HomeMy WebLinkAboutDoc 540 - Coop Agrmt - DOJ - Safe HavensDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
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AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of September 30 2013
Please see directions for completing this document on the next page.
DATE: September 20,2013
FROM: Sarah Peterson ELD/DCHS (541) 233-7461
TITLE OF AGENDA ITEM:
Consideration of Erik Kropp's signature Cooperative Agreement and Special Conditions for Department
of Justice, Office of Violence Against Women, Safe Havens: Supervised Visitation and Exchange
Program Grant Award Number 2013-FL-AXKOI9, Document # 2013-540
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
Since September 2005, the County has applied for and received $1,124,771 from the Department of
Justice, Office of Violence Against Women, Safe Havens: Supervised Visitation and Safe Exchange
Program Grant. This award brings the total to $1,474,742.
The grant funds Mary's Place, a supervised visitation and safe exchange program in the Mike Maier
County Services Building. Mary's Place provides a safe, secure site for visitation and exchanges of
children between custodial and non-custodial parents with a history of domestic violence, sexual
assault, child abuse or stalking. Planning for Mary's Place began in 2003 and Mary's Place opened its
doors in January 2006. The primary goal of this program is to keep victims of domestic and dating
violence, sexual assault and stalking and their children safe and to hold batterers accountable.
The grant will fund 1) .05 FTE County project coordination and .025 County financial management; 2)
.0007 Saving Grace executive director and .13 FTE Mary's Place program manager to direct
project/supervise operations; 3) 2.23 FTE Mary's Place facilitators, including a bi-lingual (Spanish)
facilitator to provider supervised visits and exchanges for around 40 families per month and 4) .17 FTE
Mary's Place advocate to be present at intake to establish connections and provide follow-up services.
The Deschutes County Health Services Early Learning Division (ELD)served as the applicant on
behalf of the Board of County Commissioners. ELD will subcontract with Saving Grace-Imagine Life
Without Violence to provide services
FISCAL IMPLICATIONS:
The 2013-14 Deschutes County Health Services, Early Learning Division proposed budget does not
include this funding. The maximum amount for all funding under this agreement is $349,971.
RECOMMENDATION & ACTION REOUESTED:
Approval Cooperative Agreement and Special Condition and authorize Erik Kropp to sign documents.
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ATTENDANCE: Sarah Peterson
DISTRIBUTION OF DOCUMENTS:
Return the original documents to Sarah Peterson, Deschutes County Health Services Early Learning
Division, 1130 NW Harriman, Suite A, Bend, OR 97701
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Department: IHealth Services Earlyq
Contractor/Supplier/Consultant Name: IDepartment of Justice, Office on Violence]
!Against Womenl
Contractor Contact: IMichelle Dodge! Contractor Phone #:
1734~
Type of Document: Department of Justice, Office on Violence Against Women, Safe
Havens: Supervised Visitation and Safe Exchange Grant Program award in the amount
of $349,971 for the period October 1,2013 to September 30,2016. The Authorized
Grantee Official (Erik Krop) must sign and date the Award Document (Box 19 and 19b)
and and initial the bottom right comer of each page of the Special Conditions.
Goods and/or Services: This award will fund $27,412 for Health Services project and
fiscal management and mandated travel/training and $322,559 for Saving Grace
Imagine Life Without Violence to operate Mary's Place.
Background & History: Since September 2005, the County has applied for and
received $1,124,771 from the Department of Justice, Office of Violence Against
Women, Safe Havens: Supervised Visitation and Safe Exchange Program Grant. This
award brings the total to $1,474,742.
The grant funds Mary's Place, a supervised visitation and safe exchange program in the
Mike Maier County Services Building. Mary's Place provides a safe, secure site for
visitation and exchanges of children between custodial and non-custodial parents with a
history of domestic violence, sexual assault, child abuse or stalking. Planning for Mary's
Place began in 2003 and Mary's Place opened its doors in January 2006. The primary
goal of this program is to keep victims of domestic and dating violence, sexual assault
and stalking and their children safe and to hold batterers accountable.
The grant will fund 1) .05 FTE County project coordination and .025 County financial
management; 2) .0007 Saving Grace executive director and .13 FTE Mary's Place
program manager to direct project/supervise operations; 3) 2.23 FTE Mary's Place
facilitators, including a bi-lingual (Spanish) facilitator to provider supervised visits and
exchanges for around 40 families per month and 4) .17 FTE Mary's Place advocate to
be present at intake to establish connections and provide follow-up services.
The Deschutes County Health Services Early Learning Division (ELD) served as the
applicant on behalf of the Board of County Commissioners. ELD will subcontract with
Saving Grace-Imagine Life Without Violence to provide services
9/24/2013
Agreement Starting Date: IOctober 1, 201~ Ending Date: \Septemberl
130,201ij
Annual Value or Total Payment: 1$349,9711
D Insurance Certificate Received (check box)
Insurance Expiration Date: INIAl
Check all that apply:
D RFP, Solicitation or Bid Process
D Informal quotes «$150K)
C8J Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: (Included in current budget? [g] Yes D No
If No, has budget amendment been submitted? DYes D No
Is this a Grant Agreement providing revenue to the County? [g] Yes D No
Special conditions attached to this grant: Yes
Deadlines for reporting to the grantor: Semi-Annual January 2014, July 2014, January
2015, July 2015, January 2016, Close-out December 2016
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant-funded position so that this will be noted in the offer letter: DYes D No
Contact information for the person responsible for grant compliance:
Name: Hilla Saraceno
Phone #: 541 317-3178
Departmental Contact and Title: Scott Johnson Phone #: (541)
322-7502
Department Director Approval: ------=:=r=::-.J..\-lo'-----
Date
Distribution of Document: Please return a originals to Sarah Peterson at ELD,
1130 NW Harriman, Ste. A, Bend OR 97701.
Official Review:
County Signature Required (check one): 0 BOCC Department Director (if <$25K)
9/24/2013
o Administrator (if >$25K but <$150K; if >$150K, soee Order No. _____,)
Legal Review ~4. r.tc4P Date '1-2 7 - , ,
Document Number 2013-540
9/24/2013
Department of Justice
Office on Violence Against Women
September 17,2013 Washington , D.C. 20531
Mr. Erik Kropp
Deschutes County
1130 NW Harriman Street
Bend, OR 9770 I
Dear Mr. Kropp :
On behalf of Attorney General Eric Holder, it is my pleasure to inform you that the Office on Violence Against Women has
approved your application for funding under the Safe Havens: Supervise d Visitation and Safe Exchange Grant Program in the
amount of $349,971 for Deschutes County. This award provides the opportunity for recipients to develop and strengthen
effective responses to violence against women. This cooperative agreement supports supervised visitation and safe exchange
options for families with a history of domestic violence, dating violence , sexual assault, child abuse and stalking,
Enclosed you will find the award package. This award is subject to all administrative and financial requirements, including the
timely submission of all financial and programmatic reports, resolution of all interim audit findings , and the maintenance of a
minimum level of cash-on -hand . Should you not adhere to these requirements, you will be in violation of the terms of this
agreement and the award will be subject to termination for cause or other administrati ve action as appropriate.
(fyou have questions regarding this award, please contact Michelle Dodge at (202) 353-7345 . For financial grants
management questions, contact the OVW Grants Financial Management Division at (202) 514-8556, or bye-mail at
ovw.gfind@ usdoj .gov . For payment questions, contact the Office of the Chief Financial Officer, Customer Service Center
(CSC) at (800) 458-0786, or by email at ask.ocfo@usdoj .gov.
Congratulations, and we look forward to working with you.
Sincerely,
Bea Hanson
Acting Director
Enclosures
LU
Document No. 2013-540
Department of Justice
Office of Justice Programs
Office for Civil Rights
Washington. D.C 20531
September 17, 2013
Mr. Erik Kropp
Deschutes County
1130 NW Harriman Street
Bend, OR 9770 I
Dear Mr. Kropp:
Congratulations on your recent award. In establishing financial assistance programs, Congress linked the receipt of Federal funding to
compliance with Federal civil rights laws. The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department ofJustice
is responsible for ensuring that recipients of financial aid from OJP, its component offices and bureaus, the Office on Violence Against
Women (OVW), and the Office of Community Oriented Policing Services (COPS) comply with applicable Federal civil rights statutes and
regulations. We at OCR are available to help you and your organization meet the civil rights requirements that come with Justice
Department funding.
Ensuring Access to FederaUy Assisted Programs
As you know, Federal laws prohibit recipients of financial assistance from discriminating on the basis ofrace, color, national origin,
religion, sex, or disability in funded programs or activ ities, not only in respect to employment practices but also in the delivery of services or
benefits. Federal law also prohibits funded programs or activities from discriminating on the basis of age in the delivery of services or
benefits.
Providing Services to Limited EngHsh Proficiency (LEP) Individuals
In accordance with Department of Justice Guidance pertaining to Title VI of the Civil Rights Act of 1964, 42 U.S.c. § 2000d, recipients of
Federal financial assistance must take reasonable steps to provide meaningful access to their programs and activities for persons with limited
English proficiency (LEP). For more information on the civil rights responsibilities that recipients have in providing language services to
LEP individuals, please see the website at http://www.1ep.gov.
Ensuring Equal Treatment for Faith-Based Organizations
The Department of Justice bas published a regulation specifically pertaining to the funding of faith-based organizations. In general, the
regulation, Participation in Justice Department Programs by Religious Organizations; Providing for Equal Treatment of all Justice
Department Program Participants, and known as the Equal Treatment Regulation 28 C.F.R. part 38, requires State Administering Agencies
to treat these organizations the same as any other applicant or recipient. The regulation prohibits State Administering Agencies from making
award or grant administration decisions on the basis of an organization's religious character or affiliation, religious name, or the religious
composition of its board of directors.
The regulation also prohibits faith-based organizations from using financial assistance from the Department ofJustice to fund inherently
religious activities. While faith-based organizations can engage in non-funded inherently religious activities, they must be held separately
from the Department ofJustice funded program, and customers or beneficiaries cannot be compelled to participate in them. The Equal
Treatment Regulation also makes clear that organizations participating in programs funded by the Department of Justice are not permitted to
discriminate in the provision of services on the basis of a beneficiary's religion. For more information on the regulation, please see OCR's
website at http://www.ojp.usdoj.gov/ocr/etfbo.htm.
State Administering Agencies and faith-based organizations should also note that the Safe Streets Act, as amended; the Victims of Crime
Act, as amended; and the Juvenile Justice and Delinquency Prevention Act, as amended, contain prohibitions against discrimination on the
basis of religion in employment. Despite these nondiscrimination provisions, the Justice Department has concluded that the Religious
Freedom Restoration Act (RFRA) is reasonably construed, on a case-by-case basis, to require that its funding agencies permit faith-based
organizations applying for funding under the applicable program statutes both to receive DOJ funds and to continue considering religion
when hiring staff, even if the statute that authorizes the funding program generally forbids considering of religion in employment decisions
by grantees.
Questions about the regulation or the application of RFRA to the statutes that prohibit discrimination in employment may be directed to this
Office.
Document No. 2013-540
Enforcing Civil Rights Laws
All recipients of Federal financial assistance, regardless of the particular funding source, the amount of the grant award, or the number of
employees in the workforce, are subject to the prohibitions against unlawful discrimination. Accordingly, OCR investigates recipients that
are the subject of discrimination complaints from both individuals and groups. In addition, based on regulatory criteria, OCR selects a
number of recipients each year for compliance reviews, audits that require recipients to submit data showing that they are providing services
equitably to all segments of their service population and that their employment practices meet equal employment opportunity standards.
Complying with the Safe Streets Act or Program Requirements
In addition to these general prohibitions, an organization which is a recipient of financial assistance subject to the nondiscrimination
provisions of the Omnibus Crime Control and Safe Streets Act (Safe Streets Act) of 1968, 42 V.S.c. § 3789d(c), or other Federal grant
program requirements, must meet two additional requirements:{I) complying with Federal regulations pertaining to the development of an
Equal Employment Opportunity Plan (EEOP), 28 C.F.R. § 42.301-.308, and (2) submitting to OCR Findings of Discrimination (see 28
C.F.R. §§ 42.205(5) or 31.202(5».
1) Meeting the EEOP Requirement
In accordance with Federal regulations, Assurance No.6 in the Standard Assurances, COPS Assurance No. 8.B, or certain Federal grant
program requirements, your organization must comply with the following EEOP reporting requirements:
If your organization has received an award for $500,000 or more and has 50 or more employees (counting both full-and part-time
employees but excluding political appointees), then it has to prepare an EEOP and submit it to OCR for review within 60 days from the
date or this letter. For assistance in developing an EEOP, please consult OCR's website at http;lIwww.ojp.usdoj.gov/ocr/eeop.htrn. You
may also request technical assistance from an EEOP specialist at OCR by dialing (202) 616-3208.
If your organization received an award between $25,000 and $500,000 and has 50 or more employees, your organization still has to prepare
an EEOP, but it does not have to submit the EEOP to OCR for review. Instead, your organization has to maintain the EEOP on file and
make it available for review on request. In addition, your organization has to complete Section B of the Certification Form and return it to
OCR. The Certification Form can be found at http://www.ojp.usdoj.gov/ocr/eeop.htrn.
If your organization received an award for less than $25,000; or ifyour organization has less than 50 employees, regardless of the amount of
the award; or if your organization is a medical institution, educational institution, nonprofit organization or Indian tribe, then your
organization is exempt from the EEOP requirement. However, your organization must complete Section A of the Certification Form and
retum it to OCR. The Certification Form can be found at http://www.ojp.usdoj.gov/ocr/eeop.htm.
2) Submitting Findings or Discrimination
In the event a Federal or State court or Federal or State administrative agency makes an adverse finding of discrimination against your
organization after a due process hearing, on the ground of race, color, religion, national origin, or sex, your organization must submit a copy
of the finding to OCR for review.
Ensuring the Compliance of Subrecipients
If your organization makes subawards to other agencies, you are responsible for assuring that sub recipients also comply with all of the
applicable Federal civil rights laws, including the requirements pertaining to developing and submitting an EEOP, reporting Findings of
Discrimination, and providing language services to LEP persons. State agencies that make subawards must have in place standard grant
assurances and review procedures to demonstrate that they are effectively monitoring the civil rigbts compliance of subrecipients.
If we can assist you in any way in fulfilling your civil rigbts responsibilities as a recipient of Federal funding, please call OCR at (202) 307
0690 or visit our website at http://www.ojp.usdoj.gov/ocr/.
Sincerely,
Michael L. Alston
Director
cc: Grant Manager
Financial Analyst
Document No. 2013-540
___ ___ ___
Department of Justice
Office on Violence Against Women
PAGE I OF 10
Cooperative Agreement
NAME AND ADDRESS (Including Zip Code) 201 3-FL-AX-KOI 9
$ 349,971
12. SPECIAL CONDITIONS
TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FOR THON THE
Supervised Visitation)
15. METHOD OF PAYMENT
GPRS
16. TYPED NAME AND TITLE OF APPROVING OFFICIAL 18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL
Erik Kropp
Deschutes Deputy County Administrator
BeaHanson
Acting Director
17. SIGNATURE OF APPROVING OFFICIAL ! 19. SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL 19A. DATE
20. ACCOUNTtNG CLASSIF!CA TlON CODES
FISCAL YFUNDC BUD.A OFC. DlV.RE SUB.
EAR ODE CT. G.
POMS
21. FLCWI3DOI7
AMOUNT
x A FL 29 00 00 349971
'--~~~__~~~_... .~... ....._. .... ~~~_.... ~__~_.....~____.~~~~~__~~~~--1
OlP FORM 4000/2 (REV. 5-87) PREVIOUS EDITIONS ARE OBSOLETE.
OIP FORM 4000/2 (REV. 4-88)
Document No. 2013-540
Department of Justice
Office on Violence Against Women
AWARD
CONTINUA TIONSHEET PAGE 2 Of 10
Cooperative Agreement
PROJECT NUMBER 20!3-fL-AX-KOI9 AWARD DATE 0911712013
SPECiAL CONDITIONS
I. The recipient agrees to comply with the financial and administrative requirements set forth in the current edition of the
Office on Violence Against Women (OVW) Financial Grants Management Guide.
2. The recipient acknowledges that failure to submit an acceptable Equal Employment Opportunity Plan (if recipient is
required to submit one pursuant to 28 C.F.R. Section 42.302), that is approved by the Office for Civil Rights, is a
violation of its Certified Assurances and may result in suspension or termination of funding, until such time as the
recipient is in compliance.
3. The recipient agrees to comply with the organizational audit requirements ofOMB Circular A-133, Audit of States,
Local Governments, and Non-Profit Organizations, and further understands and agrees that funds may be withheld, or
other related requirements may be imposed, if outstanding audit issues (if any) from OMB Circular A-133 audits (and
any other audits of OOJ grant funds) are not satisfactorily and promptly addressed as further described in the current
edition ofthe OVW Financial Grants Management Guide.
4. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of the
enactment, repeal, modification or adoption ofany law, regulation or policy, at any level of government without the
express prior written approval of OVW, in order to avoid violation of 18 USC § 1913. The recipient may, however, use
federal funds to collaborate with and provide information to Federal, State, local, tribal and territorial public officials
and agencies to develop and implement policies to reduce or eliminate domestic violence, dating violence, sexual
assault, and stalking (as those terms are defined in 42 USC I 3925(a» when such collaboration and provision of
information is consistent with the activities otherwise authorized under this grant program.
5. The recipient must promptly refer to the OOJ OIG any credible evidence that a principal, employee, agent, contractor,
subgrantee, subcontractor, or other person has either I) submitted a false claim for grant funds under the False Claims
Act; or 2) committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or
similar misconduct involving grant funds. This condition also applies to any subrecipients. Potential fraud, waste,
abuse, or misconduct should be reported to the OIG by
mail:
Office of the Inspector General
U.S. Department of Justice
Investigations Division
950 Pennsylvania Avenue, N.W.
Room 4706
Washington, DC 20530
e-mail: oig.hotline@usdoj.gov
hotline: (contact information in English and Spanish): (800) 869-4499
or hotline fax: (202) 616-9881
Additional information is available from the OOJ OIG website at www.usdoj.gov/oig.
6. Recipient understands and agrees that it cannot use any federal funds, either directly or indirectly, in support of any
contract or subaward to either the Association of Community Organizations for Reform Now (ACORN) or its
subsidiaries, without the express prior written approval ofOVW.
OJP FORM 400012 (REV. 4-88)
Document No. 2013-540
Department of Justice
Office on Violence Against Women
AWARD
CONTINUA TIONSHEET PAGE 3 OF 10
Cooperative Agreement
PROJECT NUMBER 20 I 3-FL-AX-KOI9 AWARD DATE 0911712013
SPECIAL CONDITIONS
7. The recipient agrees to comply with any additional requirements that may be imposed during the grant perfonnance
period if the agency detennines that the recipient is a high-risk grantee. Cf. 28 C.F.R. parts 66, 70.
8. The recipient agrees to comply with applicable requirements regarding registration with the System for Award
Management (SAM) (or with a successor government-wide system officially designated by OMB and OVW). The
recipient also agrees to comply with applicable restrictions on subawards to first-tier subrecipients that do not acquire
and provide a Data Universal Numbering System (DUNS) number. The details of recipient obligations are posted on
the Office on Violence Against Women web site at http://www.ovw.usdoj.gov/docslsarn-award-tenn.pdf(Award
coodition: Registration with the System for Award Management (SAM) and Universal Identifier Requirements), and
are incorporated by reference here. This special condition does not apply to an award to an individual who received the
award as a natural person (i.e., unrelated to any business or non-profit organization that he or she may own or operate
in his or her name).
9. Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving," 74 Fed. Reg.
51225 (October I, 2009), the Department encourages recipients and sub recipients to adopt and enforce policies
banning employees from text messaging while driving any vehicle during the course of perfonning work funded by this
grant, and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease
crashes caused by distracted drivers.
10. The recipient understands and agrees that any training or training materials developed or delivered with funding
provided under this award must adhere to the OVW Training Guiding Principles for Grantees and Subgrantees,
available at http://www.ovw.usdoj.gov/grantees.htrnl.
II. The recipient understands and agrees that award funds may not be used to discriminate against or denigrate the
religious or moral beliefs of students who participate in programs for which financial assistance is provided from those
funds, or of the parents or legal guardians of such students.
12. The recipient understands and agrees that -(a) No award funds may be used to maintain or establish a computer
network unless such network blocks the viewing, downloading, and exchanging of pornography, and (b) Nothing in
subsection (a) limits the use of funds necessary for any Federal, State, tribal, or local law enforcement agency or any
other entity carrying out criminal investigations, prosecution, or adjudication activities.
13. The recipient agrees to comply with all applicable laws, regulations, policies, and guidance (including specific cost
limits, prior approval and reporting requirements, where applicable) governing tne use of federal funds for expenses
related to conferences (which is defined to include meetings, retreats, seminars, symposiums, trainings, and other
events), including the provision of food and! or beverages at such events, and costs of attendance at such events.
Infonnation on pertinent laws, regulations, policies, and guidance is available at
http://www.ovw.usdoj.gov/grantees.htrnl.
14. The grantee agrees to comply with all relevant statutory and regulatory requirements which may include, among other
relevant authorities, the Violence Against Women Act of 1994, P.L. 103-322, the Violence Against Women Act of
2000, P.L. 106-386, the Omnibus Crime Control and Safe Streets Act of 1968, 42 U.S.C 3711 et seq., the Violence
Against Women and Department of Justice Reauthorization Act of2005, P.L. 109-162, and OVW's implementing
regulations at 28 CFR Part 90.
15. The grantee must be in compliance with specifications outlined in the solicitation under which the approved application
was submitted. The program solicitation is hereby incorporated by reference into this award.
OJP FORM 400012 (REV. 4-88)
Document No. 2013-540
Department ofJustice
Office on Violence Against Women AWARD
CONTINUA TIONSHEET
Cooperative Agreement
PAGE 4 Of 10
PROJECT NUMBER 2013-fL-AX-KOI9 AWARD DATE 09/17/2013
SPECIAL CONDITIONS
16. The recipient understands and agrees that misuse of award funds may result in a range of penalties, including
suspension of current and future funds, suspension or debarment from federal grants, recoupment of monies provided
under an award, and civil and/or criminal penalties.
17. The recipient understands and agrees that grant funds may be frozen if the recipient does not respond in a timely
fashion to requests to address OIG audit findings and financial or programmatic monitoring findings.
18. Grant funds may be used only for the purposes in the recipient's approved application. The recipient shall not
undertake any work or activities that are not described in the grant application, and that use staff, equipment, or other
goods or services paid for with OVW grant funds, without prior written approval from OVW.
19. The Director ofOVW, upon a finding that there has been substantial failure by the recipient to comply with applicable
laws, regulations, and/or the terms and conditions of the award or relevant solicitation, will terminate or suspend until
the Director is satisfied tbat there is no longer such failure, all or part of the award, in accordance with the provisions of
28 CFR Part 18. as applicable mutatis mutandis.
20. The grantee agrees that if they receive any funding that is duplicative of funding received under this grant, they will
notify their OVW grant manager as soon as possible and a Grant Adjustment Notice (GAN) will be issued changing the
budget to eliminate the duplication, and the grantee agrees and understands that any duplicative funding will be
deobligated from its award and returned to OVW.
21. The grantee agrees to submit semiannual progress reports that describe project activities during the reporting period.
Progress reports must be submitted within 30 days after the end of the reporting periods, which are January I -June 30
and July I -December 31 for the duration of the award. Future awards may be withheld if progress reports are
delinquent. Grantees are required to submit this information online, through the Grants Management System (GMS), on
the semi-annual progress report for the relevant OVW grant programs.
22. Under the Government Performance and Results Act (GPRA) and VA WA 2000, grantees are required to collect and
maintain data that measure the effectiveness of their grant-funded activities. Accordingly, the grantee agrees to submit
semi-annual electronic progress reports on program activities and program effi:ctiveness measures. Information that
grantees must collect under GPRA and V A W A 2000 includes, but is not limited to: I) number of persons served; 2)
number of persons seeking services who could not be served; 3) number of supervised visitation and exchange centers
supported by the program; 4) number of supervised visits between parents and children; and 5) number of supervised
exchanges between parents and children.
23. A final report, which provides a summary of progress toward achieving the goals and objectives of the award,
significant results, and any products developed under the award, is due 90 days after the end of the award. The Final
Progress Report should be submitted to the Office on Violence Against Women through the Grants Management
System with the Report Type indicated as "Final".
24. The recipient agrees that it will submit quarterly financial status reports to OVW on-line (at
https:llgrants.ojp.usdoj.gov) using the SF 425 Federal Financial Report form (available for viewing at
www.whitehouse.gov/omb/grantsistandard_formslffJeport.pdf), not later than 30 days after the end ofeach calendar
quarter. The final report shall be submitted not later than 90 days following the end of the award period.
OJP FORM 400012 (REV. 4-88)
Document No. 2013-540
Department of Justice
Office on Violence Against Women AWARD
CONTINUA TIONSHEET
Cooperative Agreement
PAGE 5 OF 10
PROJECT NUMBER 2013-FL-AX-KOI9 AWARD DATE 09/17/2013
SPEGAL CONDITIONS
25. Funds allocated for OVW-sponsored technical assistance may not be used for any other purpose without prior approval
by OVW. To request approval, grantees must submit a Program Office Approval Grant Adjustment Notice (GAN) via
tbe Grants Management System (GMS). The grantee must include a copy of the event's brochure, curriculum and/or
agenda, a description of the hosts or trainers, and an estimated breakdown of costs should be attached to the GAN. The
GAN request must be submitted to 0 VW at least 20 days prior to registering for the event. Approval to attend non
OVW sponsored events will be considered on a case-by-case basis. This prior approval process also applies to
requests for the use ofOVW-designated technical assistance funds to pay an outside consultant or contractor to
develop training.
26. First-time grantees must agree to send key staff members to the OVW grantee orientation seminar. Additionally, if
there is a change in the project director/coordinator during the grant period, the grantee agrees, at the earliest
opportunity, to send the new project director/coordinator, regardless of prior experience with this or any other federal
award, to an OVW grantee orientation seminar.
27. Approval of this award does not indicate approval of any consultant rate in excess of $650 per day or $81.25 per hour.
A detailed justification must be submitted to and approved by the Office on Violence Against Women prior to
obligation or expenditure of such funds. Although prior approval is not required for consultant rates below these
specified amounts, grantees are required to maintain documentation to support all daily or hourly rates.
28. The recipient agrees to submit one copy ofall required reports and any other written materials or products that are
funded under this project not less than twenty (20) days prior to public release for OVW review and approval. Prior
review and approval of all such material is required if project funds are to be used to publish or distribute any written
material developed under this award.
29. All materials and publications (written, visual, or sound) resulting from award activities shall contain the following
statements: "This project was supported by Grant No. awarded by the Office on Violence
Against Women, U.S. Department of Justice. The opinions, findings, conclusions, and recommendations expressed in
this publication/program/exhibition are those of the author(s) and do not necessarily reflect the views of the Department
of Justice, Office on Violence Against Women.
30. The grantee agrees to comply with the applicable requirements of28 C.F.R. Part 38, the Department of Justice
regulation goveming "Equal Treatment for Faith Based Organizations" (the "Equal Treatment Regulation"). The Equal
Treatment Regulation provides in part that Department of Justice grant awards of direct funding may not be used to
fund any inherently religious activities, such as worship, religious instruction, or proselytization. Recipients ofdirect
grants may still engage in inherently religious activities, but such activities must be separate in time or place from the
Department of Justice funded program, and participation in such activities by individuals receiving services from the
grantee or a sub-grantee must be voluntary. The Equal Treatment Regulation also makes clear that organizations
participating in programs directly funded by the Department of Justice are not permitted to discriminate in the provision
of services on the basis of a beneficiary's religion.
31. The grantee agrees that grant funds will not support activities that compromise victim safety and recovery, such as:
procedures or policies that exclude victims from receiving safe shelter, advocacy services, counseling, and other
assistance based on their actual or percei ved sex, age, immigration status, race, religion, sexual orientation, gender
identity, mental health condition, physical health condition, criminal record, work in the sex industry, or the age and/or
sex of their children; pre-trial diversion programs not approved by OVW or the placement ofoffenders in such
programs; mediation, couples counseling, family counseling or any other manner ofjoint victim-offender counseling;
mandatory counseling for victims, penalizing victims who refuse to testify, or promoting procedures that would require
victims to seek legal sanctions against their abusers (e.g., seek a protection order, file formal complaint); the placement
of perpetrators in anger management programs; or any other activities outlined in the solicitation under which the
approved application was submitted.
OJP FORM 400012 (REV. 4-88)
Document No. 2013-540
Department ofJustice
Office on Violence Against Women AWARD
CONTINUA TIONSHEET
Cooperative Agreement
PAGE 6 OF 10
PROJECT NUMBER 20 I3-FL-AX-KOI 9 AWARD DATE 09/1712013
SPECIAL CONDITIONS
32. The grantee agrees to submit for OVW review and approval any anticipated addition of, removal of, or change in
collaborating partner agencies or individuals who are signatories of the Memorandum of Understanding, and if
applicable, the Internal Memorandum of Agreement.
33. Pursuant to 28 CFR §66.34, the Office on Violence Against Women reserves a royalty-free, nonexclusive, and
irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, in whole or in part (including
in the creation ofderivative works), for Federal Government purposes:
(a) any work that is subject to copyright and was developed under this award, subaward, contract or subcontract
pursuant to this award; and
(b) any work that is subject to copyright for which ownership was purchased by a recipient, subrecipient or a contractor
with support under this award.
[n addition, the recipient (or subrecipient, contractor or subcontractor) must obtain advance written approval from the
Office on Violence Against Women program manager assigned to this award, and must comply with all conditions
specified by the program manager in connection with that approval before: I) using award funds to purchase ownership
of, or a license to use, a copyrighted work; or 2) incorporating any copyrighted work, or portion thereof, into a new
work developed under this award.
It is the responsibility of the recipient (and ofeach subrecipient, contractor or subcontractor as applicable) to ensure
that this condition is included in any subaward, contract or subcontract under this award.
34. The recipient agrees to comply with applicable requirements to report first-tier subawards 0[$25,000 or more and, in
certain circumstances, to report the names and total compensation of the five most highly compensated executives of
the recipient and first-tier subrecipients of award funds. Such data will be submitted to the FFATA Subaward
Reporting System (FSRS). The details ofrecipient obligations, which derive from the Federal Funding Accountability
and Transparency Act of 2006 (FFATA), are posted on the Office on Violence Against Women web site at:
http://www.ovw.usdoj.gov/docslffata-award-terrn.pdf(Award condition: Reporting Subawards and Executive
Compensation). and are incorporated by reference here. This condition, and its reporting requirement, does not apply to
grant awards made to an individual who received the award as a natural person (i.e., unrelated to any business or non
profit organization that he or she may own and/or operate in his or her name).
35. The cost allowed for logistical conference planning (this is applicable regardless of whether the recipient is planning
in-house or is contracting with an outside conference planner) is limited to $50 for each attendee (costs of trainers,
instructors. presenters and facilitators are to be included as attendees when calculating the planning threshold), not to
exceed a cumulative total of $8,750. For example, if the number of attendees at a conference is 100, the cost allowed
for a logistical planner is $5,000 ($50 X 100 attendees). Indirect cost rates must be applied to conference planning
costs in accordance with negotiated agreements and must be included when calculating the planning thresholds. If it is
expected that the conference planning will meet these limitations, no further justification is required. If these
limitations are expected to be exceeded, the recipient must justify the costs in writing and those costs must be approved
by the Office on Violence Against Women hefore the recipient proceeds with the logistical planning.
OlP FOR.,VI 400012 (REV. 4-88)
Document No. 2013-540
Department of Justice
Office on Violence Against Women AWARD
CONTINUATIONSHEET PAGE 7 OF 10
Cooperative Agreement
PROJECT NUMBER 2013-FL-AX-KOI9 AWARD DATE 09117/2013
SPECIAL CONDITIONS
36. The cost allowed for programmatic conference planning (this is applicable regardless of whether the recipient is
planning in-house or is contracting with an outside programmatic conference planner) is limited to $200 for each
attendee (costs of trainers, instructors, presenters and facilitators are to be included as attendees when calculating the
planning threshold) not to exceed a cumulative cost total of $35,000. For example, if the number of attendees at the
conference is 100, the cost allowed for a programmatic planner is $20,000 ($200 X 100 attendees). Indirect cost rates
must be applied to conference planning costs in accordance with negotiated agreements and must be included when
calculating the planning thresholds. If these limitations are met, no further justification or approval is required. If it is
expected that these limitations will be exceeded, the costs must be justified in writing and approved by the Office on
Violence Against Women before the recipient proceeds with the programmatic planning.
37. Recipients must limit the cost of conference space and audio-visual equipment to $25 per day per attendee, not to
exceed a total of $20,000 for the conference. Indirect cost rates must be applied to conference space and audio-visual
equipment costs in accordance with negotiated agreements, and must be included when calculating this threshold. If
these limitations are going to be exceeded the recipient must submit a justification, in writing to the Office on Violence
Against Women for approval before the recipient enters into any contract for the use of conference space and audio
visual equipment.
38. Trinkets (items such as hats, mugs, portfolios, t-shirts, coins, etc., regardless of whether they include the conference
name or logo) must not be purchased with funds made available under this agreement. Basic supplies that are
necessary for use during the conference (e.g., pens, paper, name tags) may be purchased.
39. Funds made available under this agreement may not be used for costs of entertainment, including amusement,
diversion, social activities and any costs directly associated with such costs (such as tickets to shows or sports events,
meals, lodging, rentals, transportation, and gratuities).
40. Subject to OVW prior approval, and under limited circumstances, OVW funds may be used to purchase food and/or
beverages for meals served during a meeting, conference or training and under very specific circumstances, during
refreshment breaks. Refreshment breaks will only be considered where there are unique and extenuating circumstances
and require significant justification. OVW may approve the use of funds to purchase food and/or beverages served at a
working meal if the recipient canjustiry that provision of the meal is necessary to accomplish official business and
enhance the cost effectiveness of the conference. For example, a meal may be pennissible where the conference would
need to be extended if the working meal is not provided.
Furthennore, ifa meal is approved by OVW, the cost of any individual meal, plus taxes and any hotel service costs
(e.g., labor cost for room setup), must not exceed ISO percent of the General Services Administration (GSA) Meals and
Incidental Expenses (M&IE) rate for that meal in that locality per attendee. OVW strongly encourages costs to stay at
or below 100% of the applicable per diem rate for any meal provided, including any service costs. The current GSA
M&IE rate breakdown by meal and by locality can be found at http://www.gsa.gov/portal/contentlI01518.This
restriction does not impact direct payment of per diem amounts to individuals in a travel status under your
organizations travel policy.
41. The recipient must complete and submit the Conference and Events Approval Fonn to OVW for review and approval
prior to entering into any contract (with the exception ofiogistical or programmatic planning contracts) or expending
any funds for any meeting, conference, training, or other event.
42. Within 30 days after the end of any conference, meeting, retreat, seminar, symposium, training activity, or similar event
funded under this award, and the total cost of which exceeds $20,000 in award funds, the recipient must provide the
program manager with a completed Conference and Events Reporting Fonn found at
http://www.ovw.usdoj.gov/receive-grant.html.
OJP FORM 4000/2 (REV. 4-88)
Document No. 2013-540
Department ofJustice
Office on Violence Against Women AWARD
CONTINUATIONSHEET
Cooperative Agreement
PAGE 8 OF 10
PROJECT NUMBER 2013-FL-AX-KOI9 AWARD DATE 09/17/2013
SPECIAL CONDITIONS
43. TERMS OF COOPERATIVE AGREEMENT
The Office on Violence Against Women (OVW) has elected to enter into a Cooperative Agreement with Deschutes
County and its project partners to increase available supervised visitation and safe exchange services for victims of
domestic violence, child abuse, sexual assault, teen dating violence, and stalking. This decision reflects a strong mutual
interest in increasing the safety and well-being of victims and their children during supervised visitations and safe
exchanges. The award recipient acknowledges that OVW will playa substantial role in shaping and monitoring the
project.
STATEMENT OF FEDERAL INVOLVEMENT
The Office on Violence Against Women (OVW) will:
I. Provide the services of a Federal Program Specialist as a single point of contact for the administration of this
cooperative agreement.
2. Monitor program development and implementation, and fulfill an oversight function regarding the project.
3. Review and approve content and format of the materials produced in conjunction with this project.
4. Provide input, re-direct the project as needed, and actively monitor the project by methods including, but not limited
to, ongoing contact with the recipient.
S. Approve sites and dates of all project related activities.
OIP FORM 400012 (REV. 4-88)
Document No. 2013-540
Department of Justice
Office on Violence Against Women AWARD
CONTINUA TIONSHEET
Cooperative Agreement
PAGE 9 OF 10
PROJECT NUMBER 2013-FL-AX-K019 AWARD DATE 09/17i2()13
SPECIAL CONDITIONS
44. TERMS OF COOPERATIVE AGREEMENT
STATEMENT OF RECIPIENT RESPONSIBILITIES
Deschutes County will work collaboratively, in each step of the planning and implementation phases of the project,
with Saving Grace and the State of Oregon Circuit Court of Deschutes County.
The recipient and it~ project partners will:
I. Work closely with OVW in the development and implementation of this project.
2. Ensure that a multi-disciplinary team participates in project development and implementation. The multi
disciplinary team should include representatives from the grantee agency, the state or local court, and the domestic
violence/sexual assault agency. Representatives will participate in the consulting committee, attend meetings and
institutes as designated by OVW, and substantially participate in the planning and implementation of visitation and
exchange services as outlined by the grant program.
3. IdentifY a representative ofthe grantee agency to serve as project coordinator. This representative will substantially
participate in all aspects of the grant project, coordinate development and implementation activities, and attend
meetings and institutes as designated by OVW.
4. Work cooperatively and collaboratively with OVW's technical assistance provider(s) for the Supervised Visitation
Grant Program, throughout the term of this agreement.
5. Participate in all required programmatic and financial grant management training offered by OVW and/or an OVW
designated technical assistance provider. Training may be conducted in person or by webinar, conference call, or web
based tutorial.
6. Participate in all OVW -funded technical assistance opportunities related to the Supervised Visitation Grant Program,
including but not limited to: grantee meetings, on-site technical assistance, and site visits.
7. Ensure that grant funds will be used to support supervised visitation and safe exchange of children by and between
parents in situations involving domestic violence, child abuse, sexual assault, or stalking. The grantee may not use grant
funds to support individual counseling, family counseling, parent education, support groups or therapeutic supervision.
The grantee may not require victims to attend or use parent education or other program services.
8. Ensure that grant funds will not be used to provide offsite or overnight visitation services. Offsite visitation includes,
but is not limited to: any monitored visit between a child and a non-custodial parent that occurs outside the premises of
the visitation center. Overnight visitation includes, but is not limited to; any monitored visit between a child and a non
custodial parent that occurs outside of the normal operating hours of the visitation center.
OJP FORM 400012 (REV. 4-88)
Document No. 2013-540
Department of Justice
Office on Violence Against Women AWARD
CONTINUA TIONSHEET
Cooperative Agreement
PAGE 10 OF 10
PROJECT NUMBER 2013·FL·AX·KOI9 AWARD DATE 0911712013
SPECIAL CONDITIONS
45. TERMS OF COOPERATIVE AGREEMENT
STATEMENT OF RECIPIENT RESPONSIBILITIES (continued)
9. Develop fonnal affiliations with organizations that will be able to provide services and consultation to the programs
in their work with children and parents. Accordingly, grantees must establish a consulting committee that includes
experts in the following fields: child abuse and neglect, mental health, batterer's intervention, law enforcement, child
protection services, and advocacy for victims of domestic violence, dating violence, stalking and sexual assault.
10. Develop and implement adequate security measures, including but not limited to: adequate facilities, procedures,
and personnel capable of preventing violence, for the operation of supervised visitation programs or safe exchange.
Any substantial change or revision to center facilities (including location) and/or policies and protocols must be
submitted to OVW for review and approval.
II. Ensure that no fees associated with supervised visitation and safe exchange are charged to families whose receipt of
services (including parent and child orientations, supervised visits, and monitored exchanges) is funded by this
cooperative agreement.
12. Ensure that the grant project is developed and implemented in a manner that is consistent with the Guiding
Principles ofthe Supervised Visitation Program. The Guiding Principles embody the statutory requirements and
objectives of the Supervised Visitation Program. They are intended to guide practice for OVW grantees. The standards
and practices included within the Guiding Principles are considered to be good practice when addressing the needs of
victims and their children.
13. Agree not to engage in activities which compromise victim safety, including but not limited to: a) Requiring adult
victims to participate in mediation or family counseling; b) providing visitation or exchange services which do not
account for the safety of adult victims; c) requiring a court order in order to access visitation and/or exchange services;
and d) providing custody evaluations or court reports based on subjective information and opinions ofcenter staff and
volunteers.
14. Demonstrate that each visitationiexchange center involved in a multi-jurisdictional project meets the statutory and
minimum requirements of the Supervised Visitation Program. In addition, each center must operate as a separate
fucility for a minimum of 20 hours per week.
15. Obtain approval from OVW before implementing any substantial changes to the project, including but not limited
to adding or removing a core project partner or changing the location where services are provided.
46. The recipient's budget is pending review and approval. The recipient may obligate, expend and draw down funds for
travel related expenses to attend OVW-sponsored technical assistance events up to $10,000. Remaining funds will not
be available for draw down until the Office on Violence Against Women, Grants Financial Management Division has
approved the budget and budget narrative, and a Grant Adjustment Notice has been issued removing this special
condition. Any obligations or expenditures incurred by the recipient prior to the budget being approved are made at the
recipient's own risk.
OIP FORM 400012 (REV. 4·88)
Document No. 2013-540
Department of Justice
Office on Violence Against Women
Washington. D.C. 20531
Memorandum To: Official Grant File
From: Mamie Shiels, Attorney Advisor
Subject: Categorical Exclusion for Deschutes County
The Consolidated and Further Continuing Appropriations Act of 20 13 designated funds for a grant program to
support families in the justice system, to include purposes described in the Safe Havens: Supervised Visitation and
Safe Exchange Program, as authorized by section 1301 of V A W A 2000; and the Courts Training and
Improvements Program, as authorized by section 41002 ofVAWA 1994. In fiscal year 2013, a portion of funds
appropriated for the grant program to support families in the justice system are awarded to state, local, and tribal
governments to provide visitation and safe exchange options that account for domestic violence. Those FY 2013
awards will be administered according to the statutory and programmatic requirements of the previously authorized
Safe Havens: Supervised Visitation and Safe Exchange Grant Program.
None of the following activities will be conducted under the OVW federal action:
1. New construction.
2. Any renovation or remodeling of a property either (a) listed on or eligible for listing on the National Register of
Historic Places or (b) located within a 100-year floodplain.
3. A renovation which will change the basic prior use ofa facility or significantly change its size.
4. Research and technology whose anticipated and future application could be expected to have an effect on the
environment.
S. Implementation of a program involving the use of chemicals. Consequently, the subject federal action meets the
criteria for a categorical exclusion as contained in paragraph 4.(b) of Appendix D to Part 61 of the Code of Federal
Regulations (adopted by OVW at 28 CFR § 0.122(b)).
Document No. 2013-540
Department of Justice
Office on Violence Against Women
This project is supported under 42 U.S.c. 10420 (OVW Supervised Visitation)
I. STAFF CONTACT (Name &; telephone number)
Michelle Dodge
(202) 353-7345
3a. TITLE OF THE PROGRAM
GRANT MANAGER'S MEMORANDUM, PT. I:
PROJECT SUMMARY
Cooperative Agreement
PROJECT NUMBER
2013-FL-AX-K019
PAGE I OF I
2. PROJECT DIRECTOR (Name, address &; telephone number)
Sarah Peterson
Community Project Coordinator
P.O. Box 6005
1300 NW Wan Street, Suite 200
Bend, OR 97708
(541) 322-7461
OVW FY 2013 Safe Havens: Supervised Visitation and Safe Exchange Grant Program
3b. POMS CODE (SEE INSTRUCTIONS
ON REVERSE)
4. TITLE OF PROJECT
Mary's Place
5. NAME &; ADDRESS OF GRANTEE
Deschutes County
1130 NW Harriman Street
Bend, OR 9770 I
7. PROGRAM PERIOD
FROM: 10/0112013
9. AMOUNT OF AWARD
$ 349,971
11. SECOND YEAR'S BUDGET
13. THIRD YEAR'S BUDGET PERIOD
TO: 09/3012016
6. NAME &; ADRESS OF SUBGRANTEE
8. BUDGET PERIOD
FROM: 1010112013
10. DATE OF AWARD
09117/2013
TO: 09/3012016
12. SECOND YEAR'S BUDGET AMOUNT
IS. SUMMARY DESCRIPTION OF PROJECT (See instruction on reverse)
The Consolidated and Further Continuing Appropriations Act of 20 13 designated funds for a grant program to s\lpport families in the justice system, to include
purposes described in the Safe Havens: Supervised Visitation and Safe Exchange Program, as authorized by section 1301 of V A WA 2000; and the Courts Tl'lIining
and Improvements Program, as authoriZed by section 41002 ofVAWA 1994. In fiscal year 2013, a portion of funds appropriated for the grant program to support
families in the justice system are awarded to state, local, and tribal governments to provide visitation and safe exchange options that aceount for domestic violence.
Those FY 2013 awards will be administered according to the statutory and programmatic requirements of the previously authorized Safe Havens: Supervised
Visitation and Safe Exchange Grant Program.
Deschutes County Children &; Families Commission and its collabol'lltive partners, Saving Grace and the State of Oregon Circuit Court of Deschutes County will
use this 36-month award to strengthen and enhance existing services at Mary's Place in central Oregon. Funding from this FY 2013 cooperative agreement will
l
OJP FORM 400012 (REV. 4-88)
Document No. 2013-540
enable the collaborative to continue current center operations and fund salaries and benefits for center staff. Deschutes County will serve as the fiscal and
implementing agency for this project.
CAJNCF