Delano City Council
April 20, 2026

EXHIBIT A: SCOPE OF WORK

1. GRANT AGREEMENT – California Violence Intervention & Prevention (CalVIP) This Grant Agreement is between the State of California, Board of State and Community Corrections (hereafter referred to as BSCC) and City of Delano (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: California Violence Intervention & Prevention (CalVIP) Cohort 5 Request for Proposals (incorporated by reference) and Attachment 2: CalVIP Grant Proposal, which are attached and 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: Maribel Reyna
Title: City Manager
Address: 1015 11th Ave., Delano CA, 93215
Phone: (661) 721-3303
Email: [email protected]
Designated Financial Officer authorized to receive warrants:

Name: Rosa Lara-Rios
Title: Finance Director
Address: 1015 11th Ave., Delano CA, 93215
Phone: (661) 721-3310
Email: [email protected]
Project Director authorized to administer the project:

Name: Christopher Nino
Title: Administrative Commander
Address: 2330 High St, Delano CA, 93215
Phone: (661) 709-8924
Email: [email protected]
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.

City of Delano
BSCC 246-26

EXHIBIT A: SCOPE OF WORK

4. DATA COLLECTION
Grantees will be required to comply with all data collection and reporting requirements as described in Attachment 1: CalVIP Cohort 5 Request for Proposals and Attachment 2: CalVIP Grant Proposal.

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. April 1, 2026 to June 30, 2026 August 15, 2026

2. July 1, 2026 to September 30, 2026 November 15, 2026

3. October 1, 2026 to December 31, 2026 February 15, 2027

4. January 1, 2027 to March 31, 2027 May 15, 2027

5. April 1, 2027 to June 30, 2027 August 15, 2027

6. July 1, 2027 to September 30, 2027 November 15, 2027

7. October 1, 2027 to December 31, 2027 February 15, 2028

8. January 1, 2028 to March 31, 2028 May 15, 2028

9. April 1, 2028 to June 30, 2028 August 15, 2028

10. July 1, 2028 to September 30, 2028 November 15, 2028

11. October 1, 2028 to December 31, 2028 February 15, 2029

12. January 1, 2029 to March 31, 2029 May 15, 2029
Note: Project activity period ends March 31, 2029. The period of April 1, 2029 to September 30, 2029, is for completion of Final Local Evaluation Report and Program-Specific Compliance Audit only.

B. Evaluation Documents Due no later than:

1. Local Evaluation Plan September 30, 2026

2. Final Local Evaluation Report September 30, 2029
C. Other Due no later than:

1. Program-Specific Compliance Audit Report September 30, 2029

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 sufficient evidence to properly reflect the amount, receipt, and disposition of all project funds, including grant 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 City of Delano
BSCC 246-26

EXHIBIT A: SCOPE OF WORK
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 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 Cohort 5 Executive Steering Committee or Scoring Panel (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 and Scoring Panel rosters (see Appendix A) and ensuring that no grant dollars are passed through to any entity represented by the members of the Grant CalVIP ESC.

B. In cases of an actual conflict of interest with an ESC or Scoring Panel 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. STATE AUDIT REQUIREMENTS
Grantees are required to provide the BSCC with a program-specific compliance audit that covers the three-year service delivery period of the grant (i.e., April 1, 2026 to March 31, 2029). The audit report will be due no later than the end of the contract term (i.e., September 30, 2029). The program-specific compliance 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.

In addition, the BSCC reserves the right to call for a program, compliance 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 State Controller’s Office, 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.

City of Delano
BSCC 246-26

EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS

1. ADVANCE PAYMENTS
Grantees who are not yet registered with the State Controller’s Office are required to complete a Government Agency Taxpayer ID Form before any payment can be issued.

Within 45 days of the execution date of this agreement or a later date mutually agreed to by the parties, the BSCC shall disburse 20 percent of the total awarded funds to Grantee. Grantee shall deposit grant funds into a banking account established by Grantee. Grant funds shall not be comingled with any other funds. Any interest earned on the account may only be used for allowable expenses during the grant period. Grantee shall only use grant funds for allowable costs (see Exhibit B, “Project Costs”) and shall provide statements of expenditures and supporting documentation to the BSCC upon request and on a monthly/quarterly basis as set forth in the schedule below.

2. INVOICING AND PAYMENTS
A. The Grantee shall be paid monthly in arrears by submitting an invoice (Form 201) to the BSCC that outlines actual expenditures claimed for the invoice reporting period. Payment requests should be made only on a cash basis.

Monthly Invoicing Periods: Due no later than:

1. April 1, 2026 to April 30, 2026 June 15, 2026

2. May 1, 2026 to May 31, 2026 July 15, 2026

3. June 1, 2026 to June 30, 2026 August 15, 2026

4. July 1, 2026 to July 31, 2026 September 15, 2026

5. August 1, 2026 to August 31, 2026 October 15, 2026

6. September 1, 2026 to September 30, 2026 November 15, 2026

7. October 1, 2026 to October 31, 2026 December 15, 2026

8. November 1, 2026 to November 30, 2026 January 15, 2027

9. December 1, 2026 to December 31, 2026 February 15, 2027

10. January 1, 2027 to January 31, 2027 March 15, 2027

11. February 1, 2027 to February 28, 2027 April 15, 2027

12. March 1, 2027 to March 31, 2027 May 15, 2027

13. April 1, 2027 to April 30, 2027 June 15, 2027

14. May 1, 2027 to May 31, 2027 July 15, 2027

15. June 1, 2027 to June 30, 2027 August 15, 2027

16. July 1, 2027 to July 31, 2027 September 15, 2027

17. August 1, 2027 to August 31, 2027 October 15, 2027

18. September 1, 2027 to September 30, 2027 November 15, 2027

19. October 1, 2027 to October 31, 2027 December 15, 2027

20. November 1, 2027 to November 30, 2027 January 15, 2028

21. December 1, 2027 to December 31, 2027 February 15, 2028

22. January 1, 2028 to January 31, 2028 March 15, 2028

23. February 1, 2028 to February 28, 2028 April 15, 2028

24. March 1, 2028 to March 31, 2028 May 15, 2028

25. April 1, 2028 to April 30, 2028 June 15, 2028

26. May 1, 2028 to May 31, 2028 July 15, 2028
City of Delano
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EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS

27. June 1, 2028 to June 30, 2028 August 15, 2028

28. July 1, 2028 to July 31, 2028 September 15, 2028

29. August 1, 2028 to August 31, 2028 October 15, 2028

30. September 1, 2028 to September 30, 2028 November 15, 2028

31. October 1, 2028 to October 31, 2028 December 15, 2028

32. November 1, 2028 to November 30, 2028 January 15, 2029

33. December 1, 2028 through December 31, 2028 February 15, 2029

34. January 1, 2029 to January 31, 2029 March 15, 2029

35. February 1, 2029 to February 28, 2029 April 15, 2029

36. March 1, 2029 to March 31, 2029 May 15, 2029
Final Invoicing Period*: Due no later than:

37. April 1, 2029 to April 30, 2029 June 15, 2029

38. May 1, 2029 to May 31, 2029 July 15, 2029

39. June 1, 2029 to June 30, 2029 August 15, 2029

40. July 1, 2029 to July 31, 2029 September 15, 2029

41. August 1, 2029 to August 31, 2029 October 15, 2029

42. September 1, 2029 to September 30, 2029 November 15, 2029 *Note: Only expenditures associated with completion of the Final Local Evaluation Report and the Program-Specific Compliance Audit may be included on these invoices.

A. All project expenditures (excluding costs associated with the completion of the Final Local Evaluation Report and the Program-Specific Compliance Audit) must be expended by the end of the grant project period, March 31, 2029, and included on the invoice due May 15, 2029. Project expenditures spent after March 31, 2029 will not be reimbursed.

B. The Final Local Evaluation Report is due to BSCC by September 30, 2029. Expenditures spent for the completion of the Final Local Evaluation Report during the period of April 1, 2029 to September 30, 2029 must be submitted during the Final Invoicing Period(s), with the final invoice due on November 15, 2029. Supporting fiscal documentation will be required for all expenditures claimed during the Final Invoicing Periods and must be submitted with the final invoice.

C. The program-specific compliance audit report is due to BSCC by September 30, 2029. Expenditures spent for the completion of the program-specific compliance audit during the period of April 1, 2029 to September 30, 2029 must be submitted during the Final Invoicing Periods, with the final invoice due on November 15, 2029. 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.

3. ADVANCE PAYMENT RECONCILATION POLICY
A. Grantees that received an advance payment will have a minimum of fifty percent of the invoiced amount withheld from each invoice submitted until the full advance is expended. The advanced amount must be expended and accounted for by the end of the second year of the grant. 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 City of Delano
BSCC 246-26

EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS
occurring to the BSCC or offer an amendment to this agreement to the Grantee to reflect a reduced amount.
a. If a grantee has not expended and accounted for 30 percent of the advance payment within the first twelve months of the grant, they will be issued a warning that they are at risk of having 100 percent of the invoiced amount withheld from invoices submitted to BSCC until the full amount of the advanced funds is expended. b. If a grantee has not expended and accounted for 60 percent of the advance payment within the first eighteen months of the grant, 100 percent of the invoiced amount withheld from invoices submitted to BSCC until the full amount of the advanced funds is expended. c. If a grantee has not expended and accounted 100 percent of the advance payment by the end of the second year of the grant, 100 percent of the invoiced amount withheld from invoices submitted to BSCC until the full amount of the advanced funds is expended.

B. BSCC may withhold 100 percent of an invoiced amount at any time, per BSCC discretion.

4. 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.

5. BUDGET CONTINGENCY CLAUSE
A. This grant agreement is valid through CalVIP funding generated from the General Fund and the Gun Violence Prevention and School Safety 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 28 (2023), also known as the Gun Violence Prevention and School Safety Act. It is mutually agreed that if there are not sufficient funds available through the General Fund or the Gun Violence Prevention and School Safety Fund for the current year and/or any subsequent years covered under this Grant Agreement, 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 Cohort 5 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.

City of Delano
BSCC 246-26

EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS

6. 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 March 2026 BSCC Grant Administration Guide, which can be found under Quick Links here:
https://www.bscc.ca.gov/s_correctionsplanningandprograms/ B. 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.

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

D. 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.

E. 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 result in recoupment of monies provided under this grantor suspension of future program funding through BSCC grants.

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

8. 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 Program-Specific Compliance 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.

City of Delano
BSCC 246-26

EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS

9. PROJECT BUDGET
Budget Line Item Grant Funds

1. Salaries and Benefits $708,919

2. Services and Supplies $30,000

3. Professional Services/Independent Contractors $215,000

4. Public Agency Subcontractors $0

5. Non-Governmental Organization (NGO) Subcontractors
Providing Direct Services $1,000,000

6. Equipment/Fixed Assets $0

7. Other (Travel, Staff Training, etc.) $20,000

8. Mental Health Support to Frontline Workers and their Families $34,800

9. Indirect Costs $26,081
TOTAL $2,034,800
City of Delano
BSCC 246-26

EXHIBIT B: BUDGET DETAIL AND PAYMENT PROVISIONS

10. Mental Health Support to Frontline Workers and their Families Funds allocated in this category may be used to support supplemental mental health support and other services for frontline professionals and their families. Frontline professionals are defined as employees of community-based organizations working directly with the target population.

These funds may be used for the following types of activities: teambuilding activities, staff retreats, counseling services or support groups, and/or digital tools such as teletherapy platforms, mental health apps, digital therapeutics, text-based helplines, and virtual reality therapy.

Before expending these supplemental funds, grantees will be required to submit a plan and receive approval from BSCC.

City of Delano
BSCC 246-26

EXHIBIT C: GENERAL TERMS AND CONDITIONS (GTC 02/2025)

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 City of Delano
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EXHIBIT C: GENERAL TERMS AND CONDITIONS (GTC 02/2025)
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 City of Delano
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EXHIBIT C: GENERAL TERMS AND CONDITIONS (GTC 02/2025)
the bidder for sale 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 City of Delano
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EXHIBIT C: GENERAL TERMS AND CONDITIONS (GTC 02/2025)
prime Contractor; (4) 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).)

21. GENERATIVE AI DISCLOSURE OBLIGATIONS:

A. The following terms are in addition to the defined terms and shall apply to the Contract:
1) “Generative AI (GenAI)” means an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system's training data. (Gov. Code § 11549.64.) B. Contractor shall immediately notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

C. Notification shall be provided to the State designee identified in this Contract.

D. At the direction of the State, Contractor shall discontinue the provision to the State of any previously unreported GenAI that results in a material impact to the functionality of the System, risk to the State, or Contract performance, as determined by the State.

E. If the use of previously undisclosed GenAI is approved by the State, then Contractor will update the Deliverable description, and the Parties will amend the Contract accordingly, which may include incorporating the GenAI Special Provisions into the Contract, at no additional cost to the State.

F. The State, at its sole discretion, may consider Contractor’s failure to disclose or discontinue the provision or use of GenAI as described above, to constitute a material breach of Contract when such failure results in a material impact to the functionality of the System, risk to the State, or Contract performance. The State is entitled to seek any and all remedies available to it under law as a result of such breach, including but not limited to termination of the contract.

City of Delano
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EXHIBIT D: SPECIAL TERMS AND CONDITIONS

1. GRANTEE’S GENERAL RESPONSIBILITY
A. 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.

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

C. 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 Proposal and Attachment 2: CalVIP Grant 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 [Grant Program Name] 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
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 City of Delano
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EXHIBIT D: SPECIAL TERMS AND CONDITIONS
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. 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

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 City of Delano
BSCC 246-26

EXHIBIT D: SPECIAL TERMS AND CONDITIONS
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 Proposal and Attachment 2: CalVIP Grant 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 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 City of Delano
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EXHIBIT D: SPECIAL TERMS AND CONDITIONS
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.

10. UNION ACTIVITIES
For all agreements, except fixed price contracts of $50,000 or less, the Grantee acknowledges that applicability of Government Code §§16645 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.

11. 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.

BSCC Powered by Submittable
Title City of Delano
by Juan Sanchez in California Violence
Intervention & Prevention (CalVIP) Grant Program
- Cohort 5
[email protected]
08/18/2025
id. 51395402
Original Submission 08/18/2025
Score n/a
CalVIP Cohort 5 checked
Key Information The CalVIP Cohort 5 proposal (i.e., application for funding) is divided into five sections as identified below: Applicant Information Contact Information Program Information Proposal Narrative and Budget Mandatory Attachments Each section has a series of questions that require a response. Applicants will be prompted to provide written text, select options from a drop-down menu, select options from a multiple-choice menu, or upload attachments. Questions with a red asterisk require responses.

Applicants will not be able to submit the application until all questions with a red asterisk have been completed. Narrative sections in this application include a character counter. This feature shows the number of characters used and the remaining number of characters before the limit is met. If the limit is exceeded, a red prompt will appear with the message "You have exceeded the character limit." Characters include all alpha/numeric characters, punctuation, and spaces. Applicants will not be able to submit the CalVIP Proposal until they comply with all character limit requirements.

Applicants may reference the CalVIP Cohort 5 Grant Request for Proposals for background information, key dates, rating factors, and other important information to aid in the completion of the CalVIP Grant proposal.

The Request for Proposals packet is available on the BSCC Website at CalVIP Grant. . IMPORTANT: Applicants may start and stop their application but must select "Save Draft" at the bottom of the application before exiting.

CONFIDENTIALITY
NOTICE:

All documents submitted as a part of the California Violence Intervention And Prevention Grant 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.)

SECTION I -

APPLICANT

INFORMATION
This section requests information about the applicant's name, location, mailing address, and tax identification number.

Name of Applicant City of Delano
Is the Applicant a
Fiscal Sponsor?
NO
Applicant's Physical
Address
1015 11th Avenue
Delano
California
93215
US

35.7705952
-119.2444452
Applicant's Mailing
Address (If different
than physical
address)
Mailing Address for
Payment
1015 11th Avenue
Delano
California
93215
US

35.7705952
-119.2444452
Employer
Identification Number
(EIN) or Taxpayer
Identification Number
(TIN)
956000702

SECTION II -

CONTACT

INFORMATION
This section requests contact information for the individuals identified as the Project Director, Financial Officer, Day-to-Day Project Contact, Day-toDay Fiscal Contact, and the Authorized Signature.

Project Director Christopher
Niño
Project Director's
Title
Administrative Sergeant, City of Delano Police Department Project Director's
Physical Address
2330 High Street
Delano
California
93215
US

35.78901
-119.251417
Project Director's
Email Address
[email protected]
Project Director's
Phone Number
+16617205522
Financial Officer Rosa
Lara-Rios
Financial Officer's
Title
Director of Finance/Treasurer
Financial Officer's
Physical Address
1015 11th Avenue
Delano
California
93215
US

35.7705952
-119.2444452
Financial Officer's
Email Address
[email protected]
Financial Officer's
Phone Number
+16617202235
Day-To-Day Program
Contact
Jenny
Recondo
Day-To-Day Program
Contact Title
Crime Analyst, City of Delano Police Department
Day-To-Day Program
Contact Email
Address
[email protected]
Day-To-Day Program
Contact Phone
Number
+16617202273
Day-to-Day Fiscal
Contact
Juvenal
Zavala
Day-to-Day Fiscal
Contact Title
Associate Accountant, City of Delano
Day-to-Day Fiscal
Contact Email
Address
[email protected]
Day-to-Day Fiscal
Phone Number
+16617202227
Name of Authorized
Officer
Maribel
Reyna
Authorized Officer's
Title
City Manager, City of Delano
Authorized Officer's
Physical Address
1015 11th Avenue
Delano
California
93215
US

35.7705952
-119.2444452
Authorized Officer's
Email Address
[email protected]
Authorized Officer's
Phone Number
+16617202269
Authorized Officer
Assurances
checked

SECTION III -

PROGRAM

INFORMATION
**IMPORTANT** It is critical that the Applicant refer to the CalVIP Cohort 5 Request for Proposals when completing each section of this Application.

This section requests a Proposal Summary and Funding Application Category selection.

Title of the Proposed
Project
Delano Violence Intervention and Prevention (DelVIP) Program Proposal Summary The City of Delano plans to expand its Violence Intervention and Prevention (DelVIP) program to reduce community gun violence. This project focuses on high-risk youth and adults, offering case management, mentoring, job training, and trauma recovery services in collaboration with Garden Pathways and The Open Door Network. By enhancing data sharing, community engagement, and support for victims and frontline workers, the initiative aims to break cycles of violence, improve public safety, and build trust with local law enforcement. Ultimately, it seeks to create a safer, more vibrant community where residents can learn, work, and play in a peaceful environment.

Funding Information Please refer to the CalVIP Cohort 5 Request for Proposals when completing each section of this Application. The CalVIP ESC chose to distribute the available funding across seven applicant categories, as shown below. Applicants within each category will compete independent of the other categories. Eligible applicants may submit only one proposal. 1.

Eligible Large Cities (cities with populations of 400,000 or more may apply for up to $5 million). 2. Eligible Large Counties (counties with populations of 700,000 or more may apply for up to $5 million). 3. Eligible Medium and Small Cities (cities with populations under 400,000 may apply for up to $2million). 4. Eligible Medium and Small Counties (counties with populations under 700,000 may apply for up to $1 million). 5. Eligible tribal governments may apply for up to $3million. 6. Eligible Community-Based Organizations (CBOs)-Large Scope Project (may apply for up to $5 million). 7. Eligible Community- Based Organizations (CBOs)-Small Scope Project (may apply for up to $1 million). The descriptions of Applicant Categories are paraphrased on this form. Please see pages 15-21 of the CalVIP RFP for the full descriptions of Applicant Categories.

Applicant Category:

Select One
Eligible Medium or Small City
Yes, we are
interested in
Supplemental
Funding for Mental
Health Services and
Support
checked

SECTION IV -

PROPOSAL

NARRATIVE AND
BUDGET
This section requests responses to the Rating Factors identified in the the California Violence And Intervention Prevention Application Instruction Packet.

Proposal Narrative
Instructions
*IMPORTANT* It is critical that the Applicant refer to the CalVIP Cohort 5 Request for Proposals when completing each section. The Proposal Narrative must address the Project Need, Project Description, Project Organizational Capacity and Coordination, and Project Data Collection and Evaluation as described in the Request for Proposals (Pages 37-43). A separate narrative response is required for each Rating Factor as described below: The Project Need narrative may not exceed 4,474 total characters (alpha/numeric characters, punctuation, and spaces). In Microsoft Word, this is approximately 2 (two) pages in Arial 12-point font with one-inch margins on all four sides and at 1.5-line spacing. The Project Description narrative may not exceed 11,185 total characters (alpha/numeric characters, punctuation, and spaces). In Microsoft Word, this is approximately 5 (five) pages in Arial 12-point font with one-inch margins on all four sides and at 1.5-line spacing. The Project Organizational Capacity and Coordination narrative may not exceed 6,711 total characters (alpha/numeric characters, punctuation, and spaces). In Microsoft Word, this is approximately 3 (three) pages in Arial 12-point font with one-inch margins on all four sides and at 1.5-line spacing. The Project Data Collection And Evaluation narrative may not exceed 4,474 total characters (alpha/numeric characters, punctuation, and spaces). In Microsoft Word, this is approximately 2 (two) pages in Arial 12-point font with one-inch margins on all four sides and at 1.5-line spacing. A character counter is automatically enabled that shows the number of characters used and the remaining number of characters before the limit for each response met. If the limit is exceeded, a red prompt will appear with the message "You have exceeded the character limit." Applicants will be prohibited from submitting the CalVIP Grant Application until they comply with the character limit requirements.

Project Need The vision of the City of Delano is to create a vibrant community where residents can learn, work, and play in a peaceful environment. Delano, the second most populated city in Kern County, has approximately 51,428 residents within 14.3 square miles (U.S. Census Bureau, 2020). Known for agriculture and table grape production, Delano is strategically located along Highway 99, a major north-south artery. The city has three high schools, two alternative high schools, one charter school, three middle schools, eight elementary schools, one college campus, and two state prisons:

North Kern State Prison and Kern Valley State Prison. The median household income (2019-2023) was $61,817, with 15.9% of residents living in poverty. The unemployment rate in June 2025 was 23.7%, significantly higher than California’s 5.7% average (EDD, 2025).

Demographically, 76% of Delano’s population identifies as Hispanic or Latino, and 12.6% as Filipino, with 17,290 foreign-born residents (U.S.

Census Bureau, 2020).

The World Health Organization’s Social Determinants of Health (SDOH) Framework identifies structural factors like socioeconomic status and intermediary factors like housing quality as contributors to health disparities (WHO, 2010). Feedback loops perpetuate cycles of violence by worsening living conditions, employment, and income (Armstead, 2021). Opportunities in Delano are limited, with few employers outside agriculture. Medical and mental health services are scarce, with the nearest Adult Level II trauma center located 30 minutes away in Bakersfield. Addressing these issues requires a multi-faceted approach, including case management, community engagement, job training, mentoring, gang intervention, school services, and mental health support.

Childhood experiences significantly impact health. According to the CDC, children in safe environments develop non-violent conflict resolution skills, while those in threatening settings may respond with aggression (Wilkins et al., 2014). Economic stress and deviant peer associations reinforce youth victimization. A study found economic hardship increases bullying victimization, leading to risky peer associations (Wang et al., 2025). In Delano, where 90% of high school students and 72% of elementary students qualify for free or reduced-price lunch, and 41% of households spend over 30% of income on housing (KidsData, 2025), these findings highlight the need for prevention strategies to disrupt cycles of victimization and violence.

According to the FBI's Crime Data Explorer, 30% of offenders and victims are aged 20-29, with over half being male and 88% Hispanic or Latino. Of reported incidents, 36% involved unknown relationships, 18% involved firearms, and 13% involved handguns (FBI, 2025). This project targets children and teens aged 10-17 engaging in risky peer associations or exposed to trauma, and Hispanic males aged 20-29 involved in violent crimes.

Delano seeks funding to expand community gun violence intervention and prevention initiatives. According to CA DOJ’s OpenJustice, Delano experienced 37 firearm-related aggravated assaults in 2022, 36 in 2023, and 31 in 2024 (OpenJustice, 2025). Historically, Delano has faced gangrelated challenges, serving as a dividing line between Northern and Southern Hispanic gangs (Reiterman, 2008). Highway 99 has been linked to gun violence, providing offenders with quick entry and exit routes. On July 2, 2020, 11-year-old Makeliah Osorno and 12-year-old Elayna Dorig were tragically killed in a suspected gang-related shooting. Three others were injured, and the case remains unsolved (KGET, 2025).

Gun violence imposes significant costs. In 2025, Delano’s estimated economic losses from murders and assaults totaled $15.79 million, including property damage, medical expenses, and law enforcement costs (CrimeGrade, 2025). Intangible costs, such as emotional trauma and reduced property values, further burden the community.

Despite challenges, crime rates in Delano have trended downward, thanks to grant programs. For example, License Plate Reader technology, funded by the Organized Retail Theft grant program, has reduced motor vehicle thefts. Continued support for community-based organizations is essential to addressing service gaps and mitigating challenges with gun violence and poor SDOH indicators. Expanding evidence-based prevention and intervention programs is critical to breaking cycles of violence and enhancing community safety.

Project Description Despite these improvements, recent developments have impacted the federal funding sources for community-based organizations, which already face funding-related challenges. These organizations provide essential services to the victims of crimes and to those at risk of perpetrating a crime. In April, the Trump Administration terminated 373 grants from the Department of Justice's Office of Justice Programs for supports that affect public safety such as violence reduction, policing and prosecution, victims’ services, juvenile justice and child protection, substance use and mental health treatment, corrections and reentry, justice system enhancements, research and evaluation, and other state- and local-level public safety functions (The Guardian, 2025). This will place an economic and emotional burden on frontline workers as they are unsure how the funding uncertainty will affect their day-to-day life. With the future of funding for services from community-based organizations (CBOs), it is more important now than ever to ensure continuity of services to be proactive in reducing community gun violence which requires ongoing maintenance.

The City of Delano's Violence Intervention and Prevention (DelVIP) Team holds weekly meetings with the CBO selected in Cohort 4, Garden Pathways, to formalize communication regarding high-risk individuals. The current referral processes and procedures are as follows: the City’s Crime Analyst forwards cases requiring immediate attention to Garden Pathways to address issues related to retaliation or violence drivers. The team gathers and aggregates weekly data on violent crimes within the city to share with DelVIP supervisors and leadership. They compile cases involving homicides, sexual assaults, robberies, assaults, firearms seizures, and incidents involving gang members, and conduct weekly referral meetings with Garden Pathways. Garden Pathways receives these referrals and reaches out to the identified individuals. A Peacekeeper, a trusted community member with lived experience, conducts street outreach to high-risk individuals and attempts to enroll them in the program. If an individual agrees to enroll, a risk and needs assessment is conducted, and services are tailored to their specific needs. If an individual does not enroll, no further contact is made unless they reappear in crime statistics.

Additionally, the DelVIP Team attends monthly community alliance meetings to cultivate and leverage community partnerships.

According to California Department of Corrections and Rehabilitation data gathered from prisoner cohorts released in a single fiscal year, according to data from the cohort released during fiscal year 2018-2019, the recidivism rate is lower for individuals who attended a rehabilitative program, such as academic educational achievement, career technical educations achievement, and the cognitive behavioral program achievement, across the three measures of recidivism (Conviction, Arrest, and Return) . However, those who participate in programs to gain technical skills or support experience a lower recidivism rate compared to those who do not engage in such programs. (CDCR, 2025) During Cohort 4's grant period, the project's capacity and understanding of reducing recidivism have improved. Funding has enabled Garden Pathways to expand its services with a new location in Delano and a free three-week career training program offering nine certifications, including safety and driving courses, in collaboration with the Westside Energy Services and Training Center. Garden Pathways also offers job readiness training to help individuals achieve stable employment and reintegrate into society.

Enrolled individuals receive direct supportive services such as case management, community engagement, access to basic services, mentoring, gang intervention, outreach/intervention, school/student services, substance use/mental health services, and behavior modification services. Training and skills building services are provided indirectly. Case management utilizes evidence-based practices, including the Ohio Risk Assessment System (ORAS), Criminal Thinking Scale (CTS), and Adverse Childhood Experiences (ACES). This evaluation of risks and needs is necessary to determine responsiveness and develop individualized service plans. Garden Pathways provides trauma-informed and culturally relevant mentoring services, creating a safe space with loving and mentoring relationships that meet the needs of the Delano community. Garden Pathways runs the Hospital-Based Violence Intervention program in Kern County with Kern Medical, the sole trauma center. In Delano, with many Hispanic/Latino and Filipino residents, services may be offered in relevant languages. Staff receive ongoing training in cognitive behavioral therapy, transformative education, employment strategies, substance abuse prevention, and batterer intervention.

Acute trauma and crime victimization increase risks such as revictimization and severe psychiatric symptoms. The term continuous traumatic stress has been used for clients in ongoing traumatic and aversive environments such as domestic violence, community violence, homelessness, stalking, and gang involvement (Eagle & Kaminer, 2013). The Open Door Network will implement a Trauma Recovery Center model without a psychiatrist, aiding prosecution, victim safety, and preventing retributive violence.

Treatment includes evidence-based approaches like Trauma-Informed CBT, DBT, STAIR, Cognitive Processing Therapy, Narrative Storytelling, and Prolonged Exposure Therapy. Therapy aims to reduce anxiety and depression, build coping skills, and increase awareness of revictimization risks. Clients face acute stress and chronic PTSD due to ongoing danger.

Mental Health Interventions and Case Management focus on reducing safety threats through case management (e.g., moving to a safe location, restraining orders, police reports) and safety planning.

Survivors, their families, and frontline workers are at risk of chronic behavioral health issues due to firearm injuries, including post-traumatic stress disorder, anxiety, depression, and substance use disorders. It is crucial to address these issues proactively to prevent the need for reactive responses. Data from 2007 to 2021 shows that children and adolescents (ages 0–19) who survived firearm injuries faced significant long-term health consequences, such as a 117% increase in pain disorders, a 68% rise in psychiatric disorders, and a 144% increase in substance use disorders compared to their uninjured peers (Song et al., 2023). Similarly, community workers and law enforcement officers exposed to firearm violence report high levels of secondary traumatic stress, with 94% of Chicago community violence interventionists experiencing symptoms like emotional numbness and difficulty concentrating (Hureau et al., 2022). If awarded funding under Cohort 5, the City will allocate funds to implement mental health services and support for individuals affected by community gun violence. These services will be provided by The Open Door Network. The funding will enable the organization to expand its capacity to serve survivors of violence and hire staff for street outreach. Participants will be identified using processes and procedures similar to those used when referring highrisk individuals to Garden Pathways. However, victims of crimes discussed in weekly crime statistics meetings will be referred to The Open Door Network. Additionally, the City plans to support frontline personnel by developing and formalizing a strategy to utilize the funding available under Cohort 5.

The components of this project are three-fold. First, the DelVIP Team will conduct weekly meetings with Garden Pathways and The Open Door Network to review and refer high risk offenders and potential victims with a greater focus on maintenance, which includes, but is not limited to, rumor control, crisis response, de-escalation, and mediation. Engagement will be conducted as established in Cohort 4 with Garden Pathways' peacekeeper and street outreach workers making contact with referred individuals to enroll them in services to reduce their risk of committing or being victimized by acts of community gun violence. Participant data and outcomes will be sanitized to provide periodic reports to the community and local stakeholders regarding the highlights and challenges in implementing the grant program's initiatives. Second, victim services and support initiatives will be implemented by establishing a scope of work and subcontracting The Open Door Network, an organization that serves individuals who have experienced any form of trauma, for treatment. Lastly, the DelVIP Team will engage and collaborate with local organizations and community stakeholders to plan and host events and activities. These initiatives aim to provide children, teenagers, adults, and families with opportunities to build trust and relationships with local law enforcement. Additionally, they will actively engage community partners to raise awareness of available resources. Building and maintaining trust with local law enforcement is crucial for the Delano Police Department, especially given the high migrant population and the current administration's focus on immigration enforcement.

The City also seeks to expand the scope of the activities conducted in Cohort 4 by working with the project evaluator to define streamlined workflows and processes using secure online platforms for referrals and participant data. An insight gleaned from Cohort 4's implementation was the need for enhanced data aggregation and reporting processes. Quality data is essential for the program as it informs the efficacy of the strategies and evidence-based practices employed and will allow the City to gain insights into the factors that affect the likelihood of community gun violence. Data sharing agreements, confidentiality agreements, and processes will be drafted and agreed upon by all relevant parties to ensure accuracy and consistency of data and program participant outcomes without revealing the personally identifiable information of participants. These data are crucial for guiding strategies, but it's also essential to demonstrate the impact these programs and strategies have on the community. This not only enhances trust but also provides local city leaders with insights and justification for sustaining these programs when grant funding ends or is terminated. This project will address the unmet needs of Delano by providing services to reduce the risk of incidence of community gun violence, retaliation, and/or recidivism of high-risk individuals by providing services and supports for those at the highest risk of perpetrating or being victimized by community gun violence.

Project
Organizational
Capacity and
Coordination
The City of Delano has designated the Delano Police Department (DPD) as the Lead Public Agency for this project, demonstrating its readiness to implement and manage the initiative effectively. Both the City and DPD staff have extensive experience and are qualified to ensure the project’s success. City Manager Maribel Reyna, with over 25 years of experience in city management, economic development, and oversight of various local, state, and federal grant projects, exemplifies leadership and dedication to the residents of Delano. Her commitment to the project is evident in her track record of successful initiatives. Finance Director Rosa Lara-Rios, with more than 20 years of expertise in accounting, financial record maintenance, and implementing control measures for purchasing and fund disbursement, has played a pivotal role in the City’s financial achievements. Under her guidance, the City has been awarded the Government Finance Officers Association’s (GFOA) Annual Comprehensive Financial Report Award consecutively from 2014 to 2023, with the City receiving this prestigious recognition a total of 10 times. This accomplishment demonstrates the City’s ability to maintain compliance with generally accepted accounting principles and program policies as established by the GFOA.

Chief of Police Jerry Nicholson has extensive experience implementing local, state, and federal grant programs, ensuring compliance with all terms.

For Cohort 5, he will designate DelVIP Supervisor Christopher Niño as Project Director. Christopher Niño successfully led Cohort 4’s initiatives and has managed numerous high-value grants from inception to closeout, ensuring deliverables, fiscal accountability, and compliance. Holding a Bachelor of Science in Management from the University of Phoenix, he applies formal education and extensive grant administration expertise to deliver strategic oversight and operational efficiency. The DelVIP Crime Analyst will serve as the daily program contact, while the City’s Grant Analyst will manage compliance, monitor progress, and work with Christopher Niño to prepare and submit BSCC reports.

The DelVIP Team, established during CalVIP Cohort 4, has cultivated strong community connections. The team collaborates with Garden Pathways by attending monthly community alliance meetings. These meetings facilitate information exchange with stakeholders and community leaders, ensuring feedback informs decision-making. The team will expand partnerships for indirect services and resources through formal Memoranda of Understanding (MOUs) with organizations such as Community Action Partnership of Kern (CAPK), Henrietta Weill Memorial Child Guidance Clinic & Adult Behavioral Health, Flood Ministries, and LifeHouse. Hospitalbased gun-violence intervention processes established in Cohort 4 will continue through a renewed partnership with Adventist Health Delano.

Garden Pathways employs Peacekeepers who have lived experience and are well-known and respected by high-risk individuals in the community.

Frontline individuals with lived experience greatly enhance the credibility of the program, according to an article published in The Lancet titled Community Gun Violence Prevention, research demonstrates that robust community involvement is essential for reducing gun violence. A 2017 review of 264 cities found that increasing nonprofit, crime reduction programs led to significant decreases in both homicide and violence rates.

Effective prevention efforts rely on community navigators, partnerships with schools and law enforcement, and culturally relevant, trauma-informed approaches. Including individuals with lived experience of gun violence in program design and implementation is fundamental. Investments in community-led interventions not only reduce violence and incarceration but also strengthen opportunities for families and build trust between communities and institutions. The community itself is the frontline expert, and supporting their leadership is key to sustainable violence prevention. (Sharer, Melissa et al., 2025)
Garden Pathways will remain a key service provider, continuing and expanding its work under a renewed subcontract. The Open Door Network is a new partner CBO under this grant program, and a subcontract will be drafted and executed within the first quarter of the grant service period to ensure service delivery is implemented as soon as possible. The City will meet the required 50% pass-through of grant funds by allocating at least half of the total award to two established CBOs: Garden Pathways and The Open Door Network. These organizations were selected for their established capacity, experience with the target population, and alignment with project objectives. Formal subrecipient agreements will define the scope of work, performance expectations, allowable expenditures, and reporting requirements. Fund allocation will align with the approved budget and each organization’s role in service delivery.

The City’s Grant Analyst will oversee pass-through funds by reviewing and auditing subrecipient invoices and expenditure reports. Regular site visits and check-ins will monitor program implementation and compliance. The City’s financial management system will track expenditures, ensuring transparency and adherence to accounting principles. Both Garden Pathways and The Open Door Network will submit quarterly financial and programmatic reports detailing fund usage and progress. Discrepancies will be addressed promptly through corrective action plans.

To mitigate fiscal and administrative risks, the City will maintain segregation of duties, require multi-level approvals for fund disbursement, and conduct periodic audits of CBO expenditures. Training and technical assistance will support compliance and successful implementation. Open communication with stakeholders will be maintained through updates at community meetings and regular project reports, reinforcing transparency and engagement.

Additionally, the City will collaborate with CBO frontline workers to draft a plan for mental health support and other services to recruit, retain, and sustain staff, utilizing funds set aside under Cohort 5 of the grant program.

Project Data
Collection And
Evaluation
The City of Delano’s proposed initiatives will be evaluated across four key program components all aimed at reducing gun violence among individuals at highest risk of victimization or perpetration: Coordinated Outreach and Engagement, Incident Response and Intervention, Community-Based Mentorship, and Implementation of Evidence-Informed Practices.

The evaluation will utilize a Community-Based Participatory Research (CBPR) framework to lead a collaborative process that centers the perspectives of outreach workers, mentors, program staff, and community stakeholders impacted by violence. This inclusive model ensures the evaluation not only measures outcomes but also strengthens capacity and community ownership of the initiative’s success. The evaluation will prioritize high-quality data collection and analysis to ensure alignment with the goals and objectives outlined in the Project Work Plan.

To select the evaluator, the City will identify a qualified entity with expertise in CBPR frameworks, culturally responsive evaluation methods, and technical assistance. The selected evaluator will be responsible for convening planning sessions with City staff and community-based partners within the first quarter of the grant. These sessions will collectively Name and Frame the Problem/Goal, Develop a Logic Model for Success, and Identify Research Questions and Culturally Responsive Methods. This approach will ensure the evaluation framework is integrated into all phases of the project, including start-up evaluation plans, implementation, ongoing analysis of service delivery, and closeout evaluation reports. The evaluator will also provide ongoing technical assistance, training, and data collection support to program partners. Evaluation tools will include surveys, intake and exit assessments, referral tracking, outreach logs, and participant interviews. Secure online platforms (e.g., SurveyMonkey) and cloud-based file-sharing systems (e.g., Dropbox) will be used to manage all data, ensuring confidentiality and ease of access for all stakeholders.

The evaluation will follow the six-phase CBPR cycle, including regular reflection meetings to Document Interventions and Their Effects, Make Sense of the Data, and Use Findings to Celebrate Successes and Refine Practice. A combination of quantitative and qualitative data will be collected and analyzed to assess program effectiveness, participant outcomes, and community impact. Logic models will be revisited and revised annually based on lessons learned, ensuring continuous improvement and alignment with project objectives.

To measure the success and impact of the initiative, the evaluation will track key metrics aligned with the Project Work Plan. Coordinated Outreach and Engagement will be assessed by tracking the number and demographics of individuals reached, types of engagement activities delivered, and referrals made to supportive services. Incident Response and Intervention activities will be evaluated through logs maintained by outreach and intervention teams, measuring response time, nature of incidents addressed, and follow-up outcomes. Community-Based Mentorship will be assessed by examining mentor-participant interactions, frequency of contact, trust-building indicators, and participant progress toward personal goals. Evidence-Informed Practices will be monitored for fidelity and effectiveness through structured assessments, session observations, and implementation feedback from staff and participants.

If data collection from outside entities is required, the City will establish data-sharing agreements to ensure timely access to necessary information. Across all components, the evaluation will highlight lessons learned, best practices, and community-driven recommendations for ongoing refinement and sustainability. Annual reports will synthesize findings to inform the City’s broader violence reduction strategy and contribute to knowledge-sharing across the region.

OPTIONAL:

Bibliography
5 years, no arrests in 2020 Delano shooting that killed 2 young girls.

KGET. (n.d.).

All Data: Delano. KidsData. (n.d.).
https://www.kidsdata.org/region/572/delano/results
Armstead, T. L. (2021). Structural and social determinants of inequities in violence risk: A review of indicators. Journal of community psychology, 49(4), 878–906.

Eagle, G., & Kaminer, D. (2013). Continuous traumatic stress: Expanding the lexicon of traumatic stress. Peace and Conflict: Journal of Peace Psychology, 19(2), 85–99.

Guardian News and Media. (2025, April 24). “like a slap in the face”: Trump officials cut hundreds of millions to combat gun violence and opioid addiction. The Guardian.

Hureau, D. M., Wilson, T., Rivera-Cuadrado, W., & Papachristos, A. V. (2022). The experience of secondary traumatic stress among community violence interventionists in Chicago. Preventive medicine, 165(Pt A), 107186.

Sharer, Melissa et al. (2024). Community gun violence prevention. The Lancet Regional Health – Americas, Volume 43, 100990.

Song, Z., Zubizarreta, J. R., Giuriato, M., Koh, K. A., & Sacks, C. A. (2023). Firearm Injuries In Children And Adolescents: Health And Economic Consequences Among Survivors And Family Members. Health affairs (Project Hope), 42(11), 1541–1550.

State of California Department of Justice. OpenJustice. (n.d.). https://openjustice.doj.ca.gov/exploration/crime-statistics/crimesclearances The safest and most dangerous places in Delano, CA: Crime maps and statistics | crimegrade.org. (n.d.). https://crimegrade.org/safest-places-indelano-ca/ Wang, X., Wei, H., & Wang, S. (2025). Longitudinal relations among perceived economic stress, deviant peer affiliation, and bullying victimization: A random intercept cross-lagged panel model. Journal of Youth and Adolescence. WHO. (2010). A conceptual framework for action on the social determinants of health. From World Health Organization.

Demographic data of perpetrators and victims in Delano. FBI Crime Data Explorer. (n.d.).
https://cde.ucr.cjis.gov/LATEST/webapp/#/pages/explorer/crime/crime-trend Recidivism. California Department of Corrections and Rehabilitation. (n.d.). https://www.cdcr.ca.gov/research/offender-outcomescharacteristics/offender-recidivism/ Project Budget Attachment (Attachment A)
CalVIP-Cohort-5-Budget-Attachment-Delano.xlsx
Project Budget and
Budget Narrative
Instructions
Applicants are required to submit a Project Budget and Budget Narrative (Budget Attachment). The Budget Attachment will be rated as Rating Factor, Section 5. 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 Project Budget and Budget Narrative Excel document. The Project Budget must cover the entire grant period. For additional guidance related to grant budgets, refer to the BSCC Grant Administration Guide. The Budget Attachment is provided as a standalone Excel document on the BSCC Website here: CalVIP Grant.

SECTION V - OTHER

MANDATORY

ATTACHMENTS
This section lists the attachments that must be uploaded at the time of submission (in addition to the Project Budget). Required forms for completion and uploading are located on the BSCC CalVIP Website here:

CalVIP Grant CalVIP Cohort 5 Project Work Plan (RFP Attachment B) CalVIP Cohort 5 Criteria and Assurance for NGOs and Independent Contractors that Receive BSCC Grant Funds as a Subcontractor (RFP Attachment C) CalVIP Cohort 5 Certification of Compliance with BSCC Policies on Debarment, Fraud, Theft, and Embezzlement (RFP Attachment D) CalVIP Cohort 5 Governing Board Resolution or Signing Authority Documentation (RFP Attachment Sample E)
Project Work Plan (Attachment B)
ATTACHMENT-B-CalVIP-Cohort-5-Project-Work-Plan-Delano.pdf Criteria and Assurance for Non-Governmental Organizations that Receive BSCC Funds as a Subcontractor (Attachment C)
Attachment_C_-_Criteria_for_NGO_Subcontractors.pdf
Certification of Compliance with BSCC Policies on Debarment, Fraud, Theft, and Embezzlement (Attachment D)
Attachment_D_-_Certification_of_Compliance.pdf
OPTIONAL:

Governing Board
Resolution or Signing
Authority
Documentation
(Attachment E)
Attachment B: Project Work Plan
(1) Goal: Reduce Community Gun Violence and Recidivism in the City of Delano Objectives (A., B., etc.) A. Expand and Enhance Violence Intervention and Prevention Services B. Improve Access to Supportive and Mental Health Services C. Reduce Recidivism and Retaliatory Violence
D. Enhance Data Collection, Reporting, and Program Evaluation Project activities/services that support the identified goal and objectives:

Responsible staff/partners Timeline
Start Date End Date

1. Case Management & Individualized Support

2. Community Engagement & Outreach

3. Violence Intervention & Prevention

4. Victim Services & Trauma Recovery

5. Job Training & Economic Empowerment

6. Mentoring & Positive Youth Development

7. School & Student Services

8. Mental Health & Substance Use Services

9. Data Collection & Program Evaluation

10. Community Events & Awareness Campaigns

1.Garden Pathways, The Open Door Network

2.DelVIP Team, Garden Pathways, The Open Door Network

3.DelVIP Team, Garden Pathways

4.Garden Pathways, The Open Door Network

5.Garden Pathways

6.Garden Pathways

7.Garden Pathways, The Open Door Network

8.Garden Pathways, The Open Door Network

9.DelVIP Team, Project Evaluator

10.DelVIP Team, Garden Pathways, The Open Door Network

1.January 1, 2026

2. January 1, 2026

3. January 1, 2026

4. January 1, 2026

5. January 1, 2026

6. January 1, 2026

7. January 1, 2026

8. January 1, 2026

9. April 1, 2026

10. January 1, 2026

1.December 31, 2028

2. December 31, 2028

3. December 31, 2028

4. December 31, 2028

5. December 31, 2028

6. December 31, 2028

7. December 31, 2028

8. December 31, 2028

9.June 30, 2029

10.December 31, 2028
List the data elements that will be used to measure the extent to which the goal and its objectives are achieved. See Appendix E for the definition of a data element.

Number of incidents of community gun violence, Number of aggravated assaults involving firearms Number of shootings and homicides (excluding domestic/intimate partner incidents to focus on community gun violence), Incident characteristics (e.g., motivation, location type, weapon type), Gang involvement indicators, Victim-offender relationship, Case status (open, pending, cleared, closed), Repeat contacts (individuals with multiple firearm-related incidents or arrests), Demographics of victims and suspects (age, race/ethnicity, gender) Number of individuals referred to and enrolled in intervention programs (e.g., Garden Pathways, The Open Door Network), Number of participants completing risk and needs assessments, Number of participants receiving direct services (case management, mentoring, mental health, etc.), Number of outreach contacts and enrollments by peacekeepers/street outreach workers, Number of community events and engagement activities conducted, Recidivism rates among program participants (arrest, conviction, return to custody), School-based referrals for high-risk youth (e.g., juvenile diversion, trauma exposure), Percentage of students eligible for free/reduced lunch (as a proxy for risk), Community survey data on perceptions of safety and trust in law enforcement, Use of Ohio Risk Assessment System (ORAS), Criminal Thinking Scale (CTS), and Adverse Childhood Experiences (ACES) for risk/needs assessment, Community-Based Participatory Research (CBPR) framework for evaluation, Ongoing technical assistance, training, and data collection support from evaluation partners (2) Goal: Expand and Sustain Support Services for Victims and High-Risk Individuals Objectives (A., B., etc.) A. Increase Access to Trauma-Informed Services B. Enhance Outreach and Enrollment
C. Strengthen Case Management and Individualized Support D. Build Community Partnerships
E. Support Frontline Workers
F. Monitor and Report Outcomes
Project activities/services that support the identified goal and objectives: Responsible staff/partners
Timeline
Start Date End Date

1. Partner with The Open Door Network to provide trauma recovery and mental health services.

Implement Trauma Recovery Center model (no psychiatrist). Offer evidence-based therapies:

Trauma-Informed CBT, DBT, STAIR, Cognitive Processing Therapy, Narrative Storytelling, Prolonged Exposure Therapy. Provide mental health interventions and case management: safety planning, restraining orders, police reports, relocation support. Deliver services in relevant languages (e.g., Spanish, Tagalog). Address chronic behavioral health issues: PTSD, anxiety, depression, substance use disorders.

2. Identify and enroll high-risk individuals and victims through peacekeepers and outreach workers.

Conduct weekly meetings with CBOs for referrals and communication. Tailor service plans using risk and needs assessments (ORAS, CTS, ACES).

3. Case management, mentoring, and resource referrals Individualized service plans based on assessments Regular contact and follow-up

4. Establish collaborations with CBOs, healthcare providers, and stakeholders. Attend monthly community alliance meetings.

5. Provide counseling and support services for frontline personnel exposed to community violence.

Allocate funding to sustain frontline staff capacity.

6. Track engagement, service delivery, and outcomes. Share sanitized outcome data with stakeholders. Use data to adjust strategies and plan for sustainability.

1. DelVIP Team, The
Open Door Network

2. DelVIP Team,
Garden Pathways, The
Open Door Network

3. Garden Pathways,
The Open Door
Network

4. DelVIP Team,
Project Evaluator,
Garden Pathways, The
Open Door Network

5. DelVIP Team

6. DelVIP Team,
Project Evaluator,
Garden Pathways, The
Open Door Network

1. April 1, 2026

2. January 1, 2026

3. January 1, 2026

4. January 1, 2026

5. June 1, 2026

6. April 1, 2026

1. December 31, 2028

2. December 31, 2028

3. December 31, 2028

4. December 31, 2028

5. December 31, 2028

6. June 30, 2029
List the data elements that will be used to measure the extent to which the goal and its objectives are achieved. See Appendix E for the definition of a data element.

Weekly referrals from the Crime Analyst to Garden Pathways and The Open Door Network, Number of individuals identified through crime statistics and meetings, Number of high-risk individuals who agree to enroll in intervention programs, Number of individuals who decline enrollment, Scores from Ohio Risk Assessment System (ORAS), Criminal Thinking Scale (CTS) results, Adverse Childhood Experiences (ACES) scores, Number and type of direct services provided (case management, mentoring, gang intervention, outreach, school/student services, substance use/mental health services, behavior modification), Number of indirect services provided (job readiness, career training, certifications), Number of participants completing career training programs, Number of certifications earned (e.g., safety, driving courses), Re-arrest, conviction, and return rates for program participants (compared to non-participants), Follow-up data on participants’ involvement in violent crime, Number of victims referred to and served by The Open Door Network, Types of trauma recovery services provided (e.g., CBT, DBT, safety planning), Pre- and post-intervention assessments for anxiety, depression, PTSD, and substance use disorders, Number of community events and activities hosted, Attendance and participation rates at events, Number of partnerships and MOUs established with local organizations, Frequency and quality of data aggregation and reporting, Number of periodic reports shared with stakeholders and the community, Amount and percentage of grant funds passed through to CBOs.
(3) Goal: Strengthen Community Partnerships and Data-Driven Strategies Objectives (A., B., etc.) A. Expand and Formalize Community Partnerships B. Enhance Data Collection, Sharing, and Reporting
C. Promote Evidence-Based and Culturally Relevant Practices D. Increase Community Engagement and Awareness
Project activities/services that support the identified goal and objectives: Responsible staff/partners Timeline Start Date End Date

1. Establish or renew Memoranda of Understanding (MOUs) with at least three local organizations, including Garden Pathways and The Open Door Network, within the first quarter of the grant period.

2. Participate in monthly community alliance meetings to facilitate information exchange, gather feedback, and coordinate services with stakeholders and community leaders.

3. Implement secure, streamlined workflows for referral and participant data using an online platform by the end of the first year.

4. Develop and execute data sharing and confidentiality agreements among all partner organizations to ensure accurate, consistent, and confidential data management.

5. Produce and disseminate quarterly reports to stakeholders and the community, highlighting program outcomes, challenges, and lessons learned.

6. Collaborate with the project evaluator to review and refine data aggregation and reporting processes, ensuring alignment with evidence-based practices.

7. Use collected data to inform program adjustments and resource allocation, with a focus on culturally relevant and trauma-informed approaches for the Delano community.

8. Organize at least two community events per year in partnership with local organizations and law enforcement to build trust, raise awareness of available resources, and foster positive relationships.

9. Develop and distribute outreach materials to inform residents about program services, referral processes, and community resources.

1. DelVIP Team

2. DelVIP Team

3. DelVIP Team

4. DelVIP Team, Project
Evaluator, Garden Pathways,
The Open Door Network

5. DelVIP Team, Project
Evaluator

6. DelVIP Team, Project
Evaluator, Garden Pathways,
The Open Door Network

7. DelVIP Team, Project
Evaluator, Garden Pathways,
The Open Door Network

8. DelVIP Team

9. DelVIP Team, Project
Evaluator, Garden Pathways,
The Open Door Network

1. January 1, 2026

2. January 1, 2026

3. January 1, 2026

4. January 1, 2026

5. January 1, 2026

6. January 1, 2026

7. January 1, 2026

8. January 1, 2026

9. January 1, 2026

1. April 1, 2026

2. December 31, 2028

3. December 31, 2026

4. December 31, 2028

5. December 31, 2028

6. December 31, 2028

7. December 31, 2028

8. December 31, 2028

9. December 31, 2028
List the data elements that will be used to measure the extent to which the goal and its objectives are achieved. See Appendix E for the definition of a data element.

Number of community events and activities held (e.g., forums, workshops, outreach events), Attendance and participation rates at community events, Number and type of community partners engaged (e.g., schools, faith-based organizations, local agencies), Qualitative feedback from community members (surveys, interviews, focus groups), Community perception of law enforcement and program partners (measured via pre- and post-program surveys), Number of formal Memoranda of Understanding (MOUs) or partnership agreements established, Frequency and attendance of partnership meetings (e.g., monthly alliance meetings), Number of referrals made to and from partner organizations, Types of services and resources provided through partnerships, Number of cross-agency meetings and collaborative planning sessions, Documentation of information exchange and feedback loops with stakeholders, Implementation of data sharing and confidentiality agreements, Frequency of public updates and reports to the community and stakeholders, Distribution and reach of periodic reports (e.g., newsletters, public dashboards), Community feedback on transparency and responsiveness, Number of staff and frontline workers trained in community engagement and trauma-informed practices, Retention rates of frontline staff and volunteers, Number of technical assistance or training sessions provided to partners
Grant Funds
$708,919
$30,000
$215,000
$0
$1,000,000
$0
$20,000
$26,081
$2,000,000
Grant Funds
$21,960
$45,000
$394,875
$314,044
$708,919
CITY & COUNTY APPLICANTS - IMPORTANT - PLEASE READ:
* There is a mandatory 50% pass-through requirement for City and County Applicants. Be sure to denote these funds clearly in the budget table.

Authorizing statute requires that all city and county grantees pass through at least 50 percent (50%) of the grant funds they receive to one or more of the following; •Non-governmental, community-based organizations (show these funds in the NGO Subcontractors line item) •Public agencies that are not law enforcement whose primary mission is violence prevention or community safety (show these funds in the Public Agency Subcontracts line item •Tribal governments (show these funds in the NGO Subcontractors line item) 1a. Salaries and Benefits

1. Salaries and Benefits

2. Services and Supplies
Crime Analyst: Manages daily program operations, ensuring compliance with grant requirements through data analysis and project outcome tracking. This role supports evidencebased decision-making and offers critical insights to guide project implementation and evaluation.

Violence Intervention and Prevention Specialist (CSO): This role acts as a frontline representative, engaging directly with both the target population and the broader community.

The position serves as a bridge between the community and project leadership, fostering trust and collaboration while implementing violence prevention strategies and supporting program objectives.

City of Delano
Position Title
Example (Hourly): Fiscal Manager

6. Equipment/Fixed Assets

7. Other (Travel, Staff Training, etc.)

3. Professional Services/Independent Contractors

5. Non-Governmental Organization (NGO) Subcontractors Providing Direct Services 1b. Salaries and Benefits Narrative: Provide a brief description for each position that addresses their role on the grant project.

Note: The top table (Budget Line Items) will auto-populate based on the information entered in the sections below.

8. Indirect Costs
Name of Applicant:

TOTAL

4. Public Agency Subcontractors
Example (FTE): Counselor
(FTE) Crime Analyst
(FTE) Crime Prevention Specialist (CSO)
Budget Line Item
(Show as either % FTE or Hourly Rate) & Benefits
$50/hour x 10 hours/month x 36 months = $18,000 + benefits @ 22% = $3,960 .25 FTE @ $60,000 x 3 years = $45,000
TOTAL
100% FTE @ $125,297 (Year 1) + $132,262 (Year 2) + $137,316 (Year 3) = $394,875 (Yearly cost of living adjustments, FICA, pension, and yearly benefit adjustments are included in calculation)
100% FTE @ $99,485 (Year 1) + $105,159 (Year 2) + $109,400 (Year 3) = $314,044 (Yearly cost of living adjustments, FICA, pension, and yearly benefit adjustments are included in calculation)
2026 California Violence Intervention & Prevention (CalVIP) Grant - Project Budget and Budget Narrative Contract Term: January 1, 2026 - June 30, 2029
Important: This is not an annual budget. Applicants should develop a budget to cover the entire 42-month contract term.

Grant Funds
$50,000
$10,000
$10,000
$10,000
$0
$0
$0
$0
$30,000
Name of Professional Service(s) Grant Funds
$25,000
$200,000
$15,000
$0
$0
$0
$0
$215,000
Grant Funds
$0
$0
$0
$0
Description Calculation for Expense
TOTAL
TOTAL
4a. Public Agency Subcontracts
Calculation for Expenditure
$3,333.34 per year (rounded to the nearest cent) x 3 years = $3,333.34 per year (rounded to the nearest cent) x 3 years = TOTAL
Example: XYZ Accounting Program Compliance Audit covering 36-month service delivery period Program Evaluation and Monitoring
CPA Audit of Grant Program
Calculation for Expenditure
3a. Professional Services/Independent Contractors
2a. Services and Supplies
10% of total grant award will be allocated to this and willl 36-month service delivery period and the 6-month evaluation and audit period
Grant Program Expense Audit covering the 6-month evaluation and audit period 4b. Public Agency Subcontracts Narrative: List each public agency that will receive grant funds. Provide a brief description of the services that will be provided. 3b. Professional Services/Indpendent Contractors Narrative: List each Professional Services subcontractor or independent contractor (includes evaluators, accountants, bookkeppers, grants management, training, technical assistance, etc.). Provide a brief description of the services that will be provided.

Supplies for Community Engagement and Outreach
$500 x 100 clients
Food and Snacks for Community Engagement $3,333.34 per year (rounded to the nearest cent) x 3 years = Name of Services or Supplies
2b. Services and Supplies Narrative: Provide a brief description for each item that explains how it will be used toward fulfilling grant objectives.

Digital Engagement and Marketing: This investment will support the creation and dissemination of engaging digital content on our social media platforms. It will also fund the production of promotional materials and the organization of interactive community events. These activities are designed to foster direct community interaction, strengthen community ties, and enhance the effectiveness of our violence intervention initiatives.May include, but not limited to, digital content creation, promotional material design, event hosting services, social media advertising credits, graphic design software subscriptions, printing materials for promotions.

Food and Snacks for Community Engagement: Providing food and snacks at community events creates a welcoming environment that encourages participation and fosters relationship-building. These efforts are essential for engaging high-risk individuals and supporting community-led violence prevention initiatives.May include, but not limited to, catering services for events, packaged snacks, beverages, disposable utensils, and plates.

Supplies for Community Engagement and Outreach: This allocation will fund essential materials, such as informational brochures, event supplies, and outreach tools, enabling the team to effectively connect with the community. These resources will support the delivery of culturally relevant, trauma-informed services aligned with grant objectives. May include, but not limited to, printing services for brochures and flyers, informational brochures, event decorations, outreach kits.

Program Evaluation and Monitoring: The City will identify a qualified evaluator that can meet the specific needs in Delano. An entity will be selected based on criteria detailed in the proposal narrative, the entity will be experienced in Community-Based Participatory Research (CBPR) frameworks, culturally responsive evaluation methods, and technical assistance. The scope of work may include, but is not limited to, convening planning sessions with City staff and community-based partners within the first quarter of the grant.

These sessions will collectively Name and Frame the Problem/Goal, Develop a Logic Model for Success, and Identify Research Questions and Culturally Responsive Methods.

The evaluator will also provide ongoing technical assistance, training, and data collection support to program partners. This approach will ensure the evaluation framework is integrated into all phases of the project, including start-up evaluation plans, implementation, ongoing analysis of service delivery, and closeout evaluation reports.

CPA Grant Program Audit: A certified public accountant practice will be selected and contracted in the final year of the service delivery period to audit program expenses during the 6-month evaluation and audit period.

Example: Supportive Services (e.g., bus passes, gas
cards, hygiene items)
Digital Engagement and Marketing

Grant Funds
$11,250
$655,000
$345,000
$0
$0
$0
$0
$1,000,000
Description of Equipment/Fixed Asset Grant Funds
$0
$0
$0
$0
$0
$0
$0
Grant Funds
$20,000
$0
$0
$0
$0
$20,000
Example: Community Resources, Inc.

Garden Pathways
The Open Door Network
5a. Non-Governmental Organization (NGO) Subcontractors Providing Direct Services Name and Description Calculation for Expenditure
$115,000 per year x 3 years =
Travel, training, per diem, and accommodations: These expenses will support at least two 2-day trips to Sacramento for 3-5 key grant team members to attend mandatory grantrelated meetings, training sessions, and workshops. These activities will ensure the team is well-informed on compliance requirements, best practices, and program updates, directly contributing to the successful implementation and oversight of grant objectives. Project staff and key partners will participate in leading conferences such as the Giffords Community Violence Intervention (CVI) Conference and similar national or regional convenings. These conferences bring together practitioners, policymakers, researchers, and community leaders from across the country to share evidence-based approaches, discuss emerging trends, and create opportunities for regional collaboration.

Enter narrative here. You may expand cell height if needed. 7b. Other (Travel, Staff Training, etc.) Narrative: Provide a brief explanation for how each item listed above will contribute toward fulfilling grant objectives. Please budget for at least two 2-day trips to Sacramento for 3-5 key grant team members. $6,666.67 per year (rounded to the nearest cent) x 3 years = 6a. Equipment/Fixed Assets
7a. Other (Travel, Staff Training, etc.)
Calculation for Expense
TOTAL
5b. NGO Subcontractors Narrative: List each NGO subcontractor that will be providing direct client-centered services. Provide a brief description of the services that will be provided.
6b. Equipment/Fixed Assets Narrative: List any equipment or fixed assets that will be purchased with grant funds and provide a brief description of each item that explains how it will be used toward fulfilling grant objectives.

Calculation for Expense
TOTAL
TOTAL
Description
Travel, training, per diem, and accommodations
Garden Pathways will deliver comprehensive community violence intervention services, including mentorship, case management, and outreach to individuals at high risk of gun violence. The organization employs Peacekeepers with lived experience who are well-known and respected within the community, enhancing trust, credibility, and meaningful engagement. These efforts will be supported by trauma-informed practices and culturally relevant approaches to ensure effective intervention and support for participants. Cost allocation plans are established and will be adhered to for subrecipient invoicing.

The Open Door Network will provide critical supportive services, including housing assistance, counseling, and resource linkage, to individuals and families affected by gun violence. As a newly partnered community-based organization, The Open Door Network will work closely with the City and Garden Pathways to ensure seamless service delivery.

Their efforts will focus on promoting stability and addressing the immediate and long-term needs of those impacted by gun violence. 10-week Training Class $450 per client x 25 clients
$218,333 per year x 3 years =

Grant Funds
$26,081
$296,088
$394,784
$26,081 Regardless of which option is chosen, if the amount entered in the Grant Funds column turns red, adjust it to not exceed the maximum noted just below it: TOTAL
Indirect costs may be charged to grant funds by choosing either Option 1) or 2) listed below:

If using Option 1) grant funds allocated to Indirect Costs may not exceed:

If using Option 2) grant funds allocated to Indirect Costs may not exceed:
2) Indirect costs will be charged up to 20% of total direct costs, less equipment. Applicable if the organization has a federally approved indirect cost rate. Amount claimed may not exceed the organization's federally approved indirect cost rate. 1) Indirect costs will be charged as 15% of total direct costs, less equipment. Applicable if the organization does not have a federally approved indirect cost rate.
8a. Indirect Costs
Indirect costs: Administrative overhead expenses that support the implementation of the project. These may include costs associated with general management, financial administration, office supplies, utilities, and other operational expenses necessary for maintaining the infrastructure required to execute the project effectively. 8b. Indirect Costs Narrative:

661 720 2269 [email protected]
City of Delano
BSCC 246-26

APPENDIX A: CalVIP EXECUTIVE STEERING COMMITTEE ROSTER
CalVIP Executive Steering Committee
Name Title & Organizational Affiliation From
1 Janet Gaard, Chair Retired Judge & Board Member, BSCC Sacramento 2 Mike Villegas Lieutenant, Palm Springs Police Department Palm Springs 3 Aril Freilich Director, Office of Gun Violence Prevention, CA Department of Justice Sacramento
4 Mike McLively Policy Director, Giffords Center on Violence Intervention San Francisco
5 Refujio “Cuco” Rodriguez Hope And Heal Fund San Louis Obispo
6 Thaddeus Smith III African American Black Parent Advisory Chairperson, Stockton Unified School District Stockton
7 Dr. David Richardson Retired Los Angeles
8 Greg Fidell Combating Crimes and Guns Initiative Senior Manager, Brady Center to Prevent Gun Violence Los Angeles
9 Brian Barnes Assistant Sheriff, San Joaquin County San Joaquin County
10 Elena Costa
Violence Prevention Program Section Chief
California Department of Public Health Sacramento
11 Keycha Gallon CEO & Founder, Keyz 2 The Future Non-Profit Organization Bay Area
12 Dr. Adrienne Hillman Program Officer, Trauma Prevention Partnerships, California Community Foundation Los Angeles
Appendix B:
661 720 2269 [email protected]
Grant Admin Guide 2026
Grant Administration
Guide
March 2026
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
Aaron R. Maguire, Executive Director
Le-Mai Lyons, General Counsel, Chief Deputy Director
Allison Ganter, Director, In-Custody Death Review
Jana Sanford Miller, Director of Communications
Colleen Curtin, Deputy Director, Corrections Planning and Grant Programs Kasey Warmuth, Deputy Director, Standards and Training for Corrections Steven Wicklander, Deputy Director, Facilities Standards and Operations and County Facilities Construction
Anita Butler, Deputy Director, Director of Administration

REVISED GUIDE SECTIONS
The following sections of the BSCC Grant Administration Guide have been added or revised (March 2026). The revised language applies to all state and/or federal grant awards administered by the BSCC. Please refer to your Grant Agreement or Request for Proposals (RFP) or contact your assigned Field Representative with any questions specific to your grant program.

Section Section / Subsection Title Page

3.C.

Key Project Staff and Required Personnel Policies / Personnel Polices
- Removed language requiring project staff to be hired within 90 days of approval date of Grant Agreement).
6 4.C.

Allowable Costs for Personnel / Employee Benefits in the Form of Regular Compensation
- Removed 2
nd bulleted item regarding paid leave
13 4.K.

Allowable Costs for Personnel / Time Tracking
- Renamed from “Allocations of Time to Multiple Fund Sources” to “Time Tracking”
15 4.N. Allowable Costs for Personnel / Functional Timesheets - Deleted, Functional Timesheets now addressed in Section 4.K. 16 4.O.

Allowable Costs for Personnel / Costs – Direct and Indirect (renumbered to Section 4.N.)
- Updated to reflect new Code of Federal Regulations, Title 2, Chapter II, Part 200 (2 CFR 200) and an indirect cost rate increase for state awards.
16 5.G.1.

Operating Expenses / Travel and Per Diem / Out-of-State Travel - Removed state travel prohibitions 28

5.J.6.

Operating Expenses / Prohibited Expense Items / Weapons and Ammunition
- May be allowable with prior approval from BSCC
34 6. Equipment / Fixed Assets
- Remove $3,500 amount from BSCC prior approval. 34

10. Grantee Financial Invoices
- Updated grantee certification of invoice to include any grant staff listed on the grantee’s BSCC Contact Sheet
47 16.

Audit Requirements and Audit Reports
- Updated to reflect new 2 CFR 200 federal guidance and added new section for state grants
63 17. Grantee Monitoring and Oversight
- Updated Desk Reviews – Fiscal Oversight process 73
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March 2026 TOC 1 BSCC Grant Administration Guide
Table of Contents
Welcome to the 2026 BSCC Grant Administration Guide ........................................................... 1 A. Foreword ............................................................................................................................... 1 B. 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 .............................................................................................. 13 A. Salaries ............................................................................................................................... 13 B. Employee Benefits and Employer Payroll Taxes ................................................................ 13 C. Employee Benefits in the Form of Regular Compensation ................................................. 13 D. Voting .................................................................................................................................. 14 E. Grantee Unable to Obtain Benefits ..................................................................................... 14 F. Grant Employee Placed on Administrative Leave............................................................... 14 G. Vacation, Sick Leave, and Compensating Time Off (CTO)................................................. 14 H. Overtime.............................................................................................................................. 14 I. Charging Grant Funds as Leave Time ................................................................................ 14 J. Claiming Unused Leave Balance for an Employee that Separates from the Project .......... 15 K. Time Tracking ..................................................................................................................... 15 L. Personnel Changes............................................................................................................. 16 M. Federal and State Employee............................................................................................... 16 N. Costs – Direct and Indirect.................................................................................................. 16

5. Operating Expenses ............................................................................................................... 25 A. Allowable Expense Items .................................................................................................... 25 B. Provisions Regarding Allowable Operating Expenses ........................................................ 26 C. Confidential Expenditures ................................................................................................... 27 D. Facility Rental...................................................................................................................... 27 E. Moving Expenses................................................................................................................ 27 F. Rented or Leased Equipment ............................................................................................. 28 G. Travel and Per Diem ........................................................................................................... 28 H. Food and Beverages........................................................................................................... 29 I. Program Incentives and Participant Support Items ............................................................. 31 BSCC Grant Administration Guide TOC 2 March 2026
J. Prohibited Expense Items ................................................................................................... 32

6. Equipment / Fixed Assets ...................................................................................................... 34 A. Prior Approval ..................................................................................................................... 34 B. Allowable Equipment........................................................................................................... 34

7. Contracts and Procurements................................................................................................. 37 A. Responsibility ...................................................................................................................... 37 B. Methods of Contracting and/or Procurement ...................................................................... 38 C. Non-Competitive Bid Requests ........................................................................................... 40 D. Elements of a Contract or Purchase Order/Document........................................................ 41 E. Selecting a Contractor......................................................................................................... 42 F. Independent Contractor/Consultant .................................................................................... 43 G. Rates................................................................................................................................... 43 H. Contract Limitations ............................................................................................................ 44 I. Contract Provisions ............................................................................................................. 44 J. Drug-Free Workplace Certification Requirements .............................................................. 45

8. Operational Agreements – Public entities............................................................................ 45 A. Establishing Operational Agreements................................................................................. 45 B. Elements of an Operational Agreement .............................................................................. 45 C. Requirements of Partner Agencies ..................................................................................... 45

9. Publications: Multi-Media Materials, Copyrights And Patents ........................................... 46 A. Definition ............................................................................................................................. 46 B. BSCC Review ..................................................................................................................... 46 C. Income Resulting from Sale or Distribution......................................................................... 46 D. Transfer of Publication Title ................................................................................................ 46 E. Credits and Disclaimers ...................................................................................................... 46 F. Copyrights and Rights in Data ............................................................................................ 47 G. Patents ................................................................................................................................ 47

10. Grantee Financial Invoices..................................................................................................... 47 A. Execution of Grant Agreement............................................................................................ 47 B. Guidelines and Requirements of the Invoice Process ........................................................ 47 C. Advance Payment Grants ................................................................................................... 50 D. Locating, Downloading, and Submitting the Financial Invoice ............................................ 50

11. Accounting Systems............................................................................................................... 51 A. Accounting System and Structure....................................................................................... 51 B. Accounting System Basis.................................................................................................... 52 C. Separation of Duties............................................................................................................ 52 D. General Ledger Account Structure...................................................................................... 53

12. Match / Leverage Requirements ............................................................................................ 53 A. Cash Match ......................................................................................................................... 53 March 2026 TOC 3 BSCC Grant Administration Guide
B. In-Kind Match ...................................................................................................................... 53 C. Match Documentation ......................................................................................................... 54 D. Match Categories (Allowable / Non-Allowable) ................................................................... 54 E. Over Match.......................................................................................................................... 54 F. Termination of the Grant Agreement................................................................................... 54 G. Calculating the Match Requirement .................................................................................... 54 H. Changing the Type of Match ............................................................................................... 55 I. Reporting............................................................................................................................. 55 J. Reporting Match Contributions for Advanced Payment Grants........................................... 56

13. Project and Other Income ...................................................................................................... 56 A. Records of Receipt and Disposition of Project Income ....................................................... 57 B. Income Earned but not Used during the Project ................................................................. 57 C. Interest Income ................................................................................................................... 57 D. Other Income ...................................................................................................................... 57 E. Requesting Approval........................................................................................................... 57

14. Amendments, Changes, and Modifications.......................................................................... 58 A. Amending the Grant Award................................................................................................. 58 B. Other Changes / Modifications to the Grant Project............................................................ 59 C. Modifications to the Grant Budget....................................................................................... 60

15. Grantee Project Reporting ..................................................................................................... 61 A. Guiding Principles - Implementing Evidence-Based Practices (EBP)................................. 61 B. Local Evaluation Plan.......................................................................................................... 61 C. Quarterly Progress Reports ................................................................................................ 62 D. Local Evaluation Report ...................................................................................................... 62 E. Source Documentation........................................................................................................ 62

16. Audit Requirements and Audit Reports................................................................................ 63 A. General ............................................................................................................................... 63 B. Audit Requirements for Federal Grants .............................................................................. 63 C. Audit Requirements for State Grants .................................................................................. 66 D. Audits and Access to Records ............................................................................................ 69 E. Audit Resources.................................................................................................................. 69

17. Grantee Monitoring and Oversight........................................................................................ 70 A. Comprehensive Monitoring Visit ......................................................................................... 70 B. Compliance Improvement Plan Follow-up Monitoring Visit................................................. 72 C. Initial Monitoring Visit .......................................................................................................... 72 D. Technical Assistance Monitoring Visit................................................................................. 72 E. Closeout Monitoring Visit (as needed) ................................................................................ 73 F. Special Event – Monitoring ................................................................................................. 73 G. Desk Reviews – Fiscal Oversight........................................................................................ 73 BSCC Grant Administration Guide TOC 4 March 2026

18. Records.................................................................................................................................... 74 A. Audits/Monitoring ................................................................................................................ 74 B. Retention and Review Requirement ................................................................................... 74 C. Documentation Requirements............................................................................................. 75 D. Payroll Records................................................................................................................... 76 E. Equipment ........................................................................................................................... 76 F. Organization Policies and Procedures ................................................................................ 76 G. Communications ................................................................................................................. 77

19. Withholding or Disallowance of Grant Funds ...................................................................... 77 A. Withholding or Disallowance of Grant Funds ...................................................................... 77 B. Reduction or Termination of Grant Funds........................................................................... 77 C. Denial of Future Funding..................................................................................................... 78

20. Closeout................................................................................................................................... 78 A. Local Evaluation Report ...................................................................................................... 78 B. Final Progress Report ......................................................................................................... 78 C. Final Request for Reimbursement ...................................................................................... 78 D. Reporting Required Match .................................................................................................. 78 E. Retention Of Records.......................................................................................................... 79 F. Audits Closeout ................................................................................................................... 79 March 2026 Page 1 BSCC Grant Administration Guide
Welcome to the 2026 BSCC Grant Administration Guide
A. 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 July 2023 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.

B. 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 15-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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March 2026 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 BSCC Grant Administration Guide Page 4 March 2026
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.

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.

March 2026 Page 5 BSCC Grant Administration Guide
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.

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.

BSCC Grant Administration Guide Page 6 March 2026
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.

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 grant-funded 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
Grantees are expected to hire key project staff and begin program operations according to the timeline in their approved proposal, timeline, or work plan. If there are delays that impact project implementation, grantees must notify the BSCC. Project staff positions may be added later through an approved budget modification.

If additional staff are not hired within a reasonable timeframe after approval, grantees must notify BSCC and explain the delay.

March 2026 Page 7 BSCC Grant Administration Guide

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. 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.

BSCC Grant Administration Guide Page 8 March 2026

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. 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
March 2026 Page 9 BSCC Grant Administration Guide
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
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.

BSCC Grant Administration Guide Page 10 March 2026
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.

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, color, religion (including religious dress and grooming practices), national origin, ancestry, disability (physical, mental, HIV and AIDS), medical condition (including cancer and genetic characteristics), genetic information, marital status, sex/gender (includes pregnancy, childbirth, breastfeeding, and/or related medical conditions), gender identity and gender expression, age (40 years and above), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, and any other status protected by state or federal law.

The BSCC, as well as Grantees/Subgrantees 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 of federal funding 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 “California Law Prohibits Discrimination and Harassment” 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 or downloaded from: https://www.dfeh.ca.gov/Publications/.

All 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 the BSCC,
• Mandates that all facilities used by BSCC-funded programs shall be made reasonably accessible and usable by the physically handicapped, March 2026 Page 11 BSCC Grant Administration Guide
• Provides that employer 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
An Equal Employment Opportunity Plan (EEOP) is a workforce report that some1 grantees must complete as a condition for receiving Department of Justice funding authorized by the Omnibus Crime Control and Safe Streets Act of 1968, as well as the Victims of Crime Act. Grantees who have received funding under these Acts must comply with all of the following EEOP submission requirements.
1) Online Certification Form Submission Requirement to Office for Civil Rights:

All Grantees, receiving federal funds, are required to complete the U.S. Department of Justice, Office of Justice Programs online Certification Form and resubmit annually.

This form certifies whether or not the Grantee is required to summit an EEOP to the Office for Civil Rights, or it they are exempt. Please refer to the U.S. Department of Justice, Office of Justice Programs website (https://ojp.gov/about/ocr/eeop.htm) for details on completing the online Certification form via the EEO Reporting Tool.

After accessing the EEO Reporting Tool, Grantees will need to add their organization’s profile, update the user account, then prepare the Certification form. Once the Certification form is prepared, the Grantee will need to e-sign, certify and submit to the U.S. Department of Justice. Grantees are required to maintain a current copy of the Certification Form if requested by BSCC.
2) EEOP Utilization Report Submission Requirement to Office for Civil Rights:

Grantees subject to the civil rights requirements must develop and implement a comprehensive EEO Plan/Utilization Report to the Office for Civil Rights, Office of Justice Programs if ALL the following criteria is met:
• The Grantee is a state or local governmental agency or a business, AND • The Grantee has 50 or more employees; AND
• The Grantee has received at least a single award of $25,000 or more in federal funds.

If the Grantee does not have a current EEOP on file, they must develop and implement, and submit one to the Office for Civil Rights 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 grantee file. a. Grantees with 50 or more employees and is receiving a single award or, subaward, of $25,000 or more, but less than $500,000, the Grantee must have the EEOP on 1 U.S. Department of Justice – Office of Justice Programs – Office for Civil Rights – EEOP FAQs website:
https://www.ojp.gov/program/civil-rights/eeop/faqs.

BSCC Grant Administration Guide Page 12 March 2026
file in their office for possible review by the public, employees, the BSCC, and the Office for Civil Rights, Office of Justice Programs, U.S. Department of Justice.

Grantees are required to submit an EEOP Utilization Report every two years. b. Grantees with 50 or more employees and is receiving a single award, or subaward, of $500,000 or more, in federal funds are required to prepare, maintain on file, submit to the Office for Civil Rights for review, and implement an EEOP. Upon approval of the EEOP/Utilization Report, Grantees will receive a federal letter of compliance. An approved EEOP/Utilization Report is valid for 24 months from the date of the federal letter of compliance.
c. Grantees may be exempt from the EEOP/Utilization Report submission requirements if ANY of the following criteria is met:
i. The Grantee is a nonprofit organization, a medical or educational institution, or an Indian Tribe; OR
ii. The Grantee has less than 50 employees; OR
iii. The Grantee received a single award for less than $25,000; OR iv. The Grantee receives state funding only.

Please note that Grantees who are exempt for the EEOP requirements are still responsible for all other EEO compliance obligations.
d) Requirements for Continuing EEOP Grants
Unless exempt, Grantees are required to maintain a current EEOP and submit a EEO Utilization Report every two years. Grantees are strongly recommended to use the Office for Civil Rights, online EEO Reporting System which can be found at https://ojp.gov/about/ocr/eeop.htm.

All Grantees, regardless of the type of entity, the number of 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 Office for Civil Rights, 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.

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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/hourly wages are fixed compensation for services. • Salaries/hourly wages for employees of the grantee must be documented in the BSCC grant approved budget (e.g., Salaries and Benefits line item). • Salaries/hourly wages for professional consultants, non-governmental organizations, and evaluators must be documented in the BSCC grant approved budget (e.g., Professional Services, NGO Subcontracts, Data Collection line item).

These costs must be identified by position and percentage of salaries or hourly wage multiplied by the number of hours to be worked and rounded to the nearest whole dollar.

B. Employee Benefits and Employer Payroll Taxes
Employee benefits and employer payroll taxes include employer’s contributions or costs for social security, employees’ life and health insurance premiums, unemployment insurance, pension contributions, and other similar costs that are approved by the BSCC. These costs are allowable/reimbursable when they are included in the BSCC grant approved 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/reimbursable 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 limitation noted below:

BSCC Grant Administration Guide Page 14 March 2026
• Jury duty costs claimed on the financial invoice (BSCC Form 201), must be reduced by any jury duty fees received, excluding travel costs.

D. Voting
If a voter does not have sufficient time outside of working hours to vote at a statewide election, California Election Code section 14000 requires employers to give up to two hours to allow for voting without loss of pay (with proper notice from the employee). Providing paid leave time pursuant to Elections Code section 14000 is an allowable expense.

E. Grantee Unable to Obtain Benefits
If the Grantee is unable to obtain benefits, such as health insurance plan, due to the size of the organization, reimbursement payments to employees for such benefits may be allowed.

Reimbursement payments must be disclosed in the BSCC grant approved budget, approved in the Grantee’s written personnel policies, and supported by paid invoices submitted by the employees.

F. 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 allocated to the Grant Award. The portion of the administrative leave costs that may be allocated is based on the percentage of that employee’s salary approved in the grant approved budget.

G. Vacation, Sick Leave, and Compensating Time Off (CTO) Leave time (vacation, sick, family leave, and CTO) is allowable/reimbursable only when the time is earned and used during the grant funding cycle. Overtime and shift differentials are also salary costs.

When possible, these costs should be budgeted beforehand and claimed in the BSCC grant approved budget.

H. 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 allowable/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.

I. Charging Grant Funds as Leave Time
With the exception of a separation from the project, BSCC grant funds may be allowed/reimbursed as leave time (vacation, sick, family leave, and CTO) only when the time is earned and used during the grant funding cycle. Balances accrued during the grant 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 grant project. For example, if the employee is 50 percent BSCC grant funded, BSCC will be charged no more than 50 percent of eight hours of vacation earned, or four hours.

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J. Claiming Unused Leave Balance for an Employee that Separates from the Project
As cited in Section I above, the only exception for claiming unused leave balances is when an employee separates from employment. BSCC grant funds then may be used to pay the employee separating from the project that portion of the leave balances earned during the BSCC grant 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.

K. Time Tracking

1. Time Tracking Requirements for all Personnel Funded by the Grant The BSCC requires that all personnel paid by the grant track their time, either manually or electronically. This requirement also applies to staff time being used to meet a match or leveraged fund commitment. At a minimum, the time tracking method must:
• Show the actual time spent by the employee on the grant, and • Be approved by both the employee and their supervisor. Electronic timesheets must be digitally certified and time stamped.

2. Time Tracking Based on Level of Dedication
Staff who are dedicated less than 100 percent on the grant must use a functional timesheet to track their time. A functional timesheet is a method for recording the amount of an employee’s actual time spent working on activities specific to the applicable grant program.

Staff who are dedicated 100 percent on the grant may either use a standard timesheet or another time tracking system to document their time.

3. Time Tracking Across Multiple Grants or Programs
Costs for salaries and benefits of personnel working across multiple grants or programs must be tracked to each funding source based on the actual percentage of time spent on each grant or program. The following restrictions apply:
• The annualized actual percentage charged for a particular position (e.g., Project Director) must not 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. • A BSCC grant-funded position may not exceed 100% time spent on a grant project, either as a single BSCC project, across multiple BSCC projects, or any combination of BSCC funding and other sources of funding, including federal, state, local, or private funding. • Grantees must use functional timesheets unless they have another time tracking approved by the BSCC.

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Example A: A grant-funded employee originally budgeted at 100% needs to reduce the amount of time charged to the BSCC grant due to the acquisition of another grant.

The approved BSCC Grant Award budgets 100% of salaries and benefits for a Project Director.

During the grant cycle, however, the organization receives a grant from another funding source, which is also administered by the same Project Director. In this situation, if the Project Director is going to split their time between the two grants, they must track the actual time spent on each of the separate grants. And although the BSCC grant allows the Grantee to charge up to 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, which is now less than 100%. If, for example, the actual amount of time the Project Director now spends on the BSCC grant is 25%, then only 25% of the budgeted amount can be claimed for reimbursement on the BSCC grant. The Project Director must track their time on the BSCC grant using a functional timesheet, and this change would require the submission and prior approval of a Budget Modification.

Example B: A grant-funded employee ends up working more or less than the original budgeted amount.

The approved BSCC Grant Award budgets 20% of salaries and benefits for a Program Specialist.

During the grant cycle, however, the actual time spent by the Program Specialist on the BSCC grant amounts to 50% of the person’s time. In this situation, the Grantee can charge BSCC only up to the 20% of salaries and benefits, because that is what is listed in the approved Grant Award budget for the Program Specialist. Conversely, if the Program Specialist spends only 10% of their time the BSCC grant, only that 10% can be claimed for reimbursement on the BSCC grant, even though 20% was budgeted. In either case, the Program Specialist must track their time spent on the BSCC grant using a functional timesheet, and any changes must be submitted and approved through a Budget Modification.

L. Personnel Changes
Whenever there are budget changes resulting from personnel changes, whether temporary or permanent, the Grantee must submit a written 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 Grantee 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 Salaries and 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 Grantee’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
The BSCC indirect costs rates for federal and state grants are provided in this section. Please contact your lead Field Representative if you have any questions.

Acronyms used in this section:
• BSCC – Board of State and Community Corrections
• CFR – Code of Federal Regulations
March 2026 Page 17 BSCC Grant Administration Guide
• ICRP – Indirect Cost Rate Proposal (Prior to federal approved rate) • MTDC – Modified Total Direct Cost
• NICR – Negotiated Indirect Cost Rate (Post federal approval of 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.

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 their 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 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:

BSCC Grant Administration Guide Page 18 March 2026
• U.S. Federal Government or their designated representative(s) (if federally funded grant program);
• California State Auditor or their designated representative(s); • California Department of Finance – Office of State Audits & Evaluations or their designated representative(s);
• California State Controller’s Office or their designated representative(s)

3. Claiming Indirect Costs on an Invoice
Grantees are responsible for reviewing and approving invoices to ensure they are proper and in accordance with the terms and conditions of their Grant Agreements and approved budgets prior to submission to the BSCC.

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 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 NICR (derived from a federal formula) to seek reimbursement for indirect costs.
o 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.
o A grantee or applicant awarded federal funds may use this option to budget for indirect costs only if they have a NICR already in effect.
o See Obtaining a Federally Approved NICR section for additional information.

Federal Indirect Cost Rate Option 2:
• Grantees without a NICR may use the Federal De Minimis (15% of MTDC2) to seek reimbursement for indirect costs.
2 Modified Total Direct Cost (MTDC) means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $50,000 of each subaward. See 2 CFR § 200.68 for full definition of MTDC.

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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 Tables 1 and 2.

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:

Table 1. Example – Grantee Budget Using Federal Option 1 Cost Category
Grant Funds
Budget Amount
Indirect Cost
Calculation
Salaries & Benefits $88,500
Services and Supplies $1,000 $88,500
Other (Travel, Training, etc.) $2,500 x 25%
Other Direct Costs + $1,500 $22,125
Total Direct Costs $93,500
Indirect Cost Calculation + $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 Financial 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 (15% 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 $50,000 of each subaward. The resulting amount is multiplied by 15%. The following budget table displays the amount budgeted for indirect costs in greater detail:

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Table 2. Example – Grantee Budget Using Federal Option 2 Cost Category
Grant Funds
Budget Amount
Indirect Cost
Calculation
Salaries & Benefits $88,500
Services and Supplies $1,000
Other (Travel, Training, etc.) $2,500
Other: Subaward #1 $60,500
Other: Subaward #2 + $25,000
Total Direct Costs $177,500
Less: Subaward Amount over $25,000 - $10,500
MTDC $167,000 $167,000
Indirect Cost Calculation + $25,050 x 15%
$25,050
Total Grant-Funded
Project Budget $202,550
Indirect costs and Matching Contributions
If a grantee is required to provide matching contributions within the grant budget, please see 2 CFR § 200.306 (available at: https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part200/subpart-D/section-200.306.

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 O.2. Recordkeeping for additional information.

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 a NICR may use the rate to seek reimbursement for indirect costs up to 20% of grant-funded direct costs excluding equipment and fixed assets. o 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 March 2026 Page 21 BSCC Grant Administration Guide
absences. For a multi-year grant, an NICR is required for each grant year or performance period.
o Grantees without an approved NICR may seek reimbursement for indirect costs up to 15% of all grant-funded direct costs excluding equipment and fixed assets.

Budgeting for Indirect Costs for State-Funded Grants
Indirect costs may be budgeted for by applicants and claimed by grantees in the Grant Funds and/or Match Funds columns of the Project Budget Table within the grant proposal.

Tables 3, 4, and 5 provide examples of state-funded grants calculating the indirect cost.

Negotiated Indirect Cost Rate Examples for State-Funded Grants In this example, the Grantee’s NICR is 18%, which is the maximum amount that can be claimed for grant fund reimbursement. Therefore, the grantee would add all direct costs excluding equipment and fixed assets and multiply this amount by 18% for the total amount of indirect costs that can be claimed using grant funds. The following budget table displays the amount budgeted for indirect costs in greater detail:

Table 3. Example – Grantee Budget Using a Federally Approved Indirect Cost Rate Less than 20%
Cost Category
Grant Funds
Budget Amount
Indirect Cost
Calculation
Salaries & Benefits $75,000
Services and Supplies $16,500
Professional Services $9,500
NGO Subcontracts $750,000
Equipment / Fixed Assets $6,500
Data Collection $21,500
Program Evaluation $15,000
Other (Travel, Training, etc.) $2,000
Financial Audit + $25,000
Total Direct Costs (Excluding Equipment /
Fixed Assets
$914,500 $914,500
x 18%
Indirect Cost Calculation + $164,610 $164,610
Total Grant-Funded
Project Budget $1,085,610
Grantees using a NICR for State-Funded Grants must immediately notify the BSCC if the rate changes during the grant period. The grantee may be required to submit a Modification Request (Form BSCC 223.1, located in the Financial Invoice Workbook) with the updated rate.

In this next example, the Grantee’s NICR 25%. The BSCC maximum indirect cost rate for grant fund reimbursement is up to 20%. Therefore, the grantee would add all direct costs excluding BSCC Grant Administration Guide Page 22 March 2026
equipment and fixed assets and multiply this amount by the maximum allowable rate of 20%. The following budget table displays the amount budgeted for indirect costs in greater detail:

Table 4. Example – Grantee Budget Using a Federally Approved Indirect Cost Rate Greater than 20%
Cost Category
Grant Funds
Budget Amount
Indirect Cost
Calculation
Salaries & Benefits $75,000
Services and Supplies $16,500
Professional Services $9,500
NGO Subcontracts $750,000
Equipment / Fixed Assets $6,500
Data Collection $21,500
Program Evaluation $15,000
Other (Travel, Training, etc.) $2,000
Financial Audit + $25,000
Total Direct Costs (Excluding
Equipment / Fixed Assets
$914,500 $914,500
x 20%
Indirect Cost Calculation + $182,900 $182,900
Total Grant-Funded
Project Budget $1,103,900
Grantees using a NICR for State-Funded Grants must immediately notify the BSCC if the rate changes during the grant period. The grantee may be required to submit a Modification Request (Form BSCC 223.1, located in the Financial Invoice Workbook) with the updated rate. See the BSCC grant guide section below for Indirect costs and Matching Contributions indirect costs.

State-Funded Grantees Without a NICR Example (up to 15% maximum of direct grant funds):

In this example, the grantee does NOT have a NICR. Therefore, the grantee would add all direct costs excluding equipment and fixed assets and multiply this amount by up to 15% for the total amount of indirect costs that can be claimed using grant funds. The following budget table displays the amount budgeted for indirect costs in greater detail.

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Table 5. Example – Grantee Budget Using the BSCC Maximum 15% Indirect Cost Rate for Grantees without a NICR
Cost Category
Grant Funds
Budget Amount
Indirect Cost
Calculation
Salaries & Benefits $75,000
Services and Supplies $16,500
Professional Services $9,500
NGO Subcontracts $750,000
Equipment / Fixed Assets $6,500
Data Collection $21,500
Program Evaluation $15,000
Other (Travel, Training, etc.) $2,000
Financial Audit + $25,000
Total Direct Costs Excluding Equipment /
Fixed Assets
$914,500 $914,500
x 15%
Indirect Cost Calculation + $137,175 $137,175
Total Grant-Funded
Project Budget $1,058,175

6. Indirect Costs and Matching Contributions
If a grantee is required to provide matching contributions within the grant budget, the grantee may use their NICR for grant fund reimbursement, match contributions, or a combination of both, not to exceed, in total, the maximum allowed rate.

For example, a grantee’s NICR is 20%. The grantee may use the 20% NICR as grant funded reimbursement in the Indirect Costs Line Item only (Ex. 1), 20% NICR as matching contributions in the Indirect Costs Line Item only (Ex. 2) or split the 20% NICR (as determined by the grantee) between grant funded reimbursement in the Indirect Costs Line Item and matching contributions in the Indirect Costs Line Item (Ex. 3).

Ex. 1: Indirect Costs Line Item Grant Fund Budget Match Fund Budget NICR @ 20% 20% 0%
Ex. 2: Indirect Costs Line Item Grant Fund Budget Match Fund Budget NICR @ 20% 0% 20%
Ex. 3: Indirect Costs Line Item Grant Fund Budget Match Fund Budget NICR @ 20% 10% 10%
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The same would apply for grantees using the 15% BSCC maximum rate for grantees without a NICR.

Ex. 1: Indirect Costs Line Item Grant Fund Budget Match Fund Budget BSCC @ 15% 15% 0%
Ex. 2: Indirect Costs Line Item Grant Fund Budget Match Fund Budget BSCC @ 15% 0% 15%
Ex. 3: Indirect Costs Line Item Grant Fund Budget Match Fund Budget BSCC @ 15% 10% 5%
If a grantee has a NICR rate greater than the BSCC maximum allowed 20% Indirect Cost Line Item for grant fund reimbursement, the grantee may use the difference as part of their match contributions.

Ex. 1: Indirect Costs Line Item Grant Fund Budget Match Fund Budget NICR @ 25% 20% 5%
Ex. 2: Indirect Costs Line Item Grant Fund Budget Match Fund Budget NICR @ 25% 0% 25%
Ex. 3: Indirect Costs Line Item Grant Fund Budget Match Fund Budget NICR @ 25% 14% 11%
All other match contributions (excluding the Indirect Costs Line Item) MUST be direct costs contributed to the grant project with corresponding match supporting documentation.

State Records Retention for Approved Indirect Cost Rate Documentation Records relevant to the development of the Federal NICR, must be retained along with all grantspecific 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 O.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.

7. 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.

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Note: A grantee or applicant that is a governmental department or agency unit that receives more than $100 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, Part 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.

Find more information on ICRPs at: https://www.ojp.gov/funding/part200uniformrequirements and state and local governments at: 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.

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;
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• 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).

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 another 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.

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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.

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.

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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. Out-of-state travel requests must include a detailed justification and budget information.

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.

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.

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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 State-approved 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/travelreimbursements.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.

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, BSCC Grant Administration Guide Page 30 March 2026
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.

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.

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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 grantfunded 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.
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
BSCC Grant Administration Guide Page 32 March 2026
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;
• 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;
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• 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.

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.

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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 with prior approval from BSCC.

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 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.

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.

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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, project-related 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. 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 grantrelated 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.

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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
• 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.

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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.

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.

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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 faceto-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
• Proposal Requirements for Bidders:

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• 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? March 2026 Page 43 BSCC Grant Administration Guide
• What are the professional qualifications of the personnel committed to the contract? • 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 Non-Competitive 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.

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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; • 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 purchases 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.

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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.

8. Operational Agreements – Public entities
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.

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.

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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.

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.” March 2026 Page 47 BSCC Grant Administration Guide
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.

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:

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• 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 any grant staff who is listed on the grantee’s BSCC Contact Sheet. The Project’s Authorized Financial Officer (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.
• 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.

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• 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.

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).

BSCC Grant Administration Guide Page 50 March 2026
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.

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 March 2026 Page 51 BSCC Grant Administration Guide
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.

11. Accounting Systems
A. Accounting System and Structure

1. Accounting Policies and Procedures
Grantees must establish and maintain documented accounting policies and procedures. At a minimum, documented policies and procedures should speak to the organization’s ability to provide adequate safeguards of grant 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.

2. Accounting Systems
Grantees are required to establish and maintain an accounting system that, at a minimum, includes a general ledger accounting structure, secondary 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 grant and/or match funds.

Grantees are required to maintain an accounting system that meets the following conditions:
• Fully records the amount and disposition of all project grant award funds, BSCC Grant Administration Guide Page 52 March 2026
• Shows receipt of funds and costs/expenditures by source (e.g., federal, state, or local), • Match funds and related costs/expenditures are identified in accounting records (i.e., general ledger) and reported on the Financial Invoice (BSCC Form 201), • Ensures all BSCC income and expenditures are separately identifiable from non-BSCC grant funds,
• Provides accurate and current financial reporting information, • Maintains an accurate accounting of all grant funds; and • Ensures a documented accounting methodology if grant funds are commingled (blended) in a single account. This methodology must distinguish/track each funding stream within the commingled account. Grantees may elect to open separate bank accounts to track grant funds; however, it is not required.

Grantees are responsible for maintaining source documentation (electronic and/or hard copy) and current accounting records that support all grant and/or match expenditures invoiced and paid to the grant program.

Financial institutions used for the deposit of grant funds must be insured by the Federal Deposit Insurance Corporation (FDIC).

B. Accounting System Basis
Accounting systems for BSCC grants 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.

1. Cash Basis
Under a cash basis system, revenue is not recognized when it is earned, but rather only when the payment is received. Similarly, costs are recognized when they are paid, not when they are incurred.

2. Accrual Basis
Accrual basis revenue is recognized when the transaction occurs, regardless of when cash is collected or paid. Costs/expenditures are recognized and matched with the revenue of the period to which it relates, regardless of when it is paid.

3. 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). Costs are generally recognized in the period in which goods and services are received or a liability is incurred.

C. Separation of Duties
The principle of separation of duties is based on shared responsibilities of a key process that disperses the critical functions of that process to more than one person or department. Adequate separation of duties helps reduce risk of theft or mismanagement of grant funds.

Adequate internal control provides that no one person may perform more than one of the following types of duties:
• Receiving and depositing cash receipts,
• Authorizing cash disbursements,
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• Preparing checks,
• Attaching electronic signatures or operate a check-signing machine*, • Comparing machine-signed checks with authorizations and supporting documents (or signing checks manually after personally comparing them with authorizations and supporting documents*,
• Preparing or initiating invoices; or
• Reconciling bank statements and positing to the general ledger.

If the size of the organization does not allow for separation of duties, Grantees must establish other procedures to mitigate that weakness.
*This individual should not have access to, or the control of, blank checks.

D. General Ledger Account Structure
Costs/expenditures of grant funds must be recorded in categories which parallel the Grant Award. All general ledger account entries must be supported by the secondary records and original source documentation. The format of the secondary records is determined by the Grantee. Grantees must be able to show with documentation (i.e., work sheet) that general ledger entries can be traced (reconciled) to the Financial Invoice (BSCC Form 201).

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.

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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.

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 March 2026 Page 55 BSCC Grant Administration Guide
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.

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.

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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
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.

March 2026 Page 57 BSCC Grant Administration Guide
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 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.

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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, • 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
March 2026 Page 59 BSCC Grant Administration Guide
• 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; • 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.

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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. 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.

March 2026 Page 61 BSCC Grant Administration Guide
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;
• 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).

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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.

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.

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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.

B. Audit Requirements for Federal Grants
Grantees that expend $ 1,000,000 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 $ 1,000,000 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 $ 1,000,000 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:
1) A grantee expends less than $ 1,000,000 in federal awards – cumulative from all federalfunded sources – the grantee is exempt from the federal audit requirements for that year. 2) Your BSCC grant agreement is funded exclusively through state funds, i.e., no Federal funds.

2. 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.

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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

3. Audits 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.

4. 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.

Go 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.

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.

5. 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 under subpart F of 2 CFR 200.
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.

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6. BSCC Audit Review - Findings and Resolution
1) 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 review the report and may request additional information or clarification from the grantee. The presence of audit findings does not, by itself, constitute a determination of noncompliance or disallowed costs. Any further action will be addressed in accordance with applicable grant terms, agency procedures, and federal requirements.
4) Upon resolution, the official grant file is noted as compliant with the audit submission requirements for that year.

7. 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.

8. 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,
• Auditor reports,
• A schedule of findings and questioned costs, and corrective action plan, if applicable.

9. 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 BSCC Grant Administration Guide Page 66 March 2026
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 select an auditor according to standards outlined in 2 CFR §200.509.

10.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 Appendix XI – Compliance Supplement to 2 CFR §200, which is in Federal Register (85 Fed.Reg. 49582 (Aug. 13, 2020)).

11.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.

C. Audit Requirements for State Grants
State-funded grantees may be required to provide the BSCC with a program-specific compliance audit, if required by the Request for Proposals (RFP) or Grant Agreement. A program-specific audit is an audit focused on a single grant program, rather than an organization’s overall financial statements and all federal and state awards.

1. Program-Specific Compliance Audit
The audit process encompasses:
• The examination of a grantee’s financial records;
• BSCC award transactions and expenditures;
• The general management of the grantee’s operations;
• The systems of internal control;
• Compliance with the BSCC Grant Agreement; and
• Compliance with the BSCC Grant Administration Guide
An audit reporting package includes:
• Auditor report(s);
• A schedule of findings and questioned costs;
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• Working Papers upon request, and
• A corrective action plan, if applicable.

2. Scope of Audit
The program-specific compliance audit must cover the entire service delivery period of the grant.

The program-specific compliance 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.

3. Audit Criteria
The audit should be designed to assess a grantee’s compliance with the Grant Agreement, compliance with the BSCC Grant Administration Guide, and efficacy of their internal controls.

The following example is provided for illustrative purposes only. It is not intended to be exhaustive or prescriptive. Rather, it offers a general framework that a CPA or other qualified auditor might consider when developing the scope of work for the audit.

Example of Procedures to be included in Scope of Work:
1) Verification of Grant Claims:

Obtain the list of claims under the grant and agree the amounts to invoices recorded in the grantee’s general ledger. Verify project funds were accounted for separately in the grantee’s ledger in accordance with GAAP.
2) Verification of Supporting Documentation for Disbursements:

From the list of disbursements supporting the claims tested in Procedure 1, sample a percentage of the disbursements to the corresponding invoice, payroll breakdown, payroll registers and checks:
• Verify the amount, date and description of the invoice and check agrees to the list of invoices supporting the claim.
• Verify invoices tested were approved by the authorized signing officer as evidenced by an initial or signature on the invoice or other supporting documentation. • For payroll charges, verify employees that were charged to grant were approved in the Grant Agreement, obtain the approved pay rate and timesheet supporting the amounts charged to the grant.
• Verify all amounts paid were on a reimbursement basis and actual cost not a flat rate.
3) Validation of Allowability Against the Grant Agreement:

For the invoices and payroll charges selected for testing in Procedure 2, compare the description of the work performed on the invoice to the description of qualifying expenses in the Grant Agreement for consistency:
• Obtain a summary of costs incurred by the grantee, decide on a sample basis, to a list of expenditures incurred and ensure amounts expended at least equal costs reimbursed under the grant.
• Obtain a summary of services provided by the grantee, decide on a sample basis, to a list as provided and ensure these services are in compliance with the Grant Agreement.

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Verify whether subcontracting and professional service requirements have been met, by checking that:
• The grantee has ensured that all subcontractors comply with the eligibility requirements and are not debarred by any federal state or local government entities. • The grantee’s subcontracts contain language that the subcontractor is required to maintain adequate fiscal and project books, records, documents and other evidence pertinent to the subcontractor’s work.
• Obtain a summary of costs incurred by the subcontractor, decide on a sample basis, to a list of expenditures incurred and ensure amounts expended at least equal costs reimbursed under the grant.
• Obtain summary of services provided by the subcontractor, decide on a sample basis, to a list as provided and ensure these services are in compliance with the grant agreement.

4. Audit Costs
Expenses for the compliance audit may be reimbursed up to $25,000, unless otherwise specified in the RFP.

5. Submission of the Audit Report
Grantees must provide electronic copies of audit reports to the BSCC by the due date listed in the grant agreement.

Failure to submit an audit: A grantee that willfully fails to submit an audit as required may be deemed ineligible to receive future BSCC grant funds pending compliance with the audit requirements of the grant in question.

6. Audit Standards
The independent auditor must conduct the audit in accordance with the requirements listed in Generally Accepted Auditing Standards (GAAS).

7. Audit Objectives
The independent auditor is engaged to conduct an examination or review engagement, which would be to express an opinion or conclusion, respectively, on the grantee’s compliance with the Grant Agreement, BSCC Grant Administration Guide, and efficacy of their internal controls.

8. BSCC Audit Review – Findings and Resolution
1) BSCC Audit staff will review the audit report for findings. 2) If there are no findings related to the BSCC-funded grant program noted in the audit report, the official grant file is noted as compliant with the audit submission requirements for that grant cycle.
3) If findings are identified, BSCC will review the report and may request additional information or clarification from the grantee. The presence of audit findings does not, by itself, constitute a determination of noncompliance or disallowed costs. Any further action will be addressed in accordance with applicable state law, grant terms, and agency procedures. 4) Upon resolution, the official grant file is noted as compliant with the audit submission requirements for that grant cycle.

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D. 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 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.

E. 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 (DOJ) – September 2025 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 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 BSCC Grant Administration Guide Page 70 March 2026
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: https://www.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, 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.

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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.
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 BSCC Grant Administration Guide Page 72 March 2026
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;
• 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.

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;
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• 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 The process requires the Grantee to submit source documentation corresponding to a financial reporting period. The purpose of the Desk Review is for BSCC to check that Grantees are maintaining appropriate financial reporting systems and adequate supporting documentation for grant-related expenditures. In the event a desk review identifies a concern BSCC will inform the Grantee of the concern(s) and provide directions for resolution.

1. Desk Review Frequency
A desk review may be conducted by BSCC at any time throughout the grant cycle.

2. Components of a Desk Review
a) Notification
Grantees will be notified by BSCC staff when they have been selected to undergo a 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) Documentation Submission and Review
Documentation submitted by the Grantee will be reviewed by BSCC staff to assess compliance with grant program requirements, Generally Accepted Accounting Principles, and other applicable standards. BSCC staff will assess whether claimed expenditures are contained in the approved budget, clearly connected to the grant, consistent with the proposal, and supported by source documentation.

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c) Findings
If concerns are identified, the BSCC will recommend corrective actions, which may include a Compliance Improvement Plan, and review them with the Grantee. Generally, desk review findings will not affect the Grantee’s funding, as long as corrective action is implemented as agreed. However, failure to respond or take corrective action may result in disallowed expenditures, withholding of grant funds, denial of subsequent grant awards, and other enforcement actions.

3. Questioned or Disallowed Expenditures Identified in a Desk Review When expenditures are questioned or recommended for disallowance through the desk review process, and the Grantee cannot support the expenditures claimed through original source documents and/or general ledger entries, BSCC will provide an opportunity for the Grantee to substantiate the expenditure. In cases where the expenditure cannot be substantiated, the Grantee will be required to return the funds or have the funds withheld from a subsequent invoice. While the matter is under review, the BSCC may place a hold on grant funds.

4. Consequences of Nonpayment
If the Grantee does not comply or is delinquent in complying with the repayment requirements imposed by BSCC as the result of a desk review, a hold may be placed on grant funds. BSCC may take additional action, as appropriate, including but not limited to, denying future grants and reducing the amount of any payments requested on an invoice.

18. Records
Grantees 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, cybercrime, or other possible damage or loss. When grant documentation is stored away from the Grantee’s principal office, an index of the records’ location(s) must be maintained, and accessibility ensured during the grant period and mandatory retention period (see subsection 1A below).

A. Audits/Monitoring
All Grantee books, documents, papers, and records relating to the Grant must be accessible to the BSCC or its designees, the State Controller’s Office, the Department of General Services, the Department of Finance, and California State Auditor. If Grantees receive federal funds, this requirement also extends to the federal awarding agency and the OJP Office of the Chief Financial Officer, OJP Office of the General Counsel, or the U.S. Department of Justice Office of the Inspector General (or authorized representatives), for inspection and audit.

B. Retention and Review Requirement
All grant records must be retained for a minimum of three years after closeout of the BSCC state or federal grant program. Check your Grant Agreement or contact your Program Analyst for your closeout end date. If the Grantee’s source documentation records are retained in an e-system, those records must be retrievable during the entire grant cycle and during the three years following closeout.

If an audit, investigation, review, litigation, or any other action occurs during the Grantee’s record retention period, the Grantee shall retain the records until the resolution of such process, or until the end of the record retention period, whichever is longer.

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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 secondary records is determined by the Grantee. Grantees must be able to trace the general ledger entries to the Invoice (BSCC Form 201). Grantees can use worksheets to document how costs/expenditures are taken from the general ledger and recorded on the Invoice (BSCC Form 201).

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 grant program 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,
• Modifications to the Grant Budget (BSCC Form 223.1),
• Evaluation Data Reports; and
• Any other records the BSCC directs the Grantee to maintain.

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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 timecards/sheets that: 1) indicate the actual time worked and their function on each BSCC project (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, signed/approved by 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 governing board or appropriate personnel agency, promotions, terminations, etc.),
• Cumulative earnings record,
• Leave records,
• Employee authorized deduction forms (i.e., health insurance); and • Paid invoices submitted by employees for reimbursement of benefit expenses.

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 name of the assigned individual, • Recorded on an inventory list, identifying items purchased with BSCC funds, • Used in accordance with the Grant Award; and
• Grantees must retain contract records for the purchase of Grant funded 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:

March 2026 Page 77 BSCC Grant Administration Guide
• 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 grant program 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; • 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, BSCC Grant Administration Guide Page 78 March 2026
• 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.

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.

March 2026 Page 79 BSCC Grant Administration Guide
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.

PART III, Page | 79
Attachment D: Certification of Compliance with BSCC Policies Regarding Debarment, Fraud, Theft and Embezzlement
Required Attachment: Applicants will be prompted to upload this document from the BSCC CalVIP webpage to the BSCC Submittable Application Portal.

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
Contractor Certification Clause
CCC 307

CERTIFICATION
I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized to legally bind the prospective Contractor to the clause(s) listed below. This certification is made under the laws of the State of California.

Contractor/Bidder Firm Name (Printed) Federal ID Number By (Authorized Signature)
Printed Name and Title of Person Signing
Date Executed Executed in the County of

CONTRACTOR CERTIFICATION CLAUSES
STATEMENT OF COMPLIANCE:

Contractor has, unless exempted, complied with the nondiscrimination program requirements. (GC 12990 (a-f) and CCR, Title 2, Section 8103) (Not applicable to public entities.)
DRUG-FREE WORKPLACE REQUIREMENTS:

Contractor will comply with the requirements of the Drug-Free Workplace Act of 1990 and will provide a drug-free workplace by taking the following actions:
a) Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations.
b) Establish a Drug-Free Awareness Program to inform employees about:
1) the dangers of drug abuse in the workplace;
2) the person's or organization's policy of maintaining a drug-free workplace; 3) any available counseling, rehabilitation and employee assistance programs; and,
4) penalties that may be imposed upon employees for drug abuse violations. c) Provide that every employee who works on the proposed Agreement will:
1) receive a copy of the company's drug-free policy statement; and, 2) agree to abide by the terms of the company's statement as a condition of employment on the Agreement.

Failure to comply with these requirements may result in suspension of payments under the Agreement or termination of the Agreement or both and Contractor may be ineligible for award of any future State agreements if the department determines that any of the following has occurred: (1) the Contractor has made false certification, or violated the certification by failing to carry out the requirements as noted above. (GC 8350 et seq.)
NATIONAL LABOR RELATIONS BOARD CERTIFICATION:

Contractor certifies that no more than one (1) final unappealable finding of contempt of court by a Federal court has been issued against Contractor within the immediately preceding two-year period because of Contractor's failure to comply with an order of a Federal court which orders Contractor to comply with an order of the National Labor Relations Board. (PCC 10296) (Not applicable to public entities.)
CONTRACTS FOR LEGAL SERVICES $50,000 OR MORE- PRO BONO
REQUIREMENT:

Contractor hereby certifies that contractor will comply with the requirements of Section 6072 of the Business and Professions Code, effective January 1, 2003.

Contractor agrees to make a good faith effort to provide a minimum number of hours of pro bono legal services during each year of the contract equal to the lessor of 30 multiplied by the number of full time attorneys in the firm’s offices in the State, with the number of hours prorated on an actual day basis for any contract period of less than a full year or 10% of its contract with the State.

Failure to make a good faith effort may be cause for non-renewal of a state contract for legal services, and may be taken into account when determining the award of future contracts with the State for legal services.

EXPATRIATE CORPORATIONS:

Contractor hereby declares that it is not an expatriate corporation or subsidiary of an expatriate corporation within the meaning of Public Contract Code Section 10286 and 10286.1, and is eligible to contract with the State of California.

SWEATFREE CODE OF CONDUCT:
a. All Contractors contracting for the procurement or laundering of apparel, garments or corresponding accessories, or the procurement of equipment, materials, or supplies, other than procurement related to a public works contract, declare under penalty of perjury that no apparel, garments or corresponding accessories, equipment, materials, or supplies furnished to the state pursuant to the contract have been laundered or produced in whole or in part by sweatshop labor, forced labor, convict labor, indentured labor under penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor, or with the benefit of sweatshop labor, forced labor, convict labor, indentured labor under penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor. The contractor further declares under penalty of perjury that they adhere to the Sweatfree Code of Conduct as set forth on the California Department of Industrial Relations website located at www.dir.ca.gov, and Public Contract Code Section 6108.
b. The contractor agrees to cooperate fully in providing reasonable access to the contractor’s records, documents, agents or employees, or premises if reasonably required by authorized officials of the contracting agency, the Department of Industrial Relations, or the Department of Justice to determine the contractor’s compliance with the requirements under paragraph (a).

DOMESTIC PARTNERS:

For contracts of $100,000 or more, Contractor certifies that Contractor is in compliance with Public Contract Code section 10295.3.

GENDER IDENTITY:

For contracts of $100,000 or more, Contractor certifies that Contractor is in compliance with Public Contract Code section 10295.35.

DOING BUSINESS WITH THE STATE OF CALIFORNIA
The following laws apply to persons or entities doing business with the State of California.

CONFLICT OF INTEREST:

Contractor needs to be aware of the following provisions regarding current or former state employees. If Contractor has any questions on the status of any person rendering services or involved with the Agreement, the awarding agency must be contacted immediately for clarification.
a) Current State Employees (PCC 10410):
1) No officer or employee shall engage in any employment, activity or enterprise from which the officer or employee receives compensation or has a financial interest and which is sponsored or funded by any state agency, unless the employment, activity or enterprise is required as a condition of regular state employment.
2) No officer or employee shall contract on his or her own behalf as an independent contractor with any state agency to provide goods or services.
b) Former State Employees (PCC 10411):
1) For the two-year period from the date he or she left state employment, no former state officer or employee may enter into a contract in which he or she 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 agency. 2) For the twelve-month period from the date he or she left state employment, no former state officer or employee may enter into a contract with any state agency if he or she was employed by that state agency in a policy-making position in the same general subject area as the proposed contract within the 12-month period prior to his or her leaving state service.

If Contractor violates any provisions of above paragraphs, such action by Contractor shall render this Agreement void. (PCC 10420) Members of boards and commissions are exempt from this section if they do not receive payment other than payment of each meeting of the board or commission, payment for preparatory time and payment for per diem. (PCC 10430 (e)) LABOR CODE/WORKERS' COMPENSATION:

Contractor needs to be aware of the provisions which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions, and Contractor affirms to comply with such provisions before commencing the performance of the work of this Agreement. (Labor Code Section 3700)
AMERICANS WITH DISABILITIES ACT:

Contractor assures the State that it complies with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA. (42 U.S.C. 12101 et seq.)
CONTRACTOR NAME CHANGE:

An amendment is required to change the Contractor's name as listed on this Agreement. Upon receipt of legal documentation of the name change the State will process the amendment. Payment of invoices presented with a new name cannot be paid prior to approval of said amendment.

CORPORATE QUALIFICATIONS TO DO BUSINESS IN CALIFORNIA:
a. When agreements are to be performed in the state by corporations, the contracting agencies will be verifying that the contractor is currently qualified to do business in California in order to ensure that all obligations due to the state are fulfilled.
b. "Doing business" is defined in R&TC Section 23101 as actively engaging in any transaction for the purpose of financial or pecuniary gain or profit. Although there are some statutory exceptions to taxation, rarely will a corporate contractor performing within the state not be subject to the franchise tax.
c. Both domestic and foreign corporations (those incorporated outside of California) must be in good standing in order to be qualified to do business in California. Agencies will determine whether a corporation is in good standing by calling the Office of the Secretary of State.

RESOLUTION:

A county, city, district, or other local public body must provide the State with a copy of a resolution, order, motion, or ordinance of the local governing body which by law has authority to enter into an agreement, authorizing execution of the agreement.

AIR OR WATER POLLUTION VIOLATION:

Under the State laws, the Contractor shall not be: (1) in violation of any order or resolution not subject to review promulgated by the State Air Resources Board or an air pollution control district; (2) subject to cease and desist order not subject to review issued pursuant to Section 13301 of the Water Code for violation of waste discharge requirements or discharge prohibitions; or (3) finally determined to be in violation of provisions of federal law relating to air or water pollution.

PAYEE DATA RECORD FORM STD. 204:

This form must be completed by all contractors that are not another state agency or other government entity.
da

CITY OF DELANO

STAFF REPORT
April 20, 2026
Agenda Item: 12
TO: Honorable Mayor and Members of the City Council
FROM: Maribel Reyna, City Manager
By: Pedro Nuñez, PE, Public Works Director
SUBJECT: Award of the “Wastewater Treatment Plant Emergency Electrical Repairs” contract to P&J Electric for $66,528.90 and authorize the City Manager, or her designee, to sign any documents needed to carry out this project Recommendation
Award of the “Wastewater Treatment Plant Emergency Electrical Repairs” contract to P&J Electric for $66,528.90.

Discussion
On February 18, 2026, a fire occurred at WWTP, resulting in significant damage to critical electrical infrastructure, including the main buss bar system feeding the Oxidation Ditches. The buss bars are essential components that distribute electrical power throughout the facility. Due to the extent of the damage, the affected systems are currently operating with temporary cabling.

Given the critical nature of this infrastructure, immediate repair and replacement are necessary to restore full functionality and ensure safe and reliable electrical service.

Staff conducted an expedited assessment following the incident and determined that the bus bar system must be replaced in its entirety to meet current safety standards and operational requirements.

City’s Purchasing Ordinance and Emergency Repair Exception The City’s Purchasing Ordinance typically requires staff to engage in a formal bidding process for maintenance / repair work in excess of $35,000 (Delano Municipal Code section 3.08.030.D). The Code has an exception to the bidding process, though, for emergency repairs, which include “a breakdown in machinery or an essential service which requires the immediate procurement of supplies or equipment or services to protect the public health, welfare and safety.” (DMC Section 3.08.040.A.3) The City Manager has determined that an emergency purchase is required and is requesting the City Council waive the formal bidding requirements and authorize staff to award the contract.

Budget Impact
The total project cost is $66,528.90 with an additional contingency of $6,600.00, for a total authorization of $73,128.90. Funding is available from Sewer Fund account 372-56020-570-000000.

Attach: Proposal
P&J ELECTRIC INC.

Lic 946445, Class C-10
PROJECT CITY OF DELANO PUBLIC WORKS JOB # 562 WO-032 REV1 TASK RAS #3 BUS WAY REPAIR 3/23/2026

NOT TO EXCEED BUDGETARY ESTIMATE

ITEM DESCRIPTION QUAN LENGTH PR EXT LABOR EXT
GE 3000 Amp busway section 1 ( 28,124.70) ( 28,124.70) 0 ( -  ) ( -  ) 0
Misc items 1 ( 2,503.28) ( 2,503.28) 0
( -  ) ( -  ) 0
Labor 4 ( -  ) ( -  ) 40 160
( -  ) ( -  ) 0
( -  ) 0
( -  ) 0
( -  ) ( -  ) 0
( -  ) ( -  ) 0
( -  ) ( -  ) 0
( -  ) ( -  ) 0
( -  ) ( -  ) 0
( -  ) ( -  ) 0
( -  ) ( -  ) 0
Material Subtotal ( 30,627.98)
Labor Hours Subtotal 160.00
x Rate ( 139.91) ( 22,385.72)
Truck & Tools/hrs 160.00
x Rate/hr ( 65.72) ( 10,515.20)
Rental Equipment/Week ( 1.00)
Rate/Week ( 2,600.00) ( 2,600.00)
Subcontractor
Subsistence ( 20.00)
Day ( 20.00) ( 400.00)
TOTAL ($ 66,528.90)
NOTES 1) Kern County prevailing wage rates
2) GE standard manufacturing lead time is 28 weeks.
3) P&J Electric will conduct standard insulation resistance testing, as per the manufacturer's recommendations. 3rd party acceptance testing is available at an additional cost. 4) GE pricing is good if order is released by 4/2. GE price increase after that is estimated to be 6%. 5) An estimated power outage of up to 8 hours will be required. da

CITY OF DELANO

STAFF REPORT
April 20, 2026
Agenda Item: 13
TO: Honorable Mayor and Members of the City Council
FROM: Maribel Reyna, City Manager
By: Pedro Nuñez, PE, Public Works Director
SUBJECT: Adopt a resolution authorizing the Mayor to execute the Request for Release of Funds (RROF) and Certification documents required by the U.S. Department of Housing and Urban Development (HUD) for Well 42 Equipping and Arsenic Treatment Project.

Recommendation
Adopt a resolution authorizing the Mayor to execute the Request for Release of Funds (RROF) and Certification documents required by the U.S. Department of Housing and Urban Development (HUD) for Water Well No. 42 Equipping Project.

Discussion
The City of Delano has been awarded funding through the U.S. Department of Housing and Urban Development (HUD) under the Community Project Funding. As a prerequisite to accessing these funds, HUD requires the completion of an environmental review process in accordance with the National Environmental Policy Act (NEPA) and related authorities. Upon completion of this review, the City must submit a Request for Release of Funds (RROF) and Certification to HUD.

Staff has completed the required environmental review documentation for the proposed Well 42 Equipping and Arsenic Treatment Project. The next step is to submit the RROF and Certification to HUD. HUD requires that the Certifying Officer be the chief elected official of the jurisdiction, which in this case is the Mayor. Authorization from the City Council is required for the Mayor to execute these documents on behalf of the City.

Execution of the RROF and Certification will allow HUD to review and, upon approval, release federal funds so that the City may proceed with the implementation of the project.

Staff would like to recognize Congressman David Valadao (CA-22) for his leadership and advocacy in securing federal funding to support the development of a critical water well project. This funding represents a significant investment in the City’s water infrastructure and will help ensure a reliable and safe water supply for the community.

The project will strengthen long-term water sustainability, enhance system resilience, and support continued growth and public health.

Congressman Valadao’s efforts demonstrate a strong commitment to addressing the water needs of the region and delivering meaningful resources to local communities. Staff appreciates his continued support and partnership in advancing essential infrastructure projects.

Budget Impact
There is no direct fiscal impact associated with approving this resolution. Approval will enable the City to access previously awarded federal funds in the amount of $6,000,000.00.

Attach: 1. Resolution

2. HUD Request for Release of Funds (RROF) Form
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DELANO

AUTHORIZING THE MAYOR TO EXECUTE THE HUD REQUEST FOR

RELEASE OF FUNDS AND CERTIFICATION DOCUMENTS
WHEREAS, the City of Delano has received funding from the U.S. Department of Housing and Urban Development (HUD) under the Community Project Funding program; and
WHEREAS, HUD requires the completion of an environmental review process pursuant to the National Environmental Policy Act (NEPA) and related laws and authorities; and WHEREAS, upon completion of the environmental review, the City must submit a Request for Release of Funds (RROF) and Certification to HUD; and WHEREAS, the Certification must be executed by the City’s chief elected official, who serves as the Certifying Officer; and
WHEREAS, the City Council desires to authorize the Mayor to execute these documents to enable the release of HUD funds;
WHEREAS, access to safe, clean, and reliable drinking water is essential to the health, safety, and welfare of the community; and
WHEREAS, the City has pursued critical infrastructure improvements, including the development of a new water well, to strengthen long-term water supply reliability and system resilience; and
WHEREAS, Congressman David Valadao (CA-22) demonstrated leadership and advocacy in securing federal funding to support the construction of this vital water well project; and
WHEREAS, this federal investment significantly enhances the City’s ability to provide dependable water service, protect public health, and meet current and future community needs;
WHEREAS, the City Council hereby recognizes and expresses its sincere appreciation to Congressman David Valadao (CA-22) for his commitment to supporting essential water infrastructure and for his continued service to the residents of California’s 22nd Congressional District.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Delano as follows:

1. The Mayor is hereby authorized to execute the Request for Release of Funds (RROF) and Certification documents required by HUD.

2. The Mayor, acting as Certifying Officer, is authorized to assume responsibility for compliance with the National Environmental Policy Act (NEPA) and related environmental requirements.

3. The City Clerk is hereby directed to attest to the adoption of this resolution.

PASSED, APPROVED, AND ADOPTED this 20th of April 2026, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Salvador Solorio-Ruiz, Mayor
ATTEST:
_____________________________
Ricardo G. Chavez, City Clerk
Previous editions are obsolete form HUD-7015.15 (1/99)
Request for Release of Funds
and Certification
U.S. Department of Housing
and Urban Development
Office of Community Planning
and Development
OMB No. 2506-0087
(exp. 04/30/2027)
This form is to be used by Responsible Entities and Recipients (as defined in 24 CFR 58.2) when requesting the release of fun ds, and requesting the authority to use such funds, for HUD programs identified by statutes that provide for the assumption of the en vironmental review responsibility by units of general local government and States. Public reporting burden for this collection of informa tion is estimated to average 36 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not conduct or spons or, and a person is not required to respond to, a collection of information unless that collection displays a valid OMB control numbe r.

Part 1. Program Description and Request for Release of Funds (to be completed by Responsible Entity)

1. Program Title(s) 2. HUD/State Identification Number 3. Recipient Identification Number (optional)

4. OMB Catalog Number(s) 5. Name and address of responsible entity

6. For information about this request, contact (name & phone number)

8. HUD or State Agency and office unit to receive request 7. Name and address of recipient (if different than responsible entity) The recipient(s) of assistance under the program(s) listed above requests the release of funds and removal of environmental grant conditions governing the use of the assistance for the following

9. Program Activity(ies)/Project Name(s) 10. Location (Street address, city, county, State)

11. Program Activity/Project Description
Previous editions are obsolete form HUD-7015.15 (1/99)
Part 2. Environmental Certification (to be completed by responsible entity) With reference to the above Program Activity(ies)/Project(s), I, the undersigned officer of the responsible entity, certify that:

1. The responsible entity has fully carried out its responsibilities for environmental review, decision -making and action pertaining to the project(s) named above.

2. The responsible entity has assumed responsibility for and complied with and will continue to comply with, the National Environmental Policy Act of 1969, as amended, and the environmental procedures, permit requirements and statutory obligations of the laws cited in 24 CFR 58.5; and also agrees to comply with the authorities in 24 CFR 58.6 and applicable State and loca l laws.

3. The responsible entity has assumed responsibility for and complied with and will continue to comply with Section 106 of the National Historic Preservation Act, and its implementing regulations 36 CFR 800, including consultation with the State Historic Preservation Officer, Indian tribes and Native Hawaiian organizations, and the public.

4. After considering the type and degree of environmental effects identified by the environmental review completed for the p roposed project described in Part 1 of this request, I have found that the proposal did did not require the preparation and dissemination of an environmental impact statement.

5. The responsible entity has disseminated and/or published in the manner prescribed by 24 CFR 58.43 and 58.55 a notice to t he public in accordance with 24 CFR 58.70 and as evidenced by the attached copy (copies) or evidence of posting and mailing procedure.

6. The dates for all statutory and regulatory time periods for review, comment or other action are in compliance with proce dures and requirements of 24 CFR Part 58.

7. In accordance with 24 CFR 58.71(b), the responsible entity will advise the recipient (if different from the responsible entity) of any special environmental conditions that must be adhered to in carrying out the project.

As the duly designated certifying official of the responsible entity, I also certify that:

8. I am authorized to and do consent to assume the status of Federal official under the National Environmental Policy Act o f 1969 and each provision of law designated in the 24 CFR 58.5 list of NEPA-related authorities insofar as the provisions of these laws apply to the HUD responsibilities for environmental review, decision-making and action that have been assumed by the responsible entity.

9. I am authorized to and do accept, on behalf of the recipient personally, the jurisdiction of the Federal courts for the enforcement of all these responsibilities, in my capacity as certifying officer of the responsible entity.

Signature of Certifying Officer of the Responsible Entity X
Title of Certifying Officer
Date signed
Address of Certifying Officer
Part 3. To be completed when the Recipient is not the Responsible Entity The recipient requests the release of funds for the programs and activities identified in Part 1 and agrees to abide by the special conditions, procedures and requirements of the environmental review and to advise the responsible entity of any proposed chan ge in the scope of the project or any change in environmental conditions in accordance with 24 CFR 58.71(b).

Signature of Authorized Officer of the Recipient
X
Title of Authorized Officer
Date signed
We, the undersigned, certify under penalty of perjury that the information provided above is true and correct. WARNING: Anyone who knowingly submits a false claim or makes a false statement is subject to criminal and/or civil penalties, including confineme nt for up to 5 years, fines, and civil and administrative penalties. (18 U.S.C. §§ 287, 1001, 1010, 1012, 1014; 31 U.S.C. §3729, 3802)

CITY OF DELANO

STAFF REPORT
April 20, 2026
Agenda Item: 14
_____________________________________________________________________________ TO: Honorable Mayor and City Council _
FROM: Maribel Reyna, City Manager
By: Roman Dowling, PE, Interim Community Development Director SUBJECT: Resolution of Initiation of Annexation and Pre-Zoning Ordinance related to Pre-Zoning Application No. 25-0002. A request to (i) pre-zone an approximately 122.49-acre property (Assessor Parcel Numbers: 521-120-14 and 521-120-15) from the Kern County Exclusive Agriculture (A) zoning district to the City of Delano Industrial (I) zoning district. Staff has determined the project to be exempt from the California Environmental Quality Act (“CEQA”) pursuant to Section 15183 of the CEQA Guidelines (Projects Consistent with a Community Plan, General Plan, or Zoning). THIS ITEM WILL BE CONTINUED TO MAY 18, 2026.
______________________________________________________________________________

RECOMMENDATION
Staff recommends the City Council take the following actions:

1. CONTINUE THE ITEM TO MAY 18, 2026

PROJECT INFORMATION
File No. Pre-Zoning Application No. 25-0002
Applicant Khasma Capital
Location/Acres East of State Route 99, North side of Pond Road/122.49 acres
Assessor Parcel Numbers 521-120-14 and 521-120-15
Existing General Plan Designation Industrial
Kern County Zoning Designation Exclusive Agriculture District Proposed Zoning Designation Industrial
Existing Use of the Property Power plant facility
CEQA CEQA §15183, Projects Consistent with a
Community Plan, General Plan, or Zoning

CITY OF DELANO

STAFF REPORT
April 20, 2026
Agenda Item: 15
TO: Honorable Mayor and Members of the City Council
FROM: Maribel Reyna, City Manager
By: Roman Dowling, PE, Interim Community Development Director Gregg Kovacevich, Assistant City Attorney
SUBJECT: AN ORDINANCE OF THE CITY OF DELANO, CALIFORNIA, ADDING CHAPTER 14.31 (EXPEDITED AND STREAMLINED PERMITTING PROCESS

FOR ELECTRICAL VEHICLE CHARGING STATIONS) TO THE DELANO

MUNICIPAL CODE, AND FINDING THE SAME TO BE EXEMPT FROM

REVIEW UNDER THE CALIFORNIA ENVIRONMENTAL QUALITY ACT
_____________________________________________________________________________ Recommendation
It is recommended that the City Council take the following actions:

1. Introduction and First Reading of an Ordinance adding Chapter 14.31 (Expedited and Streamlined Permitting Process for Electrical Vehicle Charging Stations) to the Delano Municipal Code and finding the same to be exempt from review under the California Environmental Quality Act.

Executive Summary
In 2015, the Governor signed Assembly Bill 1236 (codified as Government Code Section 65850.7), which requires local jurisdictions with a population less than 200,000 residents to adopt an ordinance to create an expedited, streamlined permitting process for electric vehicle charging stations. An electric vehicle charging station is any level of electric vehicle supply equipment station that is designed and built in compliance with Article 625 of the California Electrical Code and delivers electricity from a source outside an electric vehicle into a plug-in electric vehicle.

Background
Government Code Section 65850.7 requires jurisdictions with a population less than 200,000 residents to adopt an ordinance establishing procedures for expedited, streamlined processes for 2 permitting electric vehicle charging stations. The ordinance must require the city to adopt a checklist of requirements with which electric vehicle charging stations must comply to be eligible for expedited review.

The Building Official will be in charge of processing and issuing Electrical Vehicle Charging Station Permits. Review of an Electric Vehicle Charging Station Permit application is limited to whether the application meets local, state, and federal health and safety requirements, and whether the charging station poses any specific, adverse impact on public health or safety. If the application meets the requirements of the approved checklist and standards, and the proposed charging station does not pose any specific, adverse impact upon public health or safety, the Building Official must approve the application and issue any required, nondiscretionary permits.

If the Building Official makes a finding based on substantial evidence that the electric vehicle charging station could have a specific adverse impact upon the public health or safety, as defined in this Chapter, the city may require the applicant to apply for a use permit.

An application for an Electric Vehicle Charging Station Permit may only be denied if the Building Official finds that (i) the proposed installation would have a specific, adverse impact upon the public health or safety, and (ii) there is no feasible method to satisfactorily mitigate or avoid the specific, adverse impact. These findings must be made in writing, must include the basis for the rejection of potential feasible alternatives of preventing the adverse impact, and must be based upon substantial evidence in the record.

The decision of the Building Official is appealable to the Planning Commission.

California Environmental Quality Act (CEQA)
This Ordinance is not subject to the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 15061(b)(3) since there is no possibility the activity in question may have a significant effect on the environment. Furthermore, the Ordinance is categorically exempt pursuant to CEQA Guidelines Sections 15301 (Class 1 – Existing Facilities), 15303 (Class 3 – New Construction or Conversion of Small Structures), and 15304 (Class 4 – Minor Alterations to Land). Each exemption stands as a separate and independent basis for determining that the ordinance is exempt from CEQA. There are no unusual circumstances under CEQA Guidelines Section 15300.2(c).

Fiscal Impact
Approval of this request will not have a negative fiscal impact on the City.

Attachments
Ordinance No. 2026-
Plug-In Electric Vehicle Infrastructure Permitting Checklist ORDINANCE NO. 2026-___

AN ORDINANCE OF THE CITY OF DELANO, CALIFORNIA, ADDING
CHAPTER 14.31 (EXPEDITED AND STREAMLINED PERMITTING

PROCESS FOR ELECTRICAL VEHICLE CHARGING STATIONS) TO

THE DELANO MUNICIPAL CODE, AND FINDING THE SAME TO BE

EXEMPT FROM REVIEW UNDER THE CALIFORNIA ENVIRONMENTAL

QUALITY ACT
WHEREAS, the State of California and the City of Delano have consistently promoted and encouraged the use of fuel-efficient and electric vehicles; WHEREAS, the AB 1236 requires local agencies to adopt an ordinance that creates an expedited and streamlined permitting process for electric vehicle charging systems; and
WHEREAS, creation of an expedited, streamlined permitting process for electric vehicle charging stations would facilitate convenient charging of electric vehicles and help reduce the City’s reliance on environmentally damaging fossil fuels.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DELANO DOES ORDAIN AS FOLLOWS:

SECTION 1: Environmental Review. The City Council finds that this Ordinance is not subject to the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 15061(b)(3) since there is no possibility the activity in question may have a significant effect on the environment. Furthermore, the Ordinance is categorically exempt pursuant to CEQA Guidelines Sections 15301 (Class 1 – Existing Facilities), 15303 (Class 3 – New Construction or Conversion of Small Structures), and 15304 (Class 4 – Minor Alterations to Land). Each exemption stands as a separate and independent basis for determining that the ordinance is exempt from CEQA. The City Council further finds that there are no unusual circumstances under CEQA Guidelines Section 15300.2(c).

SECTION 2. Action. Chapter 14.31 is hereby added to the Delano Municipal Code to read as set forth in Exhibit A, attached hereto and incorporated herein by this reference.

SECTION 3. Severability. If any section, subsection, sentence, clause, phrase or word of this Ordinance is for any reason held to be invalid by a court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed and adopted this Ordinance and each and all provisions thereof, irrespective of the fact that any one or more of said provisions may be declared invalid.
2 SECTION 4. Certification and Publication. The City Clerk is directed to certify the passage and adoption of this Ordinance, cause it to be entered into the City of Delano’s book of original ordinances, make a note of the passage and adoption in the records of this meeting, and, within 15 days after the passage and adoption of this Ordinance, cause it to be published or posted in accordance with state law.

SECTION 5. Effective Date. This Ordinance will become effective 30 days after its adoption.

PASSED, APPROVED, AND ADOPTED this _____ day of ______________ 2026.
______________________________
Salvador Solorio-Ruiz, Mayor
ATTEST:
________________________________
Ricardo Chavez, City Clerk
APPROVED AS TO FORM:
________________________________
Mark D. Hensley, City Attorney
3 EXHIBIT A
Title 14 - BUILDINGS AND CONSTRUCTION
Chapter 14.31 EXPEDITED AND STREAMLINED PERMITTING PROCESS FOR ELECTRICAL VEHICLE CHARGING

STATIONS