HomeMy WebLinkAboutDrug Free Commun Support Program GrantDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of September 24, 2008
Please see directions for completing this document on the next page.
DATE: September 15, 2008
FROM: Debi Harr Commission on Children & Families 330-4692
TITLE OF AGENDA ITEM:
Consideration of Board authorization for staff execution of Document # 2008-514 Notice of Award of
the Drug Free Communities Support Program grant for $100,000 from the Department of Health and
Human Services - Substance Abuse and Mental Health Services Administration (SAMHSA).
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The Drug Free Communities Support Program aims to build on a long-time strength of the county
(collaborative, community-based problem -solving) to focus on a persistent problem (alcohol and other
drug abuse among youth and contributing factors). This project will:
1) develop research -based prevention strategies (to facilitate and strengthen protective factors) through
building capacity of action teams in the county's three rural communities and
2) assess, plan and implement action plans to achieve the project goal of reducing adolescent substance
abuse. It's the long term goal of each rural community team to develop a sustainability plan to support
their efforts beyond the funding of these dollars. In addition, it is intended to increase awareness of the
adolescent substance abuse issue and change community norms around the issue of underage drinking
and other drug use in each community setting. As the communities develop their plans and continue
their efforts, the Drug Free Communities Coordinator, currently housed in the Commission on Child'), n
& Families office, will provide technical assistance and guidance to obtain their long term goals.
Acceptance of the grant is acknowledged when funds are drawn down from the grant payment system.
This grant has been received in previous years.
FISCAL IMPLICATIONS:
The expected award amount of $100,000 was included in the 2008/2009 fiscal year budget.
RECOMMENDATION & ACTION RE UESTED:
Approval of document # 2008-514 (No Board signature is required).
ATTENDANCE: Hillary Saraceno
DISTRIBUTION OF DOCUMENTS:
Original document returned to the Commission on Children & Families, at 1130 NW Harriman, Ste. A.
Bend, OR 97701, and one copy to the Clerk for recording if appropriate.
100,000,
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.
Date: September 15,2008 Department: Department of Health
and Human Services — Substance Abuse and Mental Health Services
Contact Person: (vette Ruiz Phone #: (240)276-1511
Contractor/Supplier/Consultant Name: Drug Free Communities Support Program —
Center for Substance Abuse Prevention
Goods and/or Services: The Drug Free Communities Support Program aims to build
on a long-time strength of the county (collaborative, community-based problem -solving)
to focus on a persistent problem (alcohol and other drug abuse among youth and
contributing factors). This project will:
1) develop research -based prevention strategies (to facilitate and strengthen protective
factors) through building capacity of action teams in the county's three rural
communities and
2) assess, plan and implement action plans to achieve the project goal of reducing
adolescent substance abuse. Additionally it's the long term goal of each rural
community team to develop a sustainability plan to support their efforts beyond the
funding of these dollars in way that will increase awareness fo the adolescent substance
abuse issue and change community norms around the issue of underage drinking and
other drug use in each community setting. As the communities develop their plans and
continue their efforts the Drug Free Communities Coordinator, currently housed in the
Commission on Children & Families office, will provide technical assistance and
guidance to obtain their long term goals.
Background & History: This is the 8th year of a 10 year renewal grant for the Drug
Free Communities Support Program. It began in the year 2000 and has brought in over
$700,000 of in-kind services and funds to support the adolescent substance abuse
prevention efforts in the rural communities of Sisters, Redmond and South County. This
program has developed coalitions with which each community has embraced there are
adolescent substance abuse issues in each of their communities and they have
implemented evidence -based strategies in order to reduce use and change community
norms and availability. Through this 8th year of the grant the coalitions have begun
developing sustainability plans to move forward once the grant funding is gone.
Agreement Starting Date:
9/30/08
Annual Value or Total Payment:
❑ Insurance Certificate Received (check box)
Insurance Expiration Date: N/Al
Check all that apply:
® RFP, Solicitation or Bid Process
Ending Date:
9/29/09
9/16/20118
Debi Harr
n Informal quotes (<$150K)
n Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
Funding Source: Drug Free Communities Support Program — Department of Healthy &
Human Services — Substance Abuse and Mental Health Services Administration
Yes No
If No, has budget amendment been submitted?
Departmental Contact:
Title:
Financial Analyst
Department Director Approval:
Yes n No
Phone #:
330-4692
9/1/ /
Si: ature to
Distribution of Document: Original document returned to CCF at 1130 NW
Harriman, Ste A, Bend, OR 97701, and one copy to the Clerk, if appropriate.
Official Review:
County Signature Required (check one): ❑ BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No.
Legal Review Date
Document Number 2008-514
9/11/2008
Notice of Award
Drug Free Communities Support Program
Department of Health and Human Services
Substance Abuse and Mental Health Services Administration
Center for Substance Abuse Prevention
Issue Date: 08/08/2008
Grant Number: 5H79SP012108-08
Program Director:
Robin L Marshall
Project Title: Prevention Partners Rural Outreach
Grantee Address
DESCHUTES CO COMM CHILDREN AND
FAMILIES
HILLARY SARACENO
1130 NW Harriman St., Ste. A
Bend, OR 97701
Business Address
Director
Deschutes Comm. on Child. & Fam.
1130 NW Harriman St., Ste. A
Bend, OR 97701
Budget Period: 09/30/2008 — 09/29/2009
Project Period: 09/30/2005 — 09/29/2011
Dear Grantee:
The Substance Abuse and Mental Health Services Administration hereby awards a grant in the amount of
$100,000 (see "Award Calculation" in Section I and "Terms and Conditions" in Section III) to DESCHUTES
CO COMM CHILDREN AND FAMILIES in support of the above referenced project. This award is pursuant
to the authority of Drug Free Communities Act (21 U.S.C.1524) and is subject to the requirements of this
statute and regulation and of other referenced, incorporated or attached terms and conditions.
Award recipients may access the SAMHSA website at www.samhsa.gov (click on "Grants" then SAMHSA
Grants Management), which provides information relating to the Division of Payment Management System,
HHS Division of Cost Allocation and Postaward Administration Requirements. Please use your grant
number for reference .
Acceptance of this award including the "Terms and Conditions" is acknowledged by the grantee when funds
are drawn down or otherwise obtained from the grant payment system.
If you have any questions about this award, please contact your Grants Management Specialist and your
Govemment Project Officer listed in your terms and conditions.
Sincerely yours,
Kathleen Sample
Grants Management Officer
Division of Grants Management, OPS
Substance Abuse and Mental Health Services Administration
See additional information below
Page -1
SECTION I — AWARD DATA — 5H79SP012108-08
Award Calculation (U.S. Dollars)
Salaries and Wages
Fringe Benefits
Personnel Costs (Subtotal)
Travel Costs
Other
Direct Cost
Approved Budget
Federal Share
Non -Federal Share
Cumulative Prior Awards for this Budget Period
AMOUNT OF THIS ACTION (FEDERAL SHARE)
SUMMARY TOTALS FOR ALL YEARS
YR
AMOUNT
8
9
10
$100,000
$100,000
$100,000
$38,337
$25,459
$63,796
$6,204
$30,000
$100,000
$241,205
$100,000
$141,205
$0
$100,000
* Recommended future year total cost support, subject to the availability of funds and satisfactory progress
of the project.
Fiscal Information;
CFDA Number:
EIN:
Document Number:
Fiscal Year:
IC
SP
CAN
C96R655
93.276
1936002292A4
H9SP12108A
2008
SP Administrative Data:
PCC: DFC / OC: 4145
Amount
$100,000
SECTION II — PAYMENT/HOTLINE INFORMATION — 5H79SP012108-08
Payments under this award will be made available through the HHS Payment Management System (PMS).
PMS is a centralized grants payment and cash management system, operated by the HHS Program
Support Center (PSC), Division of Payment Management (DPM). Inquiries regarding payment should be
directed to: The Division of Payment Management System, PO Box 6021, Rockville, MD 20852, Help Desk
Support — Telephone Number. 1-877-614-5533.
The HHS Inspector General maintains a toll-free hotline for receiving information conceming fraud, waste,
or abuse under grants and cooperative agreements. The telephone number is: 1 -800 -HHS -TIPS (1-800-
447-8477). The mailing address is: Office of Inspector General, Department of Health and Human
Services, Attn: HOTLINE, 330 Independence Ave., SW, Washington, DC 20201.
SECTION III — TERMS AND CONDITIONS — 5H79SP012108-08
This award is based on the application submitted to, and as approved by, SAMHSA on the above -title
project and is subject to the terms and conditions incorporated either directly or by reference in the
following:
Page -2
a. The grant program legislation and program regulation cited in this Notice of Award.
b. The restrictions on the expenditure of federal funds in appropriations acts to the extent those
restrictions are pertinent to the award.
c. 45 CFR Part 74 or 45 CFR Part 92 as applicable.
d. The HHS Grants Policy Statement.
e. This award notice, INCLUDING THE TERMS AND CONDITIONS CITED BELOW.
Treatment of Program Income:
Additional Costs
SECTION IV — SP Special Terms and Condition — 5H79SP012108-08
REMARKS:
This award approves a revised budget submitted by the grantee on June 20, 2008 based on grants
management specialists' request.
Coalitions that have previously received DFC funding but, for whatever reason, experienced a lapse in
funding, may reapply for funding to complete their five-year funding cycle. For example, if "Coalition XYZ"
received DFC funding for Years 1 and 2, but did not receive funding for Year 3, Coalition XYZ may apply for
funding for Years 3, 4 and 5 under the competitive RFA. Coalition XYZ may not, however, reapply for Year
1 orYear2 funding. Grantees in these situations begin funding in the subsequent year from the year that
they exited the Program. Once any 5 -year funding cycle is complete, a grantee must respond to the
Request for Applications for new grantees and compete successfully to re-enter the Program.
The Drug Free Communities Program's Progressive Grant Program Discipline and Appeals processes have
been developed by the Executive Office of the President, Office of National Drug Control Policy (ONDCP)
and Substance Abuse and Mental Health Services Administration (SAMHSA). There are three progressive
discipline actions that can be taken: 1) High Risk status, 2) Suspension 3) Termination.
An overview of this plan is included as Attachment 1 to this package and the complete explanation and
procedures are posted on the Drug Free Communities Program website, www.ondcp.gov/dfc or can be
linked through www.samhsa.gpv
FY 2008 - Drug Free Communities Support Program (CONTINUATION)
The Drug -Free Communities Support Program (DFC) is a collaborative effort between the Executive Office
of the President, Office of National Drug Control Policy (ONDCP), and the Substance Abuse and Mental
Health Services Administration (SAMHSA). ONDCP issues grant awards to community coalitions through
an interagency agreement with SAMHSA. The purpose of the funding is to address two major goals;
1) Establish and strengthen collaboration among communities, private nonprofit agencies, and Federal,
State, and local and tribal govemments to support the efforts of community coalitions to prevent and reduce
substance abuse among youth; and 2) Reduce substance abuse among youth and, over time, among
adults by addressing the factors in a community that increase the risk of substance abuse and promoting
the factors that minimize the risk of substance abuse. While responsibility rests with the grantee for
achieving the primary goals of the program, SAMHSA and its designated representatives shall monitor and
provide continuing technical assistance, consufation, and coordination in the conduct of the project during
the funding period. In addition to these terms and conditions and the applicable statutes and regulations,
grantees are bound by the HHS Grants Policy Statement which can be accessed through
www.samhsa.gov/grants/management.aspx. All requirements in the initial DFC Program Announcement
are available at www.samhsa.gov/grants/archives.aspx.
A. ROLE OF THE GRANTEE:
The grantee adheres to the programmatic and fiscal requirements described in the DFC Program
Announcement as well as to the specific goals and objectives indicated in the approved application.
The grantee is or represents a coalition that is comprised of representatives from at least 12 community
sectors (as listed in the DFC Program Announcement). Grantees/coalitions must have reduction of
substance abuse among youth as a principal mission.
The grantee functions as a unique entity and its meeting minutes must demonstrate that it has substantial
involvement and participation from its membership. A funding plan must be in place or be developed to
ensure a dollar for dollar match of federal funds and to solicit substantial financial support from non-federal
Page -3
sources to ensure that it will be self-sustaining when federal assistance is no longer available. The grantee
receives and expends non-federal matching funds. The grantee collects and reports data profiling youth
within the area it serves as described in the DFC Program Announcement. Participation in a national
evaluation of the DFC program is required.
IF A COALITION USES A FISCAL AGENT, THAT AGENT THEN BECOMES THE PRIMARY
APPLICANT/GRANTEE FOR THE GRANT.
B. ROLE OF THE GOVERNMENT PROJECT OFFICER:
• GPOs should have an initial contact with each grantee shortly after the grantee receives the Notice
of Award from SAMHSA. This discussion, at a minimum, should include clarification of program
goals and objectives; review of Govemment Performance and Results Act targets; a review of staff;
a determination of whether there are immediate needs for training or technical assistance; review of
the budget; terms and conditions or other issues.
• GPOs have regular and ongoing contact with grantees, at the minimum, on a monthly basis,
through email, phone calls and site visits.
• Receive, review and provide appropriate feedback on the semi-annual programmatic progress
reports.
• GPOs are responsible for ongoing project monitoring and coordinating with SAMHSA Division of
Grants Management (DGM - which conducts the fiscal oversight of the grantee), where
appropriate. Program aspects of monitoring are accomplished by collecting and continuously
reviewing information from telephone communications, site visits, progress reports,
correspondence, COMET submissions, technical assistance reports, grantee meetings, and other
sources. Monitoring also includes taking corrective action, as needed. The AAGAM states that
"each monitoring action must result in written documentation that the monitoring has taken place, if
any exceptions have been identified, and the type of follow-up action recommended (Chapter
3.06.106)."
• GPOs review semi-annual progress reports and provide feedback to the grantee on whether
performance is satisfactory.
C. ROLE OF THE GRANTS MANAGEMENT OFFICER (GMO) and SAMHSA'S DIVISION OF GRANTS
MANAGEMENT (DGM):
The Grants Management Officer (GMO) is responsible for all of the business management aspects of grant
negotiation, award, financial and administrative aspects of the grant program. The GMO will utilize
information from site visits, reviews of expenditure and audit reports, and other appropriate means to
assure that the project is operated in compliance with all applicable Federal laws, regulations, guidelines,
grant eligibility requirements and terms and conditions of award. Questions conceming the applicability of
regulations and policies of this grant program, and all required prior approvals such as, requests for
permission to expend funds for certain items should be directed to the GMO. The GMO is the only person
who may grant such required approvals. All changes in the terms of the grant award must be in writing by
the GMO.
• GMO conducts post award grant administration activities including: budget revisions; carryovers;
change in grantee; change in scope or nature of the annual plan; change of key personnel.
• GMO reviews and validates the Financial Status Reports at the end of each budget year assuring
that grantees comply with the match requirements.
• GMO provides technical assistance on various grants management issues to grantees and the
Govemment Project Officer (GPO).
• GMO, in concert with GPO, conducts site visits to review grantees' financial compliance.
• GMO, along with the GPO, reviews and then processes no -cost extension requests.
D. SPECIAL TERMS OF AWARD:
Page -4
Failure to comply with special terms and conditions may result in a drawdown restriction on your Payment
Management Account or denial of funding in the future.
1. The grantee must submit a budget that includes a budget hold for two (2) people to attend a two
(2) -day training that may be called at some point during the fiscal year by ONDCP. For budgeting
purposes, plan for this meeting to be held in Washington, DC. Should ONDCP decide to call such a
meeting during the fiscal year, ONDCP will provide guidelines on the positions and/or participants
who should attend through the CSAP GPO and on the program's website at www.ondcp.gov/dfc.
If ONDCP chooses not to hold such a meeting during the fiscal year, the grantee will be allowed to
reallocate the funds in this line item with the approval of their GPO and GMO within 30 days.
2. Grantee must receive and expend non-federal matching funds as required in the Program
Announcement. In-kind support may also be used to satisfy the match requirement.
3. Grantee must collect, on a biennial basis (every two years), the following data on youth consistent
with the geographic area served by the coalition: (1) age of onset of any drug (including alcohol,
marijuana and tobacco); (2) frequency of drug use in the past 30 days (including alcohol, marijuana
and tobacco); (3) perception of risk or harm; and (4) perception of disapproval of use by adults
(including alcohol, marijuana and tobacco), or other measures as identified by ONDCP. The
grantee must report on youth in at least three grades. The size of the data collection must be
sufficient to provide an accurate and meaningful statistical representation of the geographic area
served by the coalition. The grantee is responsible for providing that data on or before the deadline
established for each reporting period as highlighted in Section F of this document and on the
program website at www.ondcp.gov/dfc. Failure to meet established deadlines could result in the
GPO placing the grantee on High Risk status which could lead to an eventual suspension or
termination of the grant for failure to comply with reporting requirements.
4. Grantee must participate in a national evaluation of the Drug Free Communities.
5. When requested, grantee must develop a corrective action plan and complete approved plan
within the designated timeframe to correct or improve identified deficiencies in performance and/or
in the conditions contributing or causing the unsatisfactory performance.
6. If requested, grantee must participate in a grantee meeting (see Item #1 in this section).
7. DFC coalitions must use the Strategic Prevention Framework (SPF), a five step evidence -based
process for community planning and decision-making. The five step process includes: needs
assessment, capacity building, planning, implementation, and evaluation.
8. Grantees in the 3rd and 7th year of DFC funding must have a sustainability plan approved by their
GPO. Within 60 days of the start of the 3rd and 7th year, grantees must submit this plan
electronically to the GPO.
E. STANDARD TERMS OF AWARD:
1. This grant is subject to the terms and conditions, included directly, or incorporated by reference on
the Notice of Award (NoA). Refer to the order of precedence in Section III (Terms and Conditions)
on the NoA.
2. The grantee organization is legally and financially responsible for all aspects of this grant,
including funds provided to sub -recipients.
3. Grant funds cannot be used to supplant current funding of existing activities. Under the HHS
Grants Policy Directives, 1.02 General — Definition: Supplant is to replace funding of a recipient's
existing program with funds from a Federal grant.
4. The recommended future support as indicated on the NoA reflects TOTAL costs (direct plus
indirect). Funding is subject to the availability of Federal funds, the demonstration of matching
funds, and acceptable documentation of the progress of the grant.
5. Accounting Records and Disclosure - Awardees and sub -recipients must maintain records which
adequately identify the source and application of funds provided for financially assisted activities.
These records must contain information pertaining to grant or subgrant awards matching funds and
in-kind support, and authorizations, obligations, unobligated balances, assets, liabilities, outlays or
expenditures, and income. The awardee, and all its sub -recipients, should expect that SAMHSA, or
Page -5
its designee, may conduct a financial compliance audit and on-site program review of grants with
significant amounts of Federal funding.
6. Per (45 CFR 92.34) and the HHS Grants Policy Statement, any copyrighted or copyrightable
works developed under this cooperative agreement/grant shall be subject to a royalty -free,
nonexclusive and irrevocable license to the govemment to reproduce, publish, or otherwise use
them and to authorize others to do so for Federal Govemment purposes. Income eamed from any
copyrightable work developed under this grant must be used a program income.
7. A notice in response to the President's Welfare -to -Work Initiative was published in the Federal
Register on May 16, 1997. This initiative is designed to facilitate and encourage grantees and their
sub -recipients to hire welfare recipients and to provide additional needed training and/or mentoring
as needed. The text of the notice is available electronically on the OMB home page at
.http://www.whitehouse.gov/omb/fedreg/omb-not.html.
8. Program Income accrued under the award must be accounted for in accordance with (45 CFR
74.24) or (45 CFR 92.25) as applicable. Program income must be reported on the Financial Status
Report, Standard Form 269 (long form).
Program income accrued under this award may be used in accordance with the additional costs
altemative described in (45 CFR 74.24(b)(1)) or (45 CFR 92.25(g)(2)) as applicable. Program
income must be used to further the grant objectives and shall only be used for allowable costs as
set forth in the applicable OMB Circulars A-102 ("Grants and Cooperative Agreements with State
and Local Govemments") and A-110 ("Uniform Administrative Requirements for Grants and
Agreements With Institutions of Higher Education, Hospitals, and Other Non -Profit Organizations").
9. All actions that require prior approval must be submitted in writing to the GMO, SAMHSA.
The mailed/faxed request must bear the signature of an authorized business official of the grantee
organization as well as the project director. When submitting e-mail requests, please include grant
number, Project Director, the authorized institutional official's name, title and institution, telephone
number, fax number and e-mail address. It is understood that the transmission of electronic prior
approval requests is a clear expression of institutional approval and that all internal procedures
have been properly completed. Additionally, the grantee will be responsible for any internal
distribution of the request. Approval of the request may be granted by the GMO and will be in
writing within 30 days. No other written or oral approval should be accepted and will not be binding
on SAMHSA. For prior approval procedures access www.samhsa.gov/grants/management.aspx.
10. Any replacement of, or substantial reduction in effort of the Program Director (PD) or other key
staff of the grantee or any of the sub -recipients requires the written prior approval of the GMO
within 30 days. The GMO must approve the selection of the PD or other key personnel, if the
individual being nominated for the position had not been named in the approved application, or if a
replacement is needed should the incumbent step down or be unable to execute the position's
responsibilities.
A resume for the individual(s) being nominated must be included with the request by letter or email.
Key staff (or key staff positions, if staff has not been selected) are listed below:
Project Director @ % level of effort
Project Coordinator @ % level of effort
11. Submit by letter or email any changes in the grantee's scope of work such as goals, objectives,
data collection, must have prior approval of the GMO and GPO within 30 days.
12. None of the Federal funds provided under this award shall be used to carry out any program for
distributing sterile needles or syringes for the hypodermic injection of any illegal drug.
13. Refer to the NoA under Section II (Payment/Hotline Information) regarding the Payment
Management System and the HHS Inspector General's Hotline conceming fraud, waste or abuse.
14. As the grantee organization, you acknowledge acceptance of the grant terms and conditions by
drawing or otherwise obtaining funds from the Payment Management System. In doing so, your
organization must ensure that you exercise prudent stewardship over Federal funds and that all
costs are allowable, allocable and reasonable.
15. No HHS funds may be paid as profit (fees) per (45 CFR Parts 74.81 and 92.22(2)).
Page -6
16. RESTRICTIONS ON GRANTEE LOBBYING (Appropriations Act Section 503).
(a) No part of any appropriation contained in this Act shall be used, other than for normal and
recognized executive -legislative relationships, for publicity or propaganda purposes, for the
preparation, distribution, or use of any kit, pamphlet, booklet, publication, radio, television, or video
presentation designed to support or defeat legislation pending before the Congress, except in
presentation to the Congress itself or any State legislature.
(b) No part of any appropriation contained in this Act shall be used to pay the salary or expenses of
any grant or contract recipient, or agent acting for such recipient, related to any activity designed to
influence legislation or appropriations pending before the Congress or any State legislature.
17. Where a conference is funded by a grant or cooperative agreement the recipient must include the
following statement on all conference materials (including promotional materials, agenda, and
Internet sites):
Funding for this conference was made possible (in part) by (insert grant or cooperative agreement
award number) from ONDCP and SAMHSA. The views expressed in written conference materials
or publications and by speakers and moderators do not necessarily reflect the official policies of the
Office of National Drug Control Policy or the Department of Health and Human Services; nor does
mention of trade names, commercial practices, or organizations imply endorsement by the U.S.
Govemment.
18. This award is subject to the requirements of Section 106 (g) of the Trafficking Victims Protection
Act of 2000, as amended (22 U.S.C. 7104). For the full text of the award term, go to
http://samhsa.gov/grantsltrafficking.aspx.
19. Grantees must comply with the requirements of the National Historical Preservation Act and EO
13287, Preserve America. The HHS Grants Policy Statement provides clarification and uniform
guidance regarding preservation issues and requirements (pages 1-20, "Preservation of Cultural
and Historical Resources"). Questions conceming historical preservation, please contact, Mike
Daniels, SAMHSA Federal Preservation Coordinator, SAMHSA at Mike.Daniels@samhsa.hhs.gov
or 240-276-0759.
F. REPORTING REQUIREMENTS:
1. Financial Status Report (FSR), Standard Form 269 (long form) is required on an annual basis and
must be submitted for each budget period no later than 90 days after the close of the budget
period. The FSR 269 is required for each 12 month period, regardless of the overall length of the
approved extension period authorized by SAMHSA. In addition, a final FSR 269 is due within 90
days after the end of the extension. If applicable, include the required match on this form under
Transactions (#10 a -d), Recipient's share of net outlays (#10 e -i) and Program Income (q -t) in order
for SAMHSA to determine whether matching is being provided and the rate of expenditure is
appropriate. Adjustments to the award amount, if necessary, will be made if the grantee fails to
meet the match. The FSR must be prepared on a cumulative basis and all program income must
be reported. Disbursements reported on the FSR must equal/or agree with the Final Payment
Management System Report (PSC -272). The FSR may be accessed from the following website at
http://www.psc.gov/forms/sf/SF-269.pdf and the data can be entered directly on the form and the
system will calculate the figures and then print and mail to this office.
2. DFC Semi -Annual Progress Reports are due to be submitted through the Coalition Online
Management and Evaluation Tool (COMET) on the following dates unless otherwise instructed by
ONDCP through your GPO:
April 30, 2009 AND October 31, 2009
3. Grantee is required to submit an annual classification tool survey.
4. Submission of the Federal Cash Transactions Report PSC 272 is due 45 days after the end of
each fiscal quarter. This Division of Payment Management report is completed on-line. To access
the information and review the exact due dates go to jittp://www.dpm.psc.gov.
5. The grantee must comply with Govemment Performance Results Act requirements that include
the collection and periodic reporting of performance data as specified in the RFA or by the GPO.
This information is needed in order to comply with PL 102-62 which requires that ONDCP report
evaluation data to ensure the effectiveness and efficiency of its programs.
Page -7
6. Submission of audit reports in accordance with the procedures established in OMB Circular A-133
is required by the Single Audit Act Amendments of 1966 (P.L. 104-156). An audit is required for all
entities which expend $500,000 or more of Federal funds in each fiscal year and is due to the
Clearinghouse within 30 days of receipt from the auditor or within nine (9) months of the fiscal year,
whichever occurs first, to the following address:
Federal Audit Clearinghouse
Bureau of the Census
1201 E. 10th Street
Jeffersonville, IN 47132
Failure to comply with the above stated terms and conditions may result in suspension,
classification as High Risk status, termination of this award or denial of funding in the future.
G. INDIRECT COSTS:
If grantees want to claim indirect costs, they must have an indirect cost rate agreement; otherwise, all costs
should be charged as a direct cost. Grantees that have not established an indirect cost rate agreement are
required to submit an indirect cost rate proposal to the appropriate office within 90 days from the start date
of the project period. If the grantee requests indirect cost reimbursement but does not have an approved
rate agreement at the time of award, the grantee shall be limited to a provisional rate equaling one-half of
the indirect costs requested up to a maximum of 10 percent of salaries and wages only whichever is Tess. If
the recipient fails to provide a timely proposal, indirect costs paid in anticipation of establishment of a rate
must be disallowed. SAMHSA will not accept a research indirect cost rate. The grantee must use other -
sponsored program rate or lowest rate available.
Please contact the appropriate office of the Division of Cost Allocation to begin the process for establishing
an indirect cost rate. To find a list of HHS Division of Cost Allocation Regional Offices go to
http://www.samhsa.gov(grants/contact.aspx.
H. ENVIRONMENTAL STRATEGIES:
Environmental strategies are strategies aimed at the environment and based on the community systems
perspective that views a community as a set of persons engaged in shared social, cultural, political, and
economic processes. Environmentally based strategies take into account the fact that individuals do not
become involved with substances solely on the basis of personal characteristics. Rather they are powerfully
influenced by a complex set of factors in the environment, such as the rules and regulations of the social
institutions to which they belong, the norms of the communities in which they live, the mass media
messages to which they are exposed, and the accessibility of alcohol, tobacco and illicit drugs. Because
substance abuse is viewed as a product of the overall community system, effective prevention requires
making appropriate modifications to the community at large. The purposes of environmental strategies are
to (1) limit access to substances, (2) change the culture and contexts within which decisions about
substance use are made, or (3) reduce the negative consequences associated with use. (Center for
Substance Abuse Prevention. Environmental Prevention Strategies: Putting Theory Into Practice
(Training and Resource Guide). Rockville, MD, 1999.)
By focusing Federal funds on these environmental strategies, it is more likely that grantees will achieve
lasting positive environmental change within their community. The primary focus of the federal grant
funding is on coalition development to bring about environmental change that prevents substance abuse at
the community level. Grantees should primarily utilize local funds and in-kind match to support direct
services. In so doing, grantees create a sense of ownership of those services within the community that will
thrive beyond Federal funding.
All responses to special terms and conditions of award and postaward requests must be mailed to the
Division of Grants Management, OPS, SAMHSA below:
Page -8
For Regular Delivery:
Division of Grants Management,
OPS, SAMHSA
1 Choke Cherry Road, Room 7-1091
Rockville, MD 20857
For Overnight or Direct Delivery.
Division of Grants Management,
OPS, SAMHSA
1 Choke Cherry Road, Room 7-1091
Rockville, MD 20850
The following Applies to the Last Year of the Project Period:
Closeout:
This grant is in the final budget period of the project. Unless a no -cost extension has been requested and
approved, grant closeout documents must be submitted within 90 days of the end of the current budget
period or at the end of the no -cost extension.
Documents required are as follows:
1. The Financial Status Report (FSR) Standard Form 269 (long form) is required for each 12 month
period, regardless of the overall length of the approved extension period authorized by SAMHSA.
In addition, a final FSR 269 is due within 90 days after the end of the extension. FSR which agrees
with the Federal Cash Transaction Reports (PSC -272) submitted to the Payment Management
System (PMS). The FSR may be accessed from the following website at
http://www.osc.govlforms/sf/SF-269.pdf and the data can be entered directly on the form and the
system will calculate the figures and then print and mail to this office.
2. A listing of equipment purchased with an acquisition cost of $5,000 or more.
3. A report of unused supplies if the total value of such supplies exceeds $5,000.
4. A Final Progress Report typed on plain white paper which should include, at a minimum, a
summarization of progress toward the achievement of the originally stated aims, a list of results
(positive or negative) considered significant, and a list of publications resulting from the project as
well as plans for the future publications.
An original and one copy are required. Please send all final documentation to the following address:
Closeout, Division of Grants Management
Office of Program Services, SAMHSA
1 Choke Cherry Road, Room 7-1091
Rockville, MD 20857
CONTACTS:
!vette Ruiz, Program Official
Phone: (240) 276-1511 Email: ivette.ruiz@samhsa.hhs.gov Fax: (240) 276-2580
v Eddie Whitehurst, Grants Specialist
phone: (240) 276-1078 Email: eddie.whitehurst@samhsa.hhs.gov Fax: (240) 276-1420
Page -9
Attachment 1
Appeals Process for Drug Free Communities Program Grantees
Overview
Once you have been awarded a Drug Free Communities grant, you have entered into a
contract with the Federal Government. This contract requires you to fulfill the requirements of
the Terms and Conditions of your Notice of Award, and operate in good faith to achieve the
mission of the Drug Free Communities (DFC) Program within the laws and regulations that
govern Federal grant funding.
To assist you in achieving your goals you are assigned both a Government Project Officer
(GPO) and a Grants Management Officer (GMO). The specific duties of each of these positions
are outlined in your Terms and Conditions. If you experience programmatic or financial
difficulty with your grant, please contact your GPO or GMO immediately for assistance. Both of
these individuals are available to assist you in successfully managing your grant and reducing
youth drug use in your community.
If you are unable to resolve either programmatic or fiscal problems, your GPO or GMO
may recommend for your grant to be placed on High Risk Status. This step is designed to work
with you to proactively identify fiscal and program deficiencies early and to provide the
technical assistance and training necessary to help you correct the issues before further action is
necessary. This status is the first step in assisting you to regain compliance with the Terms and
Conditions of your grant.
If you continue to fail to comply with the Terms and Conditions of your award,
SAMHSA can take additional steps beyond High Risk Status depending on the severity and
duration of non-compliance. In total, there are three progressive actions designed to help you
regain compliance in accordance with the DFC Statute, HHS regulations and the HHS Awarding
Agency Grants Administration Manual (Part III). These three actions are: (1) High Risk Status;
(2) Suspension; and (3) Termination of your grant. The details of each of these three steps are
described under "Appeals Process" on the program's website at www.ondcp.gov/dfc.
Additionally, if your grant is Suspended or Terminated, you may appeal the decision. A
description of the appeals process is also outlined under "Appeals Process" on the program's
website at www.ondcp.gov/dfc. Your ability to appeal requires that you to initiate an appeal in
writing within thirty (30) days of your Suspension or Termination. Failure to initiate an appeal
within the 30 -day timeframe may result in your loss of access to this appeals process. Please
review the Appeals Process information found on the program's website for further details.
The three-step process outlined above is designed to help you resolve problems prior to
the point of either Suspension or Termination and require your active participation in the process
of resolving programmatic or fiscal concerns. However, since we are entrusting you with
Federal funding, it is our responsibility to ensure that you use these funds as authorized by
Congress and within the laws and regulations that govern Federal grant operations. If you have
additional questions regarding this process, please contact your GPO.
Revised June_ 200