Minnesota Department of Public Safety Office of Justice ...

Minnesota Department of Public Safety Office of Justice Programs (OJP)

REQUEST FOR PROPOSALS (RFP) COMMUNITY CRIME PREVENTION GRANTS

Due August 16, 2019

INTRODUCTION The purpose of this request for proposals is to fund community-based programs designed to enhance community safety and to assist the community in its crime prevention efforts. Community crime prevention programs can target changes in community culture or changes in adult or youth skill level in order to reduce or prevent crime.

Priority is given to projects:

? Serving geographical areas that have the highest crime rate. ? Serving geographical areas that have the highest concentration of economically disadvantaged

youth. ? Serving under-served or marginalized populations. ? Demonstrating substantial involvement in planning, implementation, and evaluation by members of

the community served.

APPLICATION DEADLINE Applications must be submitted using the e-grants system by 4:00 p.m. on Friday, August 16, 2019. Applications will not be accepted after this time. No paper submissions will be accepted. Plan to submit the application before the deadline so any technical problems can be addressed. If applications are not started before 3:00 PM on August 16 we cannot guarantee staff will be available to assist with submitting the application.

ELIGIBLE APPLICANTS Public and private non-profit agencies.

FUNDS AVAILABLE $2,436,000 is available. Grant awards may range from approximately $50,000 - $200,000. Due to high demand for these funds, final award amounts may be lower than requested. Agencies may submit more than one proposal but no agency will receive more than one award. This is a reimbursement only grant, with no funds being advanced to the grantee.

PROJECT DATES Projects will be funded for a two- year period, with start dates between 10/1/19 and 1/1/20.

SOURCE OF FUNDS Minnesota Statute 299A.296

PROJECT OVERVIEW This grant program can fund a wide variety of programs such as pretrial programs, probation programs, youth intervention services, truancy programs, elder abuse prevention, neighborhood watch, resident engagement, community and faith-based organization projects, and programs of local government agencies to address the factors that contribute to the identified community's crime, delinquency, and disorder. Grantees will be expected to conduct evaluation activity to demonstrate the impact of the program.

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Priority will also be given to projects based on promising strategies and/or projects that are research-based. Promising strategies include practices that come from the local community that may be based on practicebased evidence (PBE) and/or lived experiences of communities of color and American Indians. PBE includes a range of approaches that are developed over time through practice and experience. PBE approaches are often embedded in the culture, accepted as effective by local communities and support community healing from a cultural framework. Research-based projects include projects that can be tied to and/or include elements that draw from published literature, including both qualitative and quantitative studies. Projects that are research-based and projects that are promising strategies will be given equal weight in the review process.

Funded proposals will have the long-term goal of enhancing public safety. Grantees will be required to report outcomes on their program's specific objectives as they relate to this overall goal. These outcomes should be classified as short-term, intermediate, and long-term.

Short-term outcomes are changes in knowledge Intermediate outcomes are changes in behavior Long term outcomes are changes in society.

Given the length of this funding, you will most likely not be measuring long-term outcomes. However, understanding the long-term impact of your program is important and should be listed in your work plan.

APPLICATION PROCESS Applications must be submitted via e-grants, our online grants management system e-grants. e-grants can also be accessed via the Office of Justice Programs website. If you have never applied for a grant with the Office of Justice Programs, create a user account by clicking on the purple "New User" option in the login box in the upper right corner of the e-grants website and follow instructions to fill out the profile. Contact the e-grants Helpdesk at 1-800-820-1890 if you have login issues.

It is the policy of the State of Minnesota to ensure fairness, precision, equity, and consistency in competitive grant awards. This includes implementing diversity and inclusion in grant-making. Standardized scoring follows the review criteria detailed in this request for proposals.

TERMS AND CONDITIONS, GRANT PROGRAM GUIDELINES, OJP GRANT MANUAL As part of submitting this application in e-grants the applicant agency agrees to the Terms and Conditions of OJP Grantees for non-state applicants as well as the Program Guidelines. These address State requirements such as worker's compensation, civil rights, affirmative action, and data privacy. By agreeing to these in egrants the applicant is certifying that they have the authority to make these commitments. Applicants are encouraged to print and review these documents with the appropriate agency staff prior to submitting the application in e-grants. If selected for funding, the grantee will need to submit required certifications. In addition grantees agree to follow the OJP Grant Manual which provides basic information on policies and procedures for grant administration. These documents become, by reference, part of the legal grant agreement.

APPLICATION CONTENT The application consists of the following elements. Applications that do not include all elements or answer all questions will not score well in the review process. 1. Project Information: Input directly into e-grants information such as the authorized representatives

for the project, tax identification numbers, project abstract, and other identifying information. Applicant will note whether this request is for new, continuation, or expansion programming. We will print this form out and use it as the cover sheet of the proposal.

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2. Narrative: Address the following in a six page maximum WORD document with ?" margins, single spaced and with a 12 point font size. The WORD document will be uploaded into e-grants. Please title and number responses.

1) Organization and Community Overview (10 points): ? Brief description of agency's mission and history. ? Total annual agency budget and where this project fits in the budget. ? State whether request is to fund a new project, replace funding for a current project, or to expand a current project. ? What experience do you have with the population to be served with this grant? ? Describe the demographics (race, ethnicity, etc.) of staff, leadership, and board of directors and in what ways they reflect the population to be served? ? If staff, leadership and board is not reflective of the population served, describe efforts to improve in this area. ? What kinds of training on diversity, inclusion and equity are provided to staff and leadership? ? Past experience in grant management.

2) Planning Process (10 points): ? Describe the issue(s) to be addressed. ? If addressing one of the priority areas (page 1), state which one. ? Include relevant data in support of the issue(s) to be addressed. ? If currently operating, include demographics of participants (age, race/ethnicity, gender) ? What planning process was used to decide on the proposed activities? ? How was the community involved? ? If currently operating, how long has it been operating? How many people have you served to date? Include results to date. How do you know your program is working?

3) Program Description (30 points): ? Description of the target population, referral process, program requirements, and completion and termination requirements. ? How many people will be served through these grant activities? ? What are the objectives and outcomes of this program as they relate to the overall goal of enhancing public safety? List between one and three objectives. These objectives will form the basis of your work plan (see #3 below). ? How will the target population be involved in program planning? ? Describe how the proposed activities value cultural knowledge and wisdom and build on community resilience, including why you think these activities will be effective with the youth to be served (may include lived experiences, organizational experience, research, etc.) ? What practice-based, promising or research-based practices will be used? For example, don't just list `mentoring' but list the mentoring best practices that you are using (at least 2 hours training of mentors, matches meet at least weekly for at least one year, etc.) ? If using research-based practices, cite research that supports your project. ? Project description should mirror the goals, activities and outcomes in the Work Plan.

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? If program is currently in operation, list current outcomes and your evaluation results; how do you know the program is having an impact?

? If your program is currently in operation but you do not have outcomes or results, please explain why not.

? Your evaluation plan should be based on the objectives and outcomes you have defined in your work plan and should include the following for each outcome: o What is the operational definition of the outcome? In other words, how will you measure that outcome? o Where will you get the data? o When will you collect this data? o How will you store, analyze and report this information?

? How will evaluation results be used for program improvement? ? State how the funds requested for evaluation will be spent (salary or contracted).

Grantees will be expected to have evaluation contracts in place within 90 days of when grant becomes operational. Who will be your evaluator? If you do not have an evaluator ready, how will you find one?

3. Work Plan (30 points) Download the Excel form provided, complete it and upload it in e-grants. In this form you will define up to three objectives (that you have already listed in your project description) that you will use to address the goal to enhance public safety. List the activities you will engage in to achieve these objectives and additional information on timelines, outputs (such as the number of participants to be served), and outcomes. For each outcome list detail on what data will be collected, how, when, and by whom. This working document guides the day-to-day operations of your project and evaluation plan. It will be used as the basis for quarterly project reporting. There should be a clear link between the work plan and the proposed budget. See Example Work Plan

4. Budget (Input directly into e-grants ? 10 points): Budget information will be entered directly into e-grants. See Appendix A: Budget Development Guide for additional guidance (this is also on the budget pages in e-grants). Budget line items include: Personnel, Payroll Taxes & Fringe, Contract Services, Travel, Training, Office Expenses, Program Expenses, and Other Expenses. Not all line items need to be used.

? Budget will cover up to a two-year period. ? Calculations should be included for all budget line item amounts. ? All expenses must be detailed and directly related to grant activities. ? Approximately 10% of amount requested should be dedicated to project evaluation.

Please include specific evaluation costs and calculations in the detail box in the budget. ? Funds may not be used for capital expenses such as building improvements or facility

remodeling. ? Funding may be used to supplement but not supplant state and local government funds. This

funding cannot take the place of currently funded items. ? Budget items need to support activities listed in the Work Plan, including staff positions. ? Indirect costs of up to 10% of amount requested are allowable; indirect costs are those not

specifically tied to grant activities such as accounting, payroll, etc. Using the Indirect Documentation form in the e-grants application forms, you will request and calculate the indirect costs amount to use in your application's budget. ? See Example Budget

APPLICATION REVIEW PROCESS We anticipate a highly competitive application process with many more applications receive than there is funding to support. A review committee will read and score applications according the following scale and

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make recommendations for funding. The scoring sheet corresponds to the items requested in the Application Content section.

Organization Overview Planning Process Program Description Evaluation Work plan Budget TOTAL

10 points 10 points 30 points 15 points 30 points 10 points 100 points

A final staff review will consider geographic locations (awards will be distributed throughout the state), response to listed priorities, services to traditionally underserved populations, coordination with other federal, state, and local funding, and past grantee performance. Timeliness and completeness of past grant financial and progress reporting will be considered. Final decisions will be made by the Commissioner of Public Safety and applicants will be notified of grant awards by the end of October 2019.

Appeals of award decisions should be submitted via e-mail by October 30, 2019 to Kate Weeks, Executive Director, Office of Justice Programs, MN Department of Public Safety at Kathryn.weeks@state.mn.us

POST AWARD REQUIREMENTS

? Pre Award Risk Assessment and Financial Review. State grant management policies require us to perform a pre award risk assessment and financial review before finalizing a grant. Final applicants with total annual revenues of $50,000 or more and less than $750,000 will need to submit the most recent IRS Form 990; applicants with total annual revenue of over $750,000 will need to submit the most recent certified annual audit.

? Grant agreement process. After being selected for funding, OJP staff will work with the applicant to negotiate a final budget and work plan and submit the required financial documents. The legal grant agreement consists of the Grant Agreement, the Terms and Conditions, the Program Guidelines, Grant Manual, as well as the work plan and budget. The Grant Agreement will be signed by grantee and OJP, and once fully executed it is a legally binding agreement. Grant agreements not signed within 30 days of receipt may be canceled.

? Expiring grant funds. A portion of the total grant award will expire on June 30, 2021. See the Special Conditions page of the grant contract for details.

? Reporting. Grantees will be required to submit regular narrative reports and data in a prescribed manner and cooperate with statewide evaluation efforts. These will include reporting of program participant demographics. Annual summary reports may also be requested.

? Grant payments. This is a cost reimbursement grant. Grantees will be paid for eligible expenses (after the grant contract is fully executed) that are incurred and are in the approved budget.

? Grant monitoring. Grantees will receive ongoing monitoring that includes site visits, report review, and periodic reviews of source documentation for financial reconciliation.

? Grant orientation. Grantees will be expected to attend an OJP grant orientation session.

TECHICAL ASSISTANCE Frequently Asked Questions (FAQ): A FAQ document will be updated weekly with responses to questions received about this solicitation up until the application due date. Access the FAQ on the OJP website.

For questions regarding the e-grants online submission process, please call: 1-800-820-1890 | helpdesk@

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For questions regarding the application, please call: Richard Robinson, Office of Justice Programs, MN Department of Public Safety richard.robinson@state.mn.us or 651-201-7332.

BEST/PROMISING PRACTICES PROGRAM AND EVALUATION LINKS:

National Institute of Justice Community Crime Prevention Strategies

National Forum on Youth Violence Prevention

Center for Engagement and Neighborhood Building

What Works Centre

Office of Juvenile Justice and Delinquency Prevention Model Programs Guide

Washington State University Guideline for Outcomes

Bureau of Justice Assistance Center for Research Partnerships and Program Evaluation

Minnesota Results First Inventory

RIGHT OF CANCELLATION The State reserves the right to cancel this solicitation if it is considered to be in its best interest. The State reserves the right to negotiate modifications to the application or to reject any and all applications received as a result of this Request for Proposals. The State will not award a grant contract solely on the basis of any response made to this request, or pay for information solicited or obtained.

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APPENDIX A

Minnesota Office of Justice Programs Justice and Community Grants

Budget Development Guidelines April 9, 2019

These guidelines should be used in conjunction with the OJP Grant Manual (for general accounting principles) when developing a grant budget in e-grants that provides sufficient (and not excessive) detail about your plan for using grant funds. The goal of the budget is to explain what the expense is, the amount of the expense and the calculation (if appropriate) that was used to get to this amount.

In an effort to simplify budget entries (which are projections), we are asking for concise detail in most budget categories. For reporting expenses during your grant, you will need to report detailed information on actual expenditures on the Financial Status Report (FSR) as outlined in the FSR Description Box Detail Requirements document.

Overall Budgeting Notes Allowability: Please note this document is only an example, please refer to your specific grant program for what is and what is not allowable in your grant budget. Allocation Methods: For budget items not paid 100% with OJP grant funds and that support more than one purpose, such as rent, an allocation method should be used (see the OJP Grant Manual page 26). If allocating any costs in your budget please submit an explanation of the allocation method used and the items covered. Match: For grant programs that require match, please refer to the Grant Match Requirements document to assist in adding match into your budget.

Budget Detail Requirements by Budget Category

Personnel Each position's FTE and hourly/salary rate should be listed separately by line item. It is not necessary to include all the duties of each staff position. If a staff is being charged at a percentage to the grant then you should include a breakdown of duties. For example, .75 of a position is doing direct service and .25 bookkeeping. If doing a 2-year budget, remember to figure in salary increases if applicable.

Personnel Example (for a 24-month grant):

Payroll Taxes & Fringe List all payroll taxes and fringe benefits being budgeted to the grant and the specific positions being covered. Payroll taxes and fringe can only be allocated for positions being paid for by the grant (at the corresponding FTE rate). For example, if .5 FTE for a case manager is being charged to the grant, up to half of the applicable payroll taxes and fringe designated for that position may also be charged the grant. Payroll Taxes & Fringe Example:

Contract Services Each contracted service should have its own line item and the rates provided for the service. If a service is invoiced as services occur and provided without a contract it should be budgeted in the appropriate budget category such as Program Expenses (e.g., legal services) or Training (e.g., a trainer). Recurring & routine maintenance services (even if contracted) should be budgeted under Office Expenses (e.g., shelter linen cleaning) or Space Expenses (e.g., snow/lawn care). All contracts of $5,000 or more require prior OJP approval. Contractor fees cannot exceed $650/day or $81.25/hour. All expenses must be reasonable and necessary or may be disallowed. Contract Services Example:

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