others. • Learning to calm one's mind and relax one's body.
• Not all CBT will use all of these strategies. Rather, the psychologist and patient/client work together, in a collaborative fashion, to develop an understanding of the problem and to develop a treatment strategy.

CBT places an emphasis on helping individuals learn to be their own therapists. Through exercises in the session as well as “homework” exercises outside of sessions, patients/clients are helped to develop coping skills, whereby they can learn to change their own thinking, problematic emotions, and behavior.

CBT therapists emphasize what is going on in the person's current life, rather than what has led up to their difficulties. A certain amount of information about one's history is needed, but the focus is primarily on moving forward in time to develop more effective ways of coping with life.

Cultural Competence
Cultural competence7 is a set of congruent behaviors, attitudes, and policies that come together in a system, agency or among professionals and enable that system, agency, or those professions to work effectively in cross-cultural situations.

The word culture is used because it implies the integrated pattern of human behavior that includes thoughts, communications, actions, customs, beliefs, values and institutions of a racial, ethnic, religious, or social group. The word competence is used because it implies having the capacity to function effectively. Essential elements that contribute to a system's, institution's, or agency's ability to become more culturally competent include:

1. Valuing diversity

2. Having the capacity for cultural self-assessment

3. Being conscious of the dynamics inherent when cultures interact

4. Having institutionalized culture knowledge

5. Having developed adaptations to service delivery reflecting an understanding of cultural diversity
These five elements should be manifested at every level of an organization including policy making, administrative, and practice. In addition, these elements should be reflected in the attitudes, structures, policies, and services of the organization. 7 Cross, T., Bazron, B., Dennis, K., & Isaacs, M., (1989). Towards A Culturally Competent System of Care, Volume I.

Washington, DC: Georgetown University Child Development Center, CASSP Technical Assistance Center.

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Diversion8
In the context of criminal law, diversion refers to diverting an individual out of the criminal justice system by having them complete a diversion program rather than be incarcerated or serve another alternative sentence. Criminal charges are typically dropped when an individual successfully completes a diversion program. The purpose of a diversion program is to effect rehabilitation while avoiding the stigma of a criminal conviction.

A diversion program allows the individual to avoid prosecution by completing various requirements for the program. These requirements could include:

1. Education aimed at preventing future offenses by the offender,

2. Restitution to victims of the offense,

3. Completion of community service hours,

4. Avoiding situations for a specified period of time in the future that may lead to committing another such offense.

Diversion programs are usually only available to individuals charged with misdemeanors and nonviolent felonies involving drugs or alcohol. In some jurisdictions, diversion may be available to individuals charged with domestic violence, child abuse or neglect, traffic-related offenses, or even writing bad checks. Diversion programs are primarily governed by state laws, which vary by state.

Evaluation: Process Evaluation versus Outcome Evaluation Process Evaluation9
The purpose of the process evaluation is to assess how program activities are being carried out in accordance with goals and objectives. Process measures are designed to answer the question: “What is the program actually doing and is this what we planned it to do?” Examples of process measures could include:
o Project staff have been recruited, hired, and trained according to the proposal. o Activities/strategies have been implemented on time according to the proposal. o Number of interagency agreements entered into by the program compared to the number planned.
o Number of trainings conducted.
o Number of neighborhood meetings conducted.

Outcome Evaluation10
The purpose of the outcome evaluation is to identify whether the program “worked” in terms of achieving its goals and objectives. Outcome measures are designed to answer the question: “What results did the program produce?” Examples of outcome measures include:
o Results of pre/post surveys (e.g., changes in the reported confidence/trust in law enforcement among community members).
8 Diversion Law and Legal Definition, US Legal, https://definitions.uslegal.com/d/diversion/ 9Justice Research and Statistics Association, Juvenile Justice Evaluation Center. (2003, June). Juvenile Justice Program Evaluation: An overview (Second Edition) p. 7. Retrieved from www.jrsa.org/pubs/juv-justice/program-evaluation.pdf 10 Id at pp. 7-8.

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o Implementation of regular, ongoing community forums where law enforcement/community dialogue takes place.
o Changes in policies at the Lead Agency level to reflect procedural justice principles.

In an evidence-based practice approach, outcome evaluations must include not only the measures but also analysis of the extent to which the measured results can be attributed to the program rather than to coincidence or alternative explanations.

Focused Deterrence
Focused deterrence strategies are problem-oriented strategies that follow the core principles of deterrence theory. The strategies target specific criminalized behavior committed by a small number of individuals identified as being high risk of committing or being involved in violence who are vulnerable to sanctions and punishment. These individuals are directly engaged and informed that continued violence and criminalized behavior will not be tolerated. Targeted individuals are also informed about how the criminal legal system (such as the police and prosecutors) may respond to continued criminalized behavior; mainly that all potential sanctions, or levers, will be applied. The deterrence-based message is reinforced through intense engagement of individuals, or groups of individuals (group or collective violence), who continue to create harm despite previous attempts to intervene. In addition to deterring violent behavior, the strategies also reward positive behavior change among targeted individuals by providing significant financial incentives for participation and positive behavior as a gateway to developing intrinsic motivation that arises from internal and not external rewards.

Focused deterrence strategies generally target youth and adults engaged in group violence.

Many focused deterrence interventions have primarily targeted incidents of homicide and serious violence (criminalized activities that usually involve repeated violent behavior) in urban settings (Kennedy 2006).

The focused deterrence framework was developed in Boston during the 1990s. Operation Ceasefire (Boston) was a problem-oriented policing project to stop serious group violence by directly communicating to groups of individuals that violence would no longer be tolerated and was backed by harsh legal sanctions for those who continued to engage in or commit harm. At the same time, youth workers, probation and parole officers, and other community-based organizations offered services and resources to groups engaged in criminalized behaviors.

While certain aspects of Ceasefire are beneficial, such as the targeted efforts, threats of or enacting harsh sanctions are not. CBOs should be prioritized in the response, and the response should be restorative and non-punitive.

At a general level, the approach of focused deterrence strategies should include the following:

1. Selecting a particular crime problem (such as homicide),

2. Convening an interagency working group that may include law enforcement, and prioritize social service, and community-based practitioners,

3. Developing a response to individuals or groups of individuals that uses a variety of sanctions (“pulling levers”) to stop continued violent behavior,

4. Focusing social services and community resources on target individuals identified by law enforcement, and
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5. Directly and continually communicating with individuals to offer support and provide a better understanding of the implications of violence on individuals and communities.

For more information on focused deterrence, please review the links below:

1. https://www.crimesolutions.gov/Practice Profile Details

2. National Network for Safe Communities – Group Violence Intervention: An Implementation Guide

3. National Network for Safe Communities – Custom Notifications

4. The National Network for Safe Communities – Drugs, Race, and Common Ground:

Reflections on the High Point Intervention
Goal versus Objective
Goals and objectives are terms in common use, sometimes used interchangeably because both refer to the intended results of program activities. Goals are longer-term than objectives, more broadly stated, and govern the specific objectives to which program activities are directed.

In proposals, goals are defined by broad statements of what the program intends to accomplish, representing the long-term intended outcome of the program. 11 Examples of goal statements include:12
• To reduce the number of youth repeating criminalized behaviors. • To divert youth who commit nonviolent crimes from state juvenile correctional institutions. • To restore the losses suffered by the victims of crimes.

Objectives are defined by statements of specific, measurable aims of program activities. 13 Objectives detail the tasks that must be completed to achieve goals. 14 Descriptions of objectives
in the proposals should include three elements:
15 1) Direction – the expected change or accomplishment (e.g., improve, maintain); 2) Timeframe – when the objective will be achieved; and 3) Target Population– who is affected by the objective.

Examples of program objectives include:16
• By the end of the program, youth suffering from addiction will recognize the long-term consequences of drug use.
o To place eligible youth in an intensive healing program within two weeks of adjudication to ensure offender accountability and community safety. 11 Justice Research and Statistics Association, Juvenile Justice Evaluation Center. (2003, June). Juvenile Justice Program Evaluation: An overview (Second Edition). Retrieved from www.jrsa.org/pubs/juv-justice/program-evaluation.pdf. See also New York State Division of Criminal Justice Services. A Guide to Developing Goals and Objectives for Your Program. Retrieved from http://www.criminaljustice.ny.gov/ofpa/goalwrite.htm. 12 Id. at p. 4. 13 National Center for Justice Planning. Overview of Strategic Planning. Where Do We Want to Be? Goals and Objectives.

Retrieved from https://web.archive.org/web/20180116031203/http:/ncjp.org/strategic-planning/overview/where-do-we-wantbe/goals-objectives. 14 Id.; see supra fn 1. 15 Justice Research and Statistics Association, Juvenile Justice Evaluation Center. (2003, June). Juvenile Justice Program Evaluation: An overview (Second Edition) p. 5. Retrieved from www.jrsa.org/pubs/juv-justice/program-evaluation.pdf 16 Id.

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• To ensure that youth carry out all of the terms of the mediation agreements they have worked out with their victims by program completion.

Hospital-Based Violence Intervention Programs (www.nnhvip.org) Hospital-based violence intervention programs (HVIPs) vary in the specifics of their design and scope, but typically include a brief intervention in the emergency department or at hospital bedside and post-discharge intensive community-based case management services. HVIP services are provided by culturally competent Violence Prevention Professionals who often also serve in a mentorship capacity. HVIPs are rooted in the philosophy that violence is preventable, and that violent injury offers a “teachable moment” and unique opportunity to break cycles of violence. HVIPs embrace a public health approach to violence prevention as they are grounded in data which indicate that victims of violence are at elevated risk for re-injury and violence perpetration. This model has been the subject of numerous peer-reviewed studies indicating promising impact on injury recidivism, criminal justice contact, and trauma symptoms. HVIPs are now a recommended practice by the federal government.

This strategy aims to (1) provide trained crisis intervention and long-term case management and mentoring home visits and follow-up assistance to youth who are hospitalized for violent injuries, on probation, or identified as being highly at risk for dropout or suspension from school, as well as to their family and friends; (2) prevent retaliatory violence and reduce the total number of youth injured by interpersonal violence; (3) reduce reentry into the hospital and the criminal justice system; (4) prevent dropout and suspension from school for violent incidents; (5) link youth with local resources that help them live nonviolent lifestyles; and (6) provide positive peer role models and promote positive alternatives to violence.

For more information on hospital-based intervention, please review the links below:

1. National Network of Hospital-based Violence Intervention Programs: www.nnhvip.org

2. Key Components of Hospital-based Violence Intervention Programs

3. The Health Alliance for Violence Intervention: www.thehavi.org Mentoring
For more information on mentoring, please review the links below:

1. The Center for Evidence-Based Mentoring

2. Mentor Resources and Publications

3. How to Start a Mentoring Program
Principles of Effective Intervention
During the past two decades, there has been renewed interest in examining correctional research. These efforts have been led by researchers such as Gendreau, Andrews, Cullen, Lipsey and others.17 Much evidence has been generated, leading to the conclusion that many rehabilitation programs have, in fact, produced significant reductions in recidivism. The next critical issue became the identification of those characteristics most commonly associated with 17 For a thorough review of this research, see Cullen, F.T. and B.K. Applegate. 1998. Offender rehabilitation: Effective correctional intervention. Brookfield, Vt.: Ashgate Darthmouth.

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effective programs. Through the work of numerous scholars (Andrews et al., 199018; Cullen and Gendreau, 200019; Lipsey 199920), several “principles of effective intervention” have been identified. These principles can be briefly categorized as the following:
• Assess Actuarial Risk/Needs
• Enhance Intrinsic Motivation
• Target Interventions
o Risk Principle
o Need Principle
o Responsivity Principle
o Dosage
o Treatment Principle
• Skill Train with Directed Practice
• Increase Positive Reinforcement
• Engage Ongoing Support in Natural Communities
• Measure Relevant Processes/Practices
• Provide Measurement Feedback
Street Outreach
Street outreach typically occurs inside the framework of a cooperative relationship with other agencies, including probation, law enforcement, social services, and schools. Outreach workers are referred to as “street” outreach workers because their work is not office-based or even institutional- or school-based, but occurs primarily in the targeted neighborhoods, at the street and home level. The model relies on the use of culturally appropriate staff that respond to shootings to prevent retaliation and detect and resolve conflicts that are likely to lead to shootings. They develop relationships with high risk individuals who are likely to engage in gun violence and link them with resources such as education and job training. Staff collaborates with neighborhood organizations and other community groups to organize neighborhood events and public education activities that promote a no-shooting message. The strategy aims to change behaviors, attitudes, and social norms directly related to gun violence.

Example of Street Outreach: The Cure Violence Approach (www.cvg.org) Cure Violence is an example of a street outreach model that is used around the country. The Cure Violence model was developed in 1995 by the Chicago Project for Violence Prevention, under the auspices of the University of Illinois at Chicago’s School of Public Health. Cure Violence takes a public health approach to stopping shootings and killings, focusing on interrupting violence and the transmission of norms that promote it.

Using a multi-pronged approach to prevent shootings involving youth and young adults from ages 14-25, the model relies on the use of culturally appropriate staff who respond to 18 Andrews, D.A., I. Zinger, R.D. Hoge, J. Bonta, P. Gendreau and F.T. Cullen. 1990. Does correctional treatment work? A clinically relevant and psychologically informed meta-analysis. Criminology 28(3):369-404. 19 Cullen, F.T. and P. Gendreau. 2000. Assessing correctional rehabilitation: Policy, practice, and prospects. In Criminal justice 2000: Volume 3 – Policies, processes, and decisions of the criminal justice system, ed. J. Horney, 109-175. Washington, D.C.:

U.S. Department of Justice, National Institute of Justice. 20 Lipsey, M.W. 1999. Can intervention rehabilitate serious delinquents? The Annuals of the American Academy of Political and Social Science, 564(2):142-166.

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shootings to prevent retaliation and detect and resolve conflicts that are likely to lead to shootings. They develop relationships with high risk individuals who are likely to engage in gun violence and link them with resources such as education and job training. Staff collaborates with neighborhood organizations and other community groups to organize neighborhood events and public education activities that promote a no-shooting message.

The strategy aims to change behaviors, attitudes, and social norms directly related to gun violence.

Cure Violence stops the spread of violence by using the methods and strategies associated with disease control:

1. Detecting and interrupting conflicts
Trained violence interrupters and outreach workers prevent shootings by identifying and mediating potentially lethal conflicts in the community and following up to ensure that the conflict does not reignite.
a. Prevent Retaliations: Whenever a shooting happens, trained workers immediately work in the community and at the hospital to cool down emotions and prevent retaliations – working with the victims, friends and family of the victim, and anyone else is connected with the event.
b. Mediate Ongoing Conflicts: Workers identify ongoing conflicts by talking to key people in the community about ongoing disputes, recent arrests, recent prison releases, and other situations and use mediation techniques to resolve them peacefully. c. Keep Conflicts ‘Cool’: Workers follow up with conflicts for as long as needed, sometimes for months, to ensure that the conflict does not become violent.

2. Identifying and treating the highest risk individuals Trained, culturally-appropriate outreach workers work with the highest risk individuals to make them less likely to commit violence by meeting them where they are at, talking to them about the costs of using violence, and helping them to obtain the social services they need – such as job training and drug treatment.
a. Access Highest Risk: Workers utilize their trust with high-risk individuals to establish contact, develop relationships, begin to work with the people most likely to be involved in violence.
b. Change Behaviors: Workers engage with high-risk individuals to convince them to reject the use of violence by discussing the cost and consequences of violence and teaching alternative responses to situations.
c. Provide Treatment: Workers develop a caseload of clients who they work with intensively – seeing several times a week and assisting with their needs such as drug treatment, employment, leaving gangs.

3. Mobilizing the community to change norms
Workers engage leaders in the community as well as community residents, local business owners, faith leaders, service providers, and the high risk, conveying the message that the residents, groups, and the community do not support the use of violence. a. Respond to Every Shooting: Whenever a shooting occurs, workers organize a response where dozens of community members voice their objection to the shooting.

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b. Organize Community: Workers coordinate with existing and establish new block clubs, tenant councils, and neighborhood associations to assist. c. Spread Positive Norms: Program distributes materials and hosts events to convey the message that violence is not acceptable.

System-Impacted
Berkely Underground Scholars defines system-impacted as a person who is legally, economically, or familiarly affected in a negative way by the incarceration of a close relative.

System-impacted also includes people who have been arrested and/or convicted without incarceration.

The 2021 CalVIP ESC further defined Indirectly and Directly System-Impacted as anyone who is directly affected by incarceration, the criminal legal system, community supervision and/or anyone who was involved with the youth foster care system.

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Appendix E: Sample Letter of Commitment for Key Partners If the success of the proposed strategy relies on the participation of an outside agency or organization – that is, if an entity other than the applicant is to play a necessary or critical role in project implementation – the applicant must include a Letter of Agreement, Letter of Commitment or other signed written agreement to demonstrate that the outside agency is aware of the proposed partnership and agrees to participate.
[to be submitted on letterhead of the OUTSIDE ENTITY]
To: Board of State and Community Corrections
Re: California Violence Intervention & Prevention (CalVIP) Grant Date: [must be within 3 months of proposal submission]
This letter is being submitted to document that [NAME OF THE OUTSIDE ENTITY] agrees to partner on the CalVIP grant proposal being submitted by [NAME OF APPLICANT].

As a part of this grant, [NAME OF OUTSIDE ENTITY] agrees to [DESCRIBE THE NATURE OF THE PARTNERSHIP, I.E. WHAT THE OUTSIDE ENTITY IS AGREEING TO DO, ETC.].

Signed by,
Name, Title
[must be the Executive Officer, Department Head or other Authorized Representative of the Outside Entity]
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Appendix F: Sample Grant Agreement
STATE OF CALIFORNIA DEPARTMENT OF GENERAL SERVICES SCO ID: 5227-BSCCXXX22 STANDARD AGREEMENT AGREEMENT NUMBER PURCHASING AUTHORITY NUMBER (If Applicable) STD 213 (Rev 03/2019) BSCC XXX- 22 BSCC-5227

1. This Agreement is entered into between the Contracting Agency and the Contractor named below:

CONTRACTING AGENCY NAME

BOARD OF STATE AND COMMUNITY CORRECTIONS

CONTRACTOR NAME
XXX

2. The term of this Agreement is:

START DATE
October 1, 2022

THROUGH END DATE
DECEMBER 31, 2025

3. The maximum amount of this Agreement is:
$000,000.00

4. The parties agree to comply with the terms and conditions of the following exhibits, attachments, and appendices which are by this reference made a part of the Agreement.

EXHIBITS TITLE PAGES
Exhibit A Scope of Work 3
Exhibit B Budget Detail and Payment Provisions 4
Exhibit C General Terms and Conditions (04/2017) 4
Exhibit D Special Terms and Conditions 4
Attachment 1* California Violence Intervention & Prevention Grant Request for Proposals * Attachment 2 CalVIP Grant Proposal xx
Appendix A CalVIP Executive Steering Committee 1
Appendix B Criteria for Non-Governmental Organizations Receiving BSCC Program Funds 2 * This item is hereby incorporated by reference and can be viewed at: http://www.bscc.ca.gov/s_cpgpcalvipgrant/ IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO.

CONTRACTOR
CONTRACTOR NAME (if other than an individual, state whether a corporation, partnership, etc.)

GRANTEE NAME

CONTRACTOR BUSINESS ADDRESS CITY STATE ZIP
xxx xxx xx xxx

PRINTED NAME OF PERSON SIGNING TITLE
xxx xxx

CONTRACTOR AUTHORIZED SIGNATURE DATE SIGNED


STATE OF CALIFORNIA

CONTRACTING AGENCY NAME

BOARD OF STATE AND COMMUNITY CORRECTIONS

CONTRACTING AGENCY ADDRESS CITY STATE ZIP
2590 Venture Oaks Way, Suite 200 Sacramento CA 95833

PRINTED NAME OF PERSON SIGNING TITLE
RICARDO GOODRIDGE Deputy Director

CONTRACTING AGENCY AUTHORIZED SIGNATURE DATE SIGNED

EXHIBIT A: SCOPE OF WORK
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1. GRANT AGREEMENT – CALIFORNIA VIOLENCE AND INTERVENTION (CalVIP) GRANT This Grant Agreement is between the State of California, Board of State and Community Corrections (hereafter referred to as BSCC) and Grantee Name (hereafter referred to as the Grantee or Contractor).

2. PROJECT SUMMARY AND ADMINISTRATION
A. The purpose of the CalVIP Grant is to improve public health and safety by supporting effective violence reduction initiatives in communities that are disproportionately impacted by violence, particularly group-member involved homicides, shootings, and aggravated assaults (Penal Code Sec. 14131(b)).

B. Grantee agrees to administer the project in accordance with Attachment 1: CalVIP Request for Proposals (incorporated by reference) and Attachment 2: CalVIP Grant Proposal, which are attached hereto and made part of this agreement.

3. PROJECT OFFICIALS
A. The BSCC's Executive Director or designee shall be the BSCC's representative for administration of the Grant Agreement and shall have authority to make determinations relating to any controversies that may arise under or regarding the interpretation, performance, or payment for work performed under this Grant Agreement.

B. The Grantee’s project officials shall be those identified as follows:

Authorized Officer with legal authority to sign:

Name: xxx
Title: xxx
Address: xxx
Phone: xxx
Designated Financial Officer authorized to receive warrants:

Name: xxx
Title: xxx
Address: xxx
Phone: xxx
Email: xxx
Project Director authorized to administer the project:

Name: xxx
Title: xxx
Address: xxx
Phone: xxx
Email: xxx
C. Either party may change its project representatives upon written notice to the other party.

D. By signing this Grant Agreement, the Authorized Officer listed above warrants that he or she has full legal authority to bind the entity for which he or she signs.

4. DATA COLLECTION
Grantees will be required to comply with all data collection and reporting requirements as described in Attachment 1: CalVIP Request for Proposals and Attachment 2: CalVIP Grant Proposal.

EXHIBIT A: SCOPE OF WORK
PART III, Page 46

5. REPORTING REQUIREMENTS
A. Grantee will submit quarterly progress reports in a format prescribed by the BSCC. These reports, which will describe progress made on program objectives and include required data, shall be submitted according to the following schedule:

Quarterly Progress Report Periods Due no later than:

1. October 1, 2022 to December 31, 2022 February 15, 2023

2. January 1, 2023 to March 31, 2023 May 15, 2023

3. April 1, 2023 to June 30, 2023 August 15, 2023

4. July 1, 2023 to September 30, 2023 November 15, 2023

5. October 1, 2023 to December 31, 2023 February 15, 2024

6. January 1, 2024 to March 31, 2024 May 15, 2024

7. April 1, 2024 to June 30, 2024 August 15, 2024

8. July 1, 2024 to September 30, 2024 November 15, 2024

9. October 1, 2024 to December 31, 2024 February 15, 2025

10. January 1, 2025 to March 31, 2025 May 15, 2025

11. April 1, 2025 to June 30, 2025 August 15, 2025
B. Evaluation Documents Due no later than:

1. Local Evaluation Plan April 3, 2023

2. Final Local Evaluation Report December 31, 2025
C. Other Due no later than:

Financial Audit Report December 31, 2025

6. PROJECT RECORDS
A. The Grantee shall establish an official file for the project. The file shall contain adequate documentation of all actions taken with respect to the project, including copies of this Grant Agreement, approved program/budget modifications, financial records and required reports.

B. The Grantee shall establish separate accounting records and maintain documents and other evidence sufficient to properly reflect the amount, receipt, and disposition of all project funds, including grant funds and any matching funds by the Grantee and the total cost of the project.

Source documentation includes copies of all awards, applications, approved modifications, financial records, and narrative reports.

C. Personnel and payroll records shall include the time and attendance reports for all individuals reimbursed under the grant, whether they are employed full-time or part-time. Time and effort reports are also required for all subcontractors and consultants.

D. The grantee shall maintain documentation of donated goods and/or services, including the basis for valuation.

E. Grantee agrees to protect records adequately from fire or other damage. When records are stored away from the Grantee’s principal office, a written index of the location of records stored must be on hand and ready access must be assured.

F. All Grantee records relevant to the project must be preserved a minimum of three (3) years after closeout of the grant project and shall be subject at all reasonable times to inspection, examination, monitoring, copying, excerpting, transcribing, and auditing by the BSCC or designees. If any litigation, claim, negotiation, audit, or other action involving the records has EXHIBIT A: SCOPE OF WORK
PART III, Page 47
been started before the expiration of the three-year period, the records must be retained until the completion of the action and resolution of all issues which arise from it or until the end of the regular three-year period, whichever is later.

7. CONFLICT OF INTEREST
A. Existing law prohibits any grantee, subgrantee, partner or like party who participated on the CalVIP Executive Steering Committee (See Appendix A) from receiving funds from the CalVIP grants awarded under this RFP. Applicants who are awarded grants under this RFP are responsible for reviewing the CalVIP ESC membership roster (see Appendix A) and ensuring that no grant dollars are passed through to any entity represented by the members of the CalVIP ESC.

B. In cases of an actual conflict of interest with an ESC member, the Board may revoke the grant award and legal consequences could exist for the parties involved, including, but not limited to, repayment of the grant award.

8. FINANCIAL AUDIT
Grantees are required to provide the BSCC with a financial audit no later than the end of the contract term, December 31, 2025. The financial audit shall be performed by a Certified Public Accountant or a participating county or city auditor that is organizationally independent from the participating county’s or city’s project financial management functions. Expenses for this final audit may be reimbursed for actual costs up to $25,000.

EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
PART III, Page 48

1. INVOICING AND PAYMENTS (grantee to select monthly or quarterly) A. The Grantee shall be paid in monthly in arrears by submitting an invoice (Form 201) to the BSCC that outlines actual expenditures claimed for the invoicing period.

Monthly Invoicing Periods: Due no later than:

1. September 1, 2022 to September 30, 2022 November 15, 2022

2. October 1, 2022 to October 31, 2022 December 15, 2022

3. November 1, 2022 to November 30, 2022 January 15, 2023

4. December 1, 2022 through December 31, 2022 February 15, 2023

5. January 1, 2023 to January 31, 2023 March 15, 2023

6. February 1, 2023 to February 28, 2023 April 15, 2023

7. March 1, 2023 to March 31, 2023 May 15, 2023

8. April 1, 2023 to April 30, 2023 June 15, 2023

9. May 1, 2023 to May 31, 2023 July 15, 2023

10. June 1, 2023 to June 30, 2023 August 15, 2023

11. July 1, 2023 to July 31, 2023 September 15, 2023

12. August 1, 2023 to August 31, 2023 October 15, 2023

13. September 1, 2023 to September 30, 2023 November 15, 2023

14. October 1, 2023 to October 31, 2023 December 15, 2023

15. November 1, 2023 to November 30, 2023 January 15, 2024

16. December 1, 2023 to December 31, 2023 February 15, 2024

17. January 1, 2024 to January 31, 2024 March 15, 2024

18. February 1, 2024 to February 29, 2024 April 15, 2024

19. March 1, 2024 to March 31, 2024 May 15, 2024

20. April 1, 2024 to April 30, 2024 June 15, 2024

21. May 1, 2024 to May 31, 2024 July 15, 2024

22. June 1, 2024 to June 30, 2024 August 15, 2024

23. July 1, 2024 to July 31, 2024 September 15, 2024

24. August 1, 2024 to August 31, 2024 October 15, 2024

25. September 1, 2024 to September 30, 2024 November 15, 2024

26. October 1, 2024 to October 31, 2024 December 15, 2024

27. November 1, 2024 to November 30, 2024 January 15, 2025

28. December 1, 2024 to December 31, 2024 February 15, 2025

29. January 1, 2025 to January 31, 2025 March 15, 2025

30. February 1, 2025 to February 28, 2025 April 15, 2025

31. March 1, 2025 to March 31, 2025 May 15, 2025

32. April 1, 2025 to April 30, 2025 June 15, 2025

33. May 1, 2025 to May 31, 2025 July 15, 2025

34. June 1, 2025 to June 30, 2025 August 15, 2025
Final Invoicing Periods*: Due no later than:

35. July 1, 2025 to July 31, 2025 September 15, 2025

36. August 1, 2025 to August 31, 2025 October 15, 2025

37. September 1, 2025 to September 30, 2025 November 15, 2025

38. October 1, 2025 to October 31, 2025 December 15, 2025

39. November 1, 2025 to November 30, 2025 January 15, 2026 EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
PART III, Page 49

40. December 1, 2025 to December 31, 2025 February 15, 2026 *Note: Project activity period ends June 30, 2025. The period of July 1, 2025 to December 31, 2025 is for completion of Final Local Evaluation Report and financial audit only.

B. The Grantee shall be paid in quarterly in arrears by submitting an invoice (Form 201) to the BSCC that outlines actual expenditures claimed for the invoicing period.

Quarterly Invoicing Periods: Due no later than:

1. October 1, 2022 to December 31, 2022 February 15, 2023

2. January 1, 2023 to March 31, 2023 May 15, 2023

3. April 1, 2023 to June 30, 2023 August 15, 2023

4. July 1, 2023 to September 30, 2023 November 15, 2023

5. October 1, 2023 to December 31, 2023 February 15, 2024

6. January 1, 2024 to March 31, 2024 May 15, 2024

7. April 1, 2024 to June 30, 2024 August 15, 2024

8. July 1, 2024 to September 30, 2024 November 15, 2024

9. October 1, 2024 to December 31, 2024 February 15, 2025

10. January 1, 2025 to March 31, 2025 May 15, 2025

11. April 1, 2025 to June 30, 2025 August 15, 2025
Final Invoicing Periods*: Due no later than:

13. July 1, 2025 to September 30, 2025 November 15, 2025

14. October 1, 2025 to December 31, 2025 February 15, 2026 *Note: Project activity period ends June 30, 2025. The period of July 1, 2025 to December 31, 2025 is for completion of Final Local Evaluation Report and financial audit only.

B. All project expenditures (excluding costs associated with the completion of the Final Local Evaluation Report and the financial audit) and all obligated match contributions must be incurred by the end of the grant project period, June 30, 2025, and included on the invoice due August 15, 2025. Project expenditures incurred after June 30, 2025 will not be reimbursed.

C. The Final Local Evaluation Report is due to BSCC by December 31, 2025. Expenditures incurred for the completion of the Final Local Evaluation Report during the period of July 1, 2025 to December 31, 2025 must be submitted during the Final Invoicing Period(s), with the final invoice due on February 15, 2026. Supporting fiscal documentation will be required for all expenditures claimed on during the Final Invoicing Periods and must be submitted with the final invoice.

D. The financial audit is due to BSCC by December 31, 2025. Expenditures incurred for the completion of the financial audit during the period of July 1, 2025 to December 31, 2025 must be submitted during the Final Invoicing Periods, with the final invoice due on February 15, 2026. Supporting fiscal documentation will be required for all expenditures claimed during the Final Invoicing Periods and must be submitted with the final invoice.

D. Grantee shall submit an invoice to the BSCC each invoicing period, even if grant funds are not expended or requested during the invoicing period.

E. Upon the BSCC’s request, supporting documentation must be submitted for project expenditures. Grantees are required to maintain supporting documentation for all expenditures on the project site for the life of the grant and make it readily available for review during BSCC site visits. See Exhibit A. Scope of Work, Item 6. Project Records.

EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
PART III, Page 50

2. GRANT AMOUNT AND LIMITATION
A. In no event shall the BSCC be obligated to pay any amount in excess of the grant award.

Grantee waives any and all claims against the BSCC, and the State of California on account of project costs that may exceed the sum of the grant award.

B. Under no circumstance will a budget item change be authorized that would cause the project to exceed the amount of the grant award identified in this Grant Agreement.

3. BUDGET CONTINGENCY CLAUSE
A. This grant agreement is valid through CalVIP funding generated from the General Fund.

The Grantee agrees that the BSCC’s obligation to pay any sum to the grantee under any provision of this agreement is contingent upon the availability of sufficient funding granted through the passage of Assembly Bill 129 (Statutes of 2021, Chapter 21), also known as the California Budget Act of 2021. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Grant Agreement does not appropriate sufficient funds for the program, this Grant Agreement shall be of no further force and effect. In this event, the BSCC shall have no liability to pay any funds whatsoever to Grantee or to furnish any other considerations under this Agreement and Grantee shall not be obligated to perform any provisions of this Grant Agreement.

B. If CalVIP funding is reduced or falls below estimates contained within the CalVIP Request for Proposals, the BSCC shall have the option to either cancel this Grant Agreement with no liability occurring to the BSCC or offer an amendment to this agreement to the Grantee to reflect a reduced amount.

C. If BSCC cancels the agreement pursuant to Paragraph 3(B) or Grantee does not agree to an amendment in accordance with the option provided by Paragraph 3(B), it is mutually agreed that the Grant Agreement shall have no further force and effect. In this event, the BSCC shall have no liability to pay any funds whatsoever to Grantee or to furnish any other considerations under this Agreement and Grantee shall not be obligated to perform any provisions of this Grant Agreement except that Grantee shall be required to maintain all project records required by Paragraph 6 of Exhibit A for a period of three (3) years following the termination of this agreement.

4. PROJECT COSTS
A. Grantee is responsible for ensuring that actual expenditures are for eligible project costs. “Eligible” and “ineligible” project costs are set forth in the July 2020 BSCC Grant Administration Guide, which can be found under Quick Links here:
https://www.bscc.ca.gov/s_correctionsplanningandprograms/ The provisions of the BSCC Grant Administration Guide are incorporated by reference into this agreement and Grantee shall be responsible for adhering to the requirements set forth therein. To the extent any of the provisions of the BSCC Grant Administration Guide and this agreement conflict, the language in this agreement shall prevail.

B. Grantee is responsible for ensuring that invoices submitted to the BSCC claim actual expenditures for eligible project costs.

C. Grantee shall, upon demand, remit to the BSCC any grant funds not expended for eligible project costs or an amount equal to any grant funds expended by the Grantee in violation of the terms, provisions, conditions or commitments of this Grant Agreement.

D. Grant funds must be used to support new program activities or to augment existing funds that expand current program activities. Grant funds shall not replace (supplant) any federal, state and/or local funds that have been appropriated for the same purpose. Violations can EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
PART III, Page 51
result in recoupment of monies provided under this grantor suspension of future program funding through BSCC grants.

5. PROMPT PAYMENT CLAUSE
Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.

6. WITHHOLDING OF GRANT DISBURSEMENTS
A. The BSCC may withhold all or any portion of the grant funds provided by this Grant Agreement in the event the Grantee has materially and substantially breached the terms and conditions of this Grant Agreement.

B. At such time as the balance of state funds allocated to the Grantee reaches five percent (5%), the BSCC may withhold that amount as security, to be released to the Grantee upon compliance with all grant provisions, including:
1) submittal and approval of the final invoice;
2) submittal and approval of the final progress report; and 3) submittal and approval of any additional required reports, including but not limited to the Final Local Evaluation Report and the financial audit.

C. The BSCC will not reimburse Grantee for costs identified as ineligible for grant funding. If grant funds have been provided for costs subsequently deemed ineligible, the BSCC may either withhold an equal amount from future payments to the Grantee or require repayment of an equal amount to the State by the Grantee.

D. In the event that grant funds are withheld from the Grantee, the BSCC’s Executive Director or designee shall notify the Grantee of the reasons for withholding and advise the Grantee of the time within which the Grantee may remedy the failure or violation leading to the withholding.

EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
PART III, Page 52

7. PROJECT BUDGET
BSCC Budget Line Item A.

Grant Funds
B.

Match
C.

Total (A+B)

1. Salaries and Benefits $0 $0 $0

2. Services and Supplies $0 $0 $0

3. Health and Wellness $0 $0 $0

4. Professional Services or Public
Agency Subcontracts $0 $0 $0

5. Non-Governmental Organization
(NGO) Subcontracts $0 $0 $0

6. Equipment/Fixed Assets $0 $0 $0

7. Project Evaluation $0 $0 $0

8. Financial Audit $0 $0 $0

9. Other (Travel, Training, etc.) $0 $0 $0

10. Indirect Costs $0 $0 $0
TOTALS $0 $0 $0
EXHIBIT C: GENERAL TERMS AND CONDITIONS (04/2017)
PART III, Page 53

1. APPROVAL: This Agreement is of no force or effect until signed by both parties and approved by the Department of General Services, if required. Contractor may not commence performance until such approval has been obtained.

2. AMENDMENT: No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties and approved as required. No oral understanding or Agreement not incorporated in the Agreement is binding on any of the parties.

3. ASSIGNMENT: This Agreement is not assignable by the Contractor, either in whole or in part, without the consent of the State in the form of a formal written amendment.

4. AUDIT: Contractor agrees that the awarding department, the Department of General Services, the Bureau of State Audits, or their designated representative shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this Agreement.

Contractor agrees to maintain such records for possible audit for a minimum of three (3) years after final payment, unless a longer period of records retention is stipulated. Contractor agrees to allow the auditor(s) access to such records during normal business hours and to allow interviews of any employees who might reasonably have information related to such records. Further, Contractor agrees to include a similar right of the State to audit records and interview staff in any subcontract related to performance of this Agreement. (Gov. Code §8546.7, Pub. Contract Code §10115 et seq., CCR Title 2, Section 1896).

5. INDEMNIFICATION: Contractor agrees to indemnify, defend and save harmless the State, its officers, agents and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any other person, firm or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement, and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by Contractor in the performance of this Agreement.

6. DISPUTES: Contractor shall continue with the responsibilities under this Agreement during any dispute.

7. TERMINATION FOR CAUSE: The State may terminate this Agreement and be relieved of any payments should the Contractor fail to perform the requirements of this Agreement at the time and in the manner herein provided. In the event of such termination the State may proceed with the work in any manner deemed proper by the State. All costs to the State shall be deducted from any sum due the Contractor under this Agreement and the balance, if any, shall be paid to the Contractor upon demand.

8. INDEPENDENT CONTRACTOR: Contractor, and the agents and employees of Contractor, in the performance of this Agreement, shall act in an independent capacity and not as officers or employees or agents of the State.

9. RECYCLING CERTIFICATION: The Contractor shall certify in writing under penalty of perjury, the minimum, if not exact, percentage of post-consumer material as defined in the Public Contract Code Section 12200, in products, materials, goods, or supplies offered or sold to the State regardless of whether the product meets the requirements of Public Contract Code Section 12209. With respect to printer or duplication cartridges that comply with the requirements of Section 12156(e), the certification required by this subdivision shall specify that the cartridges so comply (Pub. Contract Code §12205).

10. NON-DISCRIMINATION CLAUSE: During the performance of this Agreement, Contractor and its subcontractors shall not deny the contract’s benefits to any person on the basis of race, religious EXHIBIT C: GENERAL TERMS AND CONDITIONS (04/2017)
PART III, Page 54
creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status.

Contractor shall insure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. Contractor and subcontractors shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code §12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs., tit. 2, §11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the Government Code (Gov. Code §§11135-11139.5), and the regulations or standards adopted by the awarding state agency to implement such article.

Contractor shall permit access by representatives of the Department of Fair Employment and Housing and the awarding state agency upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours’ notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or Agency shall require to ascertain compliance with this clause. Contractor and its subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement. (See Cal. Code Regs., tit. 2, §11105.) Contractor shall include the nondiscrimination and compliance provisions of this clause in all subcontracts to perform work under the Agreement.

11. CERTIFICATION CLAUSES: The CONTRACTOR CERTIFICATION CLAUSES contained in the document CCC 04/2017 are hereby incorporated by reference and made a part of this Agreement by this reference as if attached hereto.

12. TIMELINESS: Time is of the essence in this Agreement.

13. COMPENSATION: The consideration to be paid Contractor, as provided herein, shall be in compensation for all of Contractor's expenses incurred in the performance hereof, including travel, per diem, and taxes, unless otherwise expressly so provided.

14. GOVERNING LAW: This contract is governed by and shall be interpreted in accordance with the laws of the State of California.

15. ANTITRUST CLAIMS: The Contractor by signing this agreement hereby certifies that if these services or goods are obtained by means of a competitive bid, the Contractor shall comply with the requirements of the Government Codes Sections set out below.

A. The Government Code Chapter on Antitrust claims contains the following definitions:
1) "Public purchase" means a purchase by means of competitive bids of goods, services, or materials by the State or any of its political subdivisions or public agencies on whose behalf the Attorney General may bring an action pursuant to subdivision (c) of Section 16750 of the Business and Professions Code.
2) "Public purchasing body" means the State or the subdivision or agency making a public purchase. Government Code Section 4550.

B. In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2 (commencing with Section 16700) of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale EXHIBIT C: GENERAL TERMS AND CONDITIONS (04/2017)
PART III, Page 55
to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder. Government Code Section 4552.

C. If an awarding body or public purchasing body receives, either through judgment or settlement, a monetary recovery for a cause of action assigned under this chapter, the assignor shall be entitled to receive reimbursement for actual legal costs incurred and may, upon demand, recover from the public body any portion of the recovery, including treble damages, attributable to overcharges that were paid by the assignor but were not paid by the public body as part of the bid price, less the expenses incurred in obtaining that portion of the recovery. Government Code Section 4553.

D. Upon demand in writing by the assignor, the assignee shall, within one year from such demand, reassign the cause of action assigned under this part if the assignor has been or may have been injured by the violation of law for which the cause of action arose and (a) the assignee has not been injured thereby, or (b) the assignee declines to file a court action for the cause of action.

See Government Code Section 4554.

16. CHILD SUPPORT COMPLIANCE ACT: For any Agreement in excess of $100,000, the contractor acknowledges in accordance with Public Contract Code 7110, that:

A. The contractor recognizes the importance of child and family support obligations and shall fully comply with all applicable state and federal laws relating to child and family support enforcement, including, but not limited to, disclosure of information and compliance with earnings assignment orders, as provided in Chapter 8 (commencing with section 5200) of Part 5 of Division 9 of the Family Code; and
B. The contractor, to the best of its knowledge is fully complying with the earnings assignment orders of all employees and is providing the names of all new employees to the New Hire Registry maintained by the California Employment Development Department.

17. UNENFORCEABLE PROVISION: In the event that any provision of this Agreement is unenforceable or held to be unenforceable, then the parties agree that all other provisions of this Agreement have force and effect and shall not be affected thereby.

18. PRIORITY HIRING CONSIDERATIONS: If this Contract includes services in excess of $200,000, the Contractor shall give priority consideration in filling vacancies in positions funded by the Contract to qualified recipients of aid under Welfare and Institutions Code Section 11200 in accordance with Pub. Contract Code §10353.

19. SMALL BUSINESS PARTICIPATION AND DVBE PARTICIPATION REPORTING REQUIREMENTS:

A. If for this Contract Contractor made a commitment to achieve small business participation, then Contractor must within 60 days of receiving final payment under this Contract (or within such other time period as may be specified elsewhere in this Contract) report to the awarding department the actual percentage of small business participation that was achieved. (Govt.

Code § 14841.)
B. If for this Contract Contractor made a commitment to achieve disabled veteran business enterprise (DVBE) participation, then Contractor must within 60 days of receiving final payment under this Contract (or within such other time period as may be specified elsewhere in this Contract) certify in a report to the awarding department: (1) the total amount the prime Contractor received under the Contract; (2) the name and address of the DVBE(s) that participated in the performance of the Contract; (3) the amount each DVBE received from the prime Contractor; (4) EXHIBIT C: GENERAL TERMS AND CONDITIONS (04/2017)
PART III, Page 56
that all payments under the Contract have been made to the DVBE; and (5) the actual percentage of DVBE participation that was achieved. A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation. (Mil. & Vets. Code § 999.5(d); Govt. Code § 14841.)

20. LOSS LEADER: If this contract involves the furnishing of equipment, materials, or supplies then the following statement is incorporated: It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code. (PCC 10344(e).)
EXHIBIT D: SPECIAL TERMS AND CONDITIONS
PART III, Page 57

1. GRANTEE’S GENERAL RESPONSIBILITY

5. Grantee agrees to comply with all terms and conditions of this Grant Agreement. Review and approval by the BSCC are solely for the purpose of proper administration of grant funds and shall not be deemed to relieve or restrict the Grantee’s responsibility.

D. Grantee is responsible for the performance of all project activities identified in Attachment 1: CalVIP Request for Proposals Request for Proposals and Attachment 2: CalVIP Grant Proposal.

E. Grantee shall immediately advise the BSCC of any significant problems or changes that arise during the course of the project.

2. GRANTEE ASSURANCES AND COMMITMENTS
A. Compliance with Laws and Regulations
This Grant Agreement is governed by and shall be interpreted in accordance with the laws of the State of California. Grantee shall at all times comply with all applicable State laws, rules and regulations, and all applicable local ordinances.

B. Fulfillment of Assurances and Declarations
Grantee shall fulfill all assurances, declarations, representations, and statements made by the Grantee in Attachment 1: CalVIP Request for Proposals Request for Proposals and Attachment 2: CalVIP Proposal, documents, amendments, approved modifications, and communications filed in support of its request for grant funds.

C. Permits and Licenses
Grantee agrees to procure all permits and licenses necessary to complete the project, pay all charges and fees, and give all notices necessary or incidental to the due and lawful proceeding of the project work.

3. POTENTIAL SUBCONTRACTORS
A. In accordance with the provisions of this Grant Agreement, the Grantee may subcontract for services needed to implement and/or support program activities. Grantee agrees that in the event of any inconsistency between this Grant Agreement and Grantee’s agreement with a subcontractor, the language of this Grant Agreement will prevail.

B. Nothing contained in this Grant Agreement or otherwise, shall create any contractual relation between the BSCC and any subcontractors, and no subcontract shall relieve the Grantee of his responsibilities and obligations hereunder. The Grantee agrees to be as fully responsible to the BSCC for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Grantee. The Grantee's obligation to pay its subcontractors is an independent obligation from the BSCC's obligation to make payments to the Grantee. As a result, the BSCC shall have no obligation to pay or to enforce the payment of any moneys to any subcontractor.

C. Grantee shall ensure that all subcontractors comply with the eligibility requirements stated in the CalVIP RFP and described in Appendix B.

D. Grantee assures that for any subcontract awarded by the Grantee, such insurance and fidelity bonds, as is customary and appropriate, will be obtained.

E. Grantee agrees to place appropriate language in all subcontracts for work on the project requiring the Grantee’s subcontractors to:
1) Books and Records
EXHIBIT D: SPECIAL TERMS AND CONDITIONS
PART III, Page 58
Maintain adequate fiscal and project books, records, documents, and other evidence pertinent to the subcontractor’s work on the project in accordance with generally accepted accounting principles. Adequate supporting documentation shall be maintained in such detail so as to permit tracing transactions from the invoices, to the accounting records, to the supporting documentation. These records shall be maintained for a minimum of three (3) years after the acceptance of the final grant project audit under the Grant Agreement and shall be subject to examination and/or audit by the BSCC or designees, state government auditors or designees, or by federal government auditors or designees.
2) Access to Books and Records
Make such books, records, supporting documentations, and other evidence available to the BSCC or designee, the State Controller’s Office, the Department of General Services, the Department of Finance, California State Auditor, and their designated representatives during the course of the project and for a minimum of three (3) years after acceptance of the final grant project audit. The Subcontractor shall provide suitable facilities for access, monitoring, inspection, and copying of books and records related to the grant-funded project.

4. PROJECT ACCESS
Grantee shall ensure that the BSCC, or any authorized representative, will have suitable access to project activities, sites, staff and documents at all reasonable times during the grant period including those maintained by subcontractors. Access to program records will be made available by both the grantee and the subcontractors for a period of three (3) years following the end of the grant period.

5. ACCOUNTING AND AUDIT REQUIREMENTS
A. Grantee agrees that accounting procedures for grant funds received pursuant to this Grant Agreement shall be in accordance with generally accepted government accounting principles and practices, and adequate supporting documentation shall be maintained in such detail as to provide an audit trail. Supporting documentation shall permit the tracing of transactions from such documents to relevant accounting records, financial reports and invoices.

B. Grantees are required to provide the BSCC with a financial audit no later than the end of the contract term, December 31, 2025. The financial audit shall be performed by a Certified Public Accountant or a participating county or city auditor that is organizationally independent from the participating county’s or city’s project financial management functions. Expenses for this final audit may be reimbursed for actual costs up to $25,000 C. The BSCC reserves the right to call for a program or financial audit at any time between the execution of this Grant Agreement and three years following the end of the grant period. At any time, the BSCC may disallow all or part of the cost of the activity or action determined to not be in compliance with the terms and conditions of this Grant Agreement or take other remedies legally available.

6. DEBARMENT, FRAUD, THEFT OR EMBEZZLEMENT
It is the policy of the BSCC to protect grant funds from unreasonable risks of fraudulent, criminal, or other improper use. As such, the Board will not enter into contracts or provide reimbursement to grantees that have been:

1. debarred by any federal, state, or local government entities during the period of debarment; or
EXHIBIT D: SPECIAL TERMS AND CONDITIONS
PART III, Page 59

2. convicted of fraud, theft, or embezzlement of federal, state, or local government grant funds for a period of three years following conviction.

Furthermore, the BSCC requires grant recipients to provide an assurance that there has been no applicable debarment, disqualification, suspension, or removal from a federal, state or local grant program on the part of the grantee at the time of application and that the grantee will immediately notify the BSCC should such debarment or conviction occur during the term of the Grant contract.

BSCC also requires that all grant recipients include, as a condition of award to a subgrantee or subcontractor, a requirement that the subgrantee or subcontractor will provide the same assurances to the grant recipient. If a grant recipient wishes to consider a subgrantee or subcontractor that has been debarred or convicted, the grant recipient must submit a written request for exception to the BSCC along with supporting documentation.

All Grantees must have on file with the BSCC a completed and signed Certification of Compliance with BSCC Policies on Debarment, Fraud, Theft and Embezzlement (Required as Attachment E of the original Proposal Package).

7. MODIFICATIONS
No change or modification in the project will be permitted without prior written approval from the BSCC. Changes may include modification to project scope, changes to performance measures, compliance with collection of data elements, and other significant changes in the budget or program components contained in Attachment 1: CalVIP Request for Proposals Request for Proposals and Attachment 2: CalVIP Proposal.

8. TERMINATION
A. This Grant Agreement may be terminated by the BSCC at any time after grant award and prior to completion of project upon action or inaction by the Grantee that constitutes a material and substantial breech of this Grant Agreement. Such action or inaction includes but is not limited to:
1) substantial alteration of the scope of the grant project without prior written approval of the BSCC;
2) refusal or inability to complete the grant project in a manner consistent with Attachment 1: CalVIP Request for Proposals Request for Proposals and Attachment 2: CalVIP Proposal, or approved modifications;
3) failure to provide the required local match share of the total project costs; and 4) failure to meet prescribed assurances, commitments, recording, accounting, auditing, and reporting requirements of the Grant Agreement.

B. Prior to terminating the Grant Agreement under this provision, the BSCC shall provide the Grantee at least 30 calendar days written notice stating the reasons for termination and effective date thereof. The Grantee may appeal the termination decision in accordance with the instructions listed in Exhibit D: Special Terms and Conditions, Number 8. Settlement of Disputes.

9. SETTLEMENT OF DISPUTES
A. The parties shall deal in good faith and attempt to resolve potential disputes informally. If the dispute persists, the Grantee shall submit to the BSCC Corrections Planning and Grant Programs Division Deputy Director a written demand for a final decision regarding the disposition of any dispute between the parties arising under, related to, or involving this EXHIBIT D: SPECIAL TERMS AND CONDITIONS
PART III, Page 60
Grant Agreement. Grantee’s written demand shall be fully supported by factual information.

The BSCC Corrections Planning and Grant Programs Division Deputy Director shall have 30 days after receipt of Grantee’s written demand invoking this Section “Disputes” to render a written decision. If a written decision is not rendered within 30 days after receipt of the Grantee’s demand, it shall be deemed a decision adverse to the Grantee’s contention. If the Grantee is not satisfied with the decision of the BSCC Corrections Planning and Grant Programs Division Deputy Director, the Grantee may appeal the decision, in writing, within 15 days of its issuance (or the expiration of the 30-day period in the event no decision is rendered), to the BSCC Executive Director, who shall have 45 days to render a final decision. If the Grantee does not appeal the decision of the BSCC Corrections Planning and Grant Programs Division Deputy Director, the decision shall be conclusive and binding regarding the dispute and the Contractor shall be barred from commencing an action in court, or with the Victims Compensation Government Claims Board, for failure to exhaust Grantee’s administrative remedies.

B. Pending the final resolution of any dispute arising under, related to or involving this Grant Agreement, Grantee agrees to diligently proceed with the performance of this Grant Agreement, including the providing of services in accordance with the Grant Agreement.

Grantee’s failure to diligently proceed in accordance with the State’s instructions regarding this Grant Agreement shall be considered a material breach of this Grant Agreement.

C. Any final decision of the State shall be expressly identified as such, shall be in writing, and shall be signed by the Executive Director, if an appeal was made. If the Executive Director fails to render a final decision within 45 days after receipt of the Grantee’s appeal for a final decision, it shall be deemed a final decision adverse to the Grantee’s contentions. The State’s final decision shall be conclusive and binding regarding the dispute unless the Grantee commences an action in a court of competent jurisdiction to contest such decision within 90 days following the date of the final decision or one (1) year following the accrual of the cause of action, whichever is later.

D. The dates of decision and appeal in this section may be modified by mutual consent, as applicable, excepting the time to commence an action in a court of competent jurisdiction.

9. UNION ACTIVITIES
For all agreements, except fixed price contracts of $50,000 or less, the Grantee acknowledges that applicability of Government Code §§16654 through 16649 to this Grant Agreement and agrees to the following:

A. No State funds received under the Grant Agreement will be used to assist, promote or deter union organizing.

B. Grantee will not, for any business conducted under the Grant Agreement, use any State property to hold meetings with employees or supervisors, if the purpose of such meetings is to assist, promote or deter union organizing, unless the State property is equally available to the general public for holding meetings.

C. If Grantee incurs costs or makes expenditures to assist, promote or deter union organizing, Grantee will maintain records sufficient to show that no reimbursement from State funds has been sought for these costs, and that Grantee shall provide those records to the Attorney General upon request.

EXHIBIT D: SPECIAL TERMS AND CONDITIONS
PART III, Page 61

10. WAIVER
The parties hereto may waive any of their rights under this Grant Agreement unless such waiver is contrary to law, provided that any such waiver shall be in writing and signed by the party making such waiver.

APPENDIX A to the Grant Agreement: CalVIP EXECUTIVE STEERING COMMITTEE ROSTER PART III, Page 62
CalVIP Executive Steering Committee for Grant Cycle from October 1, 2022 to December 31, 2025
Name Title & Organizational Affiliation From
1 Chief Andy Mills, Chair Chief of Police, City of Palm Springs & Board Member, BSCC
Palm Springs
2 Stephen Lindley Teacher, Lee V. Pollard High School San Diego 3 Tina Curiel-Allen Cal Crew Program Manager, Five
Keys
Central Valley
4 Natasha Johnson Policy Analyst, National Institute for Criminal Justice Reform
Oakland
5 Tina Rodriguez Statewide Manager, Californians for
Safety and Justice
Central Valley
6 Mike McLively Senior Staff Attorney
Gifford Law Center to Precent Gun
Violence
San Francisco
7 Gaynorann Siataga Community Advocate, All Islanders
Gather as One
San Francisco
8 Saun Hough CA Partnership Manager,
Californians for Safety and Justice
Los Angeles
9 Mark Slaughter Sacramento
10 Jackie Reed CEO, Women Initiating Success
Envisioned Inc.

San Diego
11 Jessie Leavitt Policy Analyst, State Bar of California & Senior corporate Counsel,
NetScout Systems, Inc.

Oakland
12 Tim Kornegay Director, LiveFree California Los Angeles 13 Mary Roberts State of CA Retiree, Administrative
Office of the Courts
Oakland
14 Mona Cadena Advocacy Director, Equal Justice
USA
San Francisco
15 Amir Chapel Policy Analyst, National Institute for
Criminal Justice Reform
Marina
16 Keith Baker Research Analyst/Co-Leader, Los
Angeles County Department of Public
Health
Los Angeles
PART III, Page 63
APPENDIX B to the Grant Agreement: Criteria for Non-Governmental Organizations Receiving BSCC Funds
The 2021-22 CalVIP Request for Proposals (RFP) includes requirements that apply to nongovernmental, community-based organizations. Grantees are responsible for ensuring that all contracted third parties continually meet these requirements as a condition of receiving any CalVIP funds. The RFP describes these requirements as follows:

A non-governmental organization (as either a direct grantee or subgrantee or subcontractor) must meet the following criteria:
• Have been duly organized, in existence, and in good standing at least six months before entering into a fiscal agreement with the BSCC or with the CalVIP grantee; • In either instance (applicant or subgrantee), non-governmental entities that have recently reorganized or have merged with other qualified non-governmental entities that were in existence prior to the six-month date are also eligible, provided all necessary agreements have been executed and filed with the California Secretary of State prior to the start date of the grant agreement or subcontractor
• Be registered with the California Secretary of State’s Office, if applicable; • Have a valid business license, Employer Identification Number (EIN), or Taxpayer ID (if sole proprietorship);
• Have any other state or local licenses or certifications necessary to provide the services requested (e.g., facility licensing by the Department of Health Care Services), if applicable; and
• Have a physical address.

Non-Governmental Organizations (NGOs) include: community-based organizations (CBOs), faith-based organizations (FBOs), non-profit organizations/501(c)(3)s, evaluators (except government institutions such as universities), grant management companies and any other nongovernmental agency or individual. Note: These criteria do not apply to government organizations (e.g. counties, cities, school districts).

Provide your agency name and in the table list information for all contracted parties.

Grantee:

Name of Contracted Party Address Email / Phone Meets All Requirements
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
PART III, Page 64
Grantees are required to update this list and submit it to BSCC any time a new third-party contract is executed after the initial assurance date. Grantees shall retain (on-site) applicable source documentation for each contracted party that verifies compliance with the requirements listed in the CalVIP RFP. These records will be subject to the records and retention language found in Appendices A and C of the Standard Agreement.

The BSCC will not reimburse for costs incurred by any third party that does not meet the requirements listed above and for which the BSCC does not have a signed grantee assurance on file.

A signature below is an assurance that all requirements listed above have been met.

AUTHORIZED SIGNATURE
(This document must be signed by the person who is authorized to sign the Grant Agreement.)

NAME OF AUTHORIZED OFFICER TITLE TELEPHONE NUMBER

STREET ADDRESS CITY STATE ZIP CODE

EMAIL ADDRESS

SIGNATURE DATE
X
PART III, Page 65
Appendix G: Sample Governing Board Resolution
California Violence Intervention and Prevention (CalVIP) Grant WHEREAS the (insert name of Applicant Agency) desires to participate in the 2022 California Violence Intervention & Prevention funded through the California State General Fund and administered by the Board of State and Community Corrections (hereafter referred to as the BSCC).

NOW, THEREFORE, BE IT RESOLVED that the (insert title of designated official) be authorized on behalf of the (insert name of Governing Board) to submit the grant proposal for this funding and sign the Grant Agreement with the BSCC, including any amendments thereof.

BE IT FURTHER RESOLVED that grant funds received hereunder shall not be used to supplant expenditures controlled by this body.

BE IT FURTHER RESOLVED that the (insert name of Applicant Agency) agrees to ensure all matching funds required for the above grant are provided and abide by the terms and conditions of the Grant Agreement as set forth by the BSCC.

Passed, approved, and adopted by the (insert name of Governing Board) in a meeting thereof held on (insert date) by the following:

Ayes:

Notes:

Absent:

Signature: _______________________________________ Date: _________________ Typed Name and Title: ___________________________________________________ ATTEST: Signature: _______________________________ Date: _________________ Typed Name and Title: ___________________________________________________ PART III, Page 66
Appendix H: Local Evaluation Plan & Local Evaluation Report California Violence Intervention & Prevention (CalVIP) Grant Preliminary Guidelines for the Local Evaluation Plan
The California Violence Intervention & Prevention (CalVIP) Request for Proposals requires each grantee to submit a Local Evaluation Plan (LEP) to ensure that projects funded by the BSCC can be evaluated to determine their impact and effectiveness. The LEP should be developed prior to service delivery by program staff using a collaborative process that involves all relevant project community partners and interested parties.

Grantees are encouraged to identify a researcher who can assist in the collaborative process of developing the LEP and guide the local evaluation throughout the grant funding period. These guidelines were developed to assist grantees in creating a LEP that, at a minimum, addresses the information defined below.

Implementing practices and strategies that can be supported by data should be a consideration wherever possible. BSCC is responsible for verifying that grant money is spent efficiently and on effective programs. Data is just one mechanism by which to do that. Your data results may be used to add to the body of knowledge regarding what works with the target populations. Therefore, be cognizant to collect appropriate and consistent data.

BSCC will make public the LEP submitted by each grantee. Plans may be posted to the BSCC website and/or developed into a statewide summary report to be shared with the Administration, the Legislature, and the public.

Project Background
• Information essential to understanding the grantee’s project. • A description of how the project matches the theory behind its development. • A description of the criteria used to determine participant eligibility. • A description of the process for determining which intervention(s) and/or services a participant needs and will receive.
• A description of the project goals and measurable objectives identified in the proposal.

Evaluation Methods and Design
Describe the research design that will be used to evaluate the conduct (process evaluation21) and the effectiveness (outcome evaluation22) of the program. This section should include:
• A description of the research design for the process evaluation. o Document how the activities in the proposal will be carried out. 21 See page 49 of the RFP for additional information on process and outcome evaluations. 16 Ibid.

PART III, Page 67
o Describe the process variables and how they will be measured and defined. o Describe procedures ensuring that a program will be implemented to fidelity, when applicable.
• A description of the research design for the outcome evaluation. o Describe criteria for participant eligibility and comparison group(s), including the comparison group eligibility criteria.
o Define outcome measures.
o Describe measurement instruments, programs, and interventions. o Include a definition of successful program completion. o Provide a rationale for determining whether outcomes are due to the project and not some other factor(s) unrelated to the project.
● For both the process and outcome evaluation, describe what data will be collected, their data source(s), and data collection methods (tools used to collect the data, frequency, and who and where the data will be collected). ● If multiple types of interventions will be employed, describe how the separate effects on outcome variables of each type of the intervention will be determined, if possible.

If not possible, explain how the results will be interpreted given that outcomes might be due to complex interactions among interventions.

A Logic Model
Provide a visual representation of the project depicting the logical relationships between the input/resources, activities, outputs, outcomes and impacts of the project.

California Violence Intervention & Prevention (CalVIP) Grant Preliminary Guidelines for Local Evaluation Report
The California Violence Intervention & Prevention (CalVIP) Request for Proposals requires each grantee to submit a 3-Year Local Evaluation Report (LER) to determine project results, document definitive evidence regarding the project’s efficacy and overall impact and assess whether or not the project achieved its intended goals and objectives. The LER must be based on the Local Evaluation Plan (LEP) submitted at the start of the grant. Any modifications to the LEP must be explained. These guidelines were developed to assist grantees in writing a LER that at a minimum, addresses the required information defined below.

The LER will be the documentation for what your organization did with the support of grant funds. BSCC will use these reports to help verify that the grant money was invested wisely and to describe the impact the grant had on the participants. Assuming the projects have successful outcomes, other organizations may want to adopt the project strategies or interventions you have demonstrated to be effective. Therefore, the report should include enough information to allow other organizations to replicate them.

PART III, Page 68
The BSCC will make public the LER submitted by each grantee. Reports may be posted to the BSCC website and/or developed into a statewide summary report to be shared with the Administration, the Legislature, and the public.

Executive Summary
The Executive Summary should be a synopsis of the project explaining: the project purpose; goals and objectives, including the extent to which they were achieved; research design; major findings, including unintended outcomes (positive and negative); project accomplishments; barriers faced, how they were overcome; lessons learned; and conclusions.

Project Background
• Information essential to understanding the grantee’s project. • A description of the criteria used to determine participant eligibility. • A description of the process for determining which intervention(s) and/or services a participant needs and will receive.
• A description of the project goals and measurable objectives identified in the proposal.

Evaluation Method and Design
• A description of the research design for the process evaluation. o Document how the activities in the proposal are being carried out. o Describe the process measures and how they are being measured and defined. o Describe the procedures ensuring that a program is being implemented to fidelity, when applicable.
• A description of the research design for the outcome evaluation. o Describe criteria for participant eligibility and comparison group(s), including the comparison group eligibility criteria.
o Define outcome measures.
o Describe measurement instruments, programs, and interventions. o Include a definition of successful program completion. • For both the process and outcome evaluation, describe what data is being collected, their data source(s), and data collection methods (tools used to collect the data, frequency, and who and where were the data collected). Describe any difficulties in data collection, and how they may have influenced the results.

Evaluation Results and Discussion
• Provide data related the process evaluation. Describe any changes that were made as a result of the process evaluation findings.
• Total number of participants (unduplicated) must be included. o Include basic demographic information of your participants (age, gender, race/ethnicity).
o Include the number of individuals that received various services. • Progress towards goals
o Provide a summary of the degree to which these goals and objectives were achieved.

PART III, Page 69
o Describe factors that affected the progress of project goals. This may include factors which resulted in achieving goals more quickly or impeded your progress. If there were factors that impeded your progress, describe how they were addressed.
• Report results of any analyses and provide a detailed explanation related to the project’s performance over the course of the grant.
• Report results of any analyses and provide a detailed explanation of findings as it relates to any other additional outcome measures.
• Provide a clear interpretation of the results and lessons learned.

Conclusions and Recommendations
• Discuss the effectiveness of different strategies employed. • Make useful recommendations with specific guidance for what to replicate or do differently.

A Current Logic Model
A visual representation, as of the date of the report, of the project depicting the logical relationships between the input/resources, activities, outputs, outcomes and impacts of the project.

Grantee Highlight
A brief, one-page, visually appealing, highlight or success story that provides additional information related to the program’s success over the last three years. This highlight may be included in a statewide report. You may include optional graphs, charts, or photos23.

While every effort will be made to include these in a statewide report, inclusion in the report is not guaranteed.
23 The BSCC will only accept photographs in which all persons depicted are over 18 years of age and have consented to both being photographed and to the use and release of their image. By submitting photographs to the BSCC, the submitter acknowledges that all approvals have been obtained from the subjects in the photograph(s) and that all persons are over 18 years of age. Further, by submitting the photographs, the submitter irrevocably authorizes the BSCC to edit, alter, copy, exhibit, publish or distribute the photographs for purposes of publicizing BSCC Grant Programs or for any other lawful purpose. All photographs submitted will be considered public records and subject to disclosure pursuant to the California Public Records Act.

PART III, Page 70
Appendix I: Certification of Compliance with BSCC Polices Regarding Debarment, Fraud, Theft and Embezzlement
It is the policy of the BSCC to protect grant funds from unreasonable risks of fraudulent, criminal, or other improper use. As such, the Board will not enter into contracts or provide reimbursement to applicants that have been:

1. debarred by any federal, state, or local government entities during the period of debarment; or

2. convicted of fraud, theft, or embezzlement of federal, state, or local government grant funds for a period of three (3) years following conviction.

Furthermore, the BSCC requires grant recipients to provide an assurance that there has been no applicable debarment, disqualification, suspension, or removal from a federal, state or local grant program on the part of the grantee at the time of application and that the grantee will immediately notify the BSCC should such debarment or conviction occur during the term of the Grant contract.

BSCC also requires that all grant recipients include, as a condition of award to a subgrantee or subcontractor, a requirement that the subgrantee or subcontractor will provide the same assurances to the grant recipient. If a grant recipient wishes to consider a subgrantee or subcontractor that has been debarred or convicted, the grant recipient must submit a written request for exception to the BSCC along with supporting documentation.

By checking the following boxes and signing below, applicant affirms that:

I/We are not currently debarred by any federal, state, or local entity from applying for or receiving federal, state, or local grant funds.

I/We have not been convicted of any crime involving theft, fraud, or embezzlement of federal, state, or local grant funds within the last three (3) years. We will notify the BSCC should such debarment or conviction occur during the term of the Grant contract.

I/We will hold subgrantees and subcontractors to these same requirements.

A grantee may make a request in writing to the Executive Director of the BSCC for an exception to the debarment policy. Any determination made by the Executive Director shall be made in writing.

AUTHORIZED SIGNATURE
(This document must be signed by the person who is authorized to sign the Grant Agreement.)

NAME OF AUTHORIZED OFFICER TITLE TELEPHONE NUMBER EMAIL ADDRESS

STREET ADDRESS CITY STATE ZIP CODE

APPLICANT’S SIGNATURE (Blue Ink or e-signature Only) DATE X
PART III, Page 71
Appendix J: CalVIP Executive Steering Committee
CalVIP Executive Steering Committee for Grant Cycle from October 1, 2022 to December 31, 2025
Name Title & Organizational Affiliation From
1 Chief Andy Mills, Chair Chief of Police, City of Palm Springs & Board Member, BSCC
Palm Springs
2 Stephen Lindley Teacher, Lee V. Pollard High
School
San Diego
3 Tina Curiel-Allen Cal Crew Program Manager, Five
Keys
Central Valley
4 Natasha Johnson Policy Analyst, National Institute for Criminal Justice Reform
Oakland
5 Tina Rodriguez Statewide Manager, Californians
for Safety and Justice
Central Valley
6 Mike McLively Senior Staff Attorney,
Gifford Law Center to Precent Gun
Violence
San Francisco
7 Gaynorann Siataga Community Advocate, All Islanders
Gather as One
San Francisco
8 Saun Hough CA Partnership Manager,
Californians for Safety and Justice
Los Angeles
9 Mark Slaughter Supervising Attorney, Sacramento
County Public Defender’s Office
Sacramento
10 Jackie Reed CEO, Women Initiating Success
Envisioned Inc.

San Diego
11 Jessie Leavitt Policy Analyst, State Bar of
California & Senior corporate
Counsel, NetScout Systems, Inc.

Oakland
12 Tim Kornegay Director, LiveFree California Los Angeles 13 Mary Roberts State of CA Retiree, Administrative
Office of the Courts
Oakland
14 Mona Cadena Advocacy Director, Equal Justice
USA
San Francisco
15 Amir Chapel Policy Analyst, National Institute for
Criminal Justice Reform
Marina
16 Keith Baker Research Analyst/Co-Leader, Los
Angeles County Department of
Public Health
Los Angeles
PART III, Page 72
Appendix K: CalVIP Project Work Plan Instructions
CalVIP applicants must complete a Project Work Plan. This Project Work Plan identifies measurable goals and objectives, activities and services, the responsible parties and a timeline (see template below).

Completed Project Work Plans should (1) identify the project’s top goals and objectives; (2) identify how the top goals will be achieved in terms of the activities, responsible staff/partners, and start and end dates; and (3) provide goals and objectives with a clear relationship to the need and intent of the grant. Applicants must use the Project Work Plan provided within the Proposal Package at the end of this document.

This attachment cannot exceed one (1) page and does not count toward the twelve (12) numbered page limit for the Proposal Narrative. There are no margin, spacing or font restrictions for the Project Work Plan.

PART III, Page 73
(1) Goal:

Objectives (A., B., C…): A.

B.

C.

Project activities that support the identified goal and objectives: Responsible staff/ partners Timeline Start Date End Date

1. 2.

3. (2) Goal:

Objectives (A., B., C...): A.

B.

C.

Project activities that support the identified goal and objectives: Responsible staff/ partners Timeline Start Date End Date

1. 2.

3. (3) Goal:

Objectives (A., B., C…): A.

B.

C.

Project activities that support the identified goal and objectives: Responsible staff/ partners Timeline Start Date End Date

1. 2.

3. Grant Proposal Cover Sheet
California Violence Intervention and Prevention
(CalVIP) Grant Proposal
CalVIP Proposal Cover Sheet
Submitted by:

INSERT Name of Applicant
Grant Dollars Requested:

INSERT $ Dollar Amount
Date Submitted:

INSERT Date of Submission to BSCC
CalVIP Proposal Checklist
CalVIP Proposal Checklist
A complete proposal package for funding under the CalVIP Grant Program must contain the following items:

Required Items: X
1 Completed Cover Sheet (previous page) ☐
2 CalVIP Proposal Checklist (this page)
• Originally signed in blue ink by the authorized signatory or E-signature (no stamped signatures)
☐
3 Applicant Information Form
• Originally signed in blue ink by the authorized signatory or E-Signature (no stamped signatures)
☐
4 Proposal Narrative
• 12 pages or fewer
• Optional: 1-page bibliography (not counted toward 12 pages) ☐
5 Budget Attachment (includes Budget Tables and Narrative) • 4 pages or fewer ☐
Required Attachments for All Applicants:
6 Letters of Commitment from Key Partners, if applicable (Appendix E) ☐ 7 Criteria for Non-Governmental Organizations Receiving BSCC Grant Funds (Appendix C)
• Originally signed in blue ink or e-signed by the authorized signatory (no stamped signatures)
☐
8 Certification of Compliance with BSCC Policies on Debarment, Fraud, Theft and Embezzlement (Appendix I)
• Originally signed in blue ink or e-signed by the authorized signatory (no stamped signatures)
☐
9 CalVIP Project Work Plan (Appendix K) ☐
Optional:
10 Governing Board Resolution (Appendix G)
Note: The Governing Board Resolution or other documentation of singing authority is due prior to Grant Award Agreement, not at time of proposal submission. ☐
I have reviewed this checklist and verified that all required items are included in this proposal packet. Originally signed in blue ink or e-signed by the authorized signatory (no stamped signatures) X Applicant Authorized Signature (see Applicant Information Form, item P, next page) * Attachments other than those listed above will be removed from the proposal and not considered during the proposal evaluation process. “
Applicant Information Form Instructions
Applicant Information Form: Instructions
A. Applicant: Complete the required information for the city or community-based organization submitting the proposal. Indicate applicant type. For cities, the Applicant may be the city itself or a designated department or office. Check the appropriate box to indicate City or CBO.

B. Tax Identification Number: Provide the tax identification number of the Applicant.

C. CBO Applicants ONLY – Location of Services: Identify the city or cities where the CBO will provide services to residents. The city must be one of the 53 cities listed in Table 1 of the RFP.

D. CBO Applicants ONLY – Sub-Recipients: CBOs are allowed to be a direct grantee and a subgrantee for up to two (2) other applications. List other applications where you are named as a sub-recipient.

E. Project Title: Provide the title of the proposed project.

F. Name of Strategy (or Strategies) to be Implemented: List the violence reduction strategy or strategies that will be implemented with the CalVIP funds (e.g. Focused Deterrence, Street Outreach, Hospital-Based Intervention, Mentoring, Case Management, etc.).

G. Project Summary: Provide a summary (100-150 words) of the proposed project. Note: this information may be posted to the BSCC’s website for informational purposes.

H. Key Partner Agencies: List all key partner agencies (see page 14 of the RFP).

I. Type of Project to be Implemented: Identify whether the project will be a NEW effort, an ENHANCEMENT of an existing effort (i.e. increased services provided to existing population) or an EXPANSION of an existing effort (i.e. additional individuals served).

J. Grant Funds Requested: Enter the total amount of grant funds you are requesting.

K. Match Funds Committed: Enter the total amount of match funds committed (must equal amount in item I).

L. City Applicants ONLY – Pass-Through Amount: City applicants must enter the amount of grant funds that will be passed through to one or more CBO or public agencies or departments, other than law enforcement agencies or departments, that are primarily dedicated to community safety or violence prevention. Also enter the amount as a percentage (minimum 50%).

M. Project Director: Provide the name, title, and contact information for the individual responsible for oversight and management of the proposed project. This person must be an employee of the Applicant agency.

N. Financial Officer: Provide the name, title, and contact information for the individual responsible for fiscal oversight and management of the project. Typically, this is the individual that will certify and submit invoices. This person must be an employee of the Applicant agency.

O. Day-to-Day Project Contact: Provide the name, title, and contact information for the individual who serves as the primary contact person for the grant. Typically, this individual has day-to-day oversight for the project.

P. Day-to-Day Fiscal Contact: Provide the name, title and contact information for the individual who serves as the primary contact person for fiscal matters related to the grant. This may be the individual who prepares the invoices for approval by the Financial Officer.

Q. Authorized Signature: Complete the required information for the person authorized to sign for the Applicant. This individual must read the assurances under this section, then sign and date in the appropriate fields
.

CalVIP Applicant Information Form | Page 1 of 2
CalVIP Applicant Information Form
A. APPLICANT: B. TAX IDENTIFICATION NUMBER:

NAME OF APPLICANT TAX IDENTIFICATION #

STREET ADDRESS CITY STATE ZIP CODE
MAILING ADDRESS (if different) CITY STATE ZIP CODE
APPLICANT TYPE: ☐ COMMUNITY-BASED ORGANIZATION (CBO) ☐ CITY C. CBO APPLICANTS ONLY –
LOCATION OF RESIDENTS RECEIVING SERVICES (MUST BE CITY OR CITIES LISTED IN TABLE 1):

D.CBO APPLICANTS ONLY – LIST ANY APPLICATIONS WHERE YOU ARE NAMED AS A SUB-RECIPIENT E. PROJECT TITLE:

F. STRATEGY TO BE IMPLEMENTED:

G. PROJECT SUMMARY (100-150 words):

G. KEY PARTNER AGENCIES
(if applicable):

Name: Letter of Commitment: ☐
Name: Letter of Commitment: ☐
Name: Letter of Commitment: ☐
Name: Letter of Commitment: ☐
Name: Letter of Commitment: ☐
Name: Letter of Commitment: ☐
H. TYPE OF PROJECT: ☐ NEW ☐ ENHANCEMENT ☐ EXPANSION
I. GRANT FUNDS REQUESTED: $ J. MATCH FUNDS: $
K. CITY APPLICANTS ONLY – PASS-THROUGH AMOUNT: $ %
L. PROJECT DIRECTOR:

NAME TITLE TELEPHONE NUMBER (direct line)

STREET ADDRESS CITY

STATE ZIP CODE EMAIL ADDRESS
M. FINANCIAL OFFICER:

NAME TITLE TELEPHONE NUMBER (direct line)

STREET ADDRESS CITY

STATE ZIP CODE EMAIL ADDRESS
CalVIP Applicant Information Form | Page 2 of 2
PAYMENT MAILING ADDRESS (if different) CITY STATE ZIP CODE N. DAY-TO-DAY PROGRAM CONTACT:

NAME TITLE TELEPHONE NUMBER (direct line)

STREET ADDRESS CITY

STATE ZIP CODE EMAIL ADDRESS
* Authorized Signature: Must be a representative with the authority to sign documents and obligate the applicant.

O. DAY-TO-DAY FISCAL CONTACT:

NAME TITLE TELEPHONE NUMBER (direct line)

STREET ADDRESS CITY

STATE ZIP CODE EMAIL ADDRESS
P. AUTHORIZED SIGNATURE*:

By signing this application, I hereby certify I am vested by the Applicant with the authority to enter into contract with the BSCC, and the grantee and any subcontractors will abide by the laws, policies, and procedures governing this funding.

NAME OF AUTHORIZED OFFICER TITLE TELEPHONE NUMBER

STREET ADDRESS CITY STATE ZIP CODE

EMAIL ADDRESS

SIGNATURE (Blue Ink or E-signature only) DATE

CalVIP Proposal Narrative | Page 1 of 12
CalVIP Proposal Narrative
The Proposal Narrative section may not exceed twelve (12) pages total. See pages 25- 28 for corresponding Rating Factors and Rating Criteria.

1. Description of Community Need (Percent of Total Value: 15%)

2. Project Description (Percent of Total Value: 40%)

3. Organizational Capacity and Coordination (Percent of Total Value: 20%)

4. Project Evaluation and Monitoring (Percent of Total Value: 12%) CalVIP Project Work Plan | One Page
CalVIP Project Work Plan (may not exceed one (1) page. See Appendix K for instructions) (1) Goal:

Objectives
(A., B., C...):

A.

B.

C.

Project activities that support the identified goal
and objectives
Responsible staff/
partners
Timeline
Start Date End Date

1. 2.

3. 4.
(2) Goal:

Objectives
(A., B., C...):

Project activities that support the identified goal
and objectives
Responsible staff/
partners
Timeline
Start Date End Date

1. 2.

3. 4.
(3) Goal:

Objectives
(A., B., C...):

A.

B.

C.

Project activities that support the identified goal
and objectives
Responsible staff/
partners
Timeline
Start Date End Date

1. 2.

3. 4.

CalVIP Project Budget

5. Project Budget (Percent of Total Value: 13%)
As part of the CalVIP proposal package, applicants are required to submit the 2022 CalVIP Grant Project Budget and Budget Narrative (Budget Attachment). Detailed instructions for completing the Budget Attachment are listed on the Instructions tab of the Excel workbook:

To access the CalVIP Budget Attachment, click here.

The Budget Attachment may not exceed four (4) pages total. See page 29 for corresponding Rating Factors and Rating Criteria.

Upon submission, the Budget Attachment will become “Section 5: Project Budget,” making up part of the official proposal. The Budget Attachment must be filled out completely and accurately. Applicants are solely responsible for the accuracy and completeness of the information entered in the Budget Attachment and are encouraged to double check all entries.

All project costs must be directly related to the objectives and activities of the proposed project. The Budget Attachment covers the entire grant period. For example, if you are requesting $1 million (with a $1 million match), the Budget Table must total to $2 million, and the corresponding Narrative must explain how that $2 million will be spent over the grant period.

Additional guidance on grant budgets can be found in the BSCC Grant Administration Guide, located on the BSCC website.

Additional Mandatory Documents
Additional RFP Mandatory Documents
Criteria for Non-Governmental Organizations Receiving BSCC Grant Funds Please see Appendix C
Letters of Commitment from Key Partners
Please see Appendix E
Certification of Compliance with BSCC Policies on Debarment, Fraud, Theft and Embezzlement
Please see Appendix I

State of California
Board of State and Community Corrections
2590 Venture Oaks Way, Suite 200
Sacramento CA 95833
(916) 445-5073
www.bscc.ca.gov
Management Team
Linda M. Penner, Chair
Kathleen T. Howard, Executive Director
Tracie Cone, Director of Communications
Aaron Maguire, General Counsel
Allison Ganter, Deputy Director, Facility Standards and Operations John Prince, Deputy Director, County Facilities Construction Ricardo Goodridge, Deputy Director, Corrections Planning and Grant Programs Evonne Garner, Deputy Director, Standards and Training for Corrections

REVISED GUIDE SECTIONS
The following sections of the BSCC Grant Administration Guide have been revised (July 2020). The revised language applies to all state and/or federal grant awards. Please refer to your grant agreement, RFP, or contact your grant Field Representative with any questions.

Section 4: ALLOWABLE COSTS FOR PERSONNEL
N. Costs – Direct and Indirect
Federal Awards
The Indirect Cost section language has been updated to reflect changes in the newly implemented Uniform Guidance (2 CFR Part 200) for federally funded grant awards.

State Awards
For state funded grantees, a new section has been added for state-funded grant programs.

Section 5: OPERATING EXPENSES
G. Travel and Per Diem
H. Food and Beverages
I. Program Incentives and Participant Support Items
Section 10: GRANTEE FINANCIAL INVOICES
Section 12: MATCH / LEVERAGE REQUIREMENTS
Section 13: PROJECT AND OTHER INCOME
Section 14: AMENDMENTS, CHANGES, AND MODIFICATIONS
Section 16: AUDIT REQUIREMENTS AND AUDIT REPORTS
Federal Awards
The Audit section language has been updated to reflect changes in the newly implemented Uniform Guidance (2 CFR Part 200) for federally funded grant awards.

State Awards
For state funded grantees, the audit requirement has been removed unless stated in the grantee’s grant agreement or if the BSCC requests a grantee audit.

Section 17: GRANTEE MONITORING AND OVERSIGHT
G. Desk Reviews – Fiscal Oversight
Section 19: WITHHOLDING OR DISALLOWANCE OF GRANT FUNDS
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July 2020 TOC 1 BSCC Grant Administration Guide

TABLE OF CONTENTS
WELCOME TO THE 2020 BSCC GRANT ADMINISTRATION GUIDE........................................... 1 Foreword..................................................................................................................................... 1 Overview ..................................................................................................................................... 1

1. GENERAL................................................................................................................................... 3 A. Grant Agreement................................................................................................................... 3 B. Components of the Contract ................................................................................................. 3 C. Grant Award Conditions ........................................................................................................ 3

2. GRANT PROJECT BUDGETS................................................................................................... 5

3. KEY PROJECT STAFF AND REQUIRED PERSONNEL POLICIES ........................................ 5 A. Key Project Staff ................................................................................................................... 5 B. Project-Specific Job Descriptions.......................................................................................... 6 C. Personnel Policies................................................................................................................. 6

4. ALLOWABLE COSTS FOR PERSONNEL.............................................................................. 12 A. Salaries ............................................................................................................................... 12 B. Employee Benefits and Employer Payroll Taxes ................................................................ 13 C. Employee Benefits in the Form of Regular Compensation ................................................. 13 D. Grantee Unable to Obtain Benefits ..................................................................................... 13 E. Grant Employee Placed on Administrative Leave............................................................... 13 F. Vacation, Sick Leave, and Compensating Time Off (CTO)................................................. 13 G. Overtime.............................................................................................................................. 13 H. Charging Grant Funds as Leave Time ................................................................................ 14 I. Claiming Unused Leave Balance for an Employee that Separates from the Project .......... 14 J. Provisions Regarding Allowable Compensation for Personnel ........................................... 14 K. Administrative Overhead Positions ..................................................................................... 15 L. Personnel Changes............................................................................................................. 15 M. Federal and State Employee............................................................................................... 15 N. Costs – Direct and Indirect.................................................................................................. 15

5. OPERATING EXPENSES ........................................................................................................ 21 A. Allowable Expense Items .................................................................................................... 22 B. Provisions Regarding Allowable Operating Expenses ........................................................ 23 C. Confidential Expenditures ................................................................................................... 23 D. Facility Rental...................................................................................................................... 23 E. Moving Expenses................................................................................................................ 24 F. Rented or Leased Equipment ............................................................................................. 24 G. Travel and Per Diem ........................................................................................................... 24 H. Food and Beverages........................................................................................................... 26 I. Program Incentives and Participant Support Items............................................................. 27 J. Prohibited Expense Items ................................................................................................... 28 BSCC Grant Administration Guide TOC 2 July 2020

6. EQUIPMENT / FIXED ASSETS................................................................................................ 30 A. Prior Approval ..................................................................................................................... 30 B. Allowable Equipment........................................................................................................... 30

7. CONTRACTS AND PROCUREMENTS ................................................................................... 33 A. Responsibility ...................................................................................................................... 33 B. Methods of Contracting and/or Procurement ...................................................................... 34 C. Non-Competitive Bid Requests ........................................................................................... 36 D. Elements of a Contract or Purchase Order/Document........................................................ 37 E. Selecting a Contractor......................................................................................................... 38 F. Independent Contractor/Consultant .................................................................................... 39 G. Rates................................................................................................................................... 39 H. Contract Limitations ............................................................................................................ 40 I. Contract Provisions ............................................................................................................. 40 J. Drug-Free Workplace Certification Requirements .............................................................. 40

8. OPERATIONAL AGREEMENTS.............................................................................................. 41 A. Establishing Operational Agreements................................................................................. 41 B. Elements of an Operational Agreement .............................................................................. 41 C. Requirements of Partner Agencies ..................................................................................... 41

9. PUBLICATIONS: MULTI-MEDIA MATERIALS, COPYRIGHTS AND PATENTS................... 41 A. Definition ............................................................................................................................. 41 B. BSCC Review ..................................................................................................................... 41 C. Income Resulting from Sale or Distribution......................................................................... 42 D. Transfer of Publication Title ................................................................................................ 42 E. Credits and Disclaimers ...................................................................................................... 42 F. Copyrights and Rights in Data ............................................................................................ 42 G. Patents ................................................................................................................................ 43

10. GRANTEE FINANCIAL INVOICES.......................................................................................... 43 A. Execution of Grant Agreement............................................................................................ 43 B. Guidelines and Requirements of the Invoice Process ........................................................ 43 C. Advance Payment Grants ................................................................................................... 45 D. Locating, Downloading, and Submitting the Financial Invoice ............................................ 46

11. ACCOUNTING SYSTEMS........................................................................................................ 47 A. Cash Basis .......................................................................................................................... 47 B. Accrual Basis ...................................................................................................................... 47 C. Modified Accrual Basis........................................................................................................ 47 D. General Ledger Account Structure...................................................................................... 47

12. MATCH / LEVERAGE REQUIREMENTS ................................................................................ 48 A. Cash Match ......................................................................................................................... 48 B. In-Kind Match ...................................................................................................................... 48 July 2020 TOC 3 BSCC Grant Administration Guide
C. Match Documentation ......................................................................................................... 48 D. Match Categories (Allowable / Non-Allowable) ................................................................... 48 E. Over Match.......................................................................................................................... 49 F. Termination of the Grant Agreement................................................................................... 49 G. Calculating the Match Requirement .................................................................................... 49 H. Changing the Type of Match ............................................................................................... 50 I. Reporting............................................................................................................................. 50 J. Reporting Match Contributions for Advanced Payment Grants........................................... 51

13. PROJECT AND OTHER INCOME ........................................................................................... 51 A. Records of Receipt and Disposition of Project Income ....................................................... 51 B. Income Earned but not Used during the Project ................................................................. 51 C. Interest Income ................................................................................................................... 51 D. Other Income ...................................................................................................................... 52 E. Requesting Approval........................................................................................................... 52

14. AMENDMENTS, CHANGES, AND MODIFICATIONS............................................................. 52 A. Amending the Grant Award................................................................................................. 52 B. Other Changes / Modifications to the Grant Project............................................................ 53 C. Modifications to the Grant Budget....................................................................................... 54

15. GRANTEE PROJECT REPORTING ........................................................................................ 55 A. Guiding Principles - Implementing Evidence-Based Practices (EBP)................................. 55 B. Local Evaluation Plan.......................................................................................................... 55 C. Quarterly Progress Reports ................................................................................................ 56 D. Local Evaluation Report ...................................................................................................... 56 E. Source Documentation........................................................................................................ 56

16. AUDIT REQUIREMENTS AND AUDIT REPORTS.................................................................. 57 A. General ............................................................................................................................... 57 B. Additional Information for Federal Audit Requirements ...................................................... 58

17. GRANTEE MONITORING AND OVERSIGHT ......................................................................... 61 A. Comprehensive Monitoring Visit ......................................................................................... 61 B. Compliance Improvement Plan Follow-up Monitoring Visit................................................. 63 C. Initial Monitoring Visit .......................................................................................................... 63 D. Technical Assistance Monitoring Visit................................................................................. 64 E. Closeout Monitoring Visit (as needed) ................................................................................ 64 F. Special Event – Monitoring ................................................................................................. 64 G. Desk Reviews – Fiscal Oversight........................................................................................ 64

18. RECORDS ................................................................................................................................ 66 A. Audits/Monitoring ................................................................................................................ 66 B. Retention and Review Requirement ................................................................................... 66 C. Documentation Requirements............................................................................................. 66 BSCC Grant Administration Guide TOC 4 July 2020
D. Payroll Records................................................................................................................... 67 E. Equipment ........................................................................................................................... 68 F. Organization Policies and Procedures ................................................................................ 68 G. Communications ................................................................................................................. 68

19. WITHHOLDING OR DISALLOWANCE OF GRANT FUNDS .................................................. 68 A. Withholding or Disallowance of Grant Funds ...................................................................... 68 B. Reduction or Termination of Grant Funds........................................................................... 69 C. Denial of Future Funding..................................................................................................... 69

20. CLOSEOUT .............................................................................................................................. 69 A. Local Evaluation Report ...................................................................................................... 70 B. Final Progress Report ......................................................................................................... 70 C. Final Request for Reimbursement ...................................................................................... 70 D. Reporting Required Match .................................................................................................. 70 E. Retention Of Records.......................................................................................................... 70 F. Audits Closeout ................................................................................................................... 70 July 2020 Page 1 BSCC Grant Administration Guide
WELCOME TO THE 2020 BSCC GRANT ADMINISTRATION GUIDE

FOREWORD
The BSCC Grant Administration Guide (Guide) is intended to help Grantees comply with the terms and conditions that apply to all BSCC grant-funded projects. This Guide supersedes the 2016 version.

All BSCC grant-funded projects must comply with the terms of the grant program under which they are funded. Such terms refer to all requirements as defined by the Grant Agreements, applicable program guidelines contained in the Request for Proposals (RFP) and Request for Applications (RFA), applicable state and federal statutes, and other written directives from the BSCC. At any time, the BSCC may modify and/or impose additional conditions not outlined in this guide when deemed appropriate.

If you have any questions regarding the content in this grant guide, please refer to the RFP, grant agreement, or contact your field representative directly.

This Guide can be accessed and downloaded from the BSCC website at www.bscc.ca.gov.

OVERVIEW
The Board of State and Community Corrections
Established in 2012, the California Board of State and Community Corrections (BSCC) is an independent statutory agency that provides leadership to the adult and juvenile criminal justice systems, expertise on Public Safety Realignment issues, a data and information clearinghouse, and technical assistance on a wide range of community corrections issues. (Cal. Pen. Code §§ 6024- 6025.) In addition, the BSCC promulgates regulations for adult and juvenile detention facilities, conducts regular inspections of those facilities, develops standards for the selection and training of local corrections and probation officers, and administers significant public safety-related grant funding.

Policy for the agency is set by the 13-member Board of State and Community Corrections, whose members are prescribed by statute, appointed by the Governor and the Legislature, and subject to approval by the state Senate. The Board Chair reports directly to the Governor.

Corrections Planning and Grant Programs Division
The Corrections Planning and Grant Programs (CPGP) Division develops, administers and evaluates programs designed to improve the effectiveness of state and local government agencies, as well as the private sector and nonprofit service providers, to foster collaborative approaches for addressing crime and delinquency by fair and equitable approaches. Division staff provides extensive technical assistance and training to state and local agencies as well as grantees.

We are happy to respond to any questions not covered by this Guide and we welcome any suggestion to improve the Guide. Please feel free to contact your designated Field Representative.

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July 2020 Page 3 BSCC Grant Administration Guide

1. GENERAL
A. GRANT AGREEMENT
The Grant Agreement, also referred to as the contract, is the signed final agreement between the BSCC and the local government agency or organization authorized to accept grant funding. The Grant Agreement and its components contain all the terms, conditions and requirements of the grant program.

Grant Agreements are fully executed only when signed by both the Grantee and the BSCC Director or designee. The start date as listed on the face page of the contract. Grant project expenses incurred after the start date of the grant cycle but before the execution date of the contract may not be reimbursed.

B. COMPONENTS OF THE CONTRACT
It is the Grantee’s responsibility to read and comply with all the terms, conditions and requirements set forth in the contract. The components of the contract are:
• Standard Agreement (Std. 213), the face page of the contract; • All appropriate exhibits as listed on the face page of the contract; • Grantee’s application or proposal;
• Governing Board Resolution; and
• Applicable conditions and requirements of the RFA/RFP.

C. GRANT AWARD CONDITIONS

1. General Responsibilities
The Grant Award is a legal transfer of funds between the BSCC and a Grantee for a specific project. Projects must conform to the Grant Agreement as specified, as well as the provisions of this Guide. Failure to do so may result in the withholding or disallowance of grant payments on current or future BSCC grants, the reduction or termination of the Grant Award, and/or the denial of future Grant Awards. The terms of the Grant Agreement supersede the provisions in this Guide.

If the Grant Award includes Federal funds, the Grantee must also comply with all applicable Code of Federal Regulations (CFR), Code of Federal Domestic Assistance (CFDA), and other applicable federal guidance.

2. Responsible Agency
The Grantee, as named on the face page of the Grant Agreement, is the agency responsible for the implementation and administration of the Grant Project (Project) and for providing all matching funds as specified in the grant budget. The Grantee may not transfer or assign the Grant Agreement to another agency or party. Additionally, the Grantee shall ensure that all subcontractors comply with the requirements of the Grant Agreement. Any liability arising shall be the responsibility of the Grantee. The State of California and BSCC disclaim responsibility for any such liability.

3. Terms of the Program
The terms of the program are defined by the Grant Agreement and applicable RFP and/or RFA. These key documents must be accessible by the project on-site. Grantees must adhere to these requirements, including its enabling legislation, funding regulations, service standards, and program guidelines. Failure to do so may result in the withholding or disallowance of grant payments on current or future BSCC grants and/or a reduction in funding or termination of the Grant Award and/or the denial of future funding.

BSCC Grant Administration Guide Page 4 July 2020
In the event the terms of the program are inconsistent with the provisions of this Guide, the terms of the program supersede the provisions of this Guide.

4. Proof of Authority
All Grantees, except for State Agencies, are required to obtain written authorization from its governing board that the Official or Authorized Officer executing the agreement is, in fact, authorized to do so. The written authorization may be a Resolution, Board Minutes, or a letter from the Board Chair. This written authorization shall extend the Official’s authority over the execution of any amendments or extensions. Grantees must maintain this written authorization on file and make it available upon demand. It is best to use the Official’s title rather than the person’s name to avoid having to seek further authorization from the governing agency if the person named is transferred or leaves an agency/organization.

5. Grant Award Changes
Changes made to the Grant Award during the grant cycle must be requested, documented and approved in accordance with the procedures described in Section 14 of this Guide. Oral agreements are not binding.

6. Supplanting Prohibited
Supplanting is strictly prohibited for all BSCC grant funds. a) Definition
Supplanting is the deliberate reduction in the amount of federal, state, or local funds being appropriated to an existing program or activity because grant funds have been awarded for the same purposes. When the Grantee replaces funds in this manner, it reduces the total amount that would have been available for the stated grant purpose. b) Grantee’s Responsibility
BSCC grant funds shall be used to support new program activities or to augment existing funds that expand current program activities. BSCC grant funds shall not be used to replace existing funds.

It is the responsibility of the Grantee to ensure that supplanting does not occur. The Grantee must keep clear and detailed financial records to show that grant funds are used only for allowable costs and activities.

7. Funds Availability
Allocation of funds is contingent on the enactment of the State Budget. The BSCC does not have the authority to disburse any funds until the budget is passed. Any expenditure incurred prior to authorization is made at the Grantee’s own risk and may be disallowed.

If, during the term of the Grant Agreement, the state and/or federal funds appropriated for the purposes of the grant program are reduced or eliminated by the California Legislature or by the United States Government, or in the event revenues are not collected at the level appropriated, the BSCC may immediately terminate or reduce the grant award upon written notice to the Grantee. No such termination or reduction shall apply to allowable costs already incurred by the Project to the extent that state or federal funds are available for payment of such costs.

The Grant Agreement entered into with BSCC is subject to any applicable restrictions, limitations, or conditions enacted by the California Legislature and/or the United States Government subsequent to execution of the contract.

July 2020 Page 5 BSCC Grant Administration Guide

2. GRANT PROJECT BUDGETS
Projects are required to prepare a realistic and prudent budget that avoids unnecessary or unusual expenditures that detract from the accomplishment of the objectives and activities. Grant project budgets are limited to the funding categories and line-items identified in the Project Budget table listed in Exhibit B: Budget Detail and Payment Provisions of the Grant Agreement.

Funding categories generally fall under the following broad budget areas:
• Personal Services – Salaries and Benefits
• Operating Expenses; and
• Equipment.

Each line-item listed in Project Budget table in Exhibit B of the Grant Agreement must be substantiated with line-item detail, including calculations, and a justification for the expense.

Explanatory information included in the budget narrative does not eliminate the line-item detail requirements.

3. KEY PROJECT STAFF AND REQUIRED PERSONNEL POLICIES
A. KEY PROJECT STAFF

1. Project Director
The Project Director has general administrative authority for implementing project activities and maintaining compliance with all programmatic, administrative, and fiscal requirements of the Grant Award. The Project Director is responsible for:
• Ensuring that project monies expended or obligated are for allowable costs and are in compliance with the approved budget;
• Maintaining required documentation of project activities and accomplishments; and • Signing project requests, reports and modifications where appropriate.

2. Authorized Officer
The Authorized Officer is the person designated by the Grantee’s governing board to execute the Grant Agreement and bind the Grantee to the Grant Agreement. The Authorized Officer signs the face page of the contract and all amendments to the contract. The Authorized Officer is identified on the Applicant Information Form and is listed on the face page of the Grant Award.

3. Financial Officer
The Financial Officer oversees the actual receipt and payment of grant monies. The Financial Officer is responsible for:
• Maintaining proper accounting records; and
• Ensuring the appropriate expenditure of grant funds.

The Financial Officer must be someone other than the Project Director and cannot be the preparer of the Financial Invoice (Form BSCC 201).

If the Auditor-Controller/City Auditor is designated as the Financial Officer in the Grant Award, the Auditor-Controller/City Auditor may not meet the independence standard to perform the audit of the BSCC Grant.

BSCC Grant Administration Guide Page 6 July 2020

4. Changes in Key Project Staff
Any change in key project staff, and the effective date of the change, must be reported immediately and in writing to the BSCC. The Grantee may also be required to submit a modification and updated Project Contact Information Sheet as discussed in Section 14.

B. PROJECT-SPECIFIC JOB DESCRIPTIONS
The Project must have on file written project-specific job descriptions (as opposed to job specifications) for all positions funded by the grant project. The project-specific job descriptions shall reflect detailed grant-related duties relative to the activities, goals and objectives of the grantfunded program. The project-specific job descriptions must not be the standard job classification description for similarly titled positions within the Grantee’s agency.

Where applicable, project-specific job descriptions will include statements that address data collection responsibilities, project activity tracking, and the creation and maintenance of source documentation. There must be documentation to support the data presented in project evaluations and progress reports.

C. PERSONNEL POLICIES
BSCC-funded projects must have written personnel policies that are available to all employees.

Policies must include, at a minimum:
• Conflict of Interest Policy;
• Drug-Free Workplace Policy;
• Lobbying Policy;
• Fidelity Bonds;
• Equal Employment Opportunity
• Suspension and Debarment
• Vendor Verification
• Work hours;
• Compensation rates, including overtime, and benefits; • Vacation, sick, and other leave allowances;
• Hiring and promotional policies;
• Project Staffing and Operation
• Civil rights requirements
Project staff must be hired and the project operational within 90 days of the approval date of the Grant Agreement. Otherwise, the Grantee must submit a statement to the BSCC explaining the implementation delay. BSCC may choose to cancel the project or extend the implementation date of the project past the 90-day period.

Project staff may be added later to the grant budget if a Grantee submits project modification and it is approved by the BSCC. The added project staff must be hired within 90 days of the modification approval date. If project staff is not hired within 90 days, the Grantee must submit a statement to BSCC explaining the delay.

1. Conflict of Interest
Organizations must have a written code of standards of conduct governing the performance of their employees engaged in the award and administration of contracts.

July 2020 Page 7 BSCC Grant Administration Guide
a) Use of Grant Funds for Financial Gain
Officials and employees of a Grantee must not participate in activities involving the use of grant funds where there is a financial interest or benefit:
• To him or herself, immediate family, partners, organization (other than a public agency in which he or she is serving as an officer, director, trustee, partner or employee); or • To any person or organization with whom he or she is negotiating or has any arrangement concerning prospective employment.
b) Inappropriate Use of Funds
Officials and employees of a Grantee must avoid actions that result in, or create the appearance of an inappropriate use of funds, such as:
• Using an official or grant-funded position for personal gain; • Giving preferential treatment to a particular person or project; • Losing independence or impartiality;
• Making a decision outside official channels; or
• Adversely affecting the confidence of the public in the integrity of the government or the program.
c) Contracting with Other Entities under Contract with BSCC Grantees must submit written notification to BSCC prior to employing, contracting, or engaging in any activity or enterprise with a consultant currently under contract with the BSCC, or any current BSCC employee. The notification must include a full description of the intended relationship between the project and the consultant or employee. BSCC’s Executive Director or designee shall review the written notification and determine whether a conflict of interest or the appearance of a conflict of interest exists. d) Purchase of Supplies
The project may use funds to purchase supplies or other goods (e.g., rent an office, secure insurance, and purchase office supplies) from a party in which the project employee or board member has a financial interest if all of the following criteria are met:
• The employee or board member who has a financial interest does not take part in the bidding or awarding process;
• The project is receiving the item at a lesser rate or there are additional benefits that would not have been available through an independent party; • The purchase or transaction is approved by a quorum of the board and documented in the board minutes, and the board member who has a financial interest abstained from voting; and
• The records that support the purchase must be retained by the project as specified in the contract or as long as the supplies/goods or services are being used, whichever is longer.

2. Drug-Free Workplace Certification
The Drug-Free Workplace Act of 1990 requires Grantees to ensure to BSCC that they will comply with the requirements of Government Code sections 8350-8357 as incorporated by reference in Exhibit C of the Grant Agreement. Grant Agreement. The Federal Drug-Free Workplace Act of 1988 requires Grantees to ensure that they will comply with the requirements of Federal law as implemented in 28 CFR Part 67, Subpart F, Sections 615 and 620. In doing so, Grantees assure the BSCC that the project’s site is a drug free workplace.

BSCC Grant Administration Guide Page 8 July 2020
a) Definitions
• “Drug-free workplace” means a site for the performance of work done in connection with a specific grant or contract described in Government Code section 8355 of an entity at which employees of the entity are prohibited from engaging in the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance in accordance with the requirements of this chapter.
• “Employee” means the employee of a Grantee or contractor directly engaged in the performance of work pursuant to the grant or contract described in Government Code Section 8355.
• “Controlled substance” means a substance as defined in Schedules I through V of Section 202 of the Controlled Substance Act (21 USC §812). • “Grantee” means the department, division, or other unit of an organization responsible for the performance under the grant.
• “Contractor” means the department, division, or other unit of a person or organization responsible for the performance under the contract.
b) Grantee Responsibility
The Grantee certifies that it will provide a drug-free workplace by:

1. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition

2. Establishing an on-going drug-free awareness program to inform employees about:
a. The dangers of drug abuse in the workplace
b. The grantee's policy of maintaining a drug-free workplace c. Any available drug counseling, rehabilitation, and employee assistance programs d. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace

3. Making it a requirement that each employee engaged in the performance of the grant be given a copy of the statement required by paragraph (1).

4. Notifying the employee in the statement required by paragraph (1) that, as a condition of employment under the grant, the employee will:
a. Abide by the terms of the statement
b. Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction

5. Notifying the agency, in writing, within 10 calendar days after receiving notice under subparagraph 4b from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to the BSCC and U.S. Department of Justice (address below). Notice shall include the identification number(s) of each affected grant.

U.S. Department of Justice
Office of Justice Programs
July 2020 Page 9 BSCC Grant Administration Guide
ATTN: Control Desk
810 7th Street, NW
Washington, D.C. 20531

6. Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph 4b with respect to any employee who is so convicted:
a. Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or
b. Requiring such an employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency

7. Make a good faith effort to continue to maintain a drug-free workplace through implementation of the above requirement.
c) Consequences of Not Complying with the Drug-Free Workplace Certification A determination of noncompliance may jeopardize eligibility for continued grant funding.

Each contract or Grant Award may be subject to suspension of payments or termination of the contract or grant, or both, and the Contractor or Grantee may be subject to debarment, in accordance with the requirements of California Government Code section 8356, if the BSCC determines that either of the following has occurred:
• The Contractor or Grantee has made a false certification under California Government Code section 8355.
• The Contractor or Grantee violates the certification by failing to carry out the requirements of subdivisions (a) to (c), inclusive, of California Government Code section 8355.
• The Department of General Services shall establish and maintain a list of individuals and organizations whose contracts or grants have been canceled due to failure to comply with these provisions.
• The BSCC shall immediately notify the Department of General Services of any individual or organization that has an award canceled on the basis of violation of these provisions.

3. Fidelity Bonds
The use of Fidelity Bonds is generally required, and a personnel policy must be in place. a) Definition
Fidelity Bonds guarantee the bonded employee(s) will handle money and property honestly. The purpose of the Fidelity Bond requirement is to protect public funds by assuring reimbursement to BSCC if Grant Award funds are stolen or otherwise misappropriated by officials and/or employees.
b) Requirements and Exemptions
Community-Based Organizations (CBOs) and American Indian Organizations are required to obtain a Fidelity Bond or an equivalent employee dishonesty insurance contract. General liability insurance does not fulfill this requirement. Projects operated by state, city or county units of government are exempt. CBOs sponsored by State or local units of government may submit documentation indicating sponsorship in lieu of the bond unless the use of a Fidelity Bond was specifically required in the terms of the program.

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4. Equal Employment Opportunity (EEO)
It is the public policy of the State of California to promote equal employment opportunity (EEO) by prohibiting discrimination or harassment in employment because of race, religious creed, color, national origin, ancestry, age (over 40), mental and physical disability (including HIV and AIDS), medical condition (cancer and genetic characteristics), marital status, gender/transgender sexual orientation (heterosexuality, homosexuality and bisexuality), pregnancy (childbirth, or related medical conditions), political affiliation/opinion, Veteran’s status or request for family medical leave. The BSCC, as well as Grantees/Sub Grantees and Contractors, will not discriminate in the delivery of services or benefits based on the previously identified situations. All contracts awarded to a Community-Based Organization (CBO), and all construction contracts awarded to governmental entities in excess of $10,000 are required to contain a provision requiring compliance with civil rights regulations. a) Grantee EEO Responsibility
All BSCC Grantees must have a current year EEO Policy Statement, established by their agency, and posted in a prominent place accessible to employees and applicants.

The poster entitled “Harassment or Discrimination in Employment is Prohibited by Law” must also be posted in a conspicuous location accessible to employees and applicants for employment. The poster may be obtained from the local office of the Department of Fair Employment and Housing (DFEH).

Grantees acknowledge awareness of and the responsibility to comply with all applicable EEO requirements by signing the Grant Agreement with the BSCC. b) State and Federal Civil Rights Laws
Comprehensive state and federal civil rights regulations include the following directives:
• Prohibits discrimination or denial of benefits to persons who are under programs or activities receiving financial assistance from the State of California or the federal government;
• Mandates that qualified persons with disabilities will not be excluded from, denied benefits of, or discriminated against solely on the basis of their physical disability, mental disability, or medical condition under any program or activity receiving financial assistance from BSCC;
• Mandates that all facilities used by BSCC-funded programs shall be made reasonably accessible and usable by the physically handicapped;
• Provides that employers shall make reasonable accommodation for an employee or for an applicant with a known physical or mental disability, unless the employer can demonstrate that such accommodation would impose an undue hardship; • Guarantees equal opportunity for individuals with disabilities in public and private sector services and employment;
• Mandates that all employers shall ensure a workplace free of sexual harassment; and • Provides Family Care and Medical Leave and Pregnancy Disability Leave under the California Family Rights Act (CFRA).
c) Additional Federal Regulations and Requirements
1) EEOP Compliance Requirements
Grantees with 50 or more employees receiving $25,000 or more in federal funds must have a current EEOP on file in their office for possible audit by BSCC or the Office of Civil Rights (OCR), Office of Justice Programs, U.S. Department of Justice. Grantees July 2020 Page 11 BSCC Grant Administration Guide
required to develop an EEOP can only claim an exemption from the submission requirement if they have not received a single award of $500,000 or more.

To claim the exemption, the Grantee must complete the Office of Civil Rights (OCR), Certification Form, Section B (http://www.ojp.usdoj.gov/about/ocr/pdfs/cert.pdf) and send it to OCR and BSCC by fax e/mail. If the Grantee does not have a current EEOP on file, they must develop and implement one within 60 calendar days of the date that the BSCC Director signed the Grant Award Face Sheet. The signed certification will be placed on record in the BSCC grant file.
2) Federal Funds of $500,000 and Above
Grantees with 50 or more employees receiving a single grant of $500,000 or more in federal funds are required to submit an EEOP Short Form to the Office of Civil Rights (OCR), Office of Justice Programs, U.S. Department of Justice for approval and to receive the federal letter of compliance. An approved EEOP from OCR is valid for 24 months from the date of the OCR compliance letter. If the EEOP or federal letter of compliance is not included in the proposal/application, a Grant Award condition will be placed on the grant allowing 60 days for submission of the EEOP. 3) Grantees Exempt from EEOP Requirements
To claim an exemption from the EEOP requirement pursuant to 28 CFR Part 42, Subpart E. Executive orders 11246 and 11375, ANY of the following criteria must be met:
• The Grantee is a nonprofit organization, a medical or educational institution, or an Indian Tribe; OR
• The Grantee has less than 50 employees; OR
• The Grantee received a single award for less than $25,000 To file an exemption you must complete the Office of Civil Rights (OCR), Certification Form, Section A, http://www.ojp.usdoj.gov/about/ocr/pdfs/cert.pdf, and send it to the OCR and BSCC by fax or e/mail:

Fax: 202-354-4380 or [email protected]
ATTN: EEOP Short Form Submission
Office of Civil rights Office of Justice Programs
U.S. Department of Justice 810 7th Street, NW
Washington, DC 20531
And
FAX: 916-327-3317
ATTN: Corrections Planning and Programs Secretary
Board of State and Community Corrections
2590 Venture Oaks Way, Suite 200
Sacramento CA 95833
4) Requirements for Continuing EEOP Grants
Grantees who have previously received federal grants of $25,000 or more, and meet the criteria, are required to maintain a current EEOP on file in their office. Grantees who have previously received a single award in the amount of $500,000 or more, with 50 or more employees, are required to submit an update of their EEOP if funds are continued. The updated EEOP is due within 24 months of the BSCC or OCR compliance letter. All Grantees, regardless of the type of entity, the number of BSCC Grant Administration Guide Page 12 July 2020
employees, or the amount awarded, are subject to the prohibitions against discrimination in any program or activity and may be required by the BSCC or OCR, through selected compliance reviews, to submit data to ensure their services are delivered in an equitable manner to all segments of the service population.

Additionally, Grantees may be required to submit data to ensure their employment practices comply with state and federal civil rights laws. The passage of Proposition 209 (approved November 1, 1996) has not alleviated the Federal requirement to develop and implement an EEOP (Cal. Const. art. I, § 31.)

5. Suspension and Debarment – Federal Grants
It is the policy of the Federal Government to conduct business only with responsible persons, and a system for debarment and suspension from programs and activities involving Federal financial and non-financial assistance and benefits assist agencies in carrying out this policy.

Debarment or suspension of a participant by one agency has government-wide effect.

Grantees receiving federal funds must certify that they will adhere to Federal Executive Order 12549, Debarment and Suspension. By signing the Grant Agreement, the grantee certifies that neither the grantee nor its principals have been suspended or debarred from participation in Federal grants. The grantee also agrees that it will not make any award, sub-award, or enter into any contract greater than $25,000 with parties that are debarred, suspended, or otherwise excluded or ineligible for participation in Federal programs or activities.

6. Verification of Vendor/Contractor Eligibility - Federal Grants Prior to entering into contracts or procurements greater than $25,000, Grantees must either obtain a self-certification statement from the vendor/contractor indicating they or their principals are not suspended or debarred, or verify their eligibility to participate in federal awards via the federal Excluded Parties List System (EPLS). a) Self-Certification:

The self-certification statement should contain language certifying that neither the organization nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in the transaction by any Federal department or agency.
b) EPLS Verification:

Verification of eligibility of prospective vendors/contractors may be obtained via the federal System for Award Management (SAM) website at www.sam.gov. It is suggested that a screen shot of the negative results page be kept with the procurement/contract records to support eligibility verification occurred prior to entering into the transaction.

4. ALLOWABLE COSTS FOR PERSONNEL
Allowable costs for personnel must be reasonable and may be used for salaries, wages, and other benefits. It is the Grantees’ responsibility to properly document and support such costs.

A. SALARIES
Salaries are fixed compensation for services performed by employees of the Grantee and are paid on a regular basis. These costs must be identified by position and percentage of salaries and rounded off to the nearest whole dollar. All other salaries are to be shown in the Operating Expenses Category supported by the contract or operational agreement.

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B. EMPLOYEE BENEFITS AND EMPLOYER PAYROLL TAXES
Employee benefits and employer payroll taxes include employer’s contributions or expenses for social security, employee's life and health insurance plans, unemployment insurance, pension plans, and other similar expenses that are approved by BSCC. These expenses are allowable when they are included in the Grant Award budget and are in accordance with the organization's approved written policies.

C. EMPLOYEE BENEFITS IN THE FORM OF REGULAR COMPENSATION Employee benefits in the form of regular compensation (normal pay) paid to employees during periods of authorized absences from the job for paid leave are allowable if: (1) they are provided pursuant to an approved leave system; (2) the costs are equitably allocated to all related activities (claimed in proportion to the time spent by the employee working on the grant); and (3) the costs adhere to the state limitations noted below:
• Jury duty costs claimed on the project invoice (BSCC Form 201), must be reduced by any jury duty fees received, excluding travel costs; and
• Paid leave (e.g., military leave, medical leave, administrative leave, or workman’s compensation) must not exceed 30 calendar days per twelve-month period.

D. GRANTEE UNABLE TO OBTAIN BENEFITS
When a Grantee is unable to obtain benefits, reimbursement payments to employees for such benefits may be allowed. For example, a Grantee may be unable to obtain health insurance due to the size of the organization. In this situation, reimbursement payment may be allowed.

However, in order to reimburse its employees, a Grantee must be sure to: (1) disclose reimbursement payments in the Grant Award budget; (2) approve of such reimbursements in the Grantee’s written personnel policies; and (3) and document claims with paid invoices submitted by the employees.

E. GRANT EMPLOYEE PLACED ON ADMINISTRATIVE LEAVE
When a grant employee is placed on administrative leave in accordance with the organization's approved written policies, a portion of that employee’s salary paid during the administrative leave may be charged to the Grant as personal services. The portion of the administrative leave costs that may be charged is based on the percentage of that employee’s salary approved in the grant budget.

F. VACATION, SICK LEAVE, AND COMPENSATING TIME OFF (CTO) Salary costs include vacation, sick leave, and CTO earned and used during the grant cycle.

Overtime and shift differentials are also salary costs. All of these costs should be budgeted beforehand and claimed as personal services.

G. OVERTIME
Overtime is defined as time worked beyond the normal established work week for all employees except those considered exempt under the Fair Labor Standards Act, such as executive, administrative, and/or professional staff. Overtime is reimbursable at a higher than normal rate of pay.

Overtime must be documented by payroll records that reflect at a minimum:
• The name and title of the person performing the overtime and a supervisor’s prior approval; • The hours worked and the amount of overtime;
• The basis for the overtime and the activities performed during overtime; and • The hourly rate of overtime.

BSCC Grant Administration Guide Page 14 July 2020
H. CHARGING GRANT FUNDS AS LEAVE TIME
With the exception of a separation from the project, BSCC funds may be charged as leave time (vacation, sick, family leave, compensating time off) only when the time is earned and used during the grant funding cycle. Balances accrued during the funding cycle, but not used, cannot be claimed, unless a separation is involved. The leave costs claimed must be proportional to the amount of time spent by the employee working on the BSCC project. For example, if the employee is 50 percent BSCC funded, BSCC will be charged only 50 percent of eight hours of vacation earned, or four hours.

I. CLAIMING UNUSED LEAVE BALANCE FOR AN EMPLOYEE THAT SEPARATES FROM THE PROJECT As cited above, the only exception for claiming unused leave balances is when an employee separates from employment from the project. BSCC funds then may be used to pay the employee separating from the project that portion of the leave balances earned during the BSCC funding cycle. The portion of the leave balances earned during any non-BSCC funded period must be paid by another source. In addition, BSCC funds should pay only for a proportional amount of the leave balances earned during the BSCC funding cycle, based on the percentage of time the employee worked on the BSCC grant. For example, if the separating employee worked 50 percent of the time on the BSCC grant, the BSCC grant should pay only 50 percent of the vacation earned and not used by the employee. If the total hours of vacation earned during the BSCC-funded period and not used was 40, then the total hours that can be claimed against the BSCC grant is 20 hours.

J. PROVISIONS REGARDING ALLOWABLE COMPENSATION FOR PERSONNEL Costs for salaries and benefits of personnel involved in more than one grant or program of the organization must be charged to each grant (or funding source of the program) based on the actual percentage of time spent on each grant or program. The annualized actual percentage charged for a particular position (e.g., Project Director) cannot exceed the annual percentage approved in the BSCC Grant Award. Similarly, the dollar amount charged for a particular position also must not exceed the dollar amount in the approved Grant Award or subsequent grant award modification.

Functional timesheets or a cost allocation plan for projects with more than one source of funding and/or with multiple programs must be maintained which support the time charged to BSCC grants.

Example A
The BSCC Grant Award budget allows 100 percent (100%) of salaries and benefits for the Project Director. During the grant cycle, the agency received grant funds from another funding source for a different grant, which is also administered by the same Project Director. In this situation, the Grantee must account for the actual time the Project Director spends on each of the separate grants. Because the project has more than one grant, the Project Director is obviously no longer spending 100 percent of his/her time on the single BSCC grant. Although the BSCC grant allows the Grantee to charge up to 100 percent (100%) of the Project Director's salary, the Grantee may only charge BSCC the ACTUAL time spent by the Project Director on the BSCC grant. If the actual amount of the time the Project Director spends on the BSCC grant is 25 percent (25%), then only 25 percent (25%) of the budgeted amount can be charged to the BSCC grant and claimed for reimbursement. Salary allocation changes require the submission and prior approval of a grant modification.

Example B
The BSCC Grant Award budgets 20 percent (20%) of salaries and benefits for the Program Specialist. During the grant cycle the actual time spent by the Program Specialist amounts to 50 July 2020 Page 15 BSCC Grant Administration Guide
percent (50%) of actual hours charged, BSCC can only be charged 20 percent (20%) of the salaries and benefits amount listed in the approved Grant Award for the Program Specialist until such time as a modification is approved. If the Program Specialist had actually spent only ten percent (10%) of his/her time on a single BSCC program, and 20 percent (20%) was what was actually budgeted, BSCC can only be charged ten percent (10%) of the salaries and benefits amount for the Program Specialist. A modification must be submitted for approval of any allocation changes.

K. ADMINISTRATIVE OVERHEAD POSITIONS
Grantees may elect to charge administrative positions as a direct charge to personal services, and/or as part of indirect costs or administrative overhead. The direct method is explained within this section. If the indirect method is chosen, refer to Section 4.N, which describes direct and indirect costs.

L. PERSONNEL CHANGES
Whenever there are budget changes resulting from personnel changes, whether temporary or permanent, the project must submit a modification, and explain the reason for the shifting of personnel, the time period involved, the individuals involved, the salaries paid, and the percentage of time worked. The project also must maintain documentation in the payroll records of the shifting of personnel. During the grant performance period, the Grantee may not add, remove, or change line items to/from the Personal Services/Benefits category without prior BSCC approval. A modification will be necessary to add line items and to increase or decrease the amount of grant funds budgeted to this category. The items added must be allowable expenses programmatically.

The organization’s Cost Allocation Plan may also require revision to reflect budget changes and to bring the allocation of costs in alignment with current expenditures.

M. FEDERAL AND STATE EMPLOYEE
Where the Grantee is a state agency, compensation of federal and state employees, such as salary payments, travel, and consulting fees, is not allowable unless specifically approved by the BSCC in advance.

N. COSTS – DIRECT AND INDIRECT
Indirect cost rates are established in the BSCC Request for Proposal (RFP) and in the grantee’s contract budget. Please contact your lead Field Representative if you have any questions.

Acronyms used in this section:
• BSCC – Board of State and Community Corrections
• CAP – Cost Allocation Plan
• CFR – Code of Federal Regulations
• ICRP – Indirect Cost Rate Proposal
• MTDC – Modified Total Direct Cost
• NICR – Negotiated Indirect Cost Rate
• OMB – U.S. Office of Management and Budget
• RFP – Request for Proposal

1. General Information
Direct Project Costs
Direct project costs are those allowable costs that can be (a) directly associated to a particular grant activity and (b) accounted for separately with a high degree of accuracy. Examples of direct costs include staff salaries, materials and supplies, and travel.

BSCC Grant Administration Guide Page 16 July 2020
Indirect Project Costs
Indirect project costs are shared costs that cannot be directly assigned to a particular activity but are necessary to the operation of the organization and the performance of the project.

Examples of indirect costs include utilities and rent expense, health insurance, equipment depreciation, clerical and managerial salaries, human resources, accounting and legal fees, office and cleaning supplies.

Chargeable Project Costs
Chargeable costs are those costs that may be expensed to an award. In determining chargeable costs, a grantee should consider if the costs are:
• Reasonable – ordinary and necessary, supports the operation, and contributes to ability to conduct grant’s mission.
• Allocable – easily assigned to the grant.
• Allowable – as determined by:
o OMB Guidelines, Uniform Guidance (2 CFR Part II Subpart E – Cost Principles), o State of California, State Administrative Manual, and o Terms and conditions of the RFP, Grant Agreement, and BSCC Grant Administration Guide provisions.
• Consistently treated as either a direct or an indirect cost and are in accordance with Generally Accepted Accounting Principles.

2. Recordkeeping
Grantees agree to maintain and provide access to records for purposes of examination for a period of three (3) years from the end of the Grant Agreement, unless a longer period of record retention is stipulated. This also refers to any subcontractor(s) documentation.

Applicants who apply for BSCC grant funds are required to develop a budget according to the RFP instructions. In RFPs that allow for an indirect cost rate, a line item will be included in the budget template for the applicant to include this information. Once an award is approved by BSCC, the budget becomes the approved grant budget. Grantees agree to maintain all records and supporting documents pertaining to the creation of such budget.

The grantee agrees that the BSCC and any or all of the following agencies shall have the right to review and to copy any records and supporting documentation pertaining to the performance of the Grant Agreement:
• the U.S. Federal Government or their designated representative(s) (if federally funded grant program);
• the California State Auditor or their designated representative(s); • the California Department of Finance – Office of State Audits & Evaluations or their designated representative(s);
• the California State Controller’s Office or their designated representative(s).

3. Claiming Indirect Costs on an Invoice
Prior to submission to the BSCC, grantees are responsible for reviewing and approving invoices to ensure expenditures are proper and in accordance with the terms and conditions of their Grant Agreements and approved budgets.

Grantees that claim indirect costs on an invoice must use the indirect cost rate listed in their executed Grant Agreement. When requesting reimbursement for indirect costs, it is important July 2020 Page 17 BSCC Grant Administration Guide
to remember that the indirect cost rate is applied to the amount that was actually expended and requested for reimbursement, and not the amount that was originally budgeted.

All costs must be supported by accounting records (e.g., invoices, purchase orders, and canceled checks or other records supporting payments), which show the actual expenses.

4. Federally Funded Grant Programs: Indirect Cost Rates Unless otherwise specified in the grant’s RFP and Grant Agreement, entities directly applying for and receiving federal grant funds may only budget and charge indirect costs by using one of the following indirect cost options:

Federal Indirect Cost Rate Option 1:
• Grantees may use their federally approved NICR (derived from a federal formula) to seek reimbursement for indirect costs.
• Evidence of NICR approval must be available to BSCC and cover the current grant period’s budget and expenditures. Evidence should include information on the base(s) used to distribute indirect costs, and the treatment of fringe benefits and paid absences. For a multi-year grant, an NICR is required for each grant year or performance period.
• A grantee or applicant awarded federal funds may use this option to budget for indirect costs only if they have a federally approved NICR already in effect. • See Obtaining a Federally Approved NICR section for additional information.

Federal Indirect Cost Rate Option 2:
• Grantees without a federally approved NICR may use the Federal De Minimis (10% of MTDC1) to seek reimbursement for indirect costs.
• This rate can only be used if the grantee receives less than $35 million annually in direct federal funding and has never had an NICR.

Examples of these Federal Indirect Cost Rate Options can be found in Tables 1 and 2 under the Budgeting for Indirect Costs for Federally Funded Grants section.

Budgeting for Indirect Costs for Federally Funded Grants Unless otherwise specified in the RFP and Grant Agreement, indirect costs may be budgeted for and claimed by applicants and grantees in the Grant Funds and/or Match Funds columns of the Project Budget Table within the grant proposal.

Examples of how to budget for indirect costs using Federal Indirect Cost Options 1 and 2 are shown in the tables below:

Federal Indirect Cost Rate Option 1 – Federally Approved NICR In this example, the approved NICR for a grantee is 25%. The grantee’s cost base is salaries & wages plus fringe benefits. Add the totals for salaries & wages plus fringe benefits and multiply this amount by 25%. The following budget table displays the amount budgeted for indirect costs in greater detail:
1 Modified Total Direct Cost (MTDC) means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward. See 2 CFR § 200.68 for full definition of MTDC.

BSCC Grant Administration Guide Page 18 July 2020
Table 1. Example – Grantee Budget Using Federal Option 1 Cost Category Grant Funds: Budget Amount Indirect Cost Calculation Salaries & Wages $75,000 $75,000
Fringe Benefits $13,500 $13,500
Other (travel, training) $2,500 Total Cost Base $88,500 Services & Supplies $1,000 Approved NICR x 25 %
Other Direct Costs $1,500 Indirect Costs $22,125
Total Direct Costs: $93,000
Indirect Costs: $22,125
Total Grant-Funded Project Budget: $115,625
Grantees using Federal Indirect Cost Rate Option 1 must immediately notify BSCC if the NICR changes during the grant period. The grantee may be required to submit a Modification Request (BSCC Form 223.1, located within the Invoice Workbook) with the updated NICR, including when using the approved rate for matching funds (in total or in part).

Federal Indirect Cost Rate Example: Option 2 – Federal De Minimis (10% of MTDC) In this example, the grantee adds direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward. The resulting amount is multiplied by 10%. The following budget table displays the amount budgeted for indirect costs in greater detail:

Table 2. Example – Grantee Budget Using Federal Option 2 Cost Category Grant Funds: Budget Amount Indirect Cost Calculation Salaries & Wages $75,000
Fringe Benefits $13,500
Other (travel, training) $2,500
Services & Supplies $1,000
Other: Subaward #1 $35,500
Other: Subaward #2 $25,000
Total Direct Costs: $152,500 $152,500
Less Subaward #1
Amount over $25,000: – ($10,500)
MTDC: $142,000
Federal De Minimis: x 10%
Indirect Costs: $14,200
Indirect Costs: $14,200
Total Grant-Funded Project Budget: $166,700
Federal Records Retention for Approved Indirect Cost Rate Documentation Records relevant to the development of the NICR, including an ICRP or CAP must be retained along with all grant specific documentation for a period of three (3) years from the end of the Grant Agreement. This requirement also pertains to subcontractor documentation. Refer to section N.2. Recordkeeping for additional information.

July 2020 Page 19 BSCC Grant Administration Guide
Determining Indirect Cost Rates for Federally Funded Subcontractors Grantees directly receiving federal funds that subcontract using BSCC grant funds must use either Federal Indirect Cost Rate Option 1 or 2 when determining an indirect cost rate with a subcontractor.

5. State-Funded Grant Programs: Indirect Cost Rates
Unless otherwise specified in the grant’s RFP and Grant Agreement, entities directly applying for and receiving state grant funds may only budget and charge indirect costs by using one of the following indirect cost options:

Approved Indirect Cost Rate for State-Funded Grants:
• Grantees that have an approved ICRP, CAP or a rate approved by the entity’s governing board or governing agency may use their approved rate to seek reimbursement for indirect costs up to the rate established in the RFP.

Grantees may be required to submit documentation substantiating the approved rate.

Sources can include, but not limited to:
• Board of Supervisors, city council, or Governing Board/Council resolution affirming the approved rate;
• Letter signed by the jurisdiction’s chief financial officer or equivalent; • Copy of Federal or State Cognizant Agency letter displaying the approved rate; or • Single Audit Report referencing the approved rate.

Grantees may also be required to submit their approved ICRP or CAP. • Grantees that have a federally approved NICR may use the NICR to seek reimbursement for indirect costs up to the rate established in the RFP. • Evidence of NICR approval must be available to BSCC and cover the current grant period’s budget and expenditures. Evidence should include information on the base(s) used to distribute indirect costs, and the treatment of fringe benefits and paid absences. For a multi-year grant, an NICR is required for each grant year or performance period.
• Grantees without an approved indirect cost rate may claim indirect costs based on the federal De Minimis rate – 10% of MTDC.
• To apply the De Minimis rate, the grantee will add direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward. The resulting amount is multiplied by 10% to achieve the permissible amount for indirect costs.

Budgeting for Indirect Costs for State-Funded Grants
Indirect costs may be budgeted for and claimed by applicants and grantees in the Grant Funds and/or Match Funds columns of the Project Budget Table within the grant proposal.

Approved Indirect Cost Rate for State-Funded Grants Example:

In this example, the approved rate listed in the RFP is 10% of the grant award. The Grantee’s ICRP is equal to 15%. In this example, the ICRP exceeds the approved rate as stated in the RFP. The grantee would add all direct costs and multiply this amount by 10%. The following budget table displays the amount budgeted for indirect costs in greater detail:

BSCC Grant Administration Guide Page 20 July 2020
Table 3. Example – Grantee Budget Using an Approved Indirect Cost Rate Cost Category Grant Funds: Budget Amount Indirect Cost Calculation Salaries & Wages $75,000
Fringe Benefits $13,500
Other (travel, training) $2,500
Services & Supplies $1,000
Other Direct Costs $1,500
Total Direct Costs: $93,500 $93,500
Approved ICR: x 10%
Indirect Costs: $9,350
Indirect Costs: $9,350
Total Grant-Funded Project Budget: $102,850
Grantees using an Approved Indirect Cost Rate for State-Funded Grants must immediately notify BSCC if the rate changes during the grant period. The grantee may be required to submit a Modification Request (Form BSCC 223.1, located with the Invoice Workbook) with the updated rate, including when using the approved rate for matching funds (in total or in part).

State-Funded Grantees Without an Approved Indirect Cost Rate Example: De Minimis Rate (10% of MTDC)
In this example, the grantee adds direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward. The resulting amount is multiplied by 10% to achieve the amount allowed for indirect costs. The following budget table displays the amount budgeted for indirect costs in greater detail:

Table 4. Example – Grantee Budget Using the De Minimis Rate Cost Category Grant Funds: Budget Amount Indirect Cost Calculation Salaries & Wages $75,000
Fringe Benefits $13,500
Other (travel, training) $2,500
Services & Supplies $1,000
Other: Subaward #1 $35,500
Other: Subaward #2 $25,000
Total Direct Costs: $152,500 $152,500
Less Subaward #1
Amount over $25,000:
– ($10,500)
MTDC: $142,000
De Minimis: x 10%
Indirect Costs: $14,200
Indirect Costs: $14,200
Total Grant-Funded Project Budget: $166,700
July 2020 Page 21 BSCC Grant Administration Guide
State Records Retention for Approved Indirect Cost Rate Documentation Records relevant to the development of the NICR, ICRP, and/or CAP must be retained along with all grant specific documentation for a period of three (3) years from the end of the Grant Agreement. This requirement also pertains to subcontractor documentation. Refer to section N.2. Recordkeeping for additional information.

Determining Indirect Cost Rates for State-Funded Subcontractors Grantees directly receiving state funds that subcontract using BSCC grant funds must use local contracting rules unless otherwise stated in the grant’s RFP and Grant Agreement when determining an indirect cost rate with a subcontractor.

6. Obtaining a Federally-Approved NICR – State and Federal Grant Recipients Should an applicant or grantee seek to obtain a federal NICR, it will be required to prepare an annual ICRP and submit it to its federal cognizant agency. Typically, the federal cognizant agency is the agency that awards the most federal funds to that grantee or applicant.

Note: A grantee or applicant that is a governmental department or agency unit that receives more than $35 million in direct federal funding is required to obtain a federal NICR.

An ICRP is the documentation prepared by a grantee requesting an indirect cost rate. This package normally includes the proposal, related audited financial statements, and other detail supports such as general ledger, trial balance, etc.

The requirements for the development and submission of ICRPs are set out in Federal OMB Appendices III-VII of 2 CFR § 200.

A grantee developing an ICRP for federally funded grant solicitations should follow the guidelines applicable to its type of organization:
• Non-Government Organizations use 2 CFR § 200, Appendix IV; • State/Local Government Central Service Cost Allocation Plans use 2 CFR § 200, Appendix V;
• State/Local/Tribal Indirect Cost Proposals use 2 CFR § 200, Appendix VII.

For more information on federal ICRPs go to:
https://www.ojp.gov/funding/part200uniformrequirements. For state and local governments go to: https://sco.ca.gov/pubs_guides.html (Countywide Cost Allocation Plan Guidelines and Information.

5. OPERATING EXPENSES
General
Allowable operating expenses are defined as necessary expenditures exclusive of personnel salaries, benefits, and equipment. Such expenses may include specific items directly charged to the project, and in some cases, an indirect cost allowance. The expenses must be grant-related (i.e., to further the program objectives as defined in the Grant Award) and be incurred during the grant cycle. The BSCC reserves the right to make the final determination if an operating expense is allowable and necessary. All charges must be clearly documented and rounded off to the nearest whole dollar.

During the grant performance period, individual line items within the operating expense category (with the exception of Consultant or Contract services) may vary from budgeted amounts without prior BSCC approval as long as the total amount budgeted in the category remains the same.

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A. ALLOWABLE EXPENSE ITEMS
A project may, unless otherwise prohibited, include the following expenses under the Operating Expenses category:
• Answering service fees;
• Bank service charges and check printing fees;
• Computer with an acquisition cost of $4,999* or less; • Computer equipment rentals;
• Confidential expenditures (e.g., asset forfeiture and sting operations); • Conferences, seminars, workshops, and training;
• Consultant services;
• Equipment service and maintenance agreements (including those for computers); • Facilities costs;
• Film or videotape (film or videotape with an acquisition cost of more than $5,000 per unit and a useful life of more than one year must be charged in the Equipment category); • Financial audit allowances;
• Furniture and office equipment with an acquisition cost of $4,999* or less per unit; • Insurance, e.g., vehicle, fire, bonding, theft, and liability (to include malpractice and board liability);
• Internet access;
• Janitorial services;
• Moving expenses;
• Office supplies;
• Office space;
• Postage;
• Printing;
• Rental or lease of equipment;
• Research forms;
• Software (if not part of a computer package);
• Storage space for evidence;
• Subscriptions;
• Telephone (telephones with an acquisition cost of more than $5,000 per unit and a useful life of more than one year must be charged in the equipment category); • Training materials;
• Travel and per diem;
• Utilities; and
• Vehicle maintenance.

If an item is not listed, consult the terms of the program to determine if the expense is allowable. * Any of these items with an acquisition cost of $3,500 or more require prior approval by the BSCC. The Grantee must submit a written declaration that the items to be purchased are: 1) to be used for services directly associated with the project; 2) essential to the success of the project; and 3) less expensive than leasing or renting the equipment for the grant cycle (based on an investigation of lease and rental options).

July 2020 Page 23 BSCC Grant Administration Guide
B. PROVISIONS REGARDING ALLOWABLE OPERATING EXPENSES
Operating expenses which cannot be directly charged to a specific project or funding source, such as expenses related to a copier, utilities or janitorial service, must be prorated on the basis of percentage of usage or other reasonable job-costing basis. An allocation plan must be prepared to determine how such operating expenses should be allocated. Schedules of the methods used to allocate such operating expense must be maintained for audit purposes.

The basis of allocating operating expenses must be reviewed and adjusted accordingly by the Grantee on a periodic basis.

Payments made for certain types of expenses which apply to long periods of time also become allocated expenses. For example, the Grantee pays for an insurance policy with a term of one year (November 1, 2014 to October 31, 2015), and the grant cycle (July 1, 2015 to June 30, 2016) includes four months of this one-year period. The Grantee then may allocate one-third (four months) of the insurance costs to the grant.

C. CONFIDENTIAL EXPENDITURES
Confidential expenditures are only allowable for grants to state and local law enforcement agencies that use grant personnel working in an undercover capacity, unless otherwise specifically authorized in the terms of the program.

Requests for Approval – Confidential Expenditures: If not previously authorized in the approved Grant Award, confidential expenditures must be requested using a modification and approved prior to any expenditure. The criteria for confidential expenditures are in the terms of the program.

D. FACILITY RENTAL
Office space for full-time employees and space for files, meetings, mail and supplies may be charged to the grant.

It is the responsibility of the Grantee to ensure that these are consistent with prevailing rates in the local area.

Space for part-time employees must be prorated. For the purpose of this section, the term “employee” includes documented volunteers.

1. Rental Space for Training, Shelter, Counseling Rooms, and Other Required Space Rental space for training, individual or group counseling rooms may also be charged to the grant if authorized in the terms of the program, and providing the rental space charged is based on actual costs to the Grantee and not reimbursed by any other source.

If other required space, such as a storage or evidence room is allowed in the terms of the program, the Grantee must provide justification for charging the costs to the grant.

Such justification must address the cost and need for the space, how it relates to the project’s objectives, and why the agency cannot provide the space at no cost to the grant.

2. Donated Space
A Grantee can claim office space used in a program as in-kind match when they are the owners of the building or the space has been donated.

The value claimed for donated space cannot exceed the monetary value of what would normally be charged for the space in that geographical area.

There must be documentation on file which explains and supports the way the value for the match is determined.

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E. MOVING EXPENSES
Projects may budget for moving expenses as long as such expenses are reasonable and related to the accomplishment of grant objectives. For example, a project may claim moving expenses if the project site is being relocated to another site and it is necessary to relocate BSCC-funded supplies, office equipment, etc. to the new site. Moving expenses may not be charged to the grant for transporting personal belongings of staff nor may staff relocation expenses be charged to the grant for costs associated with the project move. Further, projects may not use BSCC grant funds to pay for relocation expenses associated with the hiring of new staff.

If the project is one of many components of a larger organization, the project may only charge the prorated share of expenses proportionate to the BSCC-funded project’s percentage of the organization’s total overall budget.

F. RENTED OR LEASED EQUIPMENT
An explanation and cost analysis must be submitted if equipment, budgeted in the operating expenses or equipment category, is to be rented or leased. This written analysis must demonstrate how it is more cost effective to rent or lease the equipment rather than purchase it.

The project must receive approval from BSCC prior to the execution of any rental or lease agreement. If the request is made after the grant is awarded, a Grantee must attach the analysis to a completed modification.

G. TRAVEL AND PER DIEM
Travel is usually warranted when personal contact by project-related personnel is the most appropriate method of completing project-related business.

The most economical method of transportation, in terms of direct expenses to the project and the project-related personnel’s time away from the project, must be used.

Grantees are required to include sufficient per diem and travel allocations for project-related personnel to attend any required BSCC training conferences or workshops as described in the Request for Proposals and Grant Agreement.

1. Out-of-State Travel
Out-of-state travel is generally restricted and only allowed in exceptional situations. Grantees must receive written BSCC approval prior to incurring expenses for out-of-state travel. Even if previously authorized in the Grant Agreement, Grantees must submit a separate written request on Grantee letterhead for approval to the assigned BSCC Field Representative. Outof-state travel requests must include a detailed justification and budget information.

In addition, California prohibits travel, except under specified circumstances, to states that have been found by the California Attorney General to have discriminatory laws. The BSCC will not reimburse for travel to these states unless the travel meets a specific exception under Government Code section 11139.8, subdivision (c). For additional information, please see:
https://oag.ca.gov/ab1887.

2. Units of Government
Grantees that are units of government using BSCC funds may follow either their own written travel and per diem policy or the California State travel and per diem policy. Units of government that plan to use cars from a state, county, city, district carpool, or garage may budget either the mileage rate established by the carpool or garage, or the state mileage rate, not to exceed the loaning agency.

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3. Non-Governmental Organizations (NGOs)
Grantees that are NGOs using BSCC funds must use the California State travel and per diem policy, unless the Grantee’s written travel policy is more restrictive than the State’s, in which case it must be used. Reimbursement is allowed for the cost of commercial carrier fares, parking, bridge, and road tolls, as well as necessary taxi, bus, and streetcar fares. This policy applies equally to NGOs that receive grant funds directly from the BSCC and those that receive grant funds indirectly through a subcontract with another NGO that received a BSCC grant award.

4. Tribes
Grantees that are Tribes must use the California State travel and per diem policy, unless the Grantee’s written travel policy is more restrictive than the State’s, in which case it must be used. Reimbursement is allowed for the cost of commercial carrier fares, parking, bridge, and road tolls, as well as necessary taxi, bus, and streetcar fares.

5. State Travel and Per Diem Policies
a) General
The information below provides details about the State travel policy. The reimbursement rates are maximums, not allowances. In the event of an audit, employees must be able to produce receipts substantiating the amount claimed. To verify rates, go to:
http://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx b) Mileage
When the Grantee utilizes a privately-owned vehicle on project-related business, a maximum rate per mile is allowed at this time. Grantees may verify the current Stateapproved mileage rates at:
http://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx c) Meals and Incidental Expenses
Breakfast - Breakfast may be claimed when travel commences at or prior to 6:00 a.m.

Breakfast may be claimed on the last fractional day of a trip of more than 24 hours if travel terminates at or after 8:00 a.m.

Lunch - Lunch may not be claimed for travel less than 24 hours. Lunch may be claimed if the trip begins at or before 11:00 a.m. and may be claimed on the last fractional day of a trip of more than 24 hours if the travel terminates at or after 2:00 p.m.

Dinner - Dinner may be claimed if the trip begins at or before 5:00 p.m. Dinner may be claimed when travel terminates at or after 7:00 p.m., whether on a one-day trip or on the last day of a trip of more than 24 hours.

Incidental Expenses - Incidental expenses may be claimed for trips of 24 hours or more.

To view meal and incidental rates, go to:
http://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx d) Lodging – With Receipts
Excess lodging costs are restricted and only allowed in exceptional situations. Grantees must justify the need and receive prior written approval from BSCC before incurring expenses for excess lodging costs.
e) Other
Reimbursement for shuttle or hotel-bus fares, bridge and road tolls, and parking charges must be supported by receipt if amounts exceed the following exceptions to the California State Receipt Policy located at: http://hrmanual.calhr.ca.gov/Home/ManualItem/1/2203.

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H. FOOD AND BEVERAGES

1. Justification
Unless otherwise prohibited by law, or by the specific terms and conditions of the grant program, grant funds may be used to purchase food and beverages for individuals receiving grant-funded services and programs.

BSCC recognizes that offering food and beverages can help maximize participation among clients. Meals or snacks can be used to encourage attendance among clients who are reluctant to attend, or when programs are held during the lunch or dinner hours or as part of a day-long activity.

2. Definitions
Allowable food and beverage purchases include snacks or meals provided to individuals receiving programs and services funded by the grant. Food and beverage purchases must be reasonable, necessary for participants, and clearly linked to grant-funded activities. Grant funds may not be used to purchase alcohol, tobacco or marijuana products.

Grant funds may not be used to purchase food and beverages for grant staff or partner agency staff, even if it is a grant-related event. Grantees who wish to request an exception to this rule should contact the BSCC Field Representative and present justification for why the food and beverages are necessary to the success of the program model.

3. Requesting Approval
Explicit prior approval from BSCC is required for the purchase of food and beverages, even if the items were mentioned in the grant application approved for funding by the Board.

Grantees seeking approval to purchase food and beverages must submit a memo to the BSCC Field Representative. (Note: It is not necessary to submit a memo for each individual purchase; the memo may contain a list of purchases for the entire grant period.) There is no format for the memo, but it must contain the following information:
(a) A description of the activity or program for which the food and beverages will be purchased.
(b) The name of the subcontractor (if applicable) that will be purchasing the food and beverages.
(c) A description of the items that will be purchased, with the corresponding costs. Provide as much line-item detail as possible and show the total cost. * For example:
4 pizzas per week x 25 weeks @ $15 per pizza ......................................... $ 1,500 2 cases sodas per week x 25 weeks @ $10 per case ................................ $ 500 2 dozen cookies per week x 25 weeks @ $10 per dozen ........................... $ 500 Total...................... $ 2,500
*If the exact quantity or cost is not known, provide detailed estimates. (d) The approximate number of grant-funded participants that will benefit from the food and beverages.
(e) A justification for the purchase of food and beverages to describe how the purchases will benefit the grant project.

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Discretion for final approval of any purchases under this section lies with BSCC. Purchases should not be made until BSCC approves the written request. The BSCC shall not be obligated to reimburse purchases made without prior approval.

4. Documentation
Grantees should follow any internal policies and procedures that exist for the purchase, documentation and tracking of food and beverages. Grantees must also ensure compliance with any applicable procurement rules.

At a minimum, the grantee must maintain all receipts and supporting documentation related to the purchase. Supporting documentation could include program schedules, lists of attendees, class rosters, etc.

I. PROGRAM INCENTIVES AND PARTICIPANT SUPPORT ITEMS

1. General Guidelines
Unless otherwise prohibited by law or by the specific terms and conditions of the grant program, grant funds may be used to purchase items used as participant support items and program incentives for program participation and/or program completion.

BSCC recognizes that offering incentives can help maximize participation among clients and justice-involved clients. Participant support items and program incentives can be used to encourage program participation, to reward participants who meet certain documented milestones, and to celebrate program completion.

Participant support items and program incentives must be reasonable and clearly linked to grant-funded activities.

2. Requesting Approval
Explicit prior approval from BSCC is required for the purchase of participant support items and program incentives, even if the items were included or budgeted in the grant application approved for funding by the Board.

Grantees seeking approval to purchase participant support items and program incentives must submit a memo to the BSCC Field Representative (see “Using Grant Items for Participant Support Costs and Incentives justification form”). (Note: It is not necessary to submit a memo for each individual purchase; the memo may contain a list of purchases for the entire grant period.)
Discretion for final approval of any purchases under this section lies with BSCC. Purchases should not be made until BSCC approves the written request. The BSCC shall not be obligated to reimburse purchases made without prior approval.

3. Types of Allowable Expenses May Include:

Participant Support Items:
• Personal Care and Healthcare Items
o Clothing, hygiene items, medication co-pays, physician recommended medical devices or products, etc.
• Vital Document Expenses
o Expenses related to obtaining a CA ID or Driver’s License, social security card, birth certificate, etc.
• Transportation
o Tokens, taxi vouchers, bus passes for social services, educational, court, or program related appointments, etc.

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o Vehicle maintenance expenses.
o Purchase of gasoline or mileage reimbursement.
o Purchase of a bicycle or other non-motorized vehicle. • Education and Employment Support
o Work clothes or equipment required by an employer or training program. o Tuition enrollment fees for training or education programs. o Subsidized employment.
o Books, backpacks or other supplies for training/education programs. • Housing Related Costs
o Rental assistance.
o Reasonable costs related to one-time move-in necessities for long-term housing placements.
o Fees for applications, credit checks, or enrollment costs for housing opportunities. o Utilities, property maintenance costs, etc.

Program Incentives: (no cash payments allowed):
• Gift cards
• Stipends
• Field trips/Excursions (e.g. sporting events, movies, camping trips, amusement parks, etc.)

4. Documentation
Grantees should follow any internal policies and procedures that exist for the purchase, documentation, and tracking of participant support items and program incentives. Grantees must also ensure compliance with any applicable procurement rules.

At a minimum the grantee should maintain a log that records:
a) the type of incentive or participant support item that was distributed; b) the date it was distributed;
c) the name and signature of the individual who received it; d) the name and signature of the staff person who distributed it; and e) the name and signature of a supervisor.

J. PROHIBITED EXPENSE ITEMS

1. Bonuses/Commissions
Projects are prohibited from paying any bonus or commission to any individual, organization, or firm unless specifically authorized by the terms of the program.

2. Lobbying
BSCC federal and state grant funds, grant property, or grant funded positions shall not be expended or used for any of the following lobbying activities. a) Prohibited Lobbying Activities
• Attempts to influence the outcome of any federal, state, or local election, referendum, initiative, or similar procedure, through in-kind or cash contributions, endorsements, publicity, or similar activity;
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• Establishing, administering, contributing to, or paying the expenses of a political party, campaign, political action committee, or other organization established for the purpose of influencing the outcome of elections;
• Attempts to influence: (1) the introduction of federal or state legislation; or (2) the enactment or modification of any pending federal or state legislation through communication with any member or employee of the Congress or state Legislature (including efforts to influence state or local officials to engage in similar lobbying activity), or with any government official or employee in connection with a decision to sign or veto enrolled legislation;
• Attempts to influence: (1) the introduction of federal or state legislation; or (2) the enactment or modification of any pending federal or state legislation by preparing, distributing, or using publicity or propaganda, or by urging members of the general public or any segment thereof to contribute to or participate in any mass demonstration, march, rally, fund-raising drive, lobbying campaign or letter writing or telephone campaign; or
• Attending legislative liaison activities, including legislative sessions or committee hearings, gathering information regarding legislation, and analyzing the effect of legislation are prohibited when such activities are carried out in support of or in knowing preparation for an effort to engage in unallowable lobbying. b) Activities Exempt from the Prohibition
• Providing a technical and factual presentation of information on a topic directly related to the performance of a grant, contract, or other agreement, such as:
o Offering testimony in a hearing, statements, or letters o to Congress or a state Legislature, or subdivision, member, or cognizant staff member thereof, in response to a documented request (including a Congressional Record notice requesting testimony or statements for the record at a regularly scheduled hearing) made by the Grantee member, Legislative body or subdivision, or a cognizant staff member thereof
o provided such information is readily obtainable and may be readily put in deliverable form; and
o Costs for travel, lodging, or meals related to this activity are unallowable unless:
(1) the testimony is offered at a regularly scheduled Congressional or state Legislative hearing; and (2) it was made pursuant to a written request for such presentation made by the Chairman or Ranking Minority Member of the Committee or Subcommittee conducting such hearing.
• Any lobbying made unallowable by Section I.2 above to influence state legislation in order to directly reduce the cost or to avoid material impairment of the organization’s authority to perform the grant, contract, or other agreement. • Participating in any activity specifically authorized by statute to be undertaken with funds from the grant, contract, or other agreement.
• Providing testimony before legislative bodies reviewing the effectiveness of grant programs.
• Introducing and offering support in the state Legislature of general statutory reform, such as criminal code revisions, court reform, etc.

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3. Fundraising
BSCC grant funds cannot be used for fundraising. For example, grant funds cannot be used to organize financial campaigns, endowment drives, solicitation of gifts and bequests, or similar expenses incurred solely to raise capital or obtain contributions, unless fundraising for the furtherance of grant objectives is specifically allowed under the terms of the program.

4. Real Property and Improvements
Expenses for real property, including land, land improvements, structures and their attachments, and structural improvements and alterations are not allowable expenditures unless specifically authorized in the terms of the program.

5. Interest, Charges, Fees, and Penalties
Finance charges, late payment fees, penalties, and returned check charges are not allowable expenditures. The cost of interest payments is only allowable if the cost is a result of a lease/purchase agreement.

6. Weapons and Ammunition
The cost of weapons and/or ammunition of any type are not allowable expenditures, unless it is part of a governmental negotiated benefit package, or specifically authorized in the terms of the program.

7. Dues, Licenses, and Fees
Membership dues for the licensing or credentialing of professional personnel, the cost of the license, and any annual professional dues or fees are not allowable expenditures unless they are part of a governmental benefit package or specifically authorized by the terms of the program.

8. Depreciation
Depreciation charges are not allowable expenditures.

6. EQUIPMENT / FIXED ASSETS
Equipment and fixed assets are nonexpendable personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit (including tax and installation). If equipment is purchased as a complete package (i.e., computer, monitor, modem, software, etc.), the total package cost, not the unit cost, would determine if it qualifies under the equipment category. All equipment purchased by the Grantee is the property of the Grantee. BSCC does not claim title to the equipment but requires the Grantee to maintain accountability for the equipment.

A. PRIOR APPROVAL
All equipment or fixed assets with an acquisition cost of $3,500 or more require prior approval by the BSCC. The Grantee must submit a written declaration that the equipment or fixed assets to be purchased are: 1) to be used for services directly associated with the project; 2) essential to the success of the project; and 3) less expensive than leasing or renting the equipment for the grant cycle based on an investigation of lease and rental options.

B. ALLOWABLE EQUIPMENT
Equipment that is directly related to and used for project activities will be considered for purchase approval only if no other equipment owned by the applicant is available and suitable for the project. Projects are expected to purchase only energy efficient equipment whenever possible and appropriate.

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Grant funds cannot be used for equipment if specifically prohibited in the authorizing legislation or restricted in the terms of the program.

Grant funds cannot be used to reimburse the project for equipment obtained prior to the beginning of the grant cycle.

Equipment should be ordered as soon as possible so that it can be placed in service during the grant cycle.

1. Motorized Vehicles
Aircraft, watercraft, and other motorized vehicles (except automobiles) are not allowable budget items unless specifically authorized in the terms of the program.

2. Automobiles
If automobiles are allowable pursuant to the terms of the program, the Project must provide substantial justification demonstrating the grant-related need. The justification must be submitted attached to a modification if not previously authorized in the approved Grant Award and include the following information:
• Describe the need for a vehicle, including the size of the service area and the need to provide direct service away from the office;
• Describe the lack of available agency vehicles;
• Describe the lack of available personal vehicles for which mileage can be charged or a reason why the agency will not allow personal vehicle usage during working hours; and • Include a cost analysis for the vehicle purchase as compared to other options, including lease and personal vehicle use with mileage.

3. Computers and Automated Equipment
a) Internet Access
Funded projects are required to maintain internet access with an established e-mail address for grant-related communication with BSCC. Grant funds may be used for this purpose unless specifically restricted by the terms of the program. b) Justification
The purchase of computers and automated equipment necessary to achieve grant objectives may be requested unless prohibited in the terms of the program. Approval for purchases is contingent on the project's ability to demonstrate a cost effective, projectrelated need. This is best demonstrated by clearly relating each computer system or component to the grant objectives and activities. The amount of information necessary will be determined by the complexity of the proposed system. c) Cost
The cost of a computer system must include all expenses required to purchase, install and operate the system. These expenses include, but are not limited to hardware, software, maintenance, upgrade, training, conversion, technical assistance, consultants, programmers, analysts, furniture, supplies, modems, telephone lines, and connect time to mainframe or data centers. Computers and related expenses must be itemized in the budget pages of the Grant Award and described in sufficient detail to allow BSCC to assess their size and complexity.

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d) Community-Based Organization (CBO)
Applicants from community-based organizations may budget for computer equipment, software, and related costs. BSCC will evaluate the proposed purchase on the basis of grant-related need.

If the implementing agency is a CBO sponsored by a unit of government, BSCC’s policy for CBOs will apply, and BSCC will also evaluate the proposed purchase of computer equipment, software, and related costs.
e) Units of Government
Applicants from units of government may budget for computer equipment, software, and related costs. BSCC will evaluate the proposed purchase on the basis of grant-related need.

Units of government using federal funds to establish or enhance criminal intelligence systems are also subject to 28 CFR Part 23, Criminal Intelligence Systems Operating Policies. Consult the specific terms of the program for information regarding additional requirements and approvals.
f) Justification – Computers and Automated Systems
To certify that all resources (e.g., hardware, software, personnel, and telecommunications) to be utilized by the project are in compliance, the Project Director must submit a written justification. If not previously authorized in the approved grant award, the justification must be attached to a modification and demonstrate that the purchase abides by applicable standards, policies, and procedures for automated systems as contained within the terms of the program, the agency’s local policies and operating procedures, and this Guide.

4. Lease-to-Purchase Agreement
If a lease-to-purchase equipment is requested, a Grantee must submit a justification and cost analysis, demonstrating that it is more cost effective to lease rather than purchase the item.

If a lease-to-purchase agreement is not previously authorized in the approved Grant Award, the justification and cost analysis must be submitted with a modification. The Project must receive BSCC approval prior to the signing of the lease/purchase agreement.

5. Equipment Identification and Records
Projects must maintain a readily identifiable inventory of all equipment purchased wholly, or in part, with BSCC grant funds. Equipment must be noted in a log, either written or digital containing the following information for as long as the equipment is owned by the Grantee.

Equipment records must contain the following information:
• A description of the property;
• Serial number, or other identification number;
• Source of the property;
• Identification of the title holder;
• Acquisition date;
• Cost of the equipment;
• Percentage of Federal participation in the cost of the equipment; • Location of the equipment;
• Use and condition of the equipment;
• Unit acquisition cost; and
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• Disposition, data, including date of disposal and sale price.

A Grantee must take a physical inventory of equipment and reconcile the results with the equipment records at least once every two years.

The Project is responsible for maintaining all equipment purchased with grant funds and the equipment must be available for review by BSCC staff during Site and Monitoring visits.

6. Losses/Replacements
Projects must safeguard equipment purchased with grant funds and are responsible for any losses. Lost, stolen, or destroyed equipment must be reported to BSCC in writing within 14 calendar days of the date of the loss. The report must include appropriate police reports, insurance claims, and a letter signed by the Project Director explaining the circumstances involved and the precautions taken to prevent such losses from occurring in the future. The report must also detail how the equipment will be replaced, the timeframe for replacement, and the potential impact on program objectives without replacement of the equipment.

Damaged equipment that will not be repaired must be reported to BSCC on a modification within 14 calendar days of the date of damage, with a justification explaining how grant objectives will be achieved without the equipment. Projects must obtain written approval from BSCC prior to replacing, trading, or otherwise disposing of damaged, lost, or stolen grant equipment.

7. CONTRACTS AND PROCUREMENTS
A. RESPONSIBILITY
The Grantee is the responsible entity, without recourse to BSCC, regarding the settlement and satisfaction of all contractual and administrative issues arising from contracts of the Grantee and Grant Award procurements. This responsibility includes, but is not limited to, disputes, claims, and protests of awards.

1. Units of Government Guidelines
Governmental entities must comply with applicable procurement laws and policies for their jurisdiction when contracting for goods or procuring services. Matters concerning violation of laws must be referred to the local, state, or federal authority having jurisdiction.

2. Definitions
a) Contracts
Contracts refer to the purchasing of services including, but not limited to, independent CPA audits, maintenance agreements, accounting services, and consultants. All contracts are subject to BSCC contract standards as outlined in this section. b) Procurement
Procurement refers to the purchasing of goods necessary to carry out the project objectives. BSCC procurement standards apply to all contracts for goods, including office supplies, and equipment paid for in whole or in part by grant funds.

3. Approvals
All contracts and procurements must be for allowable expenditures according to the terms of the grant program under which the agreement is funded.

Purchases for computers and/or equipment valued at $3,500 or more, which were not previously approved in the Grant Award budget, require prior approval from the BSCC.

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For CBOs and entities that are not units of government, contracts over $50,000 require BSCC prior approval. Requests for approval must include the procedures that will be used to comply with section 7.B. below.

B. METHODS OF CONTRACTING AND/OR PROCUREMENT
For non-governmental entities, contracts and procurements that use grant funds must be made by one of the following methods:

1. Informal Advertising
a) Contracts and Procurements under $5,000
Contracts and procurements under $5,000 do not require formal advertising. However, informal competition is still suggested for purchases between $100 and $4,999. b) Documentation
Documentation showing the service providers or vendors contacted, including the vendor's name, address, telephone number, who provided the quote, the date contacted, and the prices quoted, must be maintained in the project’s files for audit purposes. A minimum of three (3) vendors or two (2) State certified small businesses should be contacted.

2. Formal Advertising
Contracts and procurements for purchases $5,000 or over require formal advertising. In this process, a bidder is selected based on material submitted in a response to an Invitation for Bid (IFB) or RFP only. IFBs/RFPs must clearly define all requirements the bidder must fulfill for the bid or offer, which will be evaluated by the project. Bidders are not allowed to discuss or clarify any points after their bids have been submitted. A firm, fixed-price contract results with no face-to-face negotiation.
a) Invitation for Bid (IFB)
An IFB is used to solicit prices for services or goods based on definitive specifications. It must include a clear and accurate description of the technical requirements for the services, (Contracts) to be produced, or the material or product, (Goods) to be procured.

The description must not contain features that unduly restrict competition.

Using clear and precise specifications is crucial in formal advertising because it ensures that all bidders will have a complete and consistent understanding of what is required.

Accurate descriptions of the requirements make certain that bidders will not have varying interpretations and in turn, they will accurately account for all costs in their responses, including any timelines, and all programmatic requirements. b) Request for Proposals (RFP)
RFP often does not provide a detailed description of what is to be provided. It is designed to solicit a proposal from bidders to solve a stated problem or meet a stated need. The proposal is the product of the bidder's creative thoughts and provides the detailed approach and description of what is to be accomplished or produced, as well as a price for the services or goods to be provided.

RFP should include:
• A clear statement of the problem to be solved;
• Realistic terms as to what the contractor is to accomplish; • Time schedules, including dates for awarding the contract, commencement of performance, submission of progress reports, and completion; • Payment plans and schedule, as appropriate; and
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• Proposal Requirements for Bidders:
• Description of qualifications, description of lead personnel, amount of time and personnel to be expended, and equipment and facilities to be utilized; • Description of techniques to be used in solving the stated problem or meeting the stated need; and
• Total cost of the contract.

3. Contract and Procurement Awards
Contract and procurement awards must be made to the responsible contractor or vendor whose bid or offer is responsive to the solicitation and is most advantageous to the project, as well price and other factors considered.

Any or all bids or offers may be rejected when it is in the project's best interest to do so, and such rejections are also in accordance with applicable federal, state, and local laws or ordinances, rules, regulations, and policies.

Consideration should be given to such matters as contractor integrity, record of past performance, financial and technical resources, and/or accessibility to the necessary resources. A bidder is considered responsible when it has been established that the bidder has the technical capability, financial capacity, sufficient staff, a satisfactory record of past performance, and is otherwise qualified and eligible. For contracts greater than $25,000, you must also verify that the contractor has not been suspended or debarred from participation in federal awards prior to entering into the contract.

4. Cost Price Analysis
All procurements and/or contracts funded by federal grant awards must have a cost or price analysis performed and maintained on file. The cost/price analysis is written documentation demonstrating the reasonableness of the proposed price of the contract or procured item.

Specifically:
• Price analysis is the process of examining and evaluating a proposed price without evaluating its separate elements of cost to determine the price is reasonable. It is generally used for simple procurements for which there is adequate catalog pricing and market competition.
• Cost analysis is the review and evaluation of separate elements of cost and profit or fee in a contractor’s proposal. A cost analysis is required when a bidder is required to submit the elements of his estimated cost, e.g. on consulting contracts for professional services.

A cost analysis is necessary whenever competition is lacking, and for non-competitive bid procurements, contract modifications and change orders.

The method and degree of cost/price analysis is dependent on the facts surrounding the particular procurement situation. In addition to price, examples of factors that can be taken into consideration include items such as:
• The ability, capacity and skill of the bidder to perform the contract or provide the service required;
• Whether the bidder can perform the contract or provide the service promptly or within the time specified;
• The warranty, product life expectancy and/or the ability of the bidder to provide future maintenance and service of the item being procured.

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C. NON-COMPETITIVE BID REQUESTS
A Non-Competitive Bid (NCB) transaction shall be defined as a contract for goods or services, where only a single source that can provide the services or goods is afforded the opportunity to offer a price for the specified services or goods. Contracts sometimes include goods as well as services, and this definition will also apply to those circumstances.

The project must maintain documentation for justification of NCB contracts under $5,000, including professional services and consulting contracts. The documentation must include the information outlined in this section, support the conditions listed below, and be maintained on file at the project's offices. Prior approval is required for NCB contracts of $5,000 or over.

1. Conditions of an NCB
NCB must meet at least one of the following conditions:
• When the goods or services required are available from only one contractor/ vendor; • When an IFB or RFP produces only one qualified bidder; • Emergency in nature (the contract is necessary for immediate preservation of public health, welfare or safety);
• The contractor meets a temporary or time limited employment need; • No payment is made for services rendered; only per diem and travel is paid; • The contract is solely for the purpose of obtaining expert witnesses for criminal trials; • There is a maintenance agreement for equipment that is under documented warranty or where there is only one authorized or qualified representative or where there is only one distributor in the area for service;
• Proprietary software contracts;
• The contractor possesses unique features or is uniquely positioned to supply the required service; or
• To provide interim services while conducting competitive bid.

2. NCB Justification Procedure
All NCB contract for services or purchases of $5,000 or over must be justified and have prior written approval from BSCC. A justification statement must be presented in the format provided in the next section. Source documentation as to how the NCB was determined must be on file and available for audits. The checklist will not be considered source documentation. a) Justification Procedure – Contracts
Include a brief description of the program or project and the services being contracted.

This information must include the Grant Award number, contract amount, and pertinent background data.
1) Need and Price Determination
Explain the necessity to contract non-competitively and how the price for the contract was determined, including:
• Expertise of contractor;
• Management capabilities to perform the tasks required; • Contractor's responsiveness to need identified by the project; • Contractor's relevant knowledge and experience; and
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• Justification of the reasonableness of the cost. The following factors will be used in determining that the costs are justified:
o Cost information that has sufficient detail to support and justify the contract; o Cost information for similar services with differences noted and explained; o Special factors affecting the cost of the contract.
2) Uniqueness of Contract
Explain the uniqueness of the contract, including:
• Patents, copyrights;
• Facilities, investments; or
• Continuation of an existing project.
3) Time Constraints
• Explain any time constraints including:
• When contractual coverage is required and why;
• Impact on project if dates are not met; and/or
• Time required for another contractor to reach the same level of competence.

Equate to dollars, if possible.
b) Justification Procedures – Procurement
Justification must include a description of the product to be purchased, the need for the specific brand and its relationship to the project. This information must include the Grant Award number, the cost or purchase amount and pertinent background data. It should explain the necessity of the purchase and how the price for the product was determined. c) One Bid Received or Considered Responsive
In a situation where NCB is necessary because only one bid or proposal has been received or considered responsive, the following additional information is required:
• A copy of the IFB or RFP and the bidder’s list;
• A description of the method used to solicit responses. Copies of newspaper ads and information outlining the development of the bidder’s list must be included; • A description of the follow-up activity performed to determine why other contractors did not submit a bid; and
• An explanation as to why it was not put out to bid again.

D. ELEMENTS OF A CONTRACT OR PURCHASE ORDER/DOCUMENT
A contract or purchase order/document defines the relationship or agreement between the project and the contractor or vendor. All contracts and purchase orders/documents must be prepared in accordance with existing State policies and clearly define the responsibilities of all parties.

1. Minimum Requirements
At a minimum, a contract or purchase order/document must include the following:
• Designation of the parties to the contract or the agreement; • Term of the contract (period of performance) or agreement; • Maximum amount and basis upon which the payment is to be made under the terms of the contract or agreement;
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• For procurements – clear definition of the types and quantities of the products to be delivered including delivery schedules;
• For contracts – clear and complete statement of the work or services to be performed, rendered, or provided;
• Payment schedule based upon satisfactory delivery of services and/or goods at predetermined intervals including the amount or percentage of total payments to be withheld pending satisfactory completion for all terms and conditions of the contract or agreement;
• Penalty clauses (punitive measures for when the contract is not being fulfilled). • Termination for cause/convenience clause describing the manner by which the contract may be terminated, the basis for settlement, and conditions under which the contract may be terminated for default or because of circumstances beyond the control of the contractor; • A provision that allows BSCC, the Federal awarding agency, the Comptroller General of the United States, or any of their duly authorized representative, access to any books, documents, papers and records of the contractor which are directly pertinent to the program for the purpose of making audits, examinations, excerpts and transcriptions, for all contracts greater than $100,000; and
• Compliance with Equal Employment Opportunity per Executive Order 11246 as amended by Executive Order 11375 and supplemented at 41 CFR 60 (required on all CBO contracts, and on all governmental entity construction contracts awarded in excess of $10,000).

2. Additional Requirements for Contracts with Governmental Entities Governmental entities have additional requirements, and must include the following provisions in all contracts as noted below:
• Notice of BSCC reporting requirements;
• Notice of BSCC requirements pertaining to patent rights, copy rights and rights in data; • Compliance with the Energy Policy and Conservation Act; • Compliance with the Clean Air, Clean Water, and Environmental Protection Agency regulations (contracts in excess of $100,000);
• Access to any books, documents, papers and records of the contractor which are directly pertinent to that specific contract for the purpose of making audit, examination, excerpts, and transcriptions;
• Retention of all required records for three years after all final payments are made and all other pending matters are closed; and
• Retention of all required records for three years after Grantee makes final payments and all other pending matters are closed.

E. SELECTING A CONTRACTOR
Each proposal or bid should be evaluated to determine the proposal that will best meet the project’s needs. The following are some criteria that should be included in the evaluation:
• Does the bidder understand the project’s stated problems or needs? • Is the approach to the problem or need reasonable and feasible? • Does the bidder have the organizational, financial solvency, resources, and experience to perform the assignment? Has the bidder had experience in similar areas? • What are the professional qualifications of the personnel committed to the contract? July 2020 Page 39 BSCC Grant Administration Guide
• Is the bidder on the federal suspension and debarment list? • What is the total cost?
F. INDEPENDENT CONTRACTOR/CONSULTANT
Consultant services are either provided on a contractual or salary basis by individuals or organizations that are not employees of the project. Services provided by a salaried employee of an agency identified in an Operational Agreement (OA) are not considered consultant services.

Independent contractors must not be used in lieu of employees. If the contract is $5,000 or over, the project must hire the independent contractor through Competitive Bid or submit a NonCompetitive Bid (NCB) request to BSCC for prior approval. If the contract is less than $5,000, the project must maintain documentation for justification of the NCB contract.

Independent contractors are defined as individuals or organizations that meet any of the following criteria:
• Produce a specific product or service;
• Work independently without direct supervision from the project; • Work on specific projects;
• Provide services for a limited number of hours or period of time; and/or • Have no agency management or oversight responsibilities that are directed toward the financial success or direction of the agency.

There must be a signed, written agreement between the organization and independent contractor specifying the contract period, compensation rate, duties or obligations, and any other conditions of employment. For more guidance, see California Department of General Services, State Contracting Manual Vol. 1 (April 2015) available at http://www.dgs.ca.gov/ols/Resources/StateContractManual.aspx.

G. RATES
The rate is to be negotiated by the Grantee in accordance with the agency’s consultant hiring policies. The rate is the total amount payable including any and all benefit.

Grantee must ensure that the per-day rate (excluding travel and per diem cost) paid to independent contractors is reasonable. An eight-hour day may include preparation, evaluation and travel time in addition to the time required for actual performance.

1. Exception to Rates
Compensation for independent contractors employed by state and local governments will be allowed when the unit of government will not provide their services without costs. In these cases, the rate of compensation is not to exceed the daily salary rate paid by the unit of government.

2. Expert Witness Fees
Prosecution or criminal defense projects, routinely using “expert witnesses” as independent contractors to conduct evaluations and provide expert testimony in the courtroom. These kinds of projects may only charge for costs above that which the county is required to cover.

The total amount budgeted for expert witness fees must not exceed ten percent (10%) of the project’s total budget.

Written justification for proposed expert witness cost must accompany a modification if not previously approved in the Grant Award. The justification must include the following:
• Qualifications, training, and experience of the expert(s), including a statement regarding recognition by the court of the individual as an expert; BSCC Grant Administration Guide Page 40 July 2020
• Specialized certification/license [e.g., Masters in Social Work (MSW), Licensed Clinical Social Worker (LCSW), Marriage, Family and Child Counselor (MFCC), Medical Doctor (MD)];
• Rate of pay per hour, including documentation of a survey of the availability of similar consultants, the current “going rate,” the proposed rate of pay, as well as a cost breakdown if the expert is paid according to services (e.g., mileage, waiting time, court testimony); • Proposed services to be provided (e.g., analysis of forensic evidence, psychological evaluation); and
• Reason why this cost cannot be paid with county or other funds.

H. CONTRACT LIMITATIONS
Specific provisions for contracting with individuals, other government units, and non-government organizations are as follows:
• Organizations funded by BSCC shall comply with IRS requirements related to consultants; • Public officers or employees of a state or local government entity cannot be individual contractors if they engaged in any of the negotiations, transactions, planning, arrangements, or any part of the decision-making process relevant to the contract while employed in any capacity by any state, local agency, or department;
• Travel and per diem costs must be in conformance with project policies; • Preparation and travel time may not be included without adequate written justification; and • Equipment purchase and/or leases may not be included in consultant contracts.

I. CONTRACT PROVISIONS
Consultant contracts must adhere to, but are not limited to the following:
• Applicable requirements of the terms of the program must be incorporated into all consultant contracts;
• The project must require source documentation of consultants that supports contract billings.

Time and attendance reports must support hours charged. Travel vouchers detailing the purpose, time, and destination must support travel claims. Purchase orders, invoices, etc., must support operating expense claims. These requirements do not apply to fixed fee contracts;
• Compensation, travel, and per diem rates must be specified in the consultant's contract and must comply with those of the project or be more restrictive; • Performance must be measurable. Objectives and timetables must be clearly stated. Progress reports must be required, at least quarterly, to ensure services are provided in compliance with the contract;
• Dual compensation (i.e., payment to a party more than once for the same work) must be specifically excluded; and
• Settlement of disputes between the project and the consultant is the responsibility of the project. BSCC is not responsible or obligated to or for the consultant and will not intervene in disputes between the consultant and the project.

J. DRUG-FREE WORKPLACE CERTIFICATION REQUIREMENTS
It is the Grantee’s responsibility to ensure that all subcontractors paid by BSCC grant funds must comply with the provisions of Section 3.E.The subcontractors must notify their employees that they are prohibited from engaging in the unlawful manufacture, distribution, dispensation, possession or use of controlled substances.

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8. OPERATIONAL AGREEMENTS
Definition: An Operational Agreement (OA) is a formal agreement between an implementing agency and one or more partner agencies. It is also referred to as a Memorandum of Understanding (MOU) or Letter of Intent. An OA or MOU is not a contract for goods and/or services because partner agencies are active participants in the implementation of the project.

A. ESTABLISHING OPERATIONAL AGREEMENTS
An OA or MOU may be required by the terms of the program. Grantees should refer to the terms of the applicable RFA or RFP for instruction. Unlike the procurement process, Implementing Agencies are not required to use a competitive bid process to select partner agencies for an OA.

Implementing Agencies are expected to select partner agencies that are the best equipped to support the implementation of the project. However, partner agencies must be units of government or non-profit organizations.

B. ELEMENTS OF AN OPERATIONAL AGREEMENT
The sample OA form provided in the RFP or RFA may be used as a reference. The following elements must be included in the OA:
• Name of the Implementing Agency and the partner agency in the OA.; • Titles and contact information for the primary contacts for each partner; • Time frame;
• Roles and responsibilities of the Implementing agency and each partner agency. • Specific information concerning all fiscal transfers. The OA must include the total amount of grant funds that will be transferred to each partner agency, the process for transferring such funds, the use of such funds, and any match provided by the partner agency. Any funds included in the OA must be clearly designated in the Grant Award budget; • Specific information concerning all non-fiscal resources shared between the Implementing Agency and a partner agency. This includes shared equipment, staff time, office space, or other resources contributing to the implementation of the project; • Reporting requirements to collect information necessary from each partner agency to meet BSCC reporting requirements; and
• Dated signatures of the chief executives or designees of the Implementing Agency and each partner agency.

C. REQUIREMENTS OF PARTNER AGENCIES
Grantees must ensure that partner agencies that receive grant funds comply with all applicable the terms of the program and this Guide on the use of grant funds.

9. PUBLICATIONS: MULTI-MEDIA MATERIALS, COPYRIGHTS AND PATENTS A. DEFINITION
The term “publications” includes brochures, posters, videotapes, DVD/CDs, or other multi-media materials. It does not include transient information published solely on a project’s web site.

B. BSCC REVIEW
Where activities supported in part or in whole with BSCC grant funds produce original publications, the Grantee must notify BSCC 60 calendar days in advance of any intended publication. This notification must be in addition to the Grant Application and subsequent award.

Upon request from BSCC, the project must submit a request for approval for the materials to be published.

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In response, BSCC may request to review the publication. The project may not publish the material until BSCC provides final written approval. If BSCC approves the material, the Grantee must furnish BSCC with two (2) copies of the final product within 30 calendar days of publication.

C. INCOME RESULTING FROM SALE OR DISTRIBUTION
As long as BSCC maintains ownership of the publication, any income resulting from the sale or distribution of publications produced in part or in whole by BSCC grant funds is considered project income and is subject to the provisions of Section 13.

After disposition and transfer of title, no report of income generated by the publication will be necessary unless otherwise required by BSCC.

BSCC reserves the right to retain ownership and require additional reporting of generated income beyond the Grant Award period or cycle on exceptional publications as deemed necessary.

D. TRANSFER OF PUBLICATION TITLE
After the completion of the Grant Award period or funding cycle (whichever is later), transfer of title and/or copyright may be approved by the BSCC upon certification that any profits derived from or generated by the publication will be used for criminal justice related activities, or to further the original intent of the grant project. In determining whether or not to approve transfer of title, the BSCC will consider programmatic and fiscal performance conditions, the potential for project income, the applicability, and cost to the field in general.

E. CREDITS AND DISCLAIMERS
Publications produced in part or in whole with grant funds may require the following credit reference:
“This publication was financially assisted by the Board of State and Community Corrections (BSCC).”
Publications produced in part or in whole with state or federal funds will require the following credit reference:
“This project/publication was supported by funding awarded by (state/federal grant fund) (grant number) through the Board of State and Community Corrections (BSCC).” BSCC may also require that the publication include the following disclaimer statement:
“The opinions, findings, and conclusions in this publication are those of the author and not necessarily those of the BSCC. The BSCC reserves a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, and use these materials and to authorize others to do so.” The BSCC reserves the right to require additional information in the publication. These statements must be placed in a visible location at the beginning and/or end of the published materials.

Projects producing publications should consult their assigned BSCC Program Analyst to coordinate the appropriate credit reference.

F. COPYRIGHTS AND RIGHTS IN DATA
All activities supported under the Grant Award Agreement are considered “work made for hire” as defined under Title 17 USC Section 101, and shall include, but are not limited to, publications, original computer programs, writings, sound recordings, pictorial reproductions, drawings or other geographical representations and works of any similar nature. With regard to any “work made for hire,” the BSCC owns all rights comprised in the copyright, and therefore the BSCC reserves a royalty-free, nonexclusive and irrevocable license to reproduce, publish, and use such materials, in whole or in part, and to authorize others to do so.

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G. PATENTS
If any discovery or invention arises or is developed in the course of, or as a result of, work performed, in whole or in part, with BSCC grant funds, credit of the discovery or invention must be given to the BSCC as provided in subsection E. Determination of rights to inventions or discoveries shall be made by the BSCC, or its duly authorized representative, who shall have the sole and exclusive power to determine whether or not and where a patent application should be filed, and to determine the disposition of all rights to such inventions or discoveries, including title to and license rights under any patent application or patent which may be issued.

In all cases, the BSCC shall acquire at least an irrevocable, nonexclusive, and royalty-free license to practice and have practiced anywhere without limitation, for governmental purposes, any invention made with the BSCC grant funds.

10. GRANTEE FINANCIAL INVOICES
Generally, disbursement of grant funds occurs on a reimbursement basis for actual program costs incurred during a reporting period. Depending on the requirements of the grant program, invoices are submitted on a quarterly or monthly basis. Some state funded grants allow advance payments.

Grantees should check their Grant Agreement for invoicing requirements.

A. EXECUTION OF GRANT AGREEMENT
Grantees may invoice only after the Grant Agreement (contract) is fully executed. A fully executed contract meets the following conditions:
• The face page (Form Std. 213) has been signed by both the Grantee and the BSCC. • All required attachments and appendices (per the RFP) are signed, approved, and on file at the BSCC.

When a fully executed contract is in place, Grantees may begin submitting invoices (BSCC Form 201) for actual costs incurred during the grant cycle. Costs incurred prior to the start date of the grant cycle (as listed on the face page of the contract) cannot be charged against the grant.

B. GUIDELINES AND REQUIREMENTS OF THE INVOICE PROCESS

1. Disbursement of Funds
Disbursement of grant funds may occur only after:
• The Grant Agreement has been fully executed;
• The grant cycle has begun;
• The State Budget has been enacted and includes spending appropriation for the grant program (applies to state and federal grants); and
• The BSCC has received the appropriate form (Financial Invoice (BSCC Form 201 or Advance Payment Invoice (BSCC Form 201A)) requesting reimbursement or disbursement of funds.

Any variance from this procedure will be described in the grant agreement.

2. Grantee Certification of Invoice
• Invoices must be submitted by the Project’s Authorized Financial Officer (AFO). The AFO must certify that each invoice submitted to the BSCC is accurate and reflects actual expenditures incurred by the project.
• The person preparing the invoice and the person certifying the invoice cannot be the same person. Since the AFO must certify the invoice, someone other than the AFO must prepare the invoice.

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• Failure to submit an accurate financial invoice in a timely manner may result in payments being withheld, delayed, or denied.
• For Grantees that received an advance payment, failure to submit an accurate financial invoice in a timely manner may result in the grantee being transitioned to a reimbursement model of payment. It may also result in payments being withheld, delayed, or denied.

3. Address for Receiving Payment
• All warrants will be mailed to the designated payment mailing address indicated on the Payee Data Record (Std. 204), Applicant Information Form of the RFP and under Project Officials in the Grant Agreement.
• If the designated payment mailing address changes, notify the BSCC immediately. The BSCC must have an approved address change on file before warrants will be mailed to the new address.

4. General Requirements for the Financial Invoice (BSCC Form 201) • Grantees must submit a Financial Invoice by the due date listed in the Grant Agreement for each reporting period of the grant cycle, regardless of whether funds are used or requested.
• The Grantee must expend or be obligated to expend funds before claiming an expenditure on the Financial Invoice.
• Grantees may only claim expenditures or encumbrances on a financial invoice that were incurred between the start date of the grant cycle and the end date of the current reporting period.
• Grantee understands any overpayment of funds will be deducted from current or future invoices. If overpayment exists at the end of the grant, grantee shall reimburse the BSCC. • BSCC Form 201 will not allow over expending in any line item. If funds need to be moved from one-line item to another, the grantee must submit a modification request (See Section 14, Amendments, Changes, and Modifications) and the request must be approved by the BSCC.
• Double billing - projects are prohibited from billing other federal, state, or local agencies for goods and/or services that have been billed and/or reimbursed to the project by the BSCC
• Grant funds shall not replace (supplant) any federal, state and/or local funds that have been appropriated for the same purpose.
• Any other requirements will be included in the Grant Agreement.

5. Use of Funds, Encumbrances, and Liquidation
a) Authorized Use of Grant Funds
Grant funds (and contributed match) may only be used for the purpose(s) authorized in the Grant Award and must be accounted for as specified in the Grant Agreement and in this Guide.

The grantee is responsible for ensuring that invoices submitted to the BSCC claim actual expenditures and eligible project costs.
b) Definition of an Encumbrance
In general, an encumbrance occurs when funds are set aside to pay for an expense. It is an accounting transaction, which should be recorded appropriately. The funds are committed to a specific use and are no longer available for other expenditures.

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Since the goods or services have not been received, the project legally owes nothing to the vendor or supplier.

An encumbrance is defined by the following three characteristics:
• The expenditure is approved in the original budget or subsequent approved modification of the original budget;
• A formal written order or request (i.e., requisition) is approved by the Project Director or designated official prior to the end of the grant cycle; and • A purchase order/contract has been submitted to the vendor or supplier of goods or services.
c) Liquidation Period
The BSCC has a liquidation period (generally 90-calendar days) immediately following the end of the grant cycle. This liquidation period exists to allow the BSCC time to reconcile grantee expenditures and encumbrances. The Grantee may not incur or claim any new expenses or obligations after the end date of the grant cycle or during the liquidation period. All services and deliverables must occur before the end date of the grant project cycle as listed in the Grant Agreement.
d) Final Financial Invoice
The BSCC will use the final Financial Invoice during the liquidation period to reconcile all expenditures. All final expenditures must be claimed and submitted to the BSCC by the last invoice due date listed in the Grant Agreement. In order for expenditures to be claimed on the final invoice, these expenditures must have: (1) met the definition of an expenditure or encumbrance and (2) been financed by an encumbrance recorded prior to the end of the grant cycle (recorded = formal entry in accounting records).

C. ADVANCE PAYMENT GRANTS
The BSCC may provide advance payment of grant funds under certain programs. If advance payment is allowed, the BSCC will disburse funds based on a prescribed schedule as defined in the RFP and Grant Agreement.

1. Accounting and Interest
a) The grantee shall agree to deposit advanced grant funds into a banking account established by the grantee. Grant funds must be clearly differentiated from any other funds within the banking account and tracking of the grant funds, separate and apart from any other funds in the account, must be readily available.
b) Any interest earned on the account must be reported on the Financial Invoice. c) Earned interest is project income. It may only be used for allowable expenses during the grant period. Prior to spending project income, grantees must complete an Income Allocation Modification before expending any earned interest.

2. Invoicing Requirements
a) Grantees receiving advance payments are required to follow all the requirements and guidelines listed above in B. Guidelines and Requirements of the Invoice Process plus any additional requirements listed in the Grant Agreement. b) Grantees must submit an invoice for each reporting period by the due dates prescribed in the Grant Agreement, whether or not funds were expended. c) Any unspent funds at the end of the grant period must be returned to the BSCC within 120 days
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D. LOCATING, DOWNLOADING, AND SUBMITTING THE FINANCIAL INVOICE

1. Where to Find the Financial Invoice (BSCC Form 201)
The Financial Invoice form is part of the Invoice Workbook, an Excel workbook used to track all elements of the grantee budget throughout the grant cycle, including advance payments, invoices, budget modifications, project income allocation, and changes to line-item narratives.

Within the Invoice Workbook there is a Financial Invoice (BSCC Form 201) worksheet for each invoice reporting period as listed in Exhibit B of the Grant Agreement.

2. Where to Find the Invoice Workbook
Grantees can locate the Invoice Workbook for their grant on the BSCC website by clicking Grantee Invoicing under Quick Links on the Corrections Planning and Grant Programs (CPGP) Division page: http://www.bscc.ca.gov/s_cppgrantinvoicing/. Grant programs are listed alphabetically. Links to the Invoice Workbooks are located under each grant program heading.

3. Downloading and Saving the Invoice Workbook
The Invoice Workbooks are password protected. The password for the invoice will be provided to you by BSCC staff, as applicable.

Upon approval of each invoice the BSCC analyst assigned to your grant program will update and upload the current Invoice Workbook to the Grantee Invoicing page before the next reporting period. Prior to submitting an invoice, grantees should ensure they have downloaded the workbook with the most current budget information. If the most current invoice workbook has not been uploaded contact the BSCC analyst assigned to your grant program.

Important note: do not work in the invoice workbook in a web browser. Always download and save the invoice workbook to a local computer before making any changes. Detailed instructions for downloading are located on the instruction tab of the invoice workbook.

4. Submitting the Financial Invoice
Detailed instructions for completing and submitting the financial invoice (BSCC Form 201) are located on the INSTRUCTIONS worksheet in the invoice workbook. Note: It is helpful to print the instruction page for reference before working in the invoice.

The Financial Invoice is set up for automated submission. a) Enabling Macros
There are functions within the invoice workbook that require the use of macros. A macro is a series of commands and/or functions, such as calculations, that are embedded within the Excel file. In most cases, Excel will prompt the user to enable macros. When this prompt appears, click "enable.”
Note: enabling macros for the invoice workbook will not compromise the security of the local system or the security of the agency's network. If the prompt to enable macros does not appear, contact your IT department to assist.
b) Microsoft Outlook
The invoice submittal process relies on the configuration of Microsoft Outlook on a local computer. If Microsoft Outlook is not available on the computer on which you are working, contact the assigned CPGP Program Analyst for technical assistance.

If you need further assistance with the invoice process, including technical assistance, contact the CPGP Program Analyst assigned to your grant program.

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11. ACCOUNTING SYSTEMS
The project must establish and maintain an adequate accounting and internal administrative control system. The Grantee is required to establish and maintain an accounting system that at a minimum includes the general ledger accounting structure, subsidiary accounting records, and procedures that define how and by whom the funds are handled. The accounting records must identify the receipt and the expenditure of all BSCC funds.

Overall, the accounting system should conform to Generally Accepted Accounting Principles (GAAP) as required in Title 2 of the Code of Federal Regulations, Grants and Agreements.

The accounting system must fully record the amount and disposition of all project funds.

Accounting records must show receipt of funds and expenditures by source (e.g., federal, state, or local).

Match funds and related expenditures must be identified in the accounting records (i.e., general ledger) and reported on the Financial Invoice (Form BSCC 201).

A fund accounting system must be maintained that ensures all BSCC income and expenditures are separately identifiable from non-BSCC funds.

Financial institutions used for the deposit of grant funds must be insured by the Federal Deposit Insurance Corporation (FDIC) or the Federal Savings and Loan Insurance Corporation (FSLIC).

Accounting systems for BSCC projects may be on a cash, accrual, or modified accrual basis. NOTE:

Financial Invoice (BSCC Form 201) payment requests should be made only on a cash basis as specified in Section 11.

A. CASH BASIS
Under a cash basis system, revenue is not recognized when it is earned, but rather only when the payment is received. Similarly, expenses are recognized when they are paid, not when they are incurred.

B. ACCRUAL BASIS
Accrual basis revenue is recognized in the accounts when the transaction occurs (when earned), regardless of the period in which the related cash is collected. Expenses are recognized and matched with the revenue of the period to which it relates, regardless of when it is paid.

C. MODIFIED ACCRUAL BASIS
Modified accrual basis is a compromise between the cash and accrual systems used by most governmental units. Revenues are recognized either when they are received in cash (e.g., licenses or fines) or when collection of the amounts can be reasonably estimated to be received in the near future (e.g., property taxes). Expenses are generally recognized in the period in which goods and services are received or a liability is incurred.

The accounting system must provide accurate and current financial reporting information. All accounting records and supporting documentation must maintain a clear audit trail.

The project must establish and maintain a system of internal accounting control adequate to safeguard grant assets, review the grant accounting and financial data for accuracy and reliability, and promote operational efficiency.

D. GENERAL LEDGER ACCOUNT STRUCTURE
Expenditures of grant funds must be recorded in categories which parallel the Grant Award:

All general ledger account entries must be supported by the subsidiary records and the original source documentation. The format of the subsidiary records is determined by the project. The project must be able to show with documentation (i.e., work sheet) that general ledger entries can be traced (reconciled) to the Invoice (BSCC Form 201).

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12. MATCH / LEVERAGE REQUIREMENTS
Matching is cost sharing. Specifically, it means the portion of a grant project’s costs not covered by the awarded grant or same funding source. There are many types of match requirements, which vary across different agencies and grant awards. The required match is specified in the terms of the grant’s RFP and Grant Agreement. Grantees are responsible for reading and understanding the specific, applicable match requirement. Match can also be referenced as leveraged funds.

A. CASH MATCH
Cash match, also known as hard match, is income from a source other than grant funds that is budgeted for the project by the Grantee. When used to augment the project, cash expenditures for items such as personnel, facilities, and supplies may be considered cash match, if not in violation of the prohibition on supplanting. Grantees must maintain documentation to support the claimed cash match.

B. IN-KIND MATCH
In-kind match, also known as soft match, is the project’s contribution of non-cash outlay of materials or resources to support a percentage of the BSCC’s Grant Award activities. It may include non-cash outlay contributed by other public agencies and institutions, private organizations, and individuals. Examples include donated office supplies, equipment, professional services, and volunteer time. In general, the value of in-kind contributions is determined by fair market value. Grantees must maintain documentation to support the claimed in-kind match.

When the terms of the grant’s RFP and Grant Agreement allow for the use of volunteer services as in-kind contributions, additional measures should be followed to document the value of such services. Grantees should document actual time worked by using a time reporting system such as sign-in and sign-out sheets which are completed by the volunteer and contain the signed approval by the supervisor.

Another method is to use the volunteer staff schedule. Volunteer staff initial and indicate the days/hours worked and the supervisor signs and dates the schedules to indicate approval.

Grantees must maintain documentation to support the claimed hourly salary rate of the volunteer services. The rate claimed should be comparable to the rates for paid employees performing similar duties. Published rates will not be allowed unless Grantees can provide evidence that the rates are comparable.

The documentation should include duty statements for the volunteer positions and the comparable paid employee positions and information regarding the hourly salary rates paid to those particular employees. The hourly volunteer rates used, multiplied by the volunteer hours worked must total the dollar amount of the in-kind contributions. This calculation and the other referenced documentation should be maintained as part of the accounting records.

C. MATCH DOCUMENTATION
The BSCC requires Grantees to adequately document that their projects have provided and properly valued their matching contributions the same way Grantees must document their use of grant funds
D. MATCH CATEGORIES (ALLOWABLE / NON-ALLOWABLE)

1. Asset Forfeitures
Assets from federal or state forfeiture proceedings are an allowable match if permitted by the terms of the grant’s RFP and Grant Agreement.

July 2020 Page 49 BSCC Grant Administration Guide

2. Matching State/Federal Funds with State/Federal Funds State and/or federal funds can be used to match other state and/or federal funds only if all of the following conditions have been met:
• The project obtains written approval from BSCC, or the terms of the program allow this practice;
• The federal funding source does not prohibit this practice as stated in 2 CFR § 200.306; and
• The funds are to be used for grant activities and be necessary for the project’s overall outcomes.

E. OVER MATCH
Unless otherwise specified, Grantees should not commit to a match percentage greater than the match percentage required in the RFP. After a Grantee’s proposed budget is approved, it becomes part of the Grant Agreement and as such is subject to all programmatic requirements, restrictions, and audit requirements. After the Grant Agreement is executed, the committed match percentage cannot be reduced.

F. TERMINATION OF THE GRANT AGREEMENT
If the Grantee fails to meet the match requirement or the amount committed by the Grantee for the grant, BSCC may withhold grant funds and/or terminate the Grant Award. Please see BSCC Grant Administration Guide – Section 19. Withholding or Disallowance of Grant Funds.

G. CALCULATING THE MATCH REQUIREMENT
The Match Requirement is calculated by two methods. The amount may be based either on the total project cost or on the percent of grant funds allocated to the project. The terms of the program or its authorizing legislation will specify which method will be used. If this is not the case, the match must be calculated using the total project cost method.

1. Match Based on Total Project Cost
To calculate the match requirement, subtract the required match percent from 100 percent (100%), divide the Grant Award amount by this difference to determine the total project cost, and then subtract the Grant Award amount (the BSCC allocation) to determine the match amount. The following example below demonstrates how to calculate the amount of a ten percent match (10%) on a $50,000 allocation, based on Total Project Cost.

Example 1
Grant Award Amount = $50,000
Divide $50,000 by .9 (100 minus 10 = 90) = $55,555 (Total Project Cost) Subtract Grant Award Amount = $50,000 (90%)
Required Match = $5,555 (10%)

2. Match Based on Percent of Funds Allocated
To calculate the match requirement, multiply the Grant Award amount (the BSCC allocation) by the required match percent. The example below demonstrates how to calculate the amount of a ten percent (10%) match on a $50,000 allocation, based on percent of funds allocated.

BSCC Grant Administration Guide Page 50 July 2020
Example 2
Grant Award Amount = $50,000
Percent of Cash Match = 10%
Multiply $50,000 by .10 = $5,000 (Amount of match)
H. CHANGING THE TYPE OF MATCH
If the terms of the grant program allow for different types of match to be used, Grantees are allowed to change the type of match or leveraged funds included in the Grant Agreement once the grant budget has been approved. However, a Grantee must request the change by submitting the following forms to the BSCC:
• A completed Modification Request (BSCC Form 223.1) indicating any applicable changes in the budget categories and a written narrative describing the changes to the type of match and justification for the changes. Revised RFP budget pages may also be required.

Note: Match amounts must be separately identified on the budget pages.

I. REPORTING
Reporting of expenditure of match contributions need not be made in exact proportion to the expenditure of grant funds. However, the full match contribution must be committed on Grantee invoices before the grant expires or is terminated in order to receive all funds expended.

Cash and in-kind amounts must be reported on the Grantee Invoice (BSCC Form 201), as the contributions to the project occur. The percentage of match contributions reported may vary from the budgeted match percentage. If the Grantee does not contribute the required or committed match by the end of the grant, the BSCC will invoice or withhold the Grantee for grant funds paid prior to the Grantee not meeting their match obligation.

Match Funds and related contributions reported on the Grantee Invoice must be identified in the accounting records (e.g., general ledger).

Example 3 below demonstrates how the Grantee would be invoiced, or payment withheld, on the Grantee’s final invoice if the Grantee did not contribute the required match by the end of the grant.

Example 3
Budgeted Grant Funds $500,000 Actual Grant Expenditures at end of Grant Cycle $425,000
Match Requirement x 10% Match Requirement x 10%
Required Match based on
Budgeted Grant Funds $50,000 Required Match based on Actual Expenditures $42,500 Actual Match Reported
at end of Grant Cycle $38,000
Maximum Grant Funds Allowable
based on Actual Match Reported
($38,000 / 10% required match)
$380,000
Amount to be Withheld or Returned to BSCC =
Actual Grant Expenditures minus Maximum Grant Funds Allowable or $425,000 - $380,000
$45,000
July 2020 Page 51 BSCC Grant Administration Guide
J. REPORTING MATCH CONTRIBUTIONS FOR ADVANCED PAYMENT GRANTS For grants that use the advanced payment option as outlined in the RFP, all Grantee obligations, including match, should be met prior to the release of any subsequent advance payments

13. PROJECT AND OTHER INCOME
Project Income Generated by the Use of State and/or Federal Funds: Any income you make from your award is considered project income. You can use project income to advance your program objectives or refund the income back to BSCC. Project income must be reported on the Financial Invoice (BSCC Form 201) in the box titled Project Income.

Types of project income may include the following:
• Client fees;
• Interest earned on advance payment of grant funds;
• Interest earned on generated income;
• Registration fees;
• Sale of publications, videos, and other project-generated materials; and • Asset seizures and forfeitures.

However, donations should not be considered project income. Grant funds cannot be used for organized fundraising.

Project income cannot be used to satisfy the match requirement unless specifically allowed in the terms of the program.

A. RECORDS OF RECEIPT AND DISPOSITION OF PROJECT INCOME Records of receipt and disposition of project income must be maintained in the same manner as required for grant funds. When project income is reported on the Financial Invoice (BSCC Form 201), the grantee must then provide an explanation on the Modification Request (BSCC Form 223.1 located within the Invoice Workbook). The grantee will indicate how the income was earned and propose how it will be reallocated. If the proposal later changes, a separate modification request must be submitted. Unless additional restrictions on the disposition of project income are contained in the terms of the program, project income must be:
• Used by the project for a purpose that furthers the objectives of the project for which the grant was made, such as expanding the project, continuing the project, and obtaining equipment or other assets needed for the project; or
• Returned to BSCC.

B. INCOME EARNED BUT NOT USED DURING THE PROJECT
Unless otherwise stipulated in the award, any project income earned during the performance period but not used for the project must be refunded to the BSCC. The proportion that is refunded pertains to the ratio of federal/state funds participation as funded in the project. For example, if seventy-five percent (75%) of the grant is federal/state funds and the other twenty-five percent (25%) is from the Grantee, then seventy-five percent (75%) of the project income left at the end of the grant cycle must be refunded to BSCC and the Grantee retains the other twenty-five percent (25%). The BSCC will refund the project income to the appropriate state/federal agencies.

C. INTEREST INCOME
Interest income is defined as income earned on advances of grant funds. Interest income must be reported at the end of the funding year. The form and a check for the amount of interest income to be refunded should be attached to the final Invoice (BSCC Form 201). This does not apply to BSCC Grant Administration Guide Page 52 July 2020
state agencies, including state institutions of higher education, state hospitals, or if otherwise specified in the terms of the program.

D. OTHER INCOME
In rare cases, a Grantee may receive a refund due to an over-estimate of the employer’s contribution to the Public Employees Retirement System (PERS), and the contribution has been charged to a grant as an employee benefit cost. If the overpayment refund is received within the grant’s funding cycle (even if the Grant Award period has ended), the Grantee may claim the refund as project income.

E. REQUESTING APPROVAL
Prior approval from BSCC is required for the use of project income. Grantees must submit in writing how the income was earned and how the project income will be used as directed in section A above. The program income must be used for the purposes and under the conditions of the RFP, Grant Agreement, or terms listed in the federal or state award.

14. AMENDMENTS, CHANGES, AND MODIFICATIONS
A. AMENDING THE GRANT AWARD

1. Definition of an Amendment
Amendments are changes to the Grant Agreement. Amendments are required in order to:
• Change the approved grant cycle, usually by extending the end date of the grant agreement;
• Change the Grant Award amount (increase or decrease); • Change the Grantee name;
The BSCC may require an amendment for a change not listed above. All amendments to Grant Agreements must be approved by the BSCC in writing.

2. Amending a Grant Agreement – General Requirements
A Grant Agreement Amendment (Form Std. 213A) and all applicable attachments must be completed by the BSCC, approved by both parties, and fully executed by obtaining original signatures from the person designated by the Grantee’s governing board and the authorized representative of the BSCC.

All amendments must be fully executed before the expiration of the grant agreement or end of the grant cycle.

If the written authorization from the governing board for the original Grant Agreement does not authorize amendments to the grant award, a new written authorization from the governing board must be obtained and made available for review upon request.

3. No-Cost Extensions
Grantees are required to complete their grant projects within the grant term listed in the Grant Agreement. If deemed necessary, no-cost extensions may be offered at the discretion of the BSCC.

A no-cost extension extends the grant cycle beyond the original project end date. As the phrase “no cost” suggests, no additional funding will be provided. The BSCC must obtain approval from its Board at a noticed board meeting before offering no-cost extensions to grantees, and all of the following conditions must apply:
• There is a programmatic need to continue the project, July 2020 Page 53 BSCC Grant Administration Guide
• There are sufficient funds remaining to cover the extended effort, and • The funding source (e.g., state budget appropriation, federal budget appropriation, and/or terms and conditions of federal grants) allows for the continued expenditure of funds.

No-cost extensions require the execution of a formal Grant Agreement Amendment (Form Std. 213A). The BSCC may also require additional documentation.

4. Amendments to Increase or Decrease the Grant Award
Increases (augmentations) or decreases to the dollar amount of an award are initiated and approved by the BSCC.

Before initiating an increase to the award amount, the BSCC will consider:
• Availability of funds; and
• Programmatic and/or State need.

Before initiating a decrease to the award amount, the BSCC will consider:
• Failure to comply with grant requirements;
• Failure to meet program objectives and/or service goals; and • Availability of funds.

Grantees will be notified by the BSCC in writing if the BSCC deems it necessary to change the grant award amount for any reason.

All increases and decreases to grant award amounts require the execution of a formal Grant Agreement Amendment (Form Std. 213A), which is initiated by the BSCC but must be signed by the Grantee. In addition:
• Grantees must submit a Budget Modification Request (BSCC Form 223.1). • Grantees must submit revised budget narrative pages.
• The BSCC may require additional documentation.

B. OTHER CHANGES / MODIFICATIONS TO THE GRANT PROJECT

1. Non-Substantive Changes
These are minor changes to a grant project, that do not affect the scope or objectives of a project and do not require amending the grant agreement. They may include but are not limited to:
• Modifications to the grant budget (Form 223.1 required) • Change in key personnel
• Change in project activities, that do not affect stated goals or objectives • Changes in operational agreements
• Changes to either physical or mailing address
Grantees must obtain approval from the BSCC before making any changes to their grant project. If you have questions, contact the Field Representative assigned to your grant.

2. Substantive Program Modifications
Substantive program modifications that affect the project scope, objectives, or specific program components are generally not allowed.

Substantive program modifications:
• Are not permissible for statutorily required program objectives; BSCC Grant Administration Guide Page 54 July 2020
• Must be discussed, prior to submission, with your designated BSCC Field Representative. • Require a detailed narrative to explain why the change is necessary and what the outcome will be if the modification is not approved.
• Must be submitted to the BSCC by the Project Director. • Must show that the need to modify arose out of circumstances beyond the project's control, including but not limited to:
o Delays caused by acts of legislative or judicial bodies; o A strike which affects the performance of the project; or o Natural disasters affecting project performance.
• Must be approved by the BSCC in writing prior to the implementation of changes.

C. MODIFICATIONS TO THE GRANT BUDGET
A modification to the grant budget is any change to the approved budget that:
• Modifies narrative details within a budget line-item or category but does not change any budgeted dollar amounts.
• Modifies line-item dollar amounts by moving funds from one line-item or budget category to another but does not change the total grant award.
• Allocates earned project income to support approved, existing project activities.

With the exception of a project income allocation request, budget modifications that would cause the project to exceed the amount of the grant award identified in the Grant Agreement are not allowed.

1. Prior Approval
All Modification Requests require prior approval from the designated BSCC Field Representative.

If prior approval is not obtained, the grant reimbursement may be reduced by the amount of the unauthorized expenditure(s). Unauthorized expenditures may also result in audit issues.

2. Modification Request Procedures
Modification requests must be submitted on a Modification Request (BSCC Form 223.1) and approved before related expenditures are reported (or ordered, contracted for, etc.) on a Financial Invoice (BSCC Form 201). Revised budget narratives may be required for approval.

3. Where to find the Modification Request (BSCC Form 223.1) The Modification Request (BSCC Form 223.1) is located within the Invoice Workbook.

Grantees can locate the Invoice Workbook for their grant on the BSCC website by clicking Grantee Invoicing under Quick Links on the Corrections Planning and Grant Programs (CPGP) Division page: http://www.bscc.ca.gov/s_cppgrantinvoicing/. Grant programs are listed alphabetically. Links to the Invoice Workbooks are located under each grant program heading.

4. Submitting the Modification Request (BSCC Form 223.1) Detailed instructions for completing and submitting the Modification Request (BSCC Form 223.1) are located on the Instructions worksheet within the Grantee Invoice Workbook. Note:

It is helpful to print the instruction page for reference before completing the Modification Request.

The Modification Request is set up for automated submission.

July 2020 Page 55 BSCC Grant Administration Guide
a) Enabling Macros
There are functions with the invoice workbook that require the use of macros. A macro is a series of commands and/or functions, such as calculations, that are embedded within the excel file. In most cases, Excel will prompt the user to enable macros. When this prompt appears, click "enable.”
Note: enabling macros for the invoice workbook will not compromise the security of the local system or the security of the agency's network. If the prompt to enable macros does not appear, contact your IT department to assist.
b) Microsoft Outlook
The submittal process relies on the configuration of Microsoft Outlook on a local computer.

If Microsoft Outlook is not available on the computer on which you are working, contact the assigned CPGP Program Analyst for technical assistance.

If you need further assistance with the modification process, including technical assistance, contact the BSCC Analyst assigned to your grant program.

15. GRANTEE PROJECT REPORTING
The BSCC is committed to measuring the results of grant programs by requiring the use of evaluation mechanisms, evaluation plans, progress reports, and final program evaluations.

Due dates and specific requirements for these reporting requirements may vary by grant program and funding source. Requirements are detailed in each grant RFP/RFA and in the grant contract.

Grantee acknowledges awareness of and the responsibility to complying with reporting requirements by signing the grant award agreement.

A. GUIDING PRINCIPLES - IMPLEMENTING EVIDENCE-BASED PRACTICES (EBP)

1. EBP Basic Principles
EBP emphasizes measurable outcomes and ensures that services and resources are actually effective. EBP consists of three basic principles:
• Evidence that the intervention is likely to work, i.e., produce a desired benefit; • Evidence that the intervention is being carried out as intended; and • Evidence that allows an evaluation of whether the intervention worked.

2. Embedding EBP into BSCC Grant Projects
Evidence-based practices with an emphasis on data-driven decision making are to be embedded in all BSCC grant projects whenever possible.

The principles of EBP call for an evaluation of all program activities in order to measure impact, i.e. outcomes. In addition, it is the responsibility of the BSCC to:
• Verify that grant money is well spent; and
• Use grant results to add to the body of knowledge regarding what works.

More information regarding EBP can be found on the BSCC website, www.bscc.ca.gov.

B. LOCAL EVALUATION PLAN
The purpose of the Local Evaluation Plan, or outline of the final project evaluation, is to ensure programs funded by the BSCC can be evaluated. Refer to the appropriate RFP/RFA for program specific requirements. At a minimum, local evaluation plans shall:
• Clearly state project goals and objectives;
BSCC Grant Administration Guide Page 56 July 2020
• Describe project components, program activities, and evidence-based practices that will used; • Provide information regarding process and outcome evaluations; • Describe outcome variables that will be measured; and • Describe the evaluation design or model that will be used to evaluate the effectiveness of the project component(s).

C. QUARTERLY PROGRESS REPORTS
Quarterly progress reports serve a vital function in the success of the grant program. They are necessary to:
• Document the project’s progress toward meeting goals and objectives in accordance with the terms of the program;
• Provide a mechanism by which the Grantee can identify issues and need for technical assistance: and
• Provide the BSCC with updates on the process evaluation, as stated in the local evaluation plan.

Progress reporting periods and due dates are specified in the Exhibit A: Scope of Work of the program’s grant contract. Failure to submit a report on time may result in the withholding or disallowance of grant payments, the reduction or termination of grant funds, and/or the denial of future grant funding.

Grantees must have the ability to collect the specified program activity data (e.g. number of participants, events, etc.) and report it to the BSCC on quarterly progress reports during the term of the grant performance period.

The report form and instructions are available to grantees on the BSCC’s website.

D. LOCAL EVALUATION REPORT
The purpose of the Local Evaluation Report is to determine whether the overall program (including each project component) was effective. Final reports vary by grant program, but at a minimum will:
• Include an Executive Summary
• Restate project goals and objectives
• Assess and document the effectiveness of the activities that were implemented within each individual project component, and as identified in the Local Evaluation Plan. • Describe the evaluation design or model, as laid out in the local evaluation plan, including process and outcome variables;
• Provide in-depth discussions of the final outcomes of the program (for each individual project component), and include a determination of the degree of effectiveness and/or ineffectiveness; and
• Provide a conclusion.

E. SOURCE DOCUMENTATION
Funded projects are required to participate in data collection and submit all required reports.

Grantees must keep accurate records as source documentation to support the information reported in the Progress Report.

Project records must be retained by the project for at least three years from the end of the grant award period. During programmatic monitoring and site visits, the BSCC will review these records for accuracy and compare that data to the progress reports submitted by the project.

July 2020 Page 57 BSCC Grant Administration Guide
Projects are to retain source documentation for progress reports on a quarterly basis, regardless of submission requirements. The progress reports provide project staff and BSCC with a formal process to document ongoing grant activities and project progress toward the achievement of stated program goals. All progress reports are reviewed by Program Specialists and retained in the project’s award file at BSCC.

Review of Records: Acceptance of a grant obligates the project to allow employees and/or authorized representatives of the BSCC unrestricted access to inspect, copy, and audit all pertinent books, documents, papers, and records, including redacted confidential records.

16. AUDIT REQUIREMENTS AND AUDIT REPORTS
A. GENERAL
Audits are conducted to determine the fiscal integrity of financial transactions and reports, as well as compliance with laws, regulations, and administrative requirements.

All BSCC grantees, federal and state funded, are subject to the audit requirements set forth in their grant agreement and are subject to conditions of fiscal, program, and general administration to which grantees expressly agree upon accepting a grant award and signing a grant agreement.

Grantees that expend $750,000 or more in federal awards in a fiscal year must have a single or program specific audit. The Office of Management and Budget (OMB) Guidance for Grants & Agreements - 2 CFR §200.500 provides guidance on federal audit requirements, process and determining federal funds expended. A link is provided at the end of this section.

1. Are You Subject to a Federal Audit?
Yes, if during a state fiscal year:
1) A grantee expends $750,000 or more in federal awards - cumulative from all federalfunded sources - the grantee must have a single audit conducted for that year. 2) A grantee expends $750,000 or more in federal awards under only one federal program (excludes Research and Development) and the federal statutes, regulations, terms and conditions do not require a financial statement audit, the grantee may elect to have a program-specific audit. (See OMB 2 CFR Part 200 §200.507 Program Specific Audits.) No, if during a state fiscal year:
3) A grantee expends less than $750,000 in federal awards - cumulative from all federalfunded sources - the grantee is exempt from the federal audit requirements for that year. 4) Your BSCC grant agreement is funded exclusively through state funds – no Federal funds.

2. Are You Subject to a State Audit?
Refer to your Grant Agreement. You are subject to an audit for your state-funded grant award only when it is specifically set forth in the Grant Agreement.

3. Are You Subject to a BSCC Audit?
Yes, all BSCC grantees are subject to a BSCC audit as stated in the Grant Agreement. The BSCC will let you know if it requires that you submit a BSCC Audit.

4. Audits and Access to Records
The grantee agrees that the BSCC, the U.S. Federal Government, the California State Auditor, the California Department of Finance – Office of State Audits & Evaluations, the California State Controller’s Office, or their designated representative(s) shall have the right to review and to copy any records and supporting documentation pertaining to the performance of the BSCC Grant Administration Guide Page 58 July 2020
grant agreement. Grantee agrees to maintain and provide access to such records for purposes of examination and audit for a period of three (3) years from the end of the grant agreement, unless a longer period of record retention is stipulated. Grantee agrees to allow the auditor(s) access to such records during normal business hours and to allow interviews of any employees and subcontractors who might reasonably have information related to such records
B. ADDITIONAL INFORMATION FOR FEDERAL AUDIT REQUIREMENTS

1. Audit Periods and Grant Cycles
The audit period is the period of time examined in the single or program specific audit. For most BSCC grants, the audit period is the state fiscal year, July 1 through June 30. For a multi-year grant, an audit is required for each grant year or performance period.

The grant cycle may differ from the audit period. For example, a grant may run in a calendar year while the single audit cycle runs on a fiscal year. The table below illustrates all audit reports and due dates for a two-year grant that runs calendar year.

Grant Cycle January 1, 2020 through December 31, 2022
Date Range Applicable Single Audit Reports (SAR) Due to SCO Due to BSCC 1/1/20 - 6/30/20 SAR 1 Year Ended June 30, 2020 3/31/21 4/30/21 7/1/20 - 6/30/21 SAR 2 Year Ended June 30, 2021 3/31/22 4/30/22 7/1/21 - 6/30/22 SAR 3 Year Ended June 30, 2022 3/31/23 4/30/23 7/1/22 - 12/31/22 SAR 4 Year Ended June 30, 2023 3/31/24 4/30/24

2. Audit Costs
The costs of audits required by, and performed in accordance with, the Single Audit Act are allowable. If the costs are not already included in a grantee’s indirect cost rate, then the cost should be prorated and charged to the grant as an administrative cost based on the ratio of all of the grantee’s federal grants that are being audited for that same SAR.

Unless otherwise set forth in the grant agreement, grantees who are exempt from federal audit threshold requirement may not charge audit costs to the grant.

3. Submission of the Federal Audit Report
Local government grantees: Independent auditors prepare and file Single Audit reports on behalf of local governments to the California State Controller’s Office (SCO) according to the State Administrative Manual (SAM) Section – 20070.

Got to https://www.sco.ca.gov/aud_single_audits.html for more information on submission requirements to SCO.

Non-governmental and Community Based Organization grantees: Grantees who meet the Single Audit threshold are required to submit Single Audit Reporting package online to the Federal Audit Clearinghouse (FAC). To review the FAC submission requirements please visit:
https://harvester.census.gov/facweb/.

Due to BSCC: Generally, grantees must provide electronic copies of audit reports to the BSCC within 30 days of the grantee’s receipt of the audit report or by the due date listed in the grant agreement.

July 2020 Page 59 BSCC Grant Administration Guide
Failure to submit an audit: A grantee that willfully fails to submit an audit as required may be deemed ineligible for future BSCC grant funds pending compliance with the audit requirements of the grant in question.

4. Grantee Responsibility for Subcontractors’ Audit Requirements When grantees make subawards to subcontractors:
1) the grantee is responsible for making sure that subcontractors comply with all audit requirements per 2 CFR §200.331(f).
2) If the subcontractor’s agreement does not require an audit, or meet the Federal threshold, the grantee is still responsible for monitoring the subcontractor’s activities to provide reasonable assurance that the subcontractor administers the Federal awards in compliance with the Federal conditions.

5. BSCC Audit Review - Findings and Resolution
1) When an audit is required, BSCC staff reviews the audit report only for findings pertaining directly to the federal grant programs that the BSCC administers. 2) If there are no findings related to BSCC funded programs noted in the audit report, the official grant file is noted as compliant with the audit submission requirements for that year. 3) If findings are identified, the designated BSCC Field Representative will follow up with the grantee to determine an appropriate action plan to resolve any issues. 4) Upon resolution, the official grant file is noted as compliant with the audit submission requirements for that year.

6. State Controller’s Office Audit Findings and Resolution The State Controller’s Office (SCO):
• Follows up on general findings such as those relating to internal controls. • Reviews and monitors the audit reports issued by external independent auditors and determines whether or not the audit reports conform to Government Auditing Standards. • Distributes copies of audit report and corrective action plan to state entities affected by audit findings.
• Coordinates with the BSCC, when needed, to determine what follow up action is needed to close out any audit findings.

Go to https://www.sco.ca.gov/aud_audit_finding_follow_up.html for more information on SCO’s audit follow up process.

7. The Single Audit / Program Specific Audit Process
The audit process encompasses:
• The examination of a grantee’s financial records and statements; • Federal award transactions and expenditures;
• The general management of the grantee’s operations;
• The systems of internal control; and
• The financial assistance agreement received during the audit period.

An audit-reporting package includes:
• Financial statements
• A schedule of expenditure of federal funds,
BSCC Grant Administration Guide Page 60 July 2020
• Auditor reports,
• A schedule of findings and questioned costs, and
• A corrective action plan, if applicable.

8. Scope of Audit
The Single Audit is divided into two areas: compliance and financial. The compliance component of the Single Audit covers the study and understanding (planning stage) as well as the testing and evaluation (examination stage) of the grantee with respect to Federal award usage, operations, and compliance with laws and regulations. In the financial component of the audit, the auditor must determine whether the financial statements of the auditee are presented fairly in all material respects and in accordance with generally accepted accounting principles. See Section 2 CFR §200.514.

All audits performed shall be made by an independent auditor (i.e., qualified state or local government auditors or an independent public accountant licensed by the State of California).

When obtaining audit services, the objective is to obtain high-quality audits as defined in Section 2 CFR §200.509.

9. Audit Standards
The independent auditor must conduct the audit in accordance with the requirements in 2 CFR Part 200, Subpart F, the Generally Accepted Auditing Standards (GAGAS), and in 2 CRF §200.Appendix XI-Compliance Supplement.

10. Audit Objectives
The audit objective is to review the grantee’s accountability of funds and required non-Federal contributions to determine whether the grantee has done all of the following:
• Established an accounting system with adequate internal controls that provide full accountability for revenues, expenditures, assets, and liabilities; • Prepared financial statements which are presented fairly and in accordance with generally accepted accounting principles (GAAP);
• Submitted financial reports (Federal Financial Reports, cash reports, and claims for advances and reimbursements) that contain accurate and reliable financial data and are presented in accordance with the terms of applicable agreements; and, • Expended Federal funds in accordance with the terms of grant agreements and those provisions of Federal law or regulations that could have a material effect on the financial statements or on the awards tested.

11. Audit Resources
Office of Management and Budget (OMB) Uniform Guidance Title 2, Code of Federal Regulations, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, Subpart F – Audit Requirements is available at http://www.ecfr.gov
Department of Justice - December 2017 Financial Grant Guide Section 3.19 Audit Requirements is available at: https://ojp.gov/financialguide/doj/index.htm Governmental Auditing Standards Board (GASB) Codification of Governmental Accounting and Financial Reporting Standards is available at: https://www.gasb.org.

Generally Accepted Government Auditing Standards (GAGAS) – Yellow Book that provides a framework for conducting high quality audits. It is used by auditors of governmental July 2020 Page 61 BSCC Grant Administration Guide
entities and entities that receive government awards. The Yellow Book is available at:
https://www.gao.gov/yellowbook.

Standards for Internal Controls in the Federal Government also known as the Green Book sets standards for an effective internal control system for federal agencies. The Green Book is available at: https://www.gao.gov/greenbook.

State Administrative Manual (SAM) - Department of Finance, Sections 20000-20090 Auditing of State Agencies. The full manual is available at: http://sam.dgs.ca.gov/.

State Controller’s Office – Single Audits – Local Agencies. This website contains information pertaining to single audit submissions and guidelines for audits of local government agencies and is available at: https://www.sco.ca.gov/aud_single_audits.html State Controller’s Office – Information on 2015 Internal Control Guidelines – California Local Agencies. This guide is to assist local agencies to develop internal control guidelines to safeguard assets and prevent and detect financial errors and fraud. This guide is available at: https://www.sco.ca.gov/pubs_guides.html.

State Controller’s Office – Accounting Standards and Procedures for Counties (ASP) – March 2013 Edition. This manual is to ensure conformance to generally accepted accounting principles and to facilitate comparison and analysis of county financial reports on a statewide basis by minimizing differences between counties’ philosophies, methods, and terminologies.

This manual is available at: https://www.sco.ca.gov/pubs_guides.html.

American Institute of Certified Public Accountants (AICPA) - The AICPA sets ethical standards for the profession and U.S. auditing standards for private companies, nonprofit organizations, federal, state and local governments. More information is available at:
https://www.aicpa.org.

Financial Accounting Standards Board (FASB) the Financial Accounting Standards Board (FASB) is the independent, private-sector, not-for-profit organization that establishes financial accounting and reporting standards for public and private companies and not-for-profit organizations that follow Generally Accepted Accounting Principles (GAAP). More information is available at: http://fasb.org/.

17. GRANTEE MONITORING AND OVERSIGHT
The Board of State and Community Corrections (BSCC) Corrections Planning and Grant Programs (CPGP) Division provides a variety of oversight activities in grant administration in an effort to fulfill the administrative, fiduciary and programmatic contractual obligations and mandates of each grant funding stream, both federal and state monies. These activities include:
• Comprehensive Monitoring Visit (CMV)
• Initial Monitoring Visit
• Technical Assistance Monitoring Visit
• Compliance Improvement Plan (CIP) Follow-up Monitoring Visit • Closeout Monitoring Visit
• Special Event - Monitoring
A. COMPREHENSIVE MONITORING VISIT
Purpose
A Comprehensive Monitoring Visit (CMV) is an on-site assessment of the administrative, fiscal, and programmatic components of a BSCC-funded project. The resulting Comprehensive Monitoring Visit Report (CMVR) provides a detailed review of the project and identifies, in limited scope, areas in which the project is and is not in compliance with the terms of the program, laws, BSCC Grant Administration Guide Page 62 July 2020
and regulations. Each grant project will receive a CMV at least once during the applicable grant cycle.

1. Comprehensive Monitoring Visit Procedures
BSCC staff will contact the Project Director to set a mutually agreeable date for the CMV. A letter and/or email to the Project Director and Financial Officer will follow to confirm the CMV of the grant and time period to be monitored, and to document the agreed upon date of the monitoring visit. The individual(s) responsible for preparing the Invoice (BSCC Form 201), the progress report, and the oversight of grant-related activity should be available during the monitoring visit to answer questions.

The CMVR template and general monitoring expectations will be provided to the Grantee prior to the monitoring visit to assist the Grantee prepare.

The BSCC will review findings with the Grantee during the course of the monitoring, as well as at the end of the visit during an exit interview.

Exceptions to these standard procedures may occur on a case-by-case basis per assigned lead BSCC Field Representative.

2. Comprehensive Monitoring Visit Requirements and Access to Records Projects are monitored for compliance with the applicable laws, regulations, policies and program requirements.

Acceptance of the Grant Agreement obligates the project to allow BSCC staff and/or its authorized representatives unrestricted access to all project books, documents, papers, and records, (including redacted confidential records) for inspection, copying, monitoring, and auditing. BSCC reserves the right to conduct unannounced monitoring visits.

3. Scope of Monitoring
The BSCC monitoring process complies with the intent of federal and state requirements. The process assesses programmatic, administrative, and fiscal components of the project. The review of fiscal components is not an audit and cannot be used to replace BSCC audit requirements.

4. Comprehensive Monitoring Visit Report
The CMVR is a useful tool that helps guide the Grantee in the successful implementation and maintenance of their project. The CMVR provides a summary of the areas reviewed and identifies whether or not those areas are in compliance with applicable requirements. The BSCC will provide the CMVR to the Grantee generally 60 to 90 days after completion of the monitoring. CMVRs with significant findings will be provided to the Grantee within 30 days.

The Grantee should maintain the letter and report within the official grant file. a) No Findings Identified
If no findings are identified in the monitoring report, the monitoring process is complete. b) Significant Findings Identified
If significant findings are identified in the CMVR, the Grantee must submit a Compliance Improvement Plan (CIP) within 30 calendar days of the date of the receipt of the CMVR.

CIP instructions and submission information will be provided by BSCC staff. Extensions may be granted by BSCC staff on a case-by-case basis.

July 2020 Page 63 BSCC Grant Administration Guide
c) Compliance Improvement Plan (CIP)
The Compliance Improvement Plan (CIP) is viewed by the BSCC as a constructive, strengthening process for Grantees. Generally, monitoring findings do not affect the Grantee’s funding if a CIP is implemented.

The Grantee is responsible for developing a CIP to respond to the findings identified in the CMVR, including dates for implementation. Grantees may obtain the help of BSCC staff in CIP development. The plan must be implemented, and the deficiencies resolved in a reasonable timeframe from the CMVR date.

After BSCC verifies that all CIP activities have been implemented, a letter will be sent notifying the project that all required actions are completed. The Grantee should maintain the CIP letter and corresponding documentation on file within the official grant file.

5. Corrective Action Process
In a rare circumstance when a problem cannot be resolved thru a CIP process, the matter may be elevated to the BSCC’s Executive Director for further disposition or Board review.

6. Disputed Findings
If the Grantee does not agree with any finding in the CMVR or believes a CIP is not required, then the CIP response provided by the Grantee shall include an explanation and specific reasons to support the Grantee’s position that the findings are in error. BSCC staff will work with the Grantee to resolve the dispute.

7. Sanctions
If the project does not complete the required activities in the CIP, BSCC may take action as appropriate including, but not limited to:
• Withhold or reduce the amount of any payments requested by the project on an invoice (BSCC Form 201);
• Reduce the amount of the current Grant Agreement; or
• Terminate the current Grant Agreement, after providing 14 calendar days written notice to the project (unless BSCC determines that good cause exists to waive the 14 calendar day notice).

B. COMPLIANCE IMPROVEMENT PLAN FOLLOW-UP MONITORING VISIT Purpose
The purpose of the Compliance Improvement Plan (CIP) Follow-up Monitoring Visit is to provide additional technical assistance and to verify implementation of the Plan. Typically, issues will be resolved via the CIP; however, the Program Lead may conduct an on-site visit, as needed.

As indicated above, after BSCC verifies that all CIP activities have been implemented, a letter will be sent notifying the project that all required actions are completed. The Grantee should maintain the letter within the official grant file.

C. INITIAL MONITORING VISIT
Purpose
The purpose of the Initial Monitoring Visit is to build relationships with the project staff, stakeholders/partners, and provide high-level evaluation of the project’s infrastructure to include support areas such as
• Financial;
• Data;
BSCC Grant Administration Guide Page 64 July 2020
• Referrals;
• Subcontracting; and
• Hiring.

Newly funded grant projects may receive an initial site visit prior to receiving a CMV, as determined by the BSCC staff and informed by the GPAT.

D. TECHNICAL ASSISTANCE MONITORING VISIT
Purpose
• A Technical Assistance Monitoring Visit is to make an on-site assessment of current project conditions, follow up on previous issues, respond to a Grantee request for a visit, and/or in response to complaints lodged. Technical Assistance Monitoring Visit activities may include, but not limited to, the following: Provide information that will assist the project in meeting program goals;
• Review project objectives to determine if they are achievable; • Review project activities to determine if they will reasonably result in achievement of the objectives;
• Review the project’s source documentation and data collection process; • Review the project's Invoice (BSCC Form 201), to determine whether any adjustments are needed;
• Discuss the monitoring visit processes with project staff so they know what to expect during future visits;
• Review the progress reports to determine if they are complete and accurate; and • Review terms of the program with the Grantee.

E. CLOSEOUT MONITORING VISIT (AS NEEDED)
Purpose
The purpose of an optional Closeout Monitoring Visit is to review outcomes and project achievements, conduct exit interviews, and assess sustainability. Often Closeout activities are performed via correspondence or telephone. In all cases, a Closeout Letter will be sent to the projects once all requirements have been met and subsequent to all payments to Grantees.

F. SPECIAL EVENT – MONITORING
Purpose
This “Monitoring” may include site visits at the request from the Grantee for special functions.

These visits may include:
• Participant graduations;
• Award ceremonies;
• Press Conferences; or
G. DESK REVIEWS – FISCAL OVERSIGHT
The desk review is an assessment of the fiscal components of a grant project funded through a BSCC RFA or RFP process. Fiscal desk reviews are completed by CPGP Program Analysts.

Upon completion of a fiscal desk review the Grantee will be provided with an email or letter informing them of the outcome. In the event a fiscal desk review identifies a concern the Field Representative and Manager will be informed and will provide direction for resolution. The record of each outcome will be filed in the grant project file.

July 2020 Page 65 BSCC Grant Administration Guide

1. Desk Review Frequency
Each grant project will receive multiple fiscal desk reviews during the grant cycle. At a minimum, two desk reviews per year will occur in the first 24-months of the grant cycle. A minimum of one desk review per year will occur in subsequent years as applicable. A fiscal desk review may be completed at any time at the request of a Field Representative or Management.

2. Components of a Fiscal Desk Review
a) Notification
Grantees will be notified by CPGP Program Analyst when they have been selected to receive a fiscal desk review. The notification will include forms and instructions regarding the documentation the Grantee must submit to substantiate the amounts claimed on a specified invoice, e.g., worksheets, invoices, receipts, and other related documents. b) Analysis
Submitted documentation will be analyzed by program and fiscal staff to assess compliance with grant program requirements and other applicable standards. c) Findings
• No concerns identified: a draft response is prepared by the CPGP Program Analyst and reviewed and approved by a Manager.
• Concerns identified: the CPGP Program Analyst informs the Field Representative and Manager. The Field Representative and Manager develop an initial response and direction for resolution.
d) Response
• No concerns identified: Grantee will receive the approved response and the grant file will be updated.
• Concerns identified: the CPGP Program Analyst will provide the Grantee with the initial response, and the CPGP Program Analyst and Manager will continue to track for resolution.

3. Fiscal Desk Review Findings
When concerns are identified the BSCC will work with the Grantee to reach resolution. The Grantee is responsible for resolving the issue but BSCC is available for technical assistance as needed. Generally, review findings do not affect the Grantee’s funding if corrective action is implemented as agreed. However, failure to respond to the BSCC’s request for resolution may result in disallowed cost, withholding of grant funds, or denial of subsequent grant awards.

4. Questioned or Disallowed Costs Identified in a Fiscal Desk Review When costs are questioned or recommended for disallowance, and the Grantee cannot support the costs claimed through original source documents and general ledger entries, BSCC will provide an opportunity for the Grantee to substantiate the expenditure.

In cases where the expenditure cannot be substantiated, the BSCC will invoice for the disallowances and the Grantee will be required to return the funds. While the matter is under review, the BSCC may place a hold on grant funds.

5. Invoice for Repayment
The Grantee will be invoiced for costs disallowed by BSCC. The Grantee must pay the invoiced amount within 30 calendar days from the invoice date. If full payment of disallowed BSCC Grant Administration Guide Page 66 July 2020
costs causes an undue hardship to the project, the Grantee may submit a written request to the BSCC to pay under a specified payment schedule. The term of the payment schedule shall not exceed a 12-month period, unless otherwise authorized by the BSCC.

6. Sanctions for Nonpayment
If the Grantee does not comply or is delinquent in complying with the payment requirements imposed by BSCC, a hold may be placed on any funds due to the project and/or full amount of disallowed costs owed will be due and payable. BSCC may take additional action, as appropriate, including, but not limited to, denying future grants and reducing the amount of any payments requested by the project on an invoice.

18. RECORDS
Agencies are required to maintain accurate, complete, orderly, and separate records for each BSCCfunded grant. All grant records and documents must be adequately protected from fire, theft or other damage or loss. If an agency does not store their records at the project’s principal office, then the agency must maintain a written index of the records and ensure that the files can be readily accessed.

A. AUDITS/MONITORING
All project books, documents, papers, and records relating to the project must be accessible to the BSCC or its authorized representatives, and in the case of projects receiving federal funds, the Comptroller General of the United States (or authorized representatives), for inspection and audit.

B. RETENTION AND REVIEW REQUIREMENT
All grant records must be retained for three years from the end of the state and/or federal award period. Check your contract or contact your Program Analyst for your award end date. If the Grantee’s source documentation records are retained in a database system, it must cover the entire grant cycle and be retrievable. If an audit, investigation, review, litigation, or any other action occurs during the Grantee’s three-year retention period, the Grantee shall retain the records until the resolution of such process, or until the end of the three-year period, whichever is longer.

C. DOCUMENTATION REQUIREMENTS

1. Fiscal
The retention requirement extends to books of original entry, source documents, supporting accounting transactions, the general ledger, subsidiary ledgers, personnel and payroll records, canceled checks, and related documents and records.

2. Bank Statements and Reconciliation
Each month the cash balance shown in the accounting records (e.g., general ledger and/or cash disbursements register) should be reconciled with the cash balance shown on the bank statement.

3. General Ledger Account Entries
All general ledger account entries for revenues and expenditures must be supported by subsidiary records, the original source documentation, canceled checks, and bank statements. If the bank does not return canceled checks, a check stub, or an electronic copy of the front and back of the cancelled check must be retained. Source documentation includes invoices, bills, and vouchers. The format of subsidiary records is determined by the project.

Grantees must be able to trace the general ledger entries to the Invoice (BSCC Form 201).

Grantees can use worksheets to document how expenditures are taken from the general ledger and recorded on the Invoice (BSCC Form 201).

July 2020 Page 67 BSCC Grant Administration Guide

4. Duplicate Deposit Receipts
The Grantee must maintain copies of the deposit receipts. The receipts must show the source of the receipt (e.g., BSCC, county, city, United Way, donations) and filed with the applicable bank statement.

5. Canceled Checks
Canceled checks are checks written by the Grantee for the project that have been processed by a bank. Each month canceled checks must be reconciled with the bank statements. If a bank does not return canceled checks, an electronic copy, or the check stub must be used.

6. Vouchers
Vouchers include the following:
• Purchase orders;
• Receiving reports which show the items which are received from the vendor; and • Vendor invoices. When invoices are paid, they must be marked as PAID with the check number to prevent the likelihood of paying the same invoice twice.

7. Programmatic
The records retention requirement extends to supporting documentation, statistical records and all other records pertinent to Grant Awards or contracts under grant-funded projects.

Grantees must retain source documents that substantiate information on required BSCC reports that include:
• Progress Reports;
• Grant Award Modifications (BSCC Form -223);
• Evaluation Data Reports; and
• Any other records the BSCC directs the project to maintain.

D. PAYROLL RECORDS

1. Functional Time Sheets
All grant-funded personnel who are directly charged to the grant (or listed as match) either in whole or in part must maintain time cards/sheets that: 1) indicate the actual time worked on each BSCC project and activity (on a daily basis); and 2) account for all the time worked by the employee during the pay period. Timecards/sheets must be signed by the employee and their supervisor and should be customized to capture the various activities performed by the employee/organization. Contact your Program Specialist for examples that may be used to assist in the development of an appropriate time reporting tool.

2. Personnel Payroll Files
Personnel payroll files should include the following:
• W-2, W-4;
• Personnel action forms (i.e., approved pay rates by the board of directors or appropriate personnel agency, promotions, terminations, etc.);
• Cumulative earnings records;
• Leave records;
• Employee authorized deduction forms (i.e., health insurance); and • Paid invoices submitted by employees for reimbursement of benefit expenses.

BSCC Grant Administration Guide Page 68 July 2020

3. Personnel Files
Personnel files should include the following:
• Application forms;
• Resumes;
• Job descriptions;
• Performance evaluations; and
• Appointment documents which include approved salary rates, benefits, and other terms of employment. Salary rates, increases and benefits must be approved by the governing board or applicable personnel agency.

E. EQUIPMENT
Equipment must be:
• Located on the project’s premises or identified in a locator file that specifically identifies the location of the equipment or the individual assigned to it; • Recorded on an inventory list, identifying items purchased with BSCC funds; • Used in accordance with the Grant Award; and
• Funded projects must retain contract records for the purchase of equipment.

F. ORGANIZATION POLICIES AND PROCEDURES
The organization should have written policies and procedures covering conflict of interest/code of conduct and fraud, along with personnel policies that cover hiring, termination, benefits, salary rates, leave, and travel. There should also be written procedures regarding the accounting and reporting functions, including, but not limited to the following:
• Cash receipts and revenue;
• Deposits;
• Cash disbursements;
• Payroll;
• General Ledger; and
• Equipment.

In addition, any other policies and procedures (e.g., purchasing contracts) that relate to operating the project must be in writing.

G. COMMUNICATIONS
Grantees must maintain a current telephone number and internet access with an e-mail address, as well as a current postal address and physical location within the State of California.

19. WITHHOLDING OR DISALLOWANCE OF GRANT FUNDS
A. WITHHOLDING OR DISALLOWANCE OF GRANT FUNDS
The BSCC may withhold grant funds and/or disallow expenditures if the Grantee fails to comply with the terms or conditions of the Grant Agreement or this Grant Guide. This may include the following:
• Failure to submit the required progress reports in a timely manner; • Failure to submit the final reports from previous BSCC grants in a timely manner; • Failure to resolve interim or final audit exceptions on past or current grants in a timely manner;
July 2020 Page 69 BSCC Grant Administration Guide
• Inadequate maintenance of accounting records;
• Failure to submit proof of bond coverage in a timely manner; • Failure to cooperate with or admit BSCC staff or other federal or state representatives to review program and/or fiscal records;
• Failure to repay or rectify costs that have been identified as ineligible for grant funding; • Failure to adhere to the payment terms in the Grant Agreement; • Failure to provide the required match or leveraged share of the actual total project costs; • Failure to meet prescribed assurances, commitments, recording, accounting, auditing, and reporting requirements of the Grant Agreement;
• Substantial alteration of the scope of the grant project without prior written approval of the BSCC; or
• Refusal or inability to complete the grant project in a manner consistent with the terms, conditions, and program requirements outlined in the RFP (or Request for Application (RFA)), Application for Funding, Grant Agreement and all Exhibits, Attachments, Appendices, and approved modifications.

B. REDUCTION OR TERMINATION OF GRANT FUNDS
The BSCC may reduce or terminate grant funds as set forth in the terms and conditions of the Grant Agreement or for any reason that may include the following:
• If the Grantee fails to comply with any term or condition of the Grant Agreement; or, • If during the term of the Grant Agreement, the state and/or federal funds appropriated for the purposes of the Grant Award are reduced or eliminated by the California Legislature or by the United States Government, or, in the event revenues are not collected at the level appropriated, the BSCC may immediately terminate or reduce the Grant Agreement.

Should the BSCC deem it necessary to reduce or terminate grant funds, the BSCC shall notify the Grantee in writing. No such termination or reduction shall apply to allowable costs already incurred by the Grantee to the extent that state or federal funds are available for payment of such costs.

C. DENIAL OF FUTURE FUNDING
The BSCC reserves the right to consider the denial of future funding to any project and its officers based on its failure to comply with any term or condition of a current or previous Grant Award, poor past performance in a previous Grant Award, or failure to cooperate with state or federal auditors/monitors.

A denial of an application for funding or for future funding shall not become final until the applicant has been afforded reasonable notice and an opportunity for a timely and fair hearing. Hearings for denial shall be conducted by an impartial hearing officer whose decision shall be final.

20. CLOSEOUT
The closeout of a grant is the process by which a grant or agency determines that all applicable administrative actions and all required grant activities have been completed by the Grantee. BSCC staff will notify Grantees a minimum of 30 days before the end of the grant cycle to initiate the closeout process. When all administrative and fiscal requirements have been met, Grantees will receive a Final Notice of Project Closeout.

BSCC Grant Administration Guide Page 70 July 2020
A. LOCAL EVALUATION REPORT
The Local Evaluation Report encompasses the entire grant cycle. Final payment on the grant may be withheld until the report has been submitted. This report is due to the BSCC on the due date specified in the Grant Agreement. Information about the final report can be found in Section

15. B. FINAL PROGRESS REPORT
Progress reporting periods and due dates are specified in the Exhibit A: Scope of Work of the grant contract. Failure to submit the final report may result in the withholding or disallowance of grant payments, the reduction or termination of grant funds, and/or the denial of future grant funding.

C. FINAL REQUEST FOR REIMBURSEMENT
All expenses must have been encumbered prior to the Grant Award end date. The only “unpaid obligation” that may be listed is the audit expense. Unless otherwise noted in the grant agreement, the Grantee must submit the Final Invoice (BSCC Form 201) no later than 60 calendar days after the end of the grant cycle. If the Grantee does not submit a final invoice, the BSCC may consider the last invoice submitted as the final invoice and close out the Grant Award. Once BSCC has processed the final invoice, the grant will be closed, and no further payment can be made against the grant.

D. REPORTING REQUIRED MATCH
If your grant award has a required match, it must be reported on the invoice (Form BSCC 201) as the expenditures occur and before the grant ends. If the Grantee does not expend the total required match by the end of the grant cycle, or if it is not fully reported by the final invoice, the BSCC will invoice the Grantee for funds allocated that did not meet their match.

E. RETENTION OF RECORDS
All records relating to the grant shall be retained in accordance with Section 18.

F. AUDITS CLOSEOUT
Audits must be completed and submitted in accordance with Section 16.

TO:

FROM:

CITY OF DELANO

STAFF REPORT
Honorable Mayor and Members of the City Council
Maribel Reyna, City Manager
By: Tyson Davis, Chief of Police
May 1, 2023
Agenda Item: 6
SUBJECT: Authorization To Enter Into an Agreement With Transforming Local Communities (TLC) For CalVIP Grant Monitoring In An Amount Not to Exceed $60,000.00.

Recommendation:

Staff is recommending that the City Council approve as presented, a. Authorization To Enter Into an Agreement With Transforming Local Communities (TLC) For CalVIP Grant Monitoring In An Amount Not To Exceed $60,000.00.

Discussion:

The City of Delano has been awarded a Cal VIP grant in the amount of $1,193,490.00 to develop a violence intervention program. The grant funds from Board of State and Community Corrections (BSCC) will be used to create the Delano Crime Prevention Project which will use a data-driven comprehensive approach to collaboratively and holistically address and reduce community violence using a multi-agency, multi-prong approach, while strengthening community-police relations. The Delano Crime Prevention Project will build a procedurally-just violence reduction strategy. The project will first build a Crime Prevention Team and then work with community stakeholders to build comprehensive and detailed understanding of the problems associated with community violence. A weekly review of the data will be used to quickly and effectively interrupt cycles of violence and retaliation by strategically coordinating and engaging community-based organization partners in reaching out to the individuals at highest risk of violence. The city's Crime Prevention Team (CPT) will consist of a Crime Analyst and a Crime Prevention Specialist (Community Service Officer) at the Delano Police Department. The CPT will analyze crime data from crime reports and police department calls for service using Data Driven Policing to monitor crime trends and patterns. This information will also be used to identify both offenders and victims of violent crime to connect them with resources and quickly interrupt the cycles of violence.

The City of Delano will be partnering with Transforming Local Communities (TLC), a local Kern County Contractor, whose focus will be to evaluate the program services within this grant. They will participate in monthly meetings with program staff and administrators and develop the formal Evaluation Plan in the first quarter of this contract. TLC will provide verbal and written progress updates, including challenges to and proposed resolutions for any problems that arise related to the data collection and reporting. TLC will provide funder-required deliverables, including but not limited to the final evaluation report. In addition, TLC will work with staff and administrators to develop appropriate tracking measures and identify appropriate measures of client functioning.

During this program evaluation, TLC will conduct stakeholder interviews and focus groups, as appropriate, to document challenges, successes, and accommodations related to project goals and objectives and to gauge general stakeholder satisfaction. Finally, TLC will analyze and report results from an assessment measuring changes in client functioning, report client outcomes, which will include recidivism, and utilize data from the grant funded crime analyst to identify additional trends and patterns, as related to community-level violence reduction.

Budget Impact:
60,000 paid by CalVIP grant; Finance to create necessary budget grant requirement in G38.

Attachment(s):
# I Independent Contractor Agreement
#2 Exhibit A-Scope of Work
#3 Exhibit B-Proposal
#4 Exhibit C-Certificate of Liability Insurance
#5 Exhibit D-Certificate of Compliance
#6 Exhibit E-Contractor Certification Clause

26. 27.

28. 29.

30. 31.

32. GOVERNING LAW. The laws of the State of California will govern the validity of this Agreement and its interpretation and performance. Any litigation arising in any way from this Agreement shall be brought in Kern County, California.

INTERPRETATION. Whenever the context so requires, the masculine gender includes the feminine and neuter, and the singular number includes the plural.

MERGER AND MODIFICATION. This Agreement sets forth the entire agreement between the parties and supersedes all other oral or written representations. This Agreement may be modified only in a writing approved by the City Council and signed by all the parties.

NON-INTEREST. No CITY officer or employee shall hold any interest in this Agreement (California Government Code section 1090).

NOTICES. All notices relative to this Agreement shall be given in writing and shall be personally served or sent by certified or registered mail and be effective upon actual personal service or depositing in the United States mail. The parties shall be addressed as follows, or at any other address designated by notice:

CITY

CONTRACTOR

CITY OF DELANO

CITY HALL
ATTN: MARIBEL REYNA, CITY MANAGER
1015 11TH AVENUE
DELANO, CA 93215

TRANSFORMING LOCAL COMMUNITIES, INC
PO BOX 10268
BAKERSFIELD, CA 93389-0268
ATTN: DIXIE L. KING Ph.D
RESOURCE ALLOCATION. All CITY obligations under the terms of this Agreement are subject to the appropriation and allocation of resources by the City Council.

TITLE TO DOCUMENTS. All documents, plans , and drawings, maps, photographs, and other papers, or copies thereof prepared by CONTRACTOR pursuant to the terms of this Agreement, shall, upon preparation, become CITY property.

33. TAX NUMBERS.

CONTRACTOR's Federal Tax ID Number j 1 "O(e l( '5 'f 1 '=, CONTRACTOR is a corporation? Yes __ z ___ No _____ _
(Please check one.)
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed as of the date first written above.
"CITY"

CITY OF DELANO
By: _________ _
Maribel Reyna
City Manager
APPROVED AS TO FORM:

CITY ATTORNEY
By:_________ _

RACHEL RICHMAN
City Attorney
Attachments: Exhibit A- Scope of Work
Exhibit B - Proposal
Exhibit C- Certificate of Liability Insurance
Exhibit D - Certification on Compliance
Exhibit E- Contractor Certification Clause
"CONTRACTOR"

California Violence
Intervention and
Prevention (CalVIP)
Grant Program

REQUEST FOR PROPOSALS

Eligible Applicants:

Category 1 & 2: California Cities Disproportionately
Impacted by Violence and the Community-Based
Organizations that Serve Them (see Table 1)
Grant Service Period: October 1, 2022 to June 30, 2025
RFP Released: June 10, 2022
Letters of Intent Due: July 1, 2022
Proposals Due: July 15, 2022
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Table of Contents
PART I: GRANT INFORMATION ................................................................................... 1 Background Information ........................................................................................................... 1 Contact Information.................................................................................................................. 1 Proposal Due Date and Submission Instructions...................................................................... 1 Letters of Intent to Apply .......................................................................................................... 2 Bidders’ Conference................................................................................................................. 2 CalVIP Purpose ....................................................................................................................... 3 Eligibility to Apply ..................................................................................................................... 3 Eligible Community-Based Organizations ................................................................................ 6 Grant Period............................................................................................................................. 7 Funding Information ................................................................................................................. 7 Match Requirement.................................................................................................................. 8 Project Description................................................................................................................... 9 Using the Principles of Evidence-Based Practice ...................................................................11 Reducing Racial and Ethnic Disparity.....................................................................................12 Organizational Capacity and Coordination .............................................................................12 General BSCC Grant Requirements.......................................................................................13 BSCC Executive Steering Committee Process.......................................................................18 Overview of the RFP Process ................................................................................................19 PART II: PROPOSAL INSTRUCTIONS ....................................................................... 23 Proposal Narrative and Budget Guidelines.............................................................................24 PART III: APPENDICES............................................................................................... 29 Appendix A: BSCC’s Crime Data Analysis .............................................................................30 Appendix B: Eligible Cities for CalVIP Funding.......................................................................31 Appendix C: Criteria for Non-Governmental Organizations Receiving BSCC Grant Funds.....32 Appendix D: Glossary of Terms and Resources.....................................................................34 Appendix E: Sample Letter of Commitment for Key Partners .................................................43 Appendix F: Sample Grant Agreement...................................................................................44 Appendix G: Sample Governing Board Resolution................................................................. 65 Appendix H: Local Evaluation Plan & Local Evaluation Report...............................................66 Appendix I: Certification of Compliance with BSCC Polices Regarding Debarment, Fraud, Theft and Embezzlement .......................................................................................................70 Appendix J: CalVIP Executive Steering Committee................................................................71 Appendix K: CalVIP Project Work Plan Instructions ...............................................................72 California Violence Intervention and Prevention (CalVIP) Grant Proposal ............ 74

CONFIDENTIALITY NOTICE
All documents submitted as part of the California Violence Intervention and Prevention Grant Program proposal are public documents and may be subject to a request pursuant to the California Public Records Act. The BSCC cannot ensure the confidentiality of any information submitted in or with this proposal. (Gov. Code, §§ 6250 et seq.)
PART I, Page | 1
PART I: GRANT INFORMATION
Background Information
Formerly known as the California Gang Reduction, Intervention & Prevention (CalGRIP) Grant Program, the State Legislature established the California Violence Intervention and Prevention (CalVIP) Grant Program in Fiscal Year (FY) 2017-18. CalVIP encouraged jurisdictions to develop local approaches that would meet the diverse needs of each community. In 2019, the CalVIP grant was codified as the Break the Cycle of Violence Act (Chapter 735, Statutes of 2019) and established the authority and duties of the Board of State and Community Correction (BSCC) to administer CalVIP, including the selection criteria for grants and reporting requirements to the Legislature.

Historically, CalVIP has received approximately $9 million each year. In 2021, the state Budget Act provided a one-time augmentation of $200 million across three fiscal years to enhance CalVIP (FY 2021-22, 2022-23, and 2023-24). In addition to this one-time increase, the BSCC anticipates CalVIP will continue to receive an annual $9,000,000 allocation.
1 The total available funding through this CalVIP Request for Proposals (RFP) is $$53,440,829.
2 Contact Information
This RFP provides the necessary information to submit a CalVIP proposal to the BSCC.

The BSCC staff cannot assist the applicant or its partners with the actual preparation of the proposal. Any technical questions concerning the RFP, the proposal process, or programmatic issues must be submitted by email to: [email protected].

The BSCC will accept and respond to written questions about this RFP until July 11, 2022.

A frequently asked questions and answers (FAQs) document will be posted to the BSCC website and periodically updated through July 11, 2022.

Proposal Due Date and Submission Instructions
Proposals must be received by 5:00 P.M. on Friday, July 15, 2022. Applicants must ensure the proposal package is signed with a digital signature OR a wet blue ink signature that is then scanned with the completed proposal package. Email the complete proposal package to: [email protected].

A complete proposal package will include:
• One (1) Portable Document Format (PDF) file that contains the Proposal Narrative and all required attachments (see CalVIP Proposal Checklist). • An Excel version of the Budget Attachment (Budget Tables and Budget Narrative).

Do not submit the Budget Attachment in a PDF version.

NOTE: If the BSCC does not receive an email containing the complete proposal package by 5:00 p.m. (PST) on July 15, 2022, the proposal will not be considered for funding. 1 Provided funding is appropriated in the FY 2022-23, and 2023-24 State Budget Acts. 2 Provided funding is appropriated in the FY 2022-23, and 2023-24 State Budget Acts.

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Applicants are strongly advised to submit proposals in advance of the due date and time to avoid disqualification.

Letters of Intent to Apply
Applicants interested in applying for a CalVIP grant are asked (but not required) to submit a non-binding letter indicating their intent to apply. These letters will aid the BSCC in planning for the proposal evaluation process. Please submit the letter in Microsoft Word or as a PDF.

There is no formal template for the letter, but it should include the following information:

1. Name of the applicant entity;

2. Name of a contact person; and

3. A brief statement indicating the applicant’s intent to submit a proposal.

Failure to submit a Letter of Intent is not grounds for disqualification. Prospective applicants that submit a Letter of Intent and decide later not to apply will not be penalized.

Please email a non-binding CalVIP Letter of Intent to Apply by Friday, July 1, 2022.

Please identify the email subject line as “CalVIP Letter of Intent” and submit the letter to [email protected].

Bidders’ Conference
Prospective applicants are invited to attend a virtual Bidders’ Conference. Attendance at the virtual Bidders’ Conference is not a requirement. The purpose of the CalVIP Bidders’ Conference is to answer technical questions from prospective bidders (applicants) and provide clarity on RFP instructions. Topics may include but are not limited to proposal submission instructions, information on evidence-based violence reduction initiatives, eligibility, funding, and an overview of the evaluation requirements. There is no preference given to applicants who attend the Bidders’ Conference.

Bidder’s Conference details are listed below:

CalVIP Virtual Bidders’ Conference
Friday, June 24, 2022, at 10:00 a.m.

Public access options for this meeting include:

Join by Zoom:
• https://us02web.zoom.us/j/86521784154?pwd=cU10YlNoSTZoZW5wanYzV0V kWHBOQT09
• Meeting ID: 865 2178 4154 | Passcode: 101045
Call In:
• 1-669-900-9128
• Meeting ID: 865 2178 4154 | Passcode: 101045
PART I, Page | 3
CalVIP Purpose
Assembly Bill (AB) 1603 (Chapter 735, Statutes of 2019), also known as the Break the Cycle of Violence Act was signed by Governor Newsom on October 11, 2019. In pertinent part, AB 1603 codified the establishment of the CalVIP and defined its purpose as follows:

The purpose of CalVIP is to improve public health and safety by supporting effective violence reduction initiatives in communities that are disproportionately impacted by violence, particularly group-member involved homicides, shootings, and aggravated assaults.

CalVIP grants shall be used to support, expand, and replicate evidence-based violence reduction initiatives, including, without limitation, hospital-based violence intervention programs, evidence-based street outreach programs, and focused deterrence strategies, that seek to interrupt cycles of violence and retaliation in order to reduce the incidence of homicides, shootings, and aggravated assaults. These initiatives shall be primarily focused on providing violence intervention services to the small segment of the population that is identified as having the highest risk of perpetrating or being victimized by violence in the near future.

Eligibility to Apply
On June 9, 2022, the BSCC approved 79 cities and community-based organizations to receive CalVIP Funding. The list of funded entities is available here. The 79 cities and community-based organizations that received funding are not eligible for this RFP.

However, new, and unsuccessful applicants are encouraged to apply.

Eligible applicants to this RFP are cities that are “disproportionately impacted by violence” (see Table 1 below) and community-based organizations that serve the residents of those cities. (Pen. Code, § 14131, subd. (b).)
For city applicants, either the city itself or a department within the city may serve as the applicant.

Eligible applicants may not submit more than one proposal. However, any applicant may apply as a direct grantee and may also be a subgrantee on a maximum of two additional proposals. If an applicant intends to apply directly and is also a subgrantee on another proposal, the proposals cannot be duplicative and must fund separate and unique activities.

For purposes of the CalVIP grant program, a city is disproportionately impacted by violence if any of the following are true:
(1) The city experienced 20 or more homicides per calendar year during two (2) or more of the three (3) calendar years immediately preceding the grant application. (2) The city experienced 10 or more homicides per calendar year and had a homicide rate that was at least 50% higher than the statewide homicide rate during two (2) or more of the three (3) calendar years immediately preceding the grant application.

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(3) The applicant otherwise demonstrated a unique and compelling need for additional resources to address the impact of homicides, shootings, and aggravated assaults in the applicant’s community.
(Pen. Code, § 14131, subd. (e).)
A “unique and compelling need,” as defined by the CalVIP ESC is:
• The city experienced five (5) or more homicides during two (2) or more of the three (3) years prior to the grant application.

See Appendix A for a description of the BSCC’s data analysis process.

Table 1 identifies the 53 cities that meet one (1) or more of the above three (3) criteria.

See Appendix B for a list of eligible cities including population. These cities and any community-based organization (CBO) that serves the residents of these cities are eligible to apply for CalVIP funding. The CBO need not be physically located inside the city limits in order to be eligible.

Table 1. Cities Eligible to Apply for CalVIP Funding*
City
(1) 20 or more
homicides per
calendar year
(2) 10 or more
homicides per
calendar year
(3) 5 for more
homicides per
calendar year
1 Anaheim X
2 Antioch X
3 Bakersfield X X X
4 Carson X
5 Cathedral City X
6 Chula Vista X
7 Colton X
8 Compton X X
9 Delano X
10 El Cajon X
11 El Monte X
12 Fairfield X
13 Fontana X
14 Fresno X X X
15 Gardena X
16 Hayward X
17 Hemet X
18 Hesperia X
19 Inglewood X X
20 Jurupa Valley X
21 Lancaster X
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Table 1. Cities Eligible to Apply for CalVIP Funding*
22 Long Beach X X
23 Los Angeles X X X
24 Merced X
25 Modesto X
26 Moreno Valley X
27 Norwalk X
28 Oakland X X X
29 Ontario X
30 Oxnard X
31 Palm Springs X
32 Palmdale X
33 Pasadena X
34 Perris X
35 Pomona X X
36 Rancho Cordova X
37 Redlands X
38 Rialto X
39 Richmond X X
40 Riverside X
41 Sacramento X X X
42 Salinas X
43 San Bernardino X X X
44 San Diego X X
45 San Francisco X X
46 San Jose X X
47 Santa Ana X
48 Santa Maria X
49 Stockton X X X
50 Tracy X
51 Turlock X
52 Vallejo X X
53 Victorville X
* CBOs that serve the residents of these cities are also eligible to apply PART I, Page | 6
Eligible Community-Based Organizations
Community-based organizations (CBOs) eligible for CalVIP funding include any nongovernmental organization that provides direct services to the community and meets the following eligibility criteria. Private individuals, independent contractors, professional grants management organizations, consulting firms, auditors, and evaluators may not apply directly for CalVIP funds (though they may be included as partners on a CalVIP grant project).

All applicants must submit Appendix C, Criteria for NGOs that Receive BSCC Grant Funds as part of the complete proposal package to document the compliance of any NGOs identified as partners in the proposal. All grantees must submit an updated Appendix C throughout the life of the grant agreement for any additional NGOs that may Eligibility Criteria for All Non-Governmental Organizations Receiving BSCC Grant Funds
Any non-governmental organization that receives CalVIP grant funds (as either a direct grantee, subgrantee, or subcontractor) must:
• Have been duly organized, in existence, and in good standing for at least six (6) months prior to the effective date of its fiscal agreement with the BSCC or with the CalVIP grantee;
• Non-governmental entities that have recently reorganized or have merged with other qualified non-governmental entities that were in existence prior to the six-month date are also eligible, provided all necessary agreements have been executed and filed with the California Secretary of State prior to the start date of the grant agreement with the BSCC or the start date of the granteesubcontractor fiscal agreement; • Be a nonprofit and recognized by the Internal Revenue Service as a 501(c)(3) organization;
• Employ persons or volunteers that have a minimum of three (3) years of combined experience in implementing violence reduction strategies and have implemented these strategies within the past five (5) years; • Be registered with the California Secretary of State’s Office; • Have an Employer Identification Number (EIN);
• Have a valid business license, if applicable;
• Have any other state or local licenses or certifications necessary to provide the services requested (e.g., facility licensing by the Department of Health Care Services), if applicable; and
• Have a physical address in the State of California. (An agent for service of process with a California address is insufficient.)
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receive CalVIP funds through subcontracts after awards are made. The BSCC will not reimburse for costs incurred by NGOs that do not meet the BSCC’s requirements.

Grant Period
Successful proposals will be funded for a three-year grant project service period commencing on October 1, 2022 and ending on June 30, 2025.

However, an additional six (6) months (July 1, 2025, through December 31, 2025) will be included in the term of the contract for the sole purposes of:
1) Finalizing and submitting a required Local Evaluation Report, and 2) Finalizing and submitting a required financial audit.

The total grant agreement term will be October 1, 2022 to December 31, 2025.

Funding Information
Funding Distribution & Funding Thresholds
The total available funding through this CalVIP Request for Proposals is $53,440,829. 3 This funding amount has been distributed across three (3) categories, as shown in Table 2 (below). Applicants within each category will compete independent of the other categories.

Applicants may apply for any amount up to and including the maximum grant amount in one (1) of the three (3) categories. Applicants are strongly encouraged to apply for only the amount of funding needed to implement the project. Proposals will be scored, in part, on the reasonableness of the proposed budget.

Table 2. Funding Distribution and Maximum Grant Amounts Funding Categories Maximum Grant
Amount*
Available
Funding
(1) Cities Disproportionately Impacted by Violence $6,000,000 $25,437,834 (2) CBOs that Serve the Residents of Cities
Disproportionately Impacted by Violence $6,000,000 $25,437,834 (3) Small Scope CBOs that Serve the Residents of
Cities Disproportionately Impacted by Violence $400,000 $2,565,161 Total Funding Available for Competitive Grants $53,440,829 *Applicants may apply for any amount, up to and including the maximum grant amount.

City of Los Angeles
The State Budget Act provides that $2,000,000 be made available annually to the City of Los Angeles on a non-competitive basis. The City of Los Angeles was awarded 3 Provided funding is appropriated in the FY 2022-23, and 2023-24 State Budget Acts PART I, Page | 8
$6,000,000 in funding, per the budget act, during the BSCC’s June 2022 Board meeting.

No additional funding will be awarded to the City of Los Angeles through this RFP and the City is not required to submit a new application.

Mandatory Pass-Through Requirement for City Applicants
Authorizing statute requires that all city grantees pass-through at least 50 percent (50%) of the grant funds they receive to at least one (1) of the following:
• Non-governmental, community-based organizations and/or • Public agencies that are not law enforcement whose primary mission is violence prevention or community safety (e.g., Office of Violence Prevention, Office of Neighborhood Safety, etc.). Note: if the city designates this type of department or agency as the applicant entity, this requirement will be automatically met.

Funds paid to professional grants management organizations, consulting firms, auditors, and evaluators do not count toward meeting this pass-through obligation.

BSCC Funding Decisions
Applicants will compete for funds within their applicable funding category (see Table 2).

Once the proposals have been scored and ranked, BSCC will move down the ranked lists to fund all qualified applicants in each of the three (3) funding categories until all funds in that category are exhausted. Applicants that fall at the cut-off point may be offered a partial award if there are not sufficient remaining funds to make a full award.

If funding remains in one or more categories, the following will occur:
• Funds remaining in Category (1), after all qualified applicants in that category have been fully funded, will be used to fund any additional qualified applicants in Category (2).
• Funds remaining in Category (2), after all qualified applicants in that category have been funded, will be used to fund any additional qualified applicants first in Category 3 and then Category (1).
• Funds remaining in Category (3), after all qualified applicants in that category have been funded, will be used to fund any additional qualified applicants in first Category (2) and then Category (1).

If an applicant or grantee relinquishes an award, BSCC has authority to offer that award to the next qualifying applicant (s) on the ranked list.

Match Requirement
Authorizing statute requires all CalVIP grantees contribute a 100 percent (100%) match to all grant funds awarded. This match can be cash or in-kind or a combination of both.

Grantees must maintain documentation to support all match that is claimed.

Cash match, also known as hard match, is income from a source other than grant funds that is budgeted for the project. When used to augment the project, cash expenditures for items such as personnel, facilities, and supplies may be considered cash match, if not in PART I, Page | 9
violation of the prohibition on supplanting. Grantees must maintain documentation to support the claimed cash match.

Note: CalVIP funds cannot be used as match for another CalVIP grant.

In-kind match, also known as soft match, is the project’s contribution of non-cash outlay of materials or resources to support a percentage of the BSCC’s Grant Award activities.

It may include non-cash outlay contributed by other public agencies and institutions, private organizations, and individuals. Examples include donated office supplies, equipment, professional services, and volunteer time. In general, the value of in-kind contributions is determined by fair market value. Grantees must maintain documentation to support the claimed in-kind match.

Because in general, the value of in-kind contributions is determined by fair market value.

If volunteer services are counted as in-kind contributions, additional measures should be followed to document the value of the services. Projects must document actual time worked by using a time reporting system and maintain documentation to support the claimed hourly pay rate of the volunteer services. The rate claimed should be comparable to the rates for paid employees performing similar duties. Published rates will not be allowed unless the grantee can provide evidence that the rates are comparable.

The documentation should include duty statements for the volunteer positions, and the comparable paid employee positions, and information regarding the hourly pay rates paid to those employees. The hourly volunteer rates used multiplied by the volunteer hours worked must total the dollar amount of the claimed in-kind contributions. This calculation and the other referenced documentation must be maintained as part of the accounting records.

Project Description
Target Population & Target Area
AB 1603 mandates that initiatives funded by the CalVIP grant program shall be “primarily focused on providing violence intervention services to the small segment of the population that is identified as having the highest risk of perpetrating or being victimized by violence in the near future.” (Pen. Code, § 14131, subd. (c).)
The applicant must describe how it will identify the target population, including the process used to ensure those individuals at highest risk are prioritized. The applicant must have a plan for reaching those individuals those individuals and providing appropriate interventions based on an individual’s needs. The target area for grant services should correspond to the target population.

Eligible Activities for Funding
AB 1603 requires that CalVIP grants be used to support, expand and replicate evidencebased violence reduction strategies “that seek to interrupt cycles of violence and retaliation in order to reduce the incidence of homicides, shootings, and aggravated assaults.” (Pen. Code, § 14131, subd. (c).) Within that definition, applicants have some discretion in selecting a strategy or strategies that best fit the scope of the problem and the needs of the target community.

PART I, Page | 10
Table 3 includes examples of the types of strategies that may be funded by this grant.

The listed examples are not exhaustive nor are applicants required to implement them.

Applicants may choose to incorporate components from several strategies to best fit the needs of the individuals targeted for services, including families and victims of violence.

See Appendix D, Glossary of Terms, for descriptions of these strategies and other resources.

Regardless of the strategy or strategies selected, applicants must be able to explain why that strategy was chosen for the target population/target area and cite evidence that indicates the strategy is likely to “reduce the incidence of homicides, shootings and aggravated assaults.” (Pen. Code, §14131, subd. (f)(4).) Technical Assistance
Most of the strategies listed above require technical assistance in order to be implemented with fidelity to the model. To ensure grant funds are used efficiently and effectively, CalVIP grantees are strongly encouraged to obtain outside technical assistance (i.e., subject matter expertise) in implementing and monitoring the selected violence reduction strategy. If an applicant is expanding or enhancing an existing strategy, the applicant must be able to demonstrate a plan for ongoing monitoring and quality assurance.

Other Eligible Grant Expenditures
The BSCC recognizes offering meals, incentives, and participant support items can help maximize participation among clients engaged in services. CalVIP grant funds may be used to purchase meals or snacks, items or activities used as program incentives, and participant support items, only if they are used to encourage program participation, reward participants who meet certain documented milestones, or celebrate program completion.

In all cases, there must be a direct link to grant-funded activities.

Once the Grant Agreement is executed, explicit prior written approval from the BSCC is required for the purchase of any of the items listed above or for participant travel, even if these items were included in the original application’s proposed budget. Further, successful applicants will be required to maintain and provide detailed documentation for any meals, incentives, and travel purchased with match or grant funds. Discretion for final approval of any purchases under this section lies with the BSCC. Purchases should not be made until the BSCC approves the written request. The BSCC shall not be obligated to reimburse purchases made with CalVIP grant funds without prior approval.

Ineligible Grant Expenditures
CalVIP grant funds may not be used for the following:

Table 3. Examples of Evidence-based Strategies
Including but not limited to:
 Cognitive Behavioral Therapy
 Collective Efficacy
 Diversion
 Employment/Job Training
 Focused Deterrence
 Hospital-Based Violence Intervention
 Intensive Case Management
 Mental Health Services
 Mentoring/Credible Messengers
 Street Outreach
PART I, Page | 11
• Acquisition of real property/real estate
• Firearms, weapons, weapons systems, ammunition, or tactical training4 • High-tech surveillance or monitoring equipment and intelligence systems (e.g., shot spotter, gang database)
• “Scared Straight” type programs (see https://crimesolutions.ojp.gov/) For additional information on eligible and ineligible costs, refer to the BSCC Grant Administration Guide, found on the BSCC website.

Using the Principles of Evidence-Based Practice5
The BSCC is committed to supporting a focus on better outcomes in the criminal justice system and those involved in it. CalVIP grant funds must be used to support programs, practices, and strategies rooted in documented evidence showing they reduce violence while also considering the needs of the target communities and individual participants.

Applicants are therefore required to use data to drive conscientious decision-making in the development, implementation, and appraisal of their overall projects. Applicants should be able to demonstrate that their proposal is linked to the implementation of practices and strategies supported by data.

The extent to which an applicant can demonstrate that the strategy they have chosen has been shown to be effective at reducing violence will be evaluated as a part of the rating process. In developing a proposal, applicants should focus on the following three (3) basic principles:

1. Is there evidence or data to suggest that the intervention or strategy is likely to work, i.e., produce a desired benefit?
For example, was the intervention or strategy selected by the project used by another entity with documented positive results? Is there published research/information on the chosen intervention that demonstrates its effectiveness? Is the intervention or strategy being used by another entity with a similar problem and similar target population?

2. Once an intervention or strategy is selected, will you be able to demonstrate that it is being carried out as intended?
For example, does this intervention or strategy provide for a way to monitor quality control or continuous quality improvement? If this intervention or strategy was implemented by another entity, are there procedures in place to ensure the model is being closely followed (so the project is more likely to achieve similar desired outcomes)?

3. Is there a plan to collect data that will allow for an appraisal of whether the intervention or strategy worked?
4 Tactical training could include firearms, tactical movement, tactical combat and/or SWAT training. 5 Lowenkamp and Latessa, 2003, Lowenkamp, 2003; Lowenkamp & Latessa, 2005a; Lowenkamp and Latessa, 2005b; Center for Criminal Justice Research and the Corrections Institute at the University of Cincinnati, Correctional Program Checklist Assessment.

PART I, Page | 12
For example, will the intervention or strategy selected allow for the collection of data or other information so outcomes can be measured at the conclusion of the project? Are there or will there be processes in place to identify, collect, and analyze that data/information?
Applicants are encouraged to develop an overall project that incorporates these principles and is tailored to fit the needs of the communities they serve. Plans to measure the effectiveness of a project should include the use of both qualitative and quantitative data/information. While quantitative data/information is based on numbers and mathematical calculations, qualitative data/information is based on written or spoken narratives. The purpose of quantitative data/information is to explain, predict, and/or control events through focused collection of numerical data, while the purpose of qualitative data/information is to explain and gain insight and understanding of events through collection of narrative data/information.

Reducing Racial and Ethnic Disparity
Research shows that youth and adults of color are significantly overrepresented in the criminal justice system in California.
6 BSCC supports efforts to reduce racial and ethnic
disparities and encourages others to do the same. The BSCC has undertaken several activities to ensure that California addresses this concern including trainings. Applicants should, as relevant, describe how grant activities will impact youth of color who are subject to justice or child welfare system involvement.

For additional information about reducing racial and ethnic disparity (R.E.D.), prospective applicants may contact the R.E.D. Coordinator, Field Representative Timothy Polasik, at [email protected].

Organizational Capacity and Coordination
Applicants will be rated, in part, on how well they demonstrate they have the experience, a staffing plan, and any partnerships necessary to implement the proposed strategy. If an applicant is unable to identify staff and/or subcontractors until after the grant is awarded, the applicant should explain, at a minimum, the process and criteria by which they will select staff and/or subcontractors after award.

Distinct from administrative staff and partners, applicants must also demonstrate how they plan to ensure that the staff who deliver the services or work with the target population in the field have backgrounds and experience that are culturally relevant to the proposed strategy and/or target population (to include racial/ethnic diversity, gender diversity, current or prior system involvement, etc.).

AB 1603 requires that applicants address how they will use grant funds to enhance coordination of existing violence prevention and intervention programs and minimize duplication of services. (Pen. Code, § 14131, subd. (f)(3).) Successful applicants are 6 Multiple studies confirm the disparities in the criminal and juvenile justice systems. The W. Haywood Burns Institute (http://www.burnsinstitute.org/) has worked extensively on this issue as has the National Council on Crime and Delinquency (NCCD) and the Center for Juvenile Justice Reform, Georgetown University (https://cjjr.georgetown.edu/certificate-programs/reducing-racial-and-ethnic-disparities/) Created Equal: Racial and Ethnic Disparities in the US Criminal Justice System (NCCD: Hartney/Vuong March 2009) PART I, Page | 13
strongly encouraged to take stock of existing programs in order to identify those that might conflict with, compete with, or duplicate the strategy they are proposing to implement.

Written Agreements from Key Partners
If the success of the proposed strategy relies on the participation of an outside agency or organization (i.e., an entity other than the applicant is to play a necessary or critical role in project implementation), the applicant must include a Letter of Commitment to demonstrate that the outside agency is aware of the proposed partnership and agrees to participate.

Examples of necessary or critical roles played by outside entities could include:
• A source of referrals,
• The location where services will be delivered,
• Access to the target population,
• Data collection partner, etc.

A Letter of Commitment must include the name of the outside entity, be signed by the executive officer, department head, or other authorized representative, and be dated within three (3) months of CalVIP proposal submission. Outdated letters or letters that speak to a partnership or grant activities outside of the activities listed in the proposal, will not be accepted. See Appendix E for a sample Letter of Commitment for Key Partners.

General BSCC Grant Requirements
Grant Agreement
Applicants approved for funding by the BSCC Board are required to enter into a Grant Agreement with the BSCC. Grantees must agree to comply with all terms and conditions of the Grant Agreement. See Appendix F for a sample BSCC Grant Agreement.

The Grant Agreement start date is expected to be October 1, 2022. Grant Agreements are considered fully executed only after they are signed by both the grantee and the BSCC and the BSCC is in receipt of all required attachments including documentation of signing authority. Work, services, and encumbrances cannot begin prior to the Grant Agreement start date. Any work, services and encumbrances that occur after the start date but prior to Grant Agreement execution may not be reimbursed. Grantees and all subgrantees are responsible for maintaining their Grant Agreement, all invoices, records, and relevant documentation for the life of the grant cycle plus three (3) years after the final payment under the contract.

Signing Authority
Before the grant award can be finalized and funds awarded, a successful city applicant must submit either a resolution from its Governing Board that delegates authority to the individual authorized to execute the grant agreement or sufficient documentation indicating that the individual who signs the grant agreement has been vested with plenary authority to execute grant agreements (e.g., a municipal ordinance or city ordinance/charter delegating such authority to a city manager or department head).

PART I, Page | 14
Non-profit/501(c)(3) applicants or business entities with boards of directors must provide evidence that the person signing the grant agreement has signing authority, which may include articles of incorporation, bylaws, or a board resolution conferring authority to the signatory.

This documentation is not required at the time of proposal submittal, but applicants are advised that the grant agreement will not be fully executed, nor will any financial invoices be processed for reimbursement until the required documentation has been received by the BSCC. A sample Governing Board Resolution can be found in Appendix G.

Invoicing
Disbursement of grant funds occurs on a reimbursement basis for costs incurred during a reporting period. The State Controller’s Office (SCO) will issue the warrant (check) to the individual designated on the Applicant Information Form as the Financial Officer for the grant. Grantees must submit invoices to the BSCC on either a monthly or quarterly basis through the online process no later than 45 days following the end of the invoicing period. (Grantees will make their choice between monthly or quarterly invoicing at the time they execute their contracts.)
Grantees must maintain adequate supporting documentation for all costs claimed on invoices. BSCC staff will conduct a desk review process which requires grantees to submit electronic documentation to support all grant funds claimed during the invoicing period. In addition, BSCC staff will conduct on-site monitoring visits that will include a review of documentation maintained as substantiation for project expenditures with grant funds.

Additional information about invoicing can be found in the BSCC Grant Administration Guide, located on the BSCC website.

Reporting Match Contributions
Reporting of the contribution of match obligations need not be made in exact proportion to the expenditure of grant funds. However, before the grant expires or is terminated, the match contribution must be equal to the amount of grant funds expended. Match contribution must be reported on the BSCC invoice, as the expenditures occur. Match funds and related contributions must also be identified in the accounting records (e.g., general ledger) and included within any grant-specific audit reports. Supporting documentation must be maintained for all match contributions.

Applicants shall budget only for the mandatory 100 percent (100%) match. The match amount specified in the project budget becomes part of the contractually obligated grant program. As part of the grant program, the match is subject to all fiscal, programmatic, and audit requirements and cannot be reduced or waived once the grant proposal is approved. In the event a funded project is unable to meet its contractual match obligation, all or a portion of the unmet match obligation may be deducted from reimbursement claims. In addition, the BSCC may seek reimbursement for any unmet match. Applicants should not request funds in excess of what that applicant is able to match.

Additional information about match requirements can be found in the BSCC Grant Administration Guide, located on the BSCC website.

PART I, Page | 15
Supplanting
Supplanting is the deliberate reduction in the amount of federal, state, or local funds being appropriated to an existing program or activity because grant funds have been awarded for the same purposes. Supplanting is strictly prohibited for all BSCC grants. CalVIP grant funds shall be used to support new program activities or to augment or expand existing program activities but shall not be used to replace existing funds. When using outside funds as match, applicants must be careful not to supplant.

It is the responsibility of the grantee to ensure that supplanting does not occur. The grantee must keep clear and detailed financial records to show that grant funds are used only for allowable costs and activities.

Audit Requirements
Grantees are required to provide the BSCC with a financial audit that covers the service delivery period of the grant October 1, 2022 to June 30, 2025). The audit report will be due no later than December 31, 2025. The financial audit shall be performed by a Certified Public Accountant or a participating county or city auditor that is organizationally independent from the participating county or city’s project financial management functions. Expenses for the final audit may be reimbursed for actual costs up to $25,000.

In addition, BSCC reserves the right to call for a program or financial audit at any time between the execution of the grant agreement and three (3) years following the end of the grant period.

The Department of General Services, the California State Auditor, the Department of Finance or their designated representative shall have the right to review and to copy any records and supporting documentation pertaining to the performance of this grant.

Quarterly Progress Reports
Grant award recipients are required to submit quarterly progress reports (QPRs) to the BSCC. QPRs are a critical element in the BSCC’s monitoring and oversight process.

Grantees that are unable to demonstrate that they are making sufficient progress toward project goals and objectives and show that funds are being spent in accordance with the Grant Agreement could be subject to the withholding of funds. Once grants are awarded, the BSCC will work with grantees to create custom QPRs.

Project Evaluation Requirements
In addition to Quarterly Progress Reports, projects selected for funding will be required to submit to the BSCC:
1) A Local Evaluation Plan, due six (6) months post-award; and 2) A Final Local Evaluation Report, due six (6) months after the conclusion of project delivery.

See Appendix D for key definitions related to project evaluation.

Applicants must dedicate a minimum of five percent (5%) with a maximum of ten percent (10%) of the total grant funds requested for evaluation planning, oversight, and reporting activities.

PART I, Page | 16
Local Evaluation Plan
The purpose of the Local Evaluation Plan (LEP) is to ensure projects funded by the BSCC can be evaluated. Applicants will be expected to include a detailed description of how they plan to assess the effectiveness of the proposed program in relationship to each of its goals and objectives identified in the proposal. The LEP should describe the evaluation design or model that will be used to evaluate the effectiveness of the project component(s), with the project goals and the objectives clearly stated. Applicants should include criteria for both process and outcome evaluations. Once submitted, any modifications to the LEP must be approved in advance by the BSCC. (More detailed instructions on the LEP will be made available to successful applicants.) Final Local Evaluation Report
Following project service completion, grantees are required to complete a Local Evaluation Report (LER). The LER must be in a format prescribed by the BSCC. Within the LER, an Executive Summary must be included that adheres to the format prescribed by the BSCC specifically for the Executive Summary.

The purpose of the LER is to determine whether the overall project (including each individual component) was effective in meeting the goals laid out in the Local Evaluation Plan. To do this, the grantee must assess and document the effectiveness of the activities that were implemented within each individual project component. These activities should have been identified in the previously submitted LEP. More detailed instructions on the LER will be made available to successful applicants.

The BSCC may make public the LER from each grantee. Reports may be posted to the BSCC website and developed into a Summary Final Report submitted to the Legislature.

If the grantee plans to publish the LER, it must be submitted to the BSCC for review prior to publication.

Appendix H contains preliminary Guidelines for how to complete the LEP and LER.

Statewide Evaluation
BSCC Research will conduct a statewide evaluation of the impact of the violence prevention initiatives funded by the CalVIP grant program. The evaluator will: develop the research methodology for the statewide evaluation; design and develop instruments for collecting evaluation data from CalVIP grantees; provide ongoing technical assistance to grantees for data collection and evaluation activities; compile, screen, and analyze data obtained from grantees; and develop a final report on the impact of the CalVIP grant program. As a condition of award, all CalVIP grantees agree to collect data requested for the evaluation (this may include a standardized QPR format with specified baseline, output and/or outcome measures) and fully cooperate and share information within timelines set for the evaluation.

Grantee Orientation Process
Following the start of the grant period, BSCC staff will conduct a mandatory Grantee Orientation (on a date to be determined later). The purpose of this mandatory session is to review the program requirements, invoicing and budget modification processes, data collection and reporting requirements, as well as other grant management and monitoring activities. Typically, the Project Director, Financial Officer, Day-to-Day Contact and (for PART I, Page | 17
cities) one Community Partner must attend. Grantees are also strongly encouraged to include their Evaluator.

If an in-person training is scheduled, Grant recipients may use CalVIP grant funds for travel-related expenditures such as airfare, mileage, meals, lodging, and other per diem costs. Applicants should include potential travel costs in the budget section of the proposal under the “Other” category for this single day event.

Travel
Travel is usually warranted when personal contact by project staff is the most appropriate method of conducting project-related business. Travel to and from training conferences may also be allowed. The most economical method of transportation, in terms of direct expenses to the project and the employee's time away from the project, must be used.

Projects are required to include sufficient per diem and travel allocations for projectrelated personnel, as outlined in the Grant Award, to attend any mandated BSCC training conferences or workshops outlined in the terms of the program.

Units of Government
Units of government may follow either their own written travel and per diem policy or the State’s policy. Units of government that plan to use cars from a state, county, city, district carpool, or garage may budget either the mileage rate established by the carpool or garage, or the state mileage rate, not to exceed the loaning agency rate.

Non-Governmental Organizations (NGOs)
An NGO receiving BSCC funds must use the State travel and per diem policy, unless the grantee’s written travel policy is more restrictive than the State's, in which case it must be used. Reimbursement is allowed for the cost of commercial carrier fares, parking, bridge, and road tolls, as well as necessary taxi, bus, and streetcar fares.

This policy applies equally to NGOs that receive grant funds directly from the BSCC and those that receive grant funds indirectly through a subcontract with another NGO that received a BSCC grant award.

Out-of-State Travel
Out-of-state travel is restricted and only allowed in exceptional situations. Even if previously authorized in the Grant Award, grantees must submit to the BSCC a separate formal request (on grantee letterhead) for approval that includes a detailed justification and budget information. Grantees must receive written approval from BSCC prior to incurring expenses for out-of-state travel.

In addition, California prohibits travel, except under specified circumstances, to states that have been found by the California Attorney General to have discriminatory laws.

The BSCC will not reimburse for travel to these states unless the travel meets a specific exception under Government Code section 11139.8, subdivision (c). For additional information, please see: https://oag.ca.gov/ab1887.

Debarment, Fraud, Theft or Embezzlement
It is the policy of the BSCC to protect grant funds from unreasonable risks of fraudulent, criminal, or other improper use. As such, the Board will not enter into contracts or provide reimbursement to applicants that have been:

PART I, Page | 18

1. debarred by any federal, state, or local government entities during the period of debarment; or

2. convicted of fraud, theft, or embezzlement of federal, state, or local government grant funds for a period of three years following conviction.

Furthermore, the BSCC requires grant recipients to provide an assurance that there has been no applicable debarment, disqualification, suspension, or removal from a federal, state or local grant program on the part of the grantee at the time of application and that the grantee will immediately notify the BSCC should such debarment or conviction occur during the term of the grant contract.

The BSCC also requires that all grant recipients include, as a condition of award to a subgrantee or subcontractor, a requirement that the subgrantee or subcontractor will provide the same assurances to the grant recipient. If a grant recipient wishes to consider a subgrantee or subcontractor that has been debarred or convicted, the grant recipient must submit a written request for exception to the BSCC along with supporting documentation.

All applicants must complete Appendix I certifying that they are in compliance with the BSCC’s policies on debarment, fraud, theft and embezzlement.

Compliance Monitoring Visits
The BSCC staff will monitor each project to assess whether the project is in compliance with grant requirements and making progress toward grant objectives. As needed, monitoring visits may also occur to provide technical assistance on fiscal, programmatic, evaluative, and administrative requirements.

For your reference, the Comprehensive Monitoring Visit checklist can be found on our website.

BSCC Executive Steering Committee Process
To ensure successful program design and implementation, the BSCC uses Executive Steering Committees (ESC) to inform decision making related to the Board’s programs.

The BSCC’s ESCs are composed of subject matter experts, community partners, and interested parties representing both the public and private sectors. The BSCC makes every attempt to include a diverse representation on its ESCs, in breadth of experience, geography and demographics.

ESCs are convened and approved by the BSCC Board as the need arises to carry out specified tasks, including the development of RFPs for grant funds. Not only do the ESCs develop RFPs, but members of the ESC also read and rate the proposals submitted by prospective grantees. Once the proposal evaluation process is complete, ESCs submit grant award recommendations to the BSCC Board and the Board then approves, rejects or revises those recommendations. Members of the ESCs are not paid for their time but are reimbursed for travel expenses incurred to attend meetings.

The CalVIP ESC includes a cross-section of subject matter experts on community engagement, prevention and intervention programs, law enforcement strategies, and rehabilitation and reentry, including individuals who have been impacted by the criminal justice system. A list of CalVIP ESC members can be found in Appendix J.

PART I, Page | 19
The original content and design of the CalVIP RFP remains in place. However, a Scoring Panel will be used to read, rate, and develop funding recommendations to the Board.

Conflicts of Interest
Existing law prohibits any grantee, subgrantee, partner, or like party who participated on the above referenced CalVIP ESC from receiving funds from the CalVIP grants awarded under this RFP. Applicants who are awarded grants under this RFP are responsible for reviewing the CalVIP ESC membership roster and ensuring that no grant dollars are passed through to any entity represented by any member of the CalVIP ESC.

Overview of the RFP Process
Confirmation of Receipt of Proposal
Upon submission of a proposal, applicants will receive a confirmation email from the BSCC stating that the proposal has been received.

Disqualification - PLEASE REVIEW CAREFULLY
Disqualification means the proposal will not move forward to the ESC for the Proposal Rating Process and, therefore, will NOT be considered for funding under this grant.

The following will result in disqualification:
• An electronic version of the complete proposal package is not received by 5:00 p.m. PST on July 15, 2022.
• Budget Attachment (Excel document) is incomplete, or the total amount included in the budget table does not match the requested amount included elsewhere in the application.
• Budget Attachment (Excel document) exceeds 4 pages in length. • Proposal Package does not contain all the required section and attachments (esignatures will be accepted in place of original signatures); o Coversheet – accurately completed
o Proposal Checklist – filled out (i.e, all checkboxes checked) o Applicant Information Form – completed and signed
o Proposal Narrative
o 2022 CalVIP Budget Attachment (Excel document)
o Letters of Commitments from Key Partners (if applicable, Appendix E) o Project Work Plan (Appendix K) (not to exceed 1 page) • Applicant’s funding request was more than $6 million (for Funding Categories 1 and 2) or $400,000 (for Funding Category 3).
• City Applicant did not indicate its intention to pass through at least 50 percent (50%) of any awarded funds to one or more CBOs and/or public agencies whose primary mission is violence prevention or community safety.

PART I, Page | 20
Formatting
Applicants shall comply with the following formatting requirements:
• Proposal Narrative must meet the narrative formatting requirements below:
o Arial 12-point font
o One-inch margins on all four sides
o 1.5-line spacing
• Proposal Narrative shall not exceed 12 numbered pages in length Note: Proposals exceeding the page limit shall not automatically be disqualified.

However, BSCC staff shall remove ALL pages in excess of the page limit before forwarding the proposal to the ESC for rating, which may negatively impact a proposal’s score. If line spacing, formatting, or font size results in the inclusion of additional content in excess of prescribed page limits, excess pages shall be removed or the proposal may be disqualified. Illegible or unreadable proposals shall be disqualified.

Proposal Rating Process
Unless disqualified, proposals will advance to the Proposal Rating Process. The 2021 CalVIP ESC members will read and score each proposal in accordance with the prescribed rating factors listed in the table below. The ESC members will base their scores on how well an applicant addresses the items listed under each rating factor within the Proposal Narrative and Budget. ESC member ratings, once submitted to the BSCC, will be final.

At the conclusion of this process, applicants will be notified of the funding recommendations. It is anticipated the BSCC Board will act on the recommendations at its meeting on September 8, 2022. Applicants and partners are not to contact members of the ESC nor the BSCC Board to discuss proposals.

Rating Factors
The Rating Factors that will be used and the maximum points assigned to each factor are shown in the table below. Applicants will be asked to address each of these factors as a part of their proposal. The CalVIP ESC assigned a percent value to each of the five Rating Factors, correlating to its importance within the overall project (see Percent of Total Value column).

CalVIP Rating Factors Point
Range
Percent of
Total Value
Weighted Rating
Factor Score
1 Description of Community Need 0 - 5 15% 30
2 Project Description 0 - 5 40% 80
3 Organizational Capacity and
Coordination 0 - 5 20% 40
4 Project Evaluation and Monitoring 0 - 5 12% 24
5 Project Budget 0 - 5 13% 26
PART I, Page | 21
CalVIP Rating Factors Point
Range
Percent of
Total Value
Weighted Rating
Factor Score
Total: 100% 200
Evaluators will rate an applicant’s response in each of these categories on a scale of 0-5, according to the Six-Point Rating Scale shown below. Each rating factor then will be weighted according to the Percent of Total Value (determined by the ESC) associated with the Rating Factor to arrive at the final Weighted Rating Factor Score. The Weighted Rating Factor Scores are then added together for a final overall proposal score.

There are no preference points available.

Six Point Rating Scale
Not
Responsive
0 Poor
1 Fair
2 Satisfactory
3 Good
4 Excellent
5 The
response
fails to
address
the criteria.

The
response
addresses
the criteria
in a very
inadequate
way.

The response
addresses the
criteria in a nonspecific or
unsatisfactory
way.

The
response
addresses
the criteria
in an
adequate
way.

The
response
addresses
the criteria
in a
substantial
way.

The
response
addresses
the criteria in
an
outstanding
way.

Scoring Threshold/Minimum Score
To be considered for funding, a proposal must meet a threshold of 50 percent (50%), or minimum proposal score of 100 total points.

In the event two proposals have identical proposal scores, the tie will be resolved by evaluating the individual Rating Factor scores of the two proposals, starting with the highest weighted Rating Factor (in this case, the Project Description score). If an identical score occurs on this Rating Factor, Rating Factor Scores will be used in the following order based on the descending weight valued until the tie is broken: Organizational Capacity and Coordination, Description of Community Need, Project Budget, and finally Project Evaluation and Monitoring.

Key Dates
The following table shows a timeline of key dates related to the CalVIP Grant.

Activity Date
Release Request for Proposals June 10, 2022
Bidders’ Conference June 24, 2022
Letter of Intent Due to the BSCC July 1, 2022
PART I, Page | 22
Activity Date
Proposals Due to the BSCC July 15, 2022
Proposal Rating Process and Development of Funding
Recommendations July-August 2022
BSCC Board Considers Funding Recommendations September 8, 2022 Notices to Applicants September 9, 2022
Grant Period Begins October 1, 2022
Mandatory New Grantee Orientation November 2022
Local Evaluation Plan Due April 3, 2023
Grant Service Project Period Ends June 30, 2025
Final Evaluation Report & Financial Audit Due and
Grant Ends December 31, 2025
PART II, Page | 23
PART II: PROPOSAL INSTRUCTIONS
The following section contains pertinent information on how to complete the Request for Proposal package for the CalVIP Grant Program. Submittal instructions are included in Part I, page 6. The following items are included in Part II:
• Proposal Narrative and Budget Guidelines
o Instructions for Proposal Narrative, Sections 1-4
o CalVIP Budget Attachment, Section 5
***THE REQUEST FOR PROPOSAL PACKAGE CAN BE

FOUND AT THE VERY END OF THIS ENTIRE
DOCUMENT***
PART II, Page | 24
Proposal Narrative and Budget Guidelines
The five rating factors will be addressed in two separate parts, the Proposal Narrative and the Budget Attachment, as shown here:

Section Rating Factor Percent
Value Addressed In:
1 Description of Community Need 15%
Proposal
Narrative
2 Project Description 40%
3 Organizational Capacity and Coordination 20%
4 Project Evaluation and Monitoring 12%
5 Project Budget (Budget Tables & Narrative) 13% Budget Attachment
Instructions for Proposal Narrative
The Proposal Narrative should address the first four Rating Factors – Description of Community Need, Project Description, Organizational Capacity and Coordination, and Project Evaluation and Monitoring – using each of the section headers provided in the CalVIP Proposal Narrative template. The CalVIP Proposal Narrative template can be found at the end of this document (formatted in Arial 12-point font with one-inch margins on all four sides and at 1.5-line spaced). The Proposal Narrative cannot exceed twelve (12) numbered pages in length.

It is up to the applicant to determine how to use the total page limit in addressing each section, however as a guide, the percent of total point value for each section is listed next to each header.

Do not include website links. Charts, tables or graphs must meet the spacing and font requirements. Applicants may include a one-page bibliography containing citations, using either the Modern Language Association (MLA) or American Psychological Association (APA) style. The bibliography will not be counted toward the12-page limit and formatting restrictions do not apply to the one-page bibliography.

The Proposal Narrative and 12-page limitation does not include the following mandatory items:
• Cover Sheet
• Proposal Checklist
• Applicant Information Form
• 1-Page Bibliography (optional)
• Budget Attachment
• 1-Page Project Work Plan
• Other required Attachments (see Proposal Checklist).

PART II, Page | 25
Section 1: Description of Community Need (Percent of Total Value: 15%) Address the rating factor for Description of Community Need in narrative form as defined below. The response will be evaluated with a single rating based on a scale of 0-5.

Description of Community Need: Description of Community Need: The applicant described a community need that is pertinent to the intent of the grant program. The elements that comprise the Description of Community Need are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed (when applicable), it is the quality of the response to each that will be evaluated.

1.1 Describe the need(s) in the target area and/or target population that contribute to the disproportionate impact of violence, primarily homicides, shootings, and aggravated assaults. This description of community need should include:
• a description of existing violence in the targeted area. • identification of the primary factor(s) that contribute to the violence. • qualitative and quantitative data in support of the identified factor(s) (all data sources to be cited).
• service gaps that are connected to the identified factor(s) and/or contribute to the violence.

1.2 Identify the target area and/or target population. This description should include, when appropriate:
• how the target area and/or target population relate to the need(s) identified in 1.1.
• the process the applicant used or will use to identify the target population, to include those individuals and their family members who are at highest risk of perpetrating violence or being victimized or affected by violence. • the total number of high-risk individuals projected to be served. • quantitative and qualitative data to explain why the target area and/or target population was selected (all data sources to be cited).

PART II, Page | 26
Section 2: Project Description (Percent of Total Value: 40%) Address the rating factor for Project Description in narrative form as defined below. The response will be evaluated with a single rating based on a scale of 0-5.

Project Description: The applicant provided a description of the project that is related to the need(s) they described and the intent of the authorizing legislation. The elements that comprise the Project Description are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed, it is the quality of the response to each that will be evaluated.

2.1 Describe the proposed evidence-based violence reduction strategy (per AB 1603).

This description should include:
• the relationship between the proposed strategy and the need(s), target area and/or target population identified in the Description of Community Need section. • a rationale to support the selection of the proposed strategy which includes relevant evidence or research supporting its use for reducing the incidence of homicides, shootings, and/or aggravated assaults within the target area and/or target population (may include evidence-based, evidence-informed, promising, data-driven, and/or innovative practices – see pages 11-12). • an explanation of how the proposed strategy will achieve reductions in violence without relying on mass incarceration, if applicable.

2.2 For project participants, describe:
• the plan for identifying, accessing, and serving individuals from the target population who are eligible and appropriate for participation in the strategy. • plans to overcome any inability to access and/or serve those individuals. • the strategy/strategies for maintaining sustained engagement. • the plan for tailoring services to participants’ needs; for example, risk/needs assessment.

2.3 Provide a Project Work Plan (Appendix K) that:
• identifies the project’s goal(s) and measurable objectives (see Appendix D for definitions) that are related to the community need(s) identified in 1.1. • identifies how the goal(s) will be achieved in terms of the activities, responsible staff/partners, and start and end dates.
• is aligned with the proposed strategy.

PART II, Page | 27
Section 3: Organizational Capacity and Coordination (Percent of Total Value: 20%) Address the rating factor for Organizational Capacity and Coordination in narrative form as defined below. The response will be evaluated with a single rating based on a scale of 0-5.

Organizational Capacity and Coordination: The applicant described their organization’s ability to implement the proposed project. The elements that comprise the Organizational Capacity and Coordination section are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed (when applicable), it is the quality of the response to each that will be evaluated.

3.1 Describe the experience, current staffing, community support, and partnerships the lead agency will use to implement the proposed strategy. Include key partners’ letters of commitment describing involvement aligned with the proposed strategy, if applicable. If staff and/or subcontractors are to be selected after the grant is awarded, then specify the process and criteria for selecting those staff and/or subcontractors.

3.2 Describe how the proposed violence reduction strategy/strategies will enhance coordination of existing violence prevention and intervention programs and minimize duplication of services (per AB 1603).

3.3 Describe a reasonable and realistic plan for training and supporting the staff and/or subcontractors who will deliver the proposed strategy to the target population, including your approach for supporting the overall wellbeing of staff; for example, providing mental health/counselling services, wellness activities, etc.

3.4 Describe the cultural competence of staff and subcontractors and how it is relevant to the proposed project. Include past and/or ongoing experience working with the target population.

3.5 Describe plans for involvement of individuals impacted by violence, including system-impacted and/or formerly/currently system-involved individuals, in the project’s design, implementation, and evaluation process.

3.6 Describe a plan for obtaining outside technical assistance (i.e., subject matter expertise) to implement the proposed violence reduction strategy or explain how the lead agency will ensure that the proposed strategy is implemented as intended.

PART II, Page | 28
Section 4: Project Monitoring and Evaluation (Percent of Total Value: 12%) Address the rating factor for Project Monitoring and Evaluation in narrative form as defined below. The response will be evaluated with a single rating based on a scale of 0-5.

Project Evaluation and Monitoring: The applicant described how it will monitor and evaluate the effectiveness of the proposed project. The elements that comprise the Project Monitoring and Evaluation section are listed below. Addressing each element does not in itself merit a high rating; rather, although each element is to be addressed, it is the quality of the response to each that will be evaluated.

4.1 Describe the plan to determine the staff and/or entity that will conduct the project evaluation and how monitoring activities will be incorporated in the various phases of the project; for example, start-up, implementation, service delivery period, etc.

4.2 Identify the process and outcome indicators that are quantifiable and in line with the intent of the proposal and the objectives listed in the Work Plan.

4.3 Describe the preliminary plan for how to collect and evaluate baseline and outcome data related to the process and outcome indicators identified in 4.2. Describe a plan for entering into data sharing agreements, if necessary.

CalVIP Budget Attachment
Section 5: Project Budget (Percent of Total Value: 13%) As part of the application process, applicants are required to submit the 2022 CalVIP Project Budget and Budget Narrative (Budget Attachment). A link to the Budget Attachment can be found at the end of this document, with the Request for Proposals instructions.

The following items are rated as a part of this section and must be addressed by the applicant in the Budget Attachment. The response will be evaluated with a single rating based on a scale of 0-5.

Project Budget: The applicant provided a complete Budget Attachment (Project Budget and Budget Narrative) for the proposed project. The elements against which the Budget Attachment will be rated are listed below. Addressing each element does not itself merit a high rating; rather, although each element is to be addressed, it is the quality of the response to each that will be evaluated.

5.1 Provide complete and detailed budget information with language to support each budget category, as applicable. The expenses must be appropriate to the proposed strategy.

5.2 Demonstrate how the amount of grant funds requested is commensurate with the scope of the proposal and the demonstrated need(s) for these additional resources (per AB 1603).

5.3 Describe how the dollar-for-dollar match requirement will be met (either cash or inkind) (per AB 1603).

PART III, Page | 29
PART III: APPENDICES
PART III, Page | 30
Appendix A: BSCC’s Crime Data Analysis
In defining “disproportionately impacted by violence,” the CalVIP ESC used the definitions provided AB 1603. AB 1603 states that a city is considered to be disproportionately impacted by violence if any of the following are true:

1. The city experienced 20 or more homicides per calendar year during two or more of the three calendar years immediately preceding the grant application for which the Department of Justice has available data.

2. The city experienced 10 or more homicides per calendar year [during two or more of the three calendar years immediately preceding the grant application] and had a homicide rate that was at least 50 percent (50%) higher than the statewide homicide rate during two or more of the three calendar years immediately preceding the grant application for which the Department of Justice has available data.

3. An applicant otherwise demonstrates a unique and compelling need for additional resources to address the impact of homicides, shootings, and aggravated assaults in the applicant’s community.

Under the definitions provided in criteria 1 and 2 from AB 1603, the BSCC identified 12 cities that were considered disproportionately impacted by violence and therefore eligible to apply for the grand funds.

After reviewing the number of homicides and homicide rates across California cities, the CalVIP ESC determined a city had a “unique and compelling need” if the city experienced 5 or more homicides per calendar year during two or more of the three calendar years immediately preceding the grant application for which the Department of Justice has available data.

Using this definition of “unique and compelling need,” the BSCC identified an additional 37 cities that were considered disproportionately impacted by violence. This brought the total number of cities eligible to apply for the general funds to 53.

The analysis of crime data was restricted to the 455 cities contained in both the California Department of Finance E-4 report (Population Estimates for Cities, Counties, and the State, 2011-2021, with 2010 Census Benchmark) and the Department of Justice’s Open Justice report (Crimes and Clearances with Arson – 1985-2020).

The following 32 cities were not included in the analysis, as data was absent from one of the data bases used: Amador, Bear Valley, Blue Lake, Broadmoor, Calipatria, Colfax, Corte Madera, Half Moon Bay, Kensington, Lake Shastina, Larkspur, Lathrop, Live Oak, Loomis, Loyalton, Maricopa, Millbrae, Plymouth, Point Arena, Portola, Portola Valley, San Anselmo, San Carlos, San Joaquin, San Juan Bautista, Shasta Lake, Stallion Springs, Tehama, Trinidad, Wasco, Willows, and Woodside. Should one of these 32 cities submit a proposal, BSCC will contact that city directly and gather the relevant statistics to ascertain whether it qualifies for eligibility.

PART III, Page | 31
Appendix B: Eligible Cities for CalVIP Funding
Table 2. Cities Eligible to Apply for CalVIP Funding*
City Population Option 1 Option 2 Option 3
1 Anaheim 357,059 X
2 Antioch 112,236 X
3 Bakersfield 394,328 X X X
4 Carson 92,121 X
5 Cathedral City 53,494 X
6 Chula Vista 273,384 X
7 Colton 54,051 X
8 Compton 98,447 X X
9 Delano 53,110 X
10 El Cajon 103,576 X
11 El Monte 116,876 X
12 Fairfield 117,553 X
13 Fontana 211,519 X
14 Fresno 543,451 X X X
15 Gardena 60,732 X
16 Hayward 159,266 X
17 Hemet 84,391 X
18 Hesperia 95,834 X
19 Inglewood 110,925 X X
20 Jurupa Valley 107,000 X
21 Lancaster 162,057 X
22 Long Beach 472,052 X X
23 Los Angeles 3,975,234 X X X
24 Merced 88,261 X
25 Modesto 218,440 X
26 Moreno Valley 208,791 X
27 Norwalk 106,062 X
28 Oakland 432,327 X X X
29 Ontario 180,788 X
30 Oxnard 205,950 X
31 Palm Springs 47,509 X
32 Palmdale 156,910 X
33 Pasadena 145,061 X
34 Perris 78,575 X
35 Pomona 153,992 X X
36 Rancho Cordova 78,333 X
37 Redlands 71,164 X
38 Rialto 102,813 X
39 Richmond 110,288 X X
40 Riverside 328,766 X
41 Sacramento 513,626 X X X
42 Salinas 160,387 X
43 San Bernardino 217,935 X X X
44 San Diego 1,421,462 X X
45 San Francisco 889,783 X X
46 San Jose 1,041,466 X X
47 Santa Ana 331,304 X
48 Santa Maria 107,205 X
49 Stockton 319,188 X X X
50 Tracy 95,861 X
51 Turlock 75,030 X
52 Vallejo 118,151 X X
53 Victorville 127,518 X
PART III, Page | 32
Appendix C: Criteria for Non-Governmental Organizations Receiving BSCC Grant Funds
The California Violence Intervention and Prevention (CalVIP) Grant Program Request for Proposals (RFP) includes requirements that apply to non-governmental organizations that receive funds under this grant. All grantees are responsible for ensuring that any contracted third parties continually meet these requirements as a condition of receiving CalVIP funds. The RFP describes these requirements as follows:

Any non-governmental organization that receives CalVIP grant funds (as either subgrantee or subcontractor) must:
• Have been duly organized, in existence, and in good standing for at least six (6) months prior to the effective date of its fiscal agreement with the BSCC or with the CalVIP grantee;
• Non-governmental entities that have recently reorganized or have merged with other qualified non-governmental entities that were in existence prior to the sixmonth date are also eligible, provided all necessary agreements have been executed and filed with the California Secretary of State prior to the start date of the grant agreement with the BSCC or the start date of the grantee-subcontractor fiscal agreement;
• Be a nonprofit and recognized by the Internal Revenue Service as a 501(c)(3) organization;
• Employ persons or volunteers that have a minimum of three (3) years of combined experience in implementing violence reduction strategies and have implemented these strategies within the past five (5) years;
• Be registered with the California Secretary of State’s Office; • Have an Employer Identification Number (EIN);
• Have a valid business license, if applicable;
• Have any other state or local licenses or certifications necessary to provide the services requested (e.g., facility licensing by the Department of Health Care Services), if applicable; and
• Have a physical address in the State of California. (An agent for service of process with a California address is insufficient.)
In the table below, provide the name of the Grantee and list all contracted parties.

Grantee:

Name of Contracted Party Address Email / Phone Meets All Requirements
Yes ☐ No ☐
Yes ☐ No ☐
Yes ☐ No ☐
PART III, Page | 33
Grantees are required to update this list and submit it to the BSCC any time a new third-party contract is executed after the initial assurance date. Grantees shall retain (on-site) applicable source documentation for each contracted party that verifies compliance with the requirements listed in the 2021 CalVIP RFP. These records will be subject to the records and retention language found in Appendices A and C of the Standard Agreement.

Unless prior approval is obtained, the BSCC prohibits disbursement or reimbursement to any NGO that does not meet the requirements listed above and for which the BSCC does not have a signed grantee assurance on file.

A signature below is an assurance that all requirements listed above have been met.

AUTHORIZED SIGNATURE
(This document must be signed by the person who is authorized to sign the Grant Agreement.)

NAME OF AUTHORIZED OFFICER TITLE TELEPHONE

STREET ADDRESS CITY STATE ZIP CODE

EMAIL ADDRESS
SIGNATURE (Blue Ink or E-signature only) DATE
x
PART III, Page | 34
Appendix D: Glossary of Terms and Resources
Case Management
The Commission for Case Manager Certification defines case management as a collaborative process that assesses, plans, implements, coordinates, monitors, and evaluates the options and services required to meet the client's health and human service needs. It is characterized by advocacy, communication, and resource management and promotes quality and cost-effective interventions and outcomes.

Case management is an area of specialty practice within the health and human services professions. Its underlying premise is that everyone benefits when clients reach their optimum level of wellness, self-management, and functional capability. Case management facilitates the achievement of client wellness and autonomy through advocacy, assessment, planning, communication, education, resource management and service facilitation. Based on the needs and values of the client, and in collaboration with all service providers, the case manager links clients with appropriate providers and resources throughout the continuum of health and human services and care settings, while ensuring that the care provided is safe, effective, clientcentered, timely, efficient, and equitable. This approach achieves optimum value and desirable outcomes for all community partners and interested parties.