OAJJA: Delinquency Prevention and Young Offenders Intervention Pilot Grant Program

You must apply and submit your application on-line.  Each section is limited by a set number of characters.  We highly recommend applicants read all of the Application Instructions.

Letters of priority are required, see Multiple Projects.

Project applications must be submitted online (ZOOMGRANTS) on or before: CLOSED

PROJECT APPLICATIONS MUST BE SUBMITTED ONLINE.  

Failure to submit a complete project application may result in denial of funding.

Complete a separate application for each distinct project. You will have the ability to attach your organizational chart, and priority letter (if submitting multiple applications) and letters of support as applicable

Letters of priority are required when an agency is submitting multiple projects which must be submitted in ZOOMGRANTS under attachments.

Letter must include rank order and why the agency has ranked projects in that order.

These are mandatory.

If you wish to submit letter(s) of support which speak to the collaborative relationship between your project and other agency(s)/organization(s), these can be submitted in ZOOMGRANTS under the Documents Tab.  

These are not mandatory.

• Registration with SAM and an UEI (assigned through your SAM registration) is required to submit your Project Application on-line. 
• Eliminate jargon wherever possible; define or do not use acronyms.
• Make sure there is a thread that ties the project application together from the problem statement through the project activities to the goals and objectives and the budget, the elements should all be related, flow, and make sense.
• Organize goals and objectives. Make sure goals are broad and objectives are specific, measurable, achievable, relevant and time-bound (S.M.A.R.T.).
• Use only whole dollar amounts in your budget and be sure to have the financial person who will be working on the project with you look over and verify your proposed budget.
• Justify and explain all budget items and calculations in the budget narrative Example: price per unit x number of units = total price.
• Demonstrate how the costs were determined. 
• Double-check the budget descriptions to make sure that they contain a sufficient level of detail and all figures add correctly.
• Be aware that the JJDP Council is comprised of subject matter experts within the juvenile justice system.  Assume a high level of understanding and expertise of readers when completing your problem statement and project plan. This often helps in keeping the language short and to the point.
• Illustrate the collaborative efforts where appropriate. This is vitally important when grant projects involve or potentially impact other agencies or systems.
• Treat evaluation as an integral part of the proposal development process and not as an afterthought.
• Goals and outcomes and the evaluation (the project as a whole) should be viable.
• Grant writing tips can be found at many websites by searching the words Grants or Funding. 

Summary Tab

Application Title/Project Name: Please be descriptive of the project to be funded and do not label it merely “Delinquency Prevention and Intervention Project”.  It should be unique to your project and agency.

Amount Requested: Enter the amount of funding requested in this application. 

Applicant Information: Enter the name and contact information of the person completing the application.

Organization Information: Enter all requested information for the applicant agency.

If you have questions about updating your Organization Information, please contact Cindy Johnson at 303-239-4443.

Pre-Application/Organizational Details Tab

Applicant “Doing Business As” (DBA) under a parent company/unit of Government: Choose Y for Yes or N for No.

Legal Entity Name: If your agency is a DBA, the Legal name will be different than the Applicant Agency Name.  If your agency is NOT a DBA, then the Applicant Agency Name and Legal Entity name will be the same. (See definition on page 3 of these instructions for more information.)

Legal Entity Physical Address: Street Address, City, State, Zip +4

Organizational Type: Select either 1) Local Government, 2) American Indian Tribe, or 3) Not for Profit 

Legal Entity County: Enter the county of your legal entity address.

Entity’s Fiscal Year End: Enter the month and last day of your fiscal year.

Total Federal Expenditures during the entity's last fiscal year: Enter the amount of federal contract and grant award expenditures from your most recently completed fiscal year. 

PRE-QUESTIONS

Which population does your project serve?: Select either 1) Prevention, 2) Intervention, or 3) Both

In what quarter do you anticipate serving youth?: Select either   Q1, Q2, Q3, or Q4

In what quarter do you anticipate being able to measure outcomes?: Select either   Q1, Q2, Q3, or Q4

Statement of Work Tab

(Q1) Project Start Date: The project start date will be December 1, 2022  

(Q2) Project End Date: The project end date will be June 30, 2023.

(Q3) Applicant Primary Contact: List the individual who will be the main contact throughout the application process (including the funding conference presentation).  Enter the name, telephone number, and e-mail address.

Project Officials: (Q4-15) You must have a minimum of three contacts for this application, the Project Director, Financial Officer, and Signature Authority (also called the Authorized Official). All three must be from the applicant agency and must be unique individuals; one person cannot serve in more than one role.

PROJECT DIRECTOR: This must be an individual other than the authorized official or financial officer and must be from the applicant agency. Enter the name, title, agency, mailing address (use the ZIP+4 Code), telephone number, and e-mail address, if applicable, of the Project Director. The project director is the individual who will be in direct charge of the project and must be within the organizational structure of the applicant agency. This should be a person who combines knowledge and experience in the project area with ability in administration and supervision of personnel and will be expected to devote a major portion of his/her time to the project. This person will be required to sign all quarterly reports, and other grant forms.

FINANCIAL OFFICER: This must be an individual other than the project director or authorized official and must be from the applicant agency. Enter the name, title, agency, mailing address (use the ZIP+4 Code), telephone number, and e-mail address, if applicable, of the Financial Officer. The financial officer is the person who will be responsible for fiscal matters relating to the project and in ultimate charge of accounting, management of funds, verification of expenditures, and grant financial reports.

SIGNATURE AUTHORITY: This must be an individual other than the project director or financial officer. Enter the name, title, agency, mailing address (use the ZIP+4 Code), telephone number, and e-mail address, if applicable, of the Authorized Official. This is the individual authorized to enter into binding commitments on behalf of the applicant agency. For local units of government, this will normally be a city manager, mayor, district attorney, and/or the chair of the county commission. At the state level, this individual will be a department or division head.

STATEMENT OF WORK:

All answers are limited to 6,500 characters.

Q14: Describe the project that will be funded with a grant award and how the project demonstrates a community-based response to crime among youth in which multiple partners are coordinating to meet the goals of the program.

Q15: Describe how the proposed project will prevent or reduce youth involvement in the juvenile justice system, including the specific population and or risk factor pathways targeted.

All projects must show a capability to prevent or reduce youth involvement in the juvenile justice system. Applicants must provide enough detail within this application for a reader to fully understand what the project is, what it will be doing, and how it will impact the described problem.

Clearly identify need through use of information or data at the level of the project (i.e., using current state or local data, not national). This section should include the following:

• A description of the problem in terms of causes and consequences.  Articulate why this problem should be addressed. Use published literature to support your description where appropriate.  
• The extent and nature of the problem in your target population and/or community. Use data to support your description. 

 

Q23: Describe how the proposed project will assess and advance equity in opportunities and outcomes for youth.

Q16: Describe the applicant’s experience working within the juvenile justice system, delinquency prevention, and reducing recidivism.

Q17: How does the proposed project reflect a commitment to using Research-Informed crime and violence reduction strategies? Describe or reference prior research demonstrating the effectiveness of the proposed strategy (if any).

Q18: Describe the applicant’s capacity to report on project metrics, including prior experience (if any) in reporting similar metrics, who will be responsible and whether the applicant anticipates additional resources or support will be needed to meet this requirement.

Q19: Describe any community-based partners the applicant will work with on the project, including each partner’s role.

Q20: Provide data documenting the need for the project, including the rates of crime among youth in the project area, and other data used to identify the need of the proposed project.

Q21: What additional resources will the applicant and or partner agency provide to implement and sustain the project during the project period? (In kind or monetary)

Q22: Describe how your partnership might sustain the proposed project beyond the 2-year grant funding period.

Q23: Describe how the proposed project will assess and advance equity in opportunities and outcomes for youth.

 

Goals & Outcomes, Budget Details, Additional Funding Tab

GOALS & OUTCOMES: These are the elements against which your project will be evaluated and which you will use to report quarterly and final progress. 

Goals: Goals are logical, sensible, clearly written and directly tied to the project.
Write one or more goals you will focus on this project.  Goals are broad statements (i.e., written in general terms) that convey a project's overall intent to change, reduce, or eliminate the problem described.  

Outcomes: Outcomes are realistic and able to be accomplished in the time frames described. Outcomes identify the amount of intended change expressed as a rate, percent or whole number. Include measures that will sufficiently document any change that occurs. 

Please write at least one measurable outcome(s) for each goal.  Outcome statements should include:

• The specific type of change or improvement that will occur
• The number or percent of individuals impacted (where appropriate)
• The expected magnitude, on average, of the expected change
• If client based, include outcomes reflecting the number of clients to be served

Measurement is the description of what data will be collected to measure the change. Please describe the specific measurement tool(s) you will use to collect data for each outcome.  If you do not have a tool please state TBD (To Be Determined).

Timeframe:  The quarter in which the objective will be completed.

BUDGET: 
Grant recipients may only use up to seven and one-half percent of the grant award for administrative, staffing, and other start-up expenses necessary to implement a project supported with a grant award.

Budget items should be detailed, reasonable, specifically defined, justified and the applicant should demonstrate how the costs were determined.  It should be clear so that no concerns of supplanting will exist. Budget must be completed entirely and each item listed should be accompanied by a description, which provides justification for the budget items and details the basis for determining the cost of each item.

• The budget must cover the entire project duration.
• In figuring the budget, work with WHOLE DOLLAR AMOUNTS ONLY. When necessary, round to the next highest whole dollar amount.
• The budget is broken into seven Budget Categories: Personnel, Supplies and Operating, Travel, Equipment, Consultant/Professional Services, and Indirect Costs. 

Personnel Tab

PERSONNEL: This budget category should be used when employees are positions within the applicant agency and the implementing agency is a division (under the same unit of government) of the applicant agency.

The Personnel Budget should consider overtime, time needed to acquire new staff, and changing demands for personnel during the course of the project. If the implementing agency is contracted by the applicant agency (i.e., non-profit organization), these costs should be included in Consultants/Contracts (Professional Services).

Questions regarding the difference between a contract employee and a regular employee may be directed to the Internal Revenue Service. Contract employees or independent contractors should be shown under Consultants/Contracts (Professional Services).

Position Title and Name:  Add each position by title and name of employee, if available; if two individuals have the same title, list it twice.

Annual Salary: Enter the annual, full-time salary or base pay for the position.

Annual Base Salary to be Paid by Grant Funds: Enter the annual salary or base pay for the position to be paid by grant funds.
% to be paid by Grant Funds: ZOOMGRANTS will automatically calculate this % based on the amounts you entered in the annual salary columns.  

Annual Fringe:  Enter the amount of Fringe Benefits for that position in column 1 and the percentage of time to be devoted to the project by this position in column 2.

Annual Fringe to Be Paid by Grant: Enter the annual fringe for the position to be paid by Grant funds.

% to be paid by Grant Funds: ZOOMGRANTS will automatically calculate this % based on the amounts you entered in the annual fringe columns.

Total Base Salary + Fringe: ZOOMGRANTS will automatically calculate this total based on the amounts you entered in the annual salary and fringe columns.

Total Base Salary + Fringe to Be Paid by Grant: ZOOMGRANTS will automatically calculate this total based on the amounts you entered in the annual salary and fringe columns.

Budget Narrative and Justification:  Explain how the salary and fringe benefit rates for this position were determined. An explanation and justification are required if the budget is not for an entry-level position. If the salary is expected to increase during the project year, indicate the percentage of the increase, and the months covered by the increase, and justify it. Be sure that the scheduled salary increase has been included in the Salary row, and that the proposed salary is one that is paid for equivalent positions and employee qualifications in your area.

Non-Personnel: Budget and Budget Narrative Details:
Please Note:  For all other Budget Categories (Supplies & Operating, Travel, Equipment, Consultants & Contracts [Professional Services], and Indirect Costs) the following sample budget screen is the same. Be sure to read the following definitions for each budget category before completing it.

Item:  Add the name of each item

Budget Narrative and Justification: The applicant must provide a justification and explanation of the budget items listed in each Budget Category, as well as detailing the basis for determining the cost of each item. Failure to justify and explain/show calculations could result in denial of funding.

Describe the criteria used to compute budget figures. All budget figures should be justified and explained. The budget narrative should show the relationship between budget figures and proposed project operations. For example, if this is a training project, explanation of the Consultants/Contracts budget category amount should include an explanation of the need for consultants to provide the training and the hourly cost of the services to be provided.

OAJJA recognizes that governments are constantly faced with the challenges of limited resources. It is important that you describe how maximizing resources will be accomplished and that this project is not duplicating services.

SUPPLIES AND OPERATING: Add expendable or non-durable items within this category by major type [e.g., office supplies, software (regardless of cost), training materials, research forms, telephone, tuition, postage, etc.,] and show the basis for computation: “X” dollars per month for office supplies, “Y” dollars per person for training tuition, telephone-base charge plus long distance at “Z” dollars per month.

• Includes tuition, registration, vehicle gas, leases, etc.
• Out-of-state training costs must be justified in terms of availability of comparable training in state.
• Large items should be listed and justified (e.g., unusual supply items, software, special printing, etc.)

NOTE: Tuition and registration fees (even if they include lodging and/or subsistence), vehicle gas, leases, and maintenance on project- or government-owned vehicles are operating expenses not travel. These types of costs must be shown in the Supplies and Operating category.

Items with a per unit cost of less than $5,000 are considered supplies and should be listed in this category. Items costing $5,000 or more should be listed under Equipment (see D below). If software is being purchased, regardless of the price, it belongs in the Supplies and Operating category. If custom development of software is contracted out, it is subject to prior approval by OAJJA and should be shown in the Consultants/Contracts (Professional Services) Budget. All purchases should be made through competitive bid, state or local award, or established purchasing/procurement procedures.

Budget Narrative and Justification:  Explain how the cost of each item was determined and justify the need for the item.

TRAVEL: Add travel expenses for project personnel by purpose (e.g., to attend training sessions, to transport clients, etc.) and show basis for computation. Show airfare, ground transportation, automobile, lodging and meals individually. Indicate if the travel is in-state or out-of-state.

Out-of-state travel must be justified and tied to the project goals and objectives.

Where a jurisdiction has an established travel policy, those rates may be used. Otherwise, state travel rates are the maximum allowed. Allowable State travel rates are:

• Mileage: $.585 cents per mile for use of personal vehicle.
• Lodging: In-state is the actual cost of reasonable accommodations. However, lodging costs in excess of $96.00 must have prior approval of the Project Director. Out-of-state costs should be federal GSA rates, and reasonable.
• Meals: Exceptions to the following rates are available from the DCJ for higher cost metropolitan areas.

In-State

Rates per Meal:

Breakfast $13.00
Lunch $14.00
Dinner    $23.00

Total per diem: $50.00
Incidentals: $5.00

NOTE: Tuition and registration fees (even if they include lodging and/or subsistence), vehicle gas, leases, and maintenance on project- or government-owned vehicles are operating expenses not travel. These types of costs must be shown in the Supplies and Operating category.

Budget Narrative and Justification:  Explain the relationship of each cost item to the project, (e.g., if training or conference travel expenses are requested, explain the topic of the conference and its relationship to the project, you must explain why this training cannot be achieved in state). Out-of-state travel is discouraged and needs to be thoroughly justified. 

EQUIPMENT: Add each item separately, by unit cost. This category should include all items with a unit cost of $5,000 or more and useful life of more than one year. Items not meeting these criteria should be included in the Supplies and Operating category. Equipment must be justified as necessary and not currently available.

If the proposed equipment is to be shared with entities outside this project, the cost should be prorated based upon the percentage of use of the equipment by this project.

DCJ must provide prior written approval for the actual purchase of all equipment, separate from approval to fund the project. All equipment must be purchased through competitive bid, state or local award, or established purchasing/procurement procedures.

Budget Narrative and Justification: Explain how the cost of each item was determined. Explain why the proposed equipment is essential to conducting the project and is not currently available for use within your agency or organization. 

CONSULTANTS & CONTRACTS (PROFESSIONAL SERVICES): *Application must contain a detailed budget and budget narrative for anything listed under Contracted, Consultant and Professional Services. List each consultant, contractor, or type of service with proposed fee (by eight-hour day or hourly rate). If the applicant agency is contracting with an outside agency to conduct the day-to-day operations of the project, the total cost should be in Consultants/Contracts (Professional Services). 

Rates (honoraria are not an allowable expense) for individual professional services must be based on an hourly rate (including preparation and travel time), and must have explicit, separate prior approval from DCJ. Rates for individual consultants/contractors cannot exceed $650 per day or $81.25 per hour.  Justification is required to establish a “usual” or “going rate” for similar services. Some consultants/contractors provide services at a flat rate rather than an hourly rate. If that is the case, identify the service to be provided, including all covered expenses such as travel, and the rate for each “unit” of service. Contact DCJ if you have questions.

Professional services should be procured competitively. Sole source contracts must be justified and must have specific prior written approval from DCJ before execution of any contract, separate from approval to fund the project. Refer to the Administrative Guide for Federal Justice Grant Programs or contact DCJ for additional guidance. Consultants/ must be able to sign the Certification of Debarment, OJP Form 406 1/1 (see section J of the Certified Assurances for details).

Budget Narrative and Justification:  Explain why proposed consultant/contract services cannot or should not be provided by project staff. Explain how the hourly rate or flat rate was determined. For each consulting organization added, indicate the number of people to be assigned to the project, number of hours per person per day to be spent on the project, and a breakdown of the contract price by major cost item (i.e., supplies, rent, equipment, travel, contracted services).

INDIRECT COSTS: Indirect costs are costs of an organization that are not readily assignable to a particular project, but are necessary to the operation of the organization and the performance of the project. Examples of costs usually treated as indirect include those incurred for facility operation and maintenance, depreciation, and administrative salaries.

If the applicant meets any of the two requirements below, they are eligible to request indirect costs at the approved rate.

• A governmental department or agency unit that receives more than $35 million in direct Federal funding must submit its indirect cost rate proposal to its cognizant agency for indirect costs for approval. 
• Other governmental department or agency (receiving less than $35 million in direct Federal Funding) must develop an indirect cost proposal in accordance with the requirements of Title 2 C.F.R. Part 200 of the Uniform Requirements (Department of Justice regulations) and maintain the proposal and related supporting documentation for audit. These governmental departments or agencies are not required to submit their proposals unless they are specifically requested to do so by the cognizant agency for indirect costs.

If the applicant has never received a federal negotiated indirect cost rate, and is not required to have a federal negotiated indirect cost rate, they are eligible to request the "de minimis" rate which is 10% of the Modified Total Direct Costs (MTDC).

When using this method, cost must be consistently charged as either indirect or direct costs, but may not be double charged or inconsistently charged as both. Also, if this method is chosen then it must be used consistently for all Federal awards.

What is the Modified Total Direct Cost, or MTDC? 

• This base includes all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards up to the first $25,000 of each subaward (regardless of the period of performance of the subawards under the award).
• MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs, and the portion of each subaward in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency (OJP).

Documents Tab

Organizational Chart: Required if personnel is being requested. If your project has personnel in the budget category, you must attach your organizational chart in this section. 

Priority Letter: Required if the Applicant Agency is submitting more than one application. Letter must include rank order and why the agency has ranked projects in that order.

Letters of Support: If you wish to submit letter(s) of support which speak to the collaborative relationship between your project and other agency(s)/organization(s), these can be submitted in ZOOMGRANTS under the Documents Tab.  These are not mandatory.

Financial Management Questionnaire: Required.  All applicants are required to download this form, complete, save, and upload back into ZOOMGRANTS. It is the applicant’s responsibility to verify the agency’s ability to administer funds and comply with federal and state accountability requirements. The questions should be answered by the Applicant Agency with the assistance of the Financial Officer. 

Certification Regarding Lobbying; Debarment, Suspension; and Drug-Free Workplace: Must be submitted with the application.

**DPI funds are issued for the State of Colorado by the Department of Public Safety, Division of Criminal Justice (DCJ), under its grant-making authority, CRS 24-33.5-503 and the Omnibus Anti-Drug Abuse Act of 1988 (42 U.S.C. 3701, et seq., as amended).

**DCJ reserves the right to reject any and all applications, to waive informalities and minor irregularities in the applications received and to accept any portion of the application for funding, if deemed to be in the best interest of the State of Colorado to do so.

**DCJ reserves the option of holding for future consideration those applications with merit that were not funded. Any future consideration is dependent on the availability of federal funds.

$0.00

December 1, 2022 to June 30, 2023

and

July 1, 2023 to June 30, 2024

Match is not a requirement for this funding, the JJDP Council encourages applicants to show a commitment from either local governments or other funding committed by partner agencies for this project to support sustainability.

Exclusions and limitations for grant funding are as follows:

Grant recipients may only use up to seven and one-half percent of the grant award for administrative, staffing, and other start-up expenses necessary to implement a project supported with a grant award.

A grant recipient shall not use grant money to share or facilitate the sharing of any personally identifiable information about a youth without the consent of the youth or the youth’s parent or guardian.  A grant recipient may use grant money to share aggregated, non-identifying information concerning juveniles.

Additional information can be found in the ZoomGrants library.

Units of government at the municipal, county, or city and county, and any agency that has experience working with children and youth crime prevention or intervention programs, an American Indian Tribe; or a nonprofit organization may apply to the Office of Adult and Juvenile Justice Assistance, Division of Criminal Justice, for a DPI grant. The DPI grant program strongly encourages coordinated efforts with multiple community-based partners.  This may include a local Collaborative Management Program described in section 24-1.9-102, and a local Juvenile Services Planning Committee created pursuant to section 19-2.5-302.

Reviews will be conducted by the JJDP Council. If a project application is denied funding, a letter describing the reasons for the denial of funding.

Preference given to applicants that document a coordinated response with multiple community-based partners to reduce youth involvement in the juvenile justice system. 

Specifics on scoring will be posted soon.

If the mandated performance reporting data required by DCJ is not provided during project implementation in a timely manner, it can result in the cancellation of the grant and DCJ may request a refund of federal funds expended during the period of non-compliance.

Non-compliance can also adversely affect eligibility for future state funding under this program. 

The Division of Criminal Justice (DCJ) requires quarterly reports that document how the grant funds were utilized, including data and other relevant information on performance metrics in DCJ’s online grants management system.

In addition to DCJ reports, the Bureau of Justice Assistance (BJA) has established mandatory performance measures which must be submitted by the 15th day following each calendar quarter using BJA’s on-line Performance Management Tool or PMT.  These performance measures can be found on the BJA website.

Reporting Deadline
All quarterly reports are due by the 15th day following each calendar quarter and must be submitted online using the grants management system.

DCJ maintains the right to withhold payments if reporting requirements are not met in a timely manner.  

Indirect costs are costs of an organization that are not readily assignable to a particular project, but are necessary to the operation of the organization and the performance of the project. Examples of costs usually treated as indirect include those incurred for facility operation and maintenance, depreciation, and administrative salaries.

If the applicant has a federally approved indirect cost rate, that is the rate that should be used. If the applicant does not have an approved rate, one can be requested by contacting the applicant’s Federal Cognizant Agency.

If the applicant has never received a federal negotiated indirect cost rate, and is not required to have a federal negotiated indirect cost rate, they are eligible to request the "de minimis" rate which is 10% of the Modified Total Direct Costs (MTDC).

Questions regarding Indirect Costs?  Contact Cindy Johnson at 303-239-4443. 

What is the Modified Total Direct Cost, or MTDC?

• This base includes all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and subawards up to the first $25,000 of each subaward (regardless of the period of performance of the subawards under the award).
• MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs, and the portion of each subaward in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency (OJP).

All potential grant applicants who plan to apply for federal funding from the Colorado Division of Criminal Justice or any other agency must make sure that their agency has registered with SAM and has an UEI. These are required as part of the implementation of the Federal Funding Accountability and Transparency Act of 2006 (Transparency Act) that went into effect January 1, 2009.

An UEI is a unique number that identifies an organization and helps track the distribution of grant money.  Verify whether your agency is currently registered in SAM.  If your agency is not currently registered in SAM you will not have an UEI assigned yet and must begin this process now due to the time required for completion. If your organization is currently registered in SAM.gov with either an active or inactive registration, you have already been assigned an UEI. Your UEI is viewable on your entity’s registration record in SAM.gov. If your SAM registration is inactive, you should begin the process to renew your registration now due to the time required for completion.

Grant awards without a current registration in SAM and an UEI will have a Special Condition placed on award documents to complete this requirement within 30 days of the start of the grant award period.  It is imperative that this timeframe is met per reporting requirements under the Transparency Act.

To register with SAM:

• Go to www.sam.gov
• Click on Create an Account
• Choose Individual account
• Provide the requested information and submit
• Receive the email from “notifications” and click through the sam.gov link to validate your Account
• Log in at sam.gov with the username and password you created

SAM will send notifications to the registered user via email 60, 30, and 15 days prior to the expiration of the Entity registration. To update or renew your Entity records(s) in SAM you will need to create a SAM User Account.

A Full Users Guide as well as Quick Users Guides are available at www.sam.gov, which you may want to review prior to registering with SAM.  

NOTE:  IF YOU HAVE NOT REGISTERED WITH SAM AND DO NOT HAVE AN UEI, YOU WILL NOT BE ABLE TO SUBMIT YOUR PROJECT APPLICATION ONLINE.

If your organization is a government agency or private business and receives an award of $25,000 or more, but less than $500,000, and has fifty or more employees (counting both full- and part-time employees but excluding political appointees), then it has to prepare a Utilization Report (formerly called an EEOP Short Form), but it does not have to submit the report to the OCR for review. Instead, your organization has to maintain the Utilization Report on file and make it available for review on request. In addition, your organization has to complete Section B of the Certification Form 30 and return it to the OAJJA/DCJ who will submit to the OCR. 

If your organization is a government agency or private business and has received an award for $500,000 or more and has fifty or more employees (counting both full- and part-time employees but excluding political appointees), then it has to prepare a Utilization Report (formerly called an EEOP Short Form) and submit it to the OCR for review within sixty days of grant start date.

For assistance in developing a Utilization Report, please consult the OCR's website.

In addition, your organization has to complete Section C of the Certification Form 30 and return it to the OAJJA/DCJ who will submit to the OCR.

To comply with the EEOP requirements, you may request technical assistance from an EEOP specialist at the OCR by telephone at 202-307-0690, by TTY at 202-307-2027, or by e-mail.

If there is a significant change in the orientation, organization, goals and/or target population, a continuation project/application may be viewed as a new project application. It is the responsibility of the applicant to present the justification in writing along with the application.

Financial obligations of the State payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. In the event funds are not appropriated, any resulting contract (Grant Award) will become null and void, without penalty to the State of Colorado.

All material submitted regarding application for DPI funds becomes the property of the State of Colorado and is subject to the terms of Colorado Revised Statutes 24-72-201 through 24-72-206, Public Open Records. The State of Colorado has the right to use any or all information/material presented in reply to the Announcement, subject to limitations for proprietary or confidential information. Disqualification or denial of the application does not eliminate this right. Any restrictions on the use or inspection of material contained within the proposal shall be clearly stated in the proposal itself. The contents of the application will become contractual obligations if the project is funded.

Before contacting the Office of Adult and Juvenile Justice Assistance, please review this announcement and read the Delinquency Prevention and Young Offenders Intervention (DPI) Pilot Grant Program application instructions, general information, and FAQs.  The documents are located in the ZoomGrants library.

Kelly Abbott
Colorado Division of Criminal Justice, OAJJA
700 Kipling Street
Denver, CO 80215
Direct: 303-239-5717
E-mail: kelly.abbott@state.co.us

If you experience problems or have questions about how to use ZoomGrants, please contact dcjgms@state.co.us.

There are specific instructions regarding ZOOMGRANTS that you should read prior to beginning your application:

• Module 101 Grant Administration and Set-Up 
• Grants Guidance & Resoruces

If  personnel costs are built into the evidence-based approach, would this expense be considered outside of the 7.5% limit on personnel costs?

The 7.5% restriction for administrative, personnel, and startup costs of the overall grant amount requested applies to any FTE (full-time equivalent) under the applicant.  

I see you have to be a government program or a non-profit. Does this include non profits who are not 501(c)(3)s?

To apply for the DPI Grant, the non-profit would need to be a 501(c)(3).

How do I find my project application if I don’t complete it all at the same time?

When you log into ZOOMGRANTS (ZG), click on My Account Home. Any incomplete applications will appear under the Incomplete tab. If the application deadline has passed the incomplete applications will move the to the Archived tab.

What do I do if I get the message that I exceeded the maximum length for a question? 

If there is a character limit it will appear with each question. As you type, a box indicates how many characters are remaining. There may be a slight discrepancy in character counts upon saving the answer. Carriage Returns count as two (2) characters when SAVED, but count as one (1) characters when TYPING/EDITING. The final characters count may be off by 1 character for each carriage return. You may need to shorten your answer if your initial answer uses the maximum character limit.

How do I submit more than one application for my agency?

A ZG account is linked to an individual within an agency, and not the agency as a whole. If your agency has distinct and separate projects with different project directors each project director should have his/her own account. (Unless the agency decides to have a singular generic account owner that provides project director access to each application on a case by case basis). 

• If your agency has multiple ZG accounts, each account may submit one or more applications.
• If a single ZG account holder would like to submit more than one application, you may accomplish this in one of two ways:
  1. Apply Again – creates a new blank application
     • Login 
     • Click Apply Again to create a new Application.
  2. Duplicate Application – copies an application within the same Grant Program and allows you to edit it. 
     • Under My Account Home find the application you want to duplicate (it will be under either the Incomplete or Submitted tab).
     • Click Duplicate and a copy of the application will open an allow you to edit.

 Do we need to include a breakdown budget for any contractors/vendors?

Yes. A line item budget must be included in the budget narrative under the consultants/contract (professional services) category.  Suggested budget format is: list personnel, supplies and operating, travel, equipment, and contracted services or professional services. The budget should include only those items for which you are requesting funding.

Does the system allow for review by our Appointing Authority?

Prior to application submission by the division, all applications must be reviewed and approved by our Authorizing Authority so that s/he has the opportunity to evaluate projects to determine if they are in keeping with our mission and goals and do not violate laws or regulations.  Is that possible in the system?

Yes, you can “Print/Preview” the application prior to submission. This can be found on the top right corner of the individual application. You may save to PDF and/or print it.

If your Agency is within more than one Congressional District does ZOOMGRANTS allow you to enter them all?

The application will collect information regarding the Geographic Area(s) where grant funds will be utilized and is not linked to the physical address of the agency.

If you are requesting equipment that is under $5000 each but are requesting more than one, making your total over $5000 will it be okay to enter under Equipment and not Supplies?

These are considered supplies and must be entered into the supplies and operating category.  Equipment is considered an individual item costing $5,000 or more.

Do the character limits in the sections include the spaces between words?

Yes. Be advised, hitting Return also uses two (2) characters.

On consultants/contracts (professional services), can that be for the cost of the accountant that oversees our grant financial piece?

All funds that are being requested for administrative functions, which can include accountant services, must be requested under the “Indirect” Line Item of the budget and clearly identified as administrative costs. 

Can the applicant agency be a City or County or must be the City or County’s law enforcement department?

In ZOOMGRANTS, the City or County is considered the Legal Entity. The Police Department or Sheriff’s Office would be the Applicant Agency (applying agency). The DBA status should be set to Yes.

What are the character limits for each section?

Pre-Application, Organization Details, and tab Questions, and Statement of Work tab

Short Answers:

• Single Line - 250 characters
• Multiple Choice - only one answer is allowed
• Checkboxes - one or more answer is allowed
• Table Format - 10 characters each    

Long Answers:

Each long answer question will indicate the character limit associated with each question.

Tables (G&O, Budget Details, Additional Funding) tab:

• Large text boxes: 6,500 characters
• Medium text boxes: 25 characters
• Small text boxes: 10 characters

NOTE: carriage returns count at two (2) characters.

Are food and beverages allowable expenses?

Providing food and beverages for conferences, meetings, and trainings that are not a direct service of a program are prohibited.  If you are interested in providing food and beverages for direct service recipients (children, youth and families), this requires an expressed pre-approval from the federal Office of Justice Programs (OJP) and there are no guarantees that this will be approved.  DCJ suggests that if the need is critical to a direct service program, you try to secure other sources of funding to cover these expenses.  If absolutely impossible, and you are approved for grant funding by this Office, we will work with you to seek the food and beverage approval necessary from the federal government, but again this approval is not determined by DCJ and these expenses could be disallowed by OJP. 

We have not registered with SAM and do not have an UEI, will this stop us from submitting an application?

Yes. Please contact DCJ if you are currently registering with SAM or if you are reactivating your registration, but have not yet completed the process.

How do I update my SAM end date on my new application?

Using data released by the federal government, ZOOMGRANTS completes a SAM verification (via each applicant’s UEI) and presents the results for each applicant in the Application Summary tab of their applications.

The federal government releases this data every month, and SAM checks are completed once an applicant submits their application and are automatically updated monthly, following the release of the new data.

The SAM verification will only appear in the Application Summary tab on an application if the applicant has entered a valid UEI.

The State of Colorado is committed to providing equitable access to our services to all Coloradoans. The Division of Criminal Justice is committed to making its physical campus and digital resources accessible to everyone. The Division of Criminal Justice (DCJ) strives to ensure equal access to the services we provide to everyone with and without disabilities. To best meet reasonable accommodation needs for effective communication or a reasonable modification to programs, services, or activities, please contact us a week prior to the activity or event.

DCJ will make every effort to provide requested reasonable accommodations, however, failure to notify DCJ of requested accommodations at least 3 business days prior to the date of the activity or event date may result in delay or denial of the accommodation.