PCCD > Funding > Funding Announcement QA
Question: Are Juvenile Treatment Courts eligible to apply for this funding?
Question: How much funding is available in total under this initiative for grantmaking?
Question: Is this application process only for those who wish to become a Centralized Coordinating Entity (CCE)?
Answer: Yes, this application process is only available to those who wish to be the CCE for their county or region. If you are seeking to get Naloxone as a first responder, but are not seeking to become the CCE, you will need to communicate directly with the CCE in your community.
Question: How would a person find out who the current CCE is their Community?
Question: I am a fire fighter or EMT and am included in the list of Eligible First Responders (See page 5 of the Application Guidelines) and am in need of Naloxone – Can I apply directly?
Question: Would you please confirm if the funds for SAEDR Cat. 1 are entirely state funds, or is part of the funding federal?
Question: According to the PCCD’s open funding announcements website, the amount announced for Category 1 is $1,416,562; however, the Category 1 solicitation states that the funding available is $1.4 million. Which are the correct amounts?
Question: I am supporting a University who is interested in pursuing the following opportunity: 2017 Substance Abuse Education and Demand Reduction (SAEDR) Category One. Based on the guidelines eligibility criteria, "Nonprofit organizations may jointly apply for grant moneys with a local government unit, but are not required to do so. Direct awards cannot be made to governmental entities.” Can you please confirm if a University would be eligible to apply for this specific opportunity as a non-profit?
Answer: As long as the University you are supporting is organized as a non-profit entity, you may apply for funds under the “2017 Substance Abuse Education (SAEDR) Category 1” funding announcement.
Question: Are we eligible to apply for one grant each in Category 1 if one application is for adults and one is juveniles?
Question: Does the period start and end date have to be 1/1/18 and 12/31/18, respectively?
Question: On the approval checklist page it asks the following question: Are the Privacy Certificates as to Confidentiality of Identifiable Research and Statistical Data attached? Can you please provide more information on what you are looking for and where to attach it (as there is no attachment feature on this page)?
Question: Would the coalition need to show a link to all of the Overdose Task Forces in the counties represented on the coalition, or is it enough that our coalition has identified needs that are addressed by the funds?
Question: If we currently have funding through SAEDR does that make us ineligible to apply this year?
Question: We do not have a federally negotiated indirect cost rate, may we use the de minimus dindirect cost rate?
Answer: If your organization has never had a federally approved indirect cost rate, the de minimis rate would be an allowable option to recover indirect costs. Please review the Indirect Costs section of PCCD Applicant's Manual.
Question: What is the current indirect cost associated with this grant mechanism?
Answer: Applicants may include indirect cost rates consistent with their federally approved indirect cost rate.
Question: The current SAEDER Category 1 solicitation indicates it is to serve families and a separate announcement will be released for projects related to the needs of juveniles. When do you anticipate the announcement specific to juveniles to be made?
Question: Is there any page limit to the overall application?
Question: There are performance indicators in the application established by PCCD. Do these need to be filled out with the grant application or is this only for post award?
Question: The funding announcement references a “County Overdose Coalition” or “County Overdose Task Force.” Please clarify this terminology. Is this different than a county collaborative board that has been established for Communities That Care that may not specifically address overdose issues?
Question: According to the PCCD’s open funding announcements website, the amount announced for Category 2 and 3 is $1,445,385; however, the Category 2 and 3 solicitation states that the funding available is $1.4 million, and in another spot of the solicitation it says that “up to” $1.4 million is available. Which are the correct amounts?
Question: Eligible applicants must be a statewide organization?
Question: The funding announcement states that the applicant agency must have as its purpose the reduction of substance use and must attach or provide a link: a mission statement, by-laws, strategic plan, etc. in Egrants, as verification process. Are all of these items required or can an agency provide 1 of the items listed?
Question: Must the nonprofit be a statewide agency who implements a regional program or can the agency be regional rather than statewide?
Question: Can a nonprofit apply for grants in both categories simultaneously?
Question: Can you give examples of what is meant by “technical resources”?
Question: Can you operationally define what is meant by “comprehensive drug-free workplace program”?
Question: Can we add supporting documentation, such as figures and images, as attachments in addition to any letters of support and job descriptions?
a MDIT received funding from the Pennsylvania District Attorney’s Institute
under the 2016-2017 MDIT/CAC Grant Program are they still eligible to apply for
you are eligible to apply under this solicitation.
Question: In regards to the 2 hour teacher workshop, are all 2nd grade teachers at the school required to participate or is this flexible? For example, can the workshop be offered during a professional development opportunity?
Question: The grant terms are three years for the pilot project. In addition to the project coordinator, there is a budget opportunity for additional staff, either at the service providers to increase capacity to carry out the goals of this pilot, or/and for caseworkers at the county level.
Question: Is the 10-item survey already created? If so, can we get a copy to give to the superintendents?
Answer: The research assessment to accompany the Safe Touches implementation is an adaptation of the Children’s Knowledge of Abuse Questionnaire (CKAQ; Tutty, 1995). The research team from Penn State, in cooperation with the Safe Touches developer, selected 6 questions from the CKAQ and added 8 “filler questions” including 3 questions that may be of interest to school leadership about the children’s perceptions about school.
Question: Will not having full endorsement and support from 70% of all superintendents before the June deadline disqualify an applicant? Written approval from 70% of school district superintendents providing a support letter stating that they endorse and will allow the program to take place in all of 2nd grades within their district is unrealistic for several reasons. One, counties with multiple districts may not be able to attain all of these letters before submission. For example, we have 13 districts. Two, superintendents are typically not the person within their respective districts who make this policy decision. Typically, this goes to curriculum directors and/or Assistant Superintendents or Principals.
Question: Our superintendents said they want to see the program before signing a letter of agreement. As centers considering applying for this grant may want to know what the curriculum material consists of. Is it possible to publicly post the curriculum?
Question: Again, under activities – is there a preferred formula to arrive at the 5% of adults receiving the Stewards of Children program. (Do we use the county census?)
Question: We have a significant Spanish-speaking population in our county and wanted to know if the programs delivered in the pilot are offered in Spanish.
Question: We only have statistics of SA reports from the latter half of 2015, due to expunctions. We began an internal tracking mechanism in July 2015. Are we able to extrapolate using the information we have from July-December? Additionally, we do have more than the 200 reports needed in 2016.
Question: We know that we are going to have a somewhat challenging time convincing the majority of our school superintendents to provide support without more information about the Safe Touches curriculum. Is there a way to get more information about it?
Question: Do 70% of districts need to be signed on at the time of application or is it that districts accounting for 70% of students need to be signed on at the time of application?
Question: For Safe Touches, do 100% of second-grade classrooms need to be reached within the public school district or, more broadly, do 100% of classrooms need to be reached within all schools including charter schools (i.e., are charter schools considered districts)?
Question: Can Safe Touches be delivered in larger groups (e.g., assemblies) within the school, or does it have to be delivered at the classroom level?
Question: As our work group is seeking letters of support from our local school districts re: the second grade education we have been asked:“can you share more detail about the curriculum for Safe Touches?”
Question: Is there any possibility the Commission would grant permission to arrange workshop opportunities for 2nd grade students and parents outside the school day? We see possibilities for how we might be able to have parents and students complete the workshop during the evening and perhaps coordinate this experience with other events that are more likely to bring parents and 2nd graders back to school for an evening session. We believe it to be likely that more parents would consent to the experience if they could participate with their children.
Question: How we will sustain the program when the grant ends and the funds/supports are discontinued.
Question: Better understanding the role of teachers in this pilot process and determining how we allot teacher training time in our already packed professional development calendar.
Question: Scheduling logistics for students whose parents deny access to the experience – where to assign them and who will provide coverage and appropriate instruction for these students.
Question: Needing access to the survey and obtaining board approval to administer it, in accordance with board policy.
Question: Curricular alignment at the 2nd grade level and the fact that without actually seeing/hearing all the content to be shared, we are not comfortable consenting to this experience, at least without parents being present or having a thorough knowledge of what’s being presented.
Question: Primary among our concerns is our belief that the conversations that would be taking place with 2nd graders should be done in a setting with parents present (or at least providing them opportunity to be present). Students and parents [would be] hearing the same message together, have the opportunity to talk with one another about what is being presented, and are able to interact with the clinicians to ask questions and seek additional information.
Question: Will the survey will be issued anonymously and non-identifiable as the school was concerned.
Question: Safe Touches was evaluated with a population of 2nd and 3rd graders in a low income urban environment by using a cluster-randomized classroom with control groups.
Question: What provisions will be given to counties with thousands of children in multiple districts? Implementing School based Program. We have over 300 2nd grade classrooms with a total of approximately 6000 second graders per year in 13 districts. Some of these districts have as many as 24 2nd grade classrooms. Completing 70% of these classrooms in year one will be a challenge. With initial program set up and limited number of days within school year that this program could be implemented there are approximately 160 possible days. This would mean that 2 programs per day would need to be scheduled to accomplish 100%. This does not account for scheduling conflicts, teacher resistance, schools where parental permission will be required, etc.
Question: I was able to meet with the majority of our school district superintendents yesterday and they reported that although they are supportive of the grant many of them will need to get their school board’s approve for implementation of Safe Touches. This will be difficult to accomplish prior to June 15th.
Question: Why did you choose 2nd grade as the focus year for Safe Touches?
Question: How many sessions is the Safe Touches program? A single dose or multiple dose session?
Question: We know that we are going to have a somewhat challenging time convincing the majority of our school superintendents to provide support without more information about the Safe Touches curriculum. Is there a way to get more information about it? How long would you estimate the research assessments will take?
Question: Again under the activities: Safe Touches – what qualifies as 70% cooperation of the school districts – do we only need to involve public schools or is the expectation to capture parochial, charter, home based, etc.
Question: How long would you estimate the Safe Touches research assessments will take?
Question: As this is a research project with the intent of replication across the Commonwealth in future years, will funding be approved for counties with small, medium and large general populations? Or are the authors looking to fund mid-size counties with a limited number of school districts and general population size?
Question: Would a limited (contiguous) geographic region within a populous county be considered as a service area for this project? If so, would an entire smaller county be a preferred service area over a smaller section of a large/populous county?
Question: Are points awarded based on population of county (more people/greater program reach)?
Question: Do agencies who apply need to contact those entities that provide Stewards of Children or train for Safe Touches in advance of the grant application? Or will this be managed by the CC and CMSN after approval?
Question: Does the Prevention Pilot use additional sexual abuse prevention curriculum in addition to the evidence-based programs already in place with CYS? If so, what does that involve and can we get information on it?
Question: Under line to be implemented with parents. Can you send me a list of evidence based programs other than the SafeCare and Incredible Years?
Question: (Page 7, Section 7, (3), ii) – For those parents referred to these parent-education programs and who also have a GPS designation, this is taken to mean that we would count and track ONLY those people with cases that are OPEN with CYS, AND have the GPS designation, and thus have a referral made for the program, correct? We would not count those parents referred who do not have an open case with CYS, correct?
Question: Is parent consent required for a child to participate in the Safe Touches program? If so, is a passive consent or an active consent required? (A passive consent procedure typically involves distributing a letter to the children’s parents or guardians explaining the nature of the program and providing a method to retract permission. In an active consent procedure, the introductory letter explains the nature of the study and provides a method to document permission.)
Answer: Similar to other school-delivered programming, Safe Touches will require the parent’s permission for the child to participate in the Safe Touches workshop. This will be done, as suggested, using a passive procedure – the County Coordinator will distribute a letter to be sent home to parents that describes the program and a method to retract permission. With regard to the research aspect of the Prevention Pilot, active consent will be required. That is, the child must return a parent-signed form before they can be asked to participate in the research. Each child must also assent to participation in the research project. This process will be facilitated by the Implementation Coordinator and Research Team from Penn State.
Question: For the media campaign component: Is the topic of the media campaign restricted to the issues in this solicitation (physical and sexual abuse), or can a broader approach to the campaign be considered (including issues such as co-sleeping and the risks that causes as it relates to potential harm to a child)?
Question: Our team is seeking some clarification please on this item in the grant application:
Question: Our DA’s Office routinely receives LEOs that don’t come from CYS, but either are not substantiated or do not fit the criteria to be handled by CYS. Are you requesting that they notify CYS of any type of CSA even if they won’t investigate the case?
Question: (Page 10, Section 9, a, 3) “Describe how your county tracks LEO case that may not be captured by CYS or the county data system…”
Question: Does an entity representing county government need to be the lead applicant if there is a letter of commitment from the CYS agency and all required attachments are provided? In this case, could a non-profit service provider be the lead applicant with the support and commitment of the CYS agency? (i.e., can a non-profit service provider represent county government, with the CYS agency applying as a partner)
Question: Can decreased incidence rates of sexual abuse really be expected within the 3 years of the project?
Question: The requirement under the activities (#7) for a threshold goal of 100% of parents with GPS designation to have the parenting education – how do we arrive at understanding who has a having a GPS designation.
Question: We are coordinating with the County’s District Attorney’s Office for this pilot, and they wanted to know if they are able to hire an administrative person to help process the overwhelming amount of CY104s and 47s. The Children’s Advocacy Center is run out of the DA’s Office and they are struggling with dramatic increase in child abuse allegations.
Question: Should we include expunged cases in the estimates of the average number of CSA cases over the past two years?
Question: We met with the Director of DHS and Deputy of CYF and both informed us that the highest risk parents are not involved in evidence-based programs, but other, individualized programs that meet their higher level of need. Most of these parents receive in-home services by CYF. If we are attempting to reach the highest risk individuals would you consider allowing us to use the programming from the Endowment Act?
Question: One of our partners is currently using Nurturing Parents as an evidenced based parent education program (but this curriculum is not listed as an option) so we wanted to verify that others are permitted.
Question: I have a question about the Endowment Act - Prevention and who can apply. On page 6 under "5. Eligible applicants:" it says "county commissioners, DAs and/or county CYS agencies are eligible." Does this mean that nonprofits that are already doing this work in our county cannot apply?
Question: How do we reach 5% of our adult population with the Stewards of Children curriculum?
Question: If all other eligibility requirements are met, does the fact that our county already uses Stewards of Children and has trained 5% of our county population disqualify us from this grant?
Question: (Page 13, Section 9, (f), 2) – In our county (to the best of my knowledge), all CYS reports are sent to the DA’s Office. But even when sent and reviewed by the DA’s, under certain circumstances, even when charges are filed, this may not trigger a case to be re-opened at CYS.
Question: If OCYS is submitting the grant and are grant recipient, does the CYS Administrator still need to provide the letter of commitment?
Question: What is the curriculum you are using for the CYS population? Do you have any additional information on it?
Question: Can additional staff or local evaluation contractors conduct consent process and collect assessment data, or is the county coordinator the only person who can be budgeted for those tasks?
Question: Will any provision be given to balancing resources among counties who apply with disparate populations?
Question: Would it be possible to include an incentive in the budget for participants to the Darkness to Light program? We have reviewed a state wide program in Georgia that has had success with recruitment this way.
Question: Our CAC is a program of a Hospital and the Hospital has been the applicant in other PCCD projects. We are unclear if we can be the applicant from the announcement. We partner with OCYS, DA but would need clarity as to who has to be the formal applicant. Currently we are the only partner set up in PCCD egrant system.
Question: What considerations have been made as to the impact on ChildLine, County Children and Youth agencies, CACs, victim services agencies and others who provide counseling/advocacy and school districts who will be involved in the reporting and responding to of many additional mandated reports? With the implementation of this program, there will be a significant increase in the number of mandated reports that will be made from each program. While this is a positive in responding to and ensuring access to care, the impact on other agencies will be tremendous.
Categories affected: Consultant, Consultant Travel, Consultant Product/Service
Category affected: Employee Benefits
Question: There seems to be a glitch in the Project Description- VOCA Competitive section of this application. In Project Description section, item 6. If 6.1 is Yes, directions indicate that in 6.1.2 we are to provide a separate narrative for each county- “If multiple counties will be served as part of this project a separate narrative must be provided per county by clicking "ADD NEW RESPONSE." However, if you click on Add New Response, it populates question 6.1 again, rather than another text box under 6.1.2.
Answer: This was in reference to projects that are proposing to provide services in multiple counties. This was a glitch in the system. Our IT department has resolved this issue within this section. Applicants can add the proposed county in Question 6.2 of each response and the proposed services for the county in Question 6.3. The question and the section should appear as the following: Click Here
Question: Under the categories of coordination of activities and a coordinated and comprehensive response to crime victims, we know that increasingly, our population looks to web-based information. Would support of web-based activities, in terms of improving the content of these resources themselves and in terms of offering on line live help via an online chat tool (not by any verbal conversation) to users of a website be an eligible activity? The live help would be targeted to victims of crime and not be to offer legal advice or counseling but to assist users in navigating the site to be sure they are able to find the legal information and referral to appropriate service provider(s) they are seeking.
Answer: Applicants that are submitting proposals in order to provide VOCA eligible direct services, must describe how the proposed project will deliver the services within the project description. This could include services that are being proposed to be delivered in a web based system. Applicants must indicate which services they are providing and provide a detailed explanation as to the need for the VOCA eligible services and justify the need for the services proposed.
Question: Is Victim Compensation Assistance an eligible direct service under VOCA 2018-2020 Competitive Funding? It’s not specifically listed on Appendix A.
Answer: Victim Compensation Assistance remains a VOCA eligible expense. Victim Compensation Assistance is listed in Appendix F, VOCA Reporting Requirements, as a service that agencies must track, and report on quarterly.
Question: In the grant application, transitional housing is new to the Allowable Direct Service. As I read the description is seems like the allowable for transitional housing is the same as relocation funds. I’m not sure what the difference is between the two. The information I have is that transitional housing is more long term programming that some agencies provide housing that they own and provide services up to 12 months. Because my agency does not have transitional housing can the rent money for a period of time up to 12 months be used to rent one of their apartments. Is this acceptable?
Question: Appendix F (Reporting Requirements) reporting question E5 refers to “civil legal attorney assistance with family law issues.” In the definitions (page 45) of E5 “Civil legal attorney with family issues” the definition includes “such legal services may include financial exploitation, custody, housing disputes, public utilities termination, public benefit hearing/terminations, vacating/expunge convictions….” Is civil legal assistance under E5 limited to family law issues (custody, visitation or support) or does it include the wider range of issues (e.g. housing disputes, public benefits) included in the definition of E5?
Answer: The federal VOCA guidelines state under section 94.119,” that emergency legal assistance, such as filing for restraining or protective orders and obtaining emergency custody orders and visitation” are allowable VOCA activities. However, the federal Office for Victims of Crime (OVC) further expanded the list of eligible legal services in the Preamble to include proceedings for protective/restraining orders or campus administrative protection/stay away orders: family, custody, housing and dependency matter, particularly for victims of intimate partner violence, child abuse, sexual assault elder abuse, and human trafficking: immigration assistance for victims of human trafficking, sexual assault and domestic violence; intervention with creditors, law enforcement (to obtain police reports) and other entities on behalf of victims of identity theft and financial fraud; intervention with administrative agencies, schools/colleges and other circumstances where legal advice or intervention would assist in addressing the consequences of a person’s victimization. OVC stated in the Preamble that tort actions and criminal defense legal services are unallowable expenses. For reporting purposes, the expanded civil legal services will be reported under E5. Civil legal attorney assistance with family law issues.
Question: We are proposing to provide transportation support to clients with either bus passes or taxi vouchers, as appropriate, for support to attend appointments/therapeutic counseling for these needed services. Would these both be allowable to budget under “TRAVEL”? Must our agency’s written policy be uploaded?
Answer: Transportation costs associated with staff or client travel is included under the Travel category, Consultant related travel is included under the Consultant-Travel category. Bus passed are an allowable expense. If bus passes are purchased in bulk, the justification section must include the procedures the organization has in place to safe guard the passes, how the passes are accounted for, the assurance the passes are used in conjunction with grant eligible travel expenditures. Under the appropriate Travel category from the drop-down menu select Other. Description Taxi x the number of expected trips x the projected cost per trip.
Question: If the project provides services to clients from multiple counties, is the grantee required to prepare separate reports for each county at each reporting period?
Answer: Yes, our current reporting requirements require all agencies to report data by county if providing services in more than county and requesting funding for multiple counties.
Question: We are collaborating with an agency that doesn't utilize ETO. How would that work for reporting purposes?
Answer: If your agency is the recipient agency, your agency is responsible for collecting and reporting data for the proposed project and submitting the data. For an agency that uses the Case Management of ETO, they would have to obtain the necessary data from the collaborating agency, and enter it into your Case Management site.
Question: Can we use VOCA funds for Language Line interpretation services?
Answer: Yes, VOCA funding may support Language Line Interpretation services
Question: Are support groups and peer-support the same thing? Can we use VOCA funds for support groups?
Answer: Support and Peer support groups are different types of groups. VOCA supports both, please refer Appendix A of the funding announcement. Support groups are administered by a trained counselor and a peer support is administered by a victim.
Question: Can VOCA funding be used to provide services to victims of crime where the crime was perpetrated abroad, e.g. domestic violence, felonious assaults? I understand crimes falling under the international terrorism definition would be covered if the crime occurred abroad, but does the funding cover other crimes that occur abroad?
Question: Is it acceptable to request funding to provide clients who do not qualify for VCAP with the opportunity to participate in traditional, cultural, and/or alternative therapy/healing. We would be asking for funding to pay the providers who offer the necessary type of therapy/healing service.
Answer: Applicants submitting projects for this competitive funding announcement can propose services such as Traditional, cultural, and/or alternative therapy/healing (e.g., art therapy, yoga), for crime victims that do not qualify for the Victims Compensation Assistance Program(VCAP). These proposed projects must indicate that the services will be provided by a person who meets the professional standards to provide these services, and that these services are optional for crime victims.
Question: If awarded a VOCA Competitive Grant 2016-2019 which includes Civil Legal Services and would like the CLR eligible services to be expanded from current emergency services to those CLR eligible services under the new VOCA Competitive announcement 2018-2020 (which are the New VOCA Regs. approved in August 2016) , BUT do not want additional funds or additional staff, can a PMR to the current grant (2016-2019) be submitted since it would just be an expansion of services provided within the same contract?
Answer: If you are interested in the newly eligible services, you will need to apply for funding under this solicitation to support those new services. The projects from the previous VOCA Competitive grants are different projects and were awarded for separate purposes.
Question: Does this grant require us to provide procedural services? On page 15 under required documentation has procedural services that has the certification needed to be signed by the District Attorney. Thank you for your help with this.
Question: VOCA Allowable Activities includes ‘Coordination of Activities.’ What VOCA Eligible Direct Service in the Project Description would these activities fall under if the coordination of activities was happening at a CAC, i.e. coordination of forensic interviews, medicals exams, therapy, etc.? Personal Advocacy and Emotional Support?
Question: My question is in regards to crisis intervention direct services, specifically, “On-scene crisis response (community response): Trained crisis responder who responds as part of a team crisis response to a community who may have suffered trauma in the aftermath of a criminal event (e.g. KCIT response).” I understand that victim is defined as somebody who experiences physical, psychological, or emotional harm in the wake of a crime, and a secondary victim is a significant other of the direct victim. What I do not understand is who would be eligible for direct services under this definition, in the context of an on-scene community crisis response. Would VOCA support direct services (crisis intervention) for all the community members impacted (for example, the students who witnessed a school shooting or were close to the direct victim)?
The impacted community is very different from, say, the California-based Aunt of a Philadelphia homicide victim who is flown in to attend the funeral. Does that make sense?
Answer: During an on-scene community crisis response, the VOCA eligible clients would be any person who has suffered direct physical or emotional harm as a result of the commission of a crime (victims or significant others) that have been directly affected by the incident (crime) that triggered the on-scene crisis response. This includes individuals who are likely to suffer traumatic effects of the incident (for example, people in direct proximity to the crime and emergency responders).
Question: Would services provided for domestic and/or sexual violence victims through a safe custody exchange and supervised visitation program be eligible for funding through this grant?
Answer: Applicants must first identify if the entity administering the safe custody exchange or supervised visitation program is an eligible applicant based on VOCA’s definition and if yes, must describe a nexus between the proposed activity and one of the four VOCA goals, i.e. respond to emotional, psychological or physical needs, assist participation in criminal justice process, restore a measure of safety or security. Finally, in the project description section explain the VOCA eligible services the applicant intends to provide during the safe exchange and supervised visitation.
Question: And for the support groups, to be facilitated by a trained counselor/advocate—what are the requirements for these facilitators? Must they be licensed counselors or social workers, or certified victim service advocates? Or can they be certified in a different way (i.e. Train the trainer, PTSM certified, etc.)?
Question: When participating in outreach, must we verify that the population is a victim? (For example, some of our work involves working with teens and young adults on college campuses, who we know are susceptible to victimization, but are not necessarily victims themselves at the moment of outreach.)
Answer: Any VOCA funded outreach must ensure that the outreach is designed to inform potential crime victims of specific rights and services and provide them with (or refer them to) services and assistance. During the outreach presentations, victims would have the ability to self-identify as crime victims.
Question: If we currently have general Memorandums of Understanding (MOU's) with facilities, do we need to expand a current MOU to include the exact proposed services that we would like to provide to the specific population?
Answer: Yes, it would need to be updated to include the new services/activities.
Question: Will there be more of an in-depth explanation for the new services that were added or is it left open for interpretation?
Question: Are needs assessments allowed to be funded under this grant?
Question: Can this VOCA application underwrite the expense to send (2) local detective to training to improve interviewing skills of child/teen victims? There is no other source of funding for this specific focus and would overall improve case disposition of offenders against children/teens.
Answer: VOCA funds cannot be used to fund training for Law Enforcement to improve interview skills.
Question: Can the VOCA funding be utilized to support a county-wide anti-human trafficking task force? Coordination/education/annual seminar?
Answer: VOCA funds may be used for the coordination of activities that facilitate direct services such as crisis response teams, human trafficking task force, multi-disciplinary teams, etc. VOCA funds may also be used for multi-system, multi-disciplinary response that supports direct service staff to serve on crisis response teams, human trafficking task force, MDT’s, statewide committee, etc. to provide services to crime victims. This includes public awareness activities where crime victims can self-identify as crime victims and can be referred to services.
Question: Can this VOCA source be used for production of a PSA ad and running the spot through movie theater to promote accessing services?
Answer: The new VOCA expanded services include public service announcements in other public forums that are designed to inform crime victims of their rights and services available to victims.
Question: How is public awareness defined?
Answer: Public Awareness is described as presentations and education presentations (including, but not limited to, the development of presentation materials, brochures, newspaper notices and public service announcements) in schools, community centers and other public forums that are designed to inform crime victims of specific rights and services and provide them with (or refer them to) services and assistance.
Question: We do not currently utilize the ETO system. If we use these competitive funds for assistance with transportation costs, housing and emergency medical supplies, would we only enter the stats for the victims we provide that service to in the ETO system?
Question: We do not currently send out ESQ-LF surveys. Are we only required to send those out to the victims who we are providing the specific services to under this competitive grant?
Answer: Yes, the ESQ-LF is required under VOCA. Applicants would have to distribute a copy of the survey to victims that were provided VOCA eligible services under this funding announcement.
Question: Can we apply for transportation costs to and from alternative therapy or legal services for clients and counselors?
Question: Are the new approved services/expenses also approved for an existing grant if we did a PMR?
Answer: If an agency is interested in the new VOCA services/activities, you must apply for funding under this solicitation to support those services/activities.
Question: Can you give an example of procedural services?
Answer: These are services that previously were only funded through RASA and/or VOJO funding. Examples include pre-disposition or sentencing, court accompaniment, court notifications, etc.
Question: We are legal aid program with an existing contract (2016) to provide legal representation for victims at PFA hearings. We would like to apply for additional funds to provide expanded legal services under the new contract (2017). We would like to allow our existing VOCA funded staff to provide expanded legal services and hire new staff to help meet the expanded workload.
Question: Additionally, In the solicitation on page 16 regarding Reporting Requirements it states: All VOCA funded programs ….are required to use the ESQ Survey. Does this preclude the use of surveys developed previously which tend to be shorter, to the point and not quite invasive?
Answer: No, the ESQ-LF does not preclude the utilization of other surveys. However, the program is required to distribute , collect and input the results of the ESQ survey as a condition of its grant.
Question: Good morning,
Question: Please clarify, I am including the language from an email I received and would like clarification about whether this applies to CACs and other victim services agencies. “Due to the combined VOCA announcement that is out currently (attached) and the requirements that JPO/DA sign off the on the projects submitted (pages 30-33), I’d like to schedule a meeting about applications that are in the works and ensure from a systems perspective that we’re all on the same page.” Answer: The required forms found on pages 30-33 of the funding announcement only apply to projects proposing to provide procedural services. Procedural Services are mandated by the Crime Victims Act, Juvenile Act, and/or the Pennsylvania Rules of Juvenile Court Procedure to be performed by the District Attorney and Chief Juvenile Probation Officer. Examples of these services are listed in Appendix A VOCA Allowable Direct Services/Activity Costs under “Facilitation of Participation in Criminal Justice and Other Public Proceedings Arising From the Crime.” The forms are to be completed by the District Attorney (DA) and/or Chief Juvenile Probation Officer of the county for which the VOCA applicant is being authorized to provide the procedural services. This requirement does not apply to the state-based procedural services provided by the Office of Victim Advocate.
help with protection from abuse orders can be provided to undocumented
immigrants - could the expanded legal services also be provided to undocumented
as long as they are crime victims. They
do not have to show proof of citizenship.
I right, that we can't submit a project modification to the 2016 VOCA contract
for legal services in order to provide the expanded services? We need to submit a new proposal through this
that is correct.
should an agency with an attorney funded under the 2016 contracts request to
expand services to provide the newly approved legal services?
agency should consider applying for VOCA funds to support the provision of
expanded civil legal services.
Question: TO PCCD STAFF: In the recently-issued announcement for Victims of Crime Act 2018-2020 Competitive Funding, "legal assistance services" have been expanded as a "VOCA Allowable Direct Service". We have several related questions:
a. The term "dependence matters" is used on Page 23 of 49. Does this refer to victimization-related work in Pennsylvania's Dependency Courts under the Juvenile Act (also known in some counties as "Juvenile Court Dependency" or "Juvenile Court C&Y cases")?
Answer: The term "dependency matters" as listed in the federal guidelines is described in the preamble to include, but is not limited to, victims of intimate partner violence, child abuse, sexual assault, elder abuse, and human trafficking.
b. In the "Definitions: VOCA Allowable Direct Service" section, under Criminal/Civil Justice System Assistance, is attorney practice for child victims (e.g., known variably in different counties and in different types of cases as "guardian ad litem/GAL" or "counsel" or "Child Advocate") a form of practice that is contemplated by this definition? The service appears to us to qualify as: "civil legal attorney assistance in obtaining protection" AND "civil legal attorney assistance with family law issues" AND "Other legal advice and/or Counsel".
Answer: Yes, civil/criminal representation for child victims that is directly related to the child's victimization is included in direct services.
Question: Please explain the requirement for “programmatic data backup” (p. 18 of the funding announcement)?
Answer: All agencies awarded VOCA funds may be subject to random review of data backup. VOCA programs will have their programmatic reports selected at random for data backup, the Grant, reporting period and category of services to be reviewed. VOCA programs will be advised that they have been selected and will have to provide PCCD with the data backup to support the data that was provided in their most recent program report. For example, if a program reported they provided services to 50 victims of human trafficking during the period of July 1, 2017-September 31, 2017, they must submit data to PCCD that would support those numbers. This may include, but not limited to the following: a case/client ID, the type of service provided during that reported period, and the date the service was provided.
Question: Please review the requirements for the Efforts to Outcomes (ETO) Software System. Specifically, if an agency is not currently using a case management software system, how will compliance with the reporting requirement be achieved?
Question: Who must sign the signature page for a non-profit organization?
Answer: The applicant must mail one original signature page
(page two of the printed application) to PCCD. The application is not
considered complete until PCCD receives the original signature page. To print
the signature page, click the ‘Preview Signature page’ button on the
Application Summary page in Egrants. The signature page will appear as a PDF
document in a new window.
The following signature requirements are
for non-profit organizations.
Private Organization –
Chairperson/President or Vice-Chairperson/Vice-President of the Board of
Directors or as otherwise provided by organization’s by-laws.
attesting officer's signature on the left side at the top of the signature page
should be that of the Chief Clerk of the governmental applicant or other proper
official. For a private
organization, the attesting officer is the Board Secretary or Treasurer or
other proper official of the applicant. It is recommended, but not
required, that the controller, treasurer, budget or finance officer of the
applicant sign the application. Stamped or facsimile signatures are
unacceptable on the original copy. The title of each officer who signs the
application must be inserted in the indicated space below each signature.
Signatures must be properly placed on the signature page. Failure to complete
the application in accordance with the above requirements will result in delays
Question: I have been working on submitting this grant
since approximately 12:30 am this morning and the page erases text which has
resulted in going back and forth for 6 HOURS! I believe I have created an
excellent program that will really help people. However, Egrants site is
ridiculously cumbersome and quite frankly, there is no need for this. My
concern is this delay has me without sleep for 2 days in preparing the final
draft as well as with re writing the same text over and over and I may not make
the deadline. I would ask that this be accommodated so I may complete the
process. I am working from home.
Answer: A few reminders about the Egrants system, it
will time out after 20 minutes of inactivity. Please keep track of the
time-out clock, at the top right of your screen, as you are completing your
application. In addition, each narrative section in Egrants has size
limitations/character limits and therefore, we advise applicants to keep this
in mind when developing their response to the sections. If you encounter
issues with text being cut off from your narrative this may be due to the size
limitations and character limits of the section you are completing. A
helpful tip is completing your responses in a separate Word.doc. that will
allow you to see the word count of the response. It is important that you
make every effort to be clear and concise when developing your responses.
If you continue to encounter issues with the sections not saving your entered
responses, please contact the Egrants Help Desk at (717)
787-5887. Please note: While Egrants will accept your Application up until midnight of the due date, Help Desk staff
will not be available after 4:00 p.m.
Due to the competitive nature of this solicitation, extensions cannot be granted. The Application must be entered into Egrants no later than Friday, September 29, 2017 by 11:59p.m., Eastern Time.
Question: We have a letter of support from a correctional facility. In the letter the warden thanks us for the work with offenders. We do not work with batterers, and we work with incarcerated victims who are technically offenders. Should this be changed if the Warden change it? Is there another term for the best use and no confusion on the part of the grant readers.
Answer: For this funding announcement, letters of support should demonstrate broad relevant support of the proposed project. Letters of support must be current, specify the VOCA grant project by project title, refer to the crime victims’ need and the proposed solution. Letters of Support should be meaningfully written to indicate both the support and understanding of the proposed project and are to be drafted from the law enforcement, other local victim service agencies, community aid organizations or local stakeholder's perspective.
Question: Should I assume the following for the years on the website for the cost spread:
Question: Under VOCA Allowable Activities it lists “Multi-disciplinary response to crime victim needs” are we able to include training costs for MDIT team members in the grant application?
Question: I have a question on the VOCA competitive grant. I would like to request funds to support a portion of the compensation for the second full time victim witness coordinator in this office. The DA’s office will be funding part of her position for the rest of 2017 and 2018. The county will in turn be funding part of her position in 2019. I would like to relieve the DA’s office and the county of this financial burden by applying for funds to ensure the stability of this position. Would this be a potentially funded project?
Answer: Applicants interested in proposing projects for procedural services can submit proposed projects for a VOCA position. This VOCA competitive solicitation includes the expanded service of procedural services as one of many services a project may propose to provide. If an agency proposes to provide procedural services, then the Certification form for procedural services signed by the District Attorney/Chief JPO is required as an attachment. Please keep in mind, VOCA funds may not be used to supplant (replace) state or local funds that have been appropriated for the same purpose.
Question: Is it possible to submit two grant applications from the same agency for the full county allocation? We have a project for which we have submitted a proposal for federal OVW funding. However, we will not know if that project will be funded by OVW until Oct. 1. Since this is a vital program to the safety of domestic violence victims, and we must maintain the services, we'll be applying for the VOCA funds for the project in case it is not funded by OVW. If however, the first project is funded by OVW, we have a second project for which we'd like to submit a proposal under the VOCA Competitive grant. We realize this would put us in the odd position of competing against ourselves, but once we know about the OVW funding, we would withdraw one of the applications. First, however, we need to know if it is even possible to submit two proposals from the same agency for the full county allocation?
Answer: Applicants are encouraged to submit one application for their proposed projects and to abide by the county allocation amounts listed in Appendix C.
Question: Will VOCA cover a new or sustaining position at 100%?
Answer: VOCA can cover a position at 100% if all the efforts/services provided by that VOCA position are 100% VOCA eligible.
Question: Can VOCA Competitive Funding be used to fund a pool of local attorneys (3-4) instead of one attorney on an "as needed basis" to provide civil legal representation for perm. PFA hearings, etc. Are attorney's funded by VOCA, even if they are not on staff required to complete the required training and can VOCA funding be used for training, thank you.
Answer: VOCA funds can be used to fund contracted attorney’s to provide VOCA eligible services. All attorney and legal staff employed or contracted to provide civil legal services would be required to complete the required training that is described in the current Civil Legal Standards of our PCCD Consolidated Standards. This will be subject to the procurement rules requiring competitive bidding.
Question: Our project focuses on working with incarcerated victims. In the "Problem Description" section, it is asking to describe the demographic makeup, socio-economic conditions, and types of crimes/victimizations most prevalent of the area to be served. Would we need to provide this information for the general population for the entire county or just information of the population in the institutions we hope to be serving?
Answer: The Problem Description section should include information that is specific to the service delivery area and the proposed population to be served for your specific project. Applicants can include the demographics for the prison population at that institution targeted, as well as those for the targeted group the applicant intends to serve within the institution’s population.
Question: To clarify an earlier question regarding Victimization Types, our organization serves child and youth victims of physical assault which is NOT perpetrated by a caregiver. If the child assault is by a peer (another individual under the age of 18, who is not a caretaker), is Child Physical Abuse/Neglect still the appropriate Victimization Type selection?
Question: Since the character limit on question #2 in the Project Description section is exceptionally high compared to the subsequent questions in that section (20,000 versus 5,000), we just wanted to confirm that this is accurate. This will help us to discern your expectations for the response. Thank you!
Answer: The character limit is higher for #2, than the other questions because this is where applicants are to list and concisely describe the goal(s) of the project and provide sufficient detail to properly understand the project that is being proposed. Please refer to the funding announcement for the type of detailed information which must be addressed in this section.
Question: Is the project evaluation document that is described in section ix, Required Documentation, required for all applicants or only those who apply for VOCA funds to conduct project evaluation?
Answer: Project evaluation documentation is only required for proposed projects that intend to conduct project evaluations within their proposed project.
Question: I read your answer to the question regarding keywords. I think the question was misunderstood. The concern is that there are no keywords to reflect counseling ,advocacy, crisis intervention, etc. – the core direct services. Most of the keywords reflect some of the new eligible services but not the core services that some programs are applying for. It is unclear what we would choose if applying for counseling services etc. To choose the current keywords when applying for core services will be misleading to the reviewers.
Answer: The “Keyword” selection in the Summary section of the application is provided so that PCCD can track the selection of new services offered under this competitive solicitation. If your project does not include any of the newly eligible VOCA services you do not need to complete this section. This section is not scored and will not add or detract from the scoring of your application. The VOCA Service Impact and Victimization Population and the VOCA Funding Allocation sections must be completed, but are not scored either.
Question: Is the current application window (with the 9/29/17 deadline) for the lifetime of this particular grant, or will another application window open next year?
Answer: The due date for this VOCA 18-20 Competitive funding announcement is September 29, 2017. It is unknown at this time if PCCD will offer another competitive funding announcement in 2018.
Question: Please provide guidance on how best to include references cited in the Problem Description and Project Description sections of the proposal. Is it acceptable to attach a References Cited document?
Answer: For this solicitation, references cited can be added as an attachment or within the Problem Description and Project Description sections of the application.
Question: I noticed that you do not have any direct service language in the keywords section. If we are applying to provide direct services, there really is not a keyword that matches well. What shall we use?
Answer: This funding application does have keywords which are required to be selected from a dropdown menu within Egrants. Applicants submitting proposals must select keywords that reflect, as much as possible, the services/activities described within the proposed project.
Question: The previous VOCA competitive RFP listed targeted populations (e.g. LEP, Veterans) that applicants were encouraged to apply to serve. Are there any targeted populations in this funding cycle?
Question: This question is in reference to the EGrants section, “Service Impact and Victim Population,” part 2, where applicants are asked to identify the type of victim they will be serving. Our agency provides services to child and youth victims of physical assault (ages 8-18 years old). Page 39 of the RFP provides definitions of Victimization Types, but there does not appear to be a category for child and youth victims of physical assault. Which victimization type should we select?
Answer: For the VOCA Service Impact and Victim Population section of this solicitation, if an applicant is providing VOCA eligible services to children and youth victims of physical assault (ages 8-18 years old), this would be counted under Child Physical Abuse/Neglect (Q2- Q2.7).
Question: If one is applying for a statewide project, under the Problem Description, should we give an overview of PA's social economic and demographics in general since the coverage area encompasses the whole state?
Answer: Yes, if an applicant is applying for a statewide project, the applicant should we give an overview of PA's social economic and demographics if the coverage area encompasses the whole state.
Question: We just wanted to clarify as in the last competitive VOCA application cycle we had to submit different applications for different counties or zones of counties. In this application, we can submit one application to provide (as an example) services in 6 counties?
Answer: This funding announcement does not have PCCD defined regions. One application can be submitted for multiple counties, however the amount of funding per county must be described within the grant application.
Question: Is there a limit to the amount of money one agency can apply for?
Answer: Applicants must review and adhere to the county allocations chart for the limits of funding that agencies can apply for by individual county. This information is located in Appendix C, page 39, of this solicitation. For applicants that are interested in proposing statewide projects, the maximum amount is $1.5 million per project.
Question: For a list of services provided in this grant, does this include the collaborating agencies services that will be provided under this grant?
Answer: Yes, for proposed projects that also include collaboration with other programs the list of services within the project description should include all the services that that entire project is proposing to provide.
Question: Does the collaborating agency provide the positions hired through this grant and are those job descriptions needed as part of the grant application or do you only need job descriptions for the applying agency?
Answer: All job descriptions for VOCA funded staff are required to be attached. The only exception is for contracted staff. For contracted staff, a copy of the contract is required to be attached.
Question: If agencies are collaborating with another experienced agency, is the agency collaborating agency a consultant, subcontractor or sub-recipient.
Answer: The nature of the relationship with the other agency determines if they are a consultant/subcontractor or sub-recipient. If you are contracting with another organization for one specific item, such as an attorney from that agency providing PFA filings, then the organization/attorney would be a consultant. However, if you are collaborating with another agency to provide an entire segment of services and a number of their personnel, associated benefit costs, and supplies and operating expenses will be needed to fulfill the collaboration agreement, then the organization will be a sub-recipient agency of the applicant agency. The sub-recipient agency completes a full budget detail section.
Question: Is one agency allowed to submit two applications? We have two entirely different projects and plan to fund only one of them. Can we submit both and see which one is funded?
Answer: Applicants are encouraged to submit one application for county projects even if they involve services in more than one county or more than one project in the county. If the applicant is proposing to provide more than 1 project each project should be separately labeled, discussed, documented and budgeted, as required, in each section of the application.
Question: If we provide our services in one county, request funds for services in one county, can we serve within that county, clients that live in a different county but travel to project county for services?
Answer: Yes, applicants can provide services in their current county where the agency is located to clients that travel from outside the county to receive services.
Question: We are a standalone non profit (501c3) Children’s Advocacy Center with intention of seeking VOCA funding to support our forensic interview process. If our CAC meets all the VOCA requirements (specifically related to volunteer usage which supports the forensic interview process), can the County apply for the grant (as the lead agency) with the CAC as the sub-recipient? A previous answer indicated that “the lead agency would be responsible for ensuring that ALL VOCA requirements are met”. Does this mean that the lead agency (i.e. County) must ensure that the CAC meets the VOCA requirements as the sub-recipient of the funding OR that the lead agency (i.e. County) must meet the VOCA requirements?
Answer: Based on the example provided, the county would be the applicant and the CAC would be the sub-recipient. In this case, the county is responsible for ensuring the sub-recipient is meeting the VOCA requirements and would be required to demonstrate its compliance with these requirements. Since the county is utilizing the CAC as the provider of services, it is the responsibility of the CAC to comply with all VOCA related requirements that would also include the volunteer requirement. The county, as the applicant, is not required to have volunteers outside the sub-recipient’s project, but instead ensure the sub-recipient is in compliance.
Question: We were approached by community leaders in another county to have a small project. Are you saying we must submit one application for both counties? If you receive several application the score worthy recommendations but the amount exceeds the county allocation, will funding be offered for the project on a lower amount?
Answer: If your agency will be the applicant and will include an additional small project from a separate county, you may apply for both projects in one application. When including projects from multiple counties the applicant must identify the funding amount being requested for each county project. The maximum amount of VOCA funding available for each county is located in the county allocation chart in Appendix “C” of the funding announcement. As the applications are scored and approved, funding will be applied proportionate to the county’s available allocation and if a portion of the application is not recommended then the applicant would be notified of the change.
Question: Do we need to provide a therapist license if we are not going to select and hire the therapist after we find out about funding?
Answer: Once you have the position filled, a copy of the license is required to be submitted.
Answer: Applicants submitting applications can describe several different proposed projects. Applicants must ensure that the services proposed are VOCA eligible.
Question: A surrounding county is planning to request money to provide an attorney to clients in their county and also our county when needed. Our county is considering writing a letter of support for the purpose of their grant request. If we write a letter of support for their grant request, would our agency be able to submit a request for the competitive funds for our agency regarding a completely separate project?
Answer: Applicants can provide a letter of support to a different proposed project, and in turn, submit their own proposed project for a VOCA eligible services.
Question: Can the competitive funds be used to hire a staff member who strictly handles training and outreach? The staff member would develop and conduct training regarding the services offered by the Victim/Witness Unit. In addition, this person would develop and provide community presentations in such areas as bullying, identity theft, etc. The primary purpose of the presentations would be to help victim’s self-identity and discuss services available and how to access them.
Answer: VOCA funds may be used for public awareness presentations in schools, community centers, and other public forums that are designed to inform crime victims of specific rights and services and provide with (or refer them to) services and assistance. Applicants must provide a detailed description and provide a justification for the need for the position. If the applicant is also proposing to support training, this activity would have to be directly related to training service providers how to provide direct services to crime victims. Applicants must be able to distinguish the difference between public awareness/education presentations and training since they are two distinctly different activities and then provide a detailed description for each of these as part of the overall project being proposed.
Question: Do these funds cancel our current competitive funding for 2016-2019. Thanks.
Answer: This current funding announcement VOCA 18-20 is not replacing or canceling the current competitive 16-19 VOCA grants. This funding announcement is optional for existing or new victim service programs.
Question: If the county is the lead applicant with a 501(c)3 as the subrecipient, which agency needs to fulfill the volunteer requirement?
Question: Does the in-direct service of CAC administrative duties, such as preparing parent packets, for non-offending parents qualify as volunteer hours?
Question: Is there an outline of the volunteer hours requirement?
Answer: The federal Office for Victims of Crime (OVC) does not outline the number of hours a volunteer has to provide. However, agencies must have to provide a direct or indirect service that is in support of the VOCA direct services.
Question: Could a non-paid Board of Directors for a 501(c)3 non-profit fulfill the requirement for volunteer hours?
Question: Is it possible to get clarity around the process for submitting the Delegation of Authority to the DA’s office and the JPO?
Question: Can you define secondary exposure?
Question: What is the max allocation to Philadelphia county?
Question: How does VOCA see the absorption and sustainability of the new initiatives being funded following the 30 months?
Answer: The VOCA 18-20 funding announcement has the project end date of September 30, 2020. At this time, PCCD is unable to provide any other additional information past the September 30, 2020 date.
Question: I'm sure I'll have more questions as I go through the application. Who would I contact with questions?
Answer: Due to the competitive nature of these awards, PCCD Program Staff are not permitted to answer questions concerning the content of a proposal, applicant eligibility determination, etc. Staff will field clarifying questions pertaining to the funding announcement. All questions must be submitted through the following email: Raemail@example.com so that all applicants benefit from the Q&A process.
Question: If we apply for multiple projects, and you determine that you can only fund some of them, can we revise the application or is it automatically denied?
Question: Can applications be submitted to support multiple projects to enhance services or do we have to focus on one project to enhance?
Question: Is there a possibility that if a number of applicants are applying under one county, and they all score high, but their combined requests are greater than the county allotment, that there will be possible negotiation with PCCD to fund part of the request?
Question: How many person hours do you estimate it will take to complete the application? We are very thin administratively, and I'm trying to figure out if this is doable for us. Thank you!
Question: Do the reviewers scores alone determine the awards or a combination of the scores and PCCD's recommendations or other factors?
Answer: The reviewers alone do not determine the final decision. They are one part of the overall PCCD review process for competitive applications.
Question: Are we to attach job description/s of only positions being funded under this competitive grant or of all VOCA funded positions?
Answer: Job descriptions will be needed for any position listed in this grant application. If a position is already funded in an existing VOCA grant but it is being included in the application you are submitting under this solicitation, it must be added.
Question: Is it possible to have a waiver for use of the ESQ Survey?
Answer: The ESQ-LF is required to be used by every VOCA funded agency that provides services to victims ages 14 and older. Children Advocacy Centers are the only types of agencies that are not required to use the ESQ-LF.
Question: We have three agencies within our county that want to apply for VOCA funds. Are their benefits to submitting a joint application versus submitting three separate applications with a grand total not exceeding county allocation?
Answer: Multiple agencies within the same county that are interested in applying for this VOCA funding within one joint application, can apply without the application exceeding the county allocation. Please keep in mind that there would be one lead agency (applicant agency) that would be responsible for ensuring both fiscal and program requirements are met throughout the entire grant period.
Question: Could you clarify if Advisory board members quality as volunteers under VOCA?
Question: I am unable to download the Victims of Crime Act 2018-2020 Competitive
Funding pdf here https://www.pccdegrants.pa.gov/Egrants/Public/OpenAnnouncements.aspx
Would it be
possible to send a copy to me?
Answer: If you are having trouble accessing the VOCA 2018-2020 Competitive
Funding PDF.doc., please utilize the PDF.doc. posted with this response.
Combined VOCA Compete 2018-2020.pdf
preference be given to new programs, not previously funded by VOCA funding?
will be no preference given to applicants. Each application will be scored on
its own merits.
questions: (1) will preference be given to new programs, not previously funded
by VOCA funding; (2) If we reference a journal article or report in the
application, do we need to upload the report into e-grants?
will be no preference given to applicants.
Each application will be scored on its own merits. We encourage applicants to attach documents
that support your proposed project. The applicant will need to determine what
those documents are.
the budget covers more than one county how will the specific county allocations
be applied to this application?
the project description, you are required to list the amount of funding being
requested from each county. In addition,
the Funding Allocation section also requests the county allocation breakout.
we intend to hire a licensed counselor to provide behavioral health services,
but have not yet hired them, how can we provide you a license number?
application needs to state that the position is to be hired. The license must be provided to PCCD upon
intend to contract with therapists, however those therapists aren't currently
on staff. We don't intend to hire these
individuals until we know there is funding available so wouldn’t have access to
their license, how can this work?
application should be listed as to be contracted and once your organization
enters into a contract with the individual their license would need to be
submitted to PCCD at that time. This may be after the application is submitted
a retired law enforcement be considered a victim advocate?
Victim Advocate can be from retired law enforcement; however, they must have
the 40 hour approved training (or equivalent) as stated in the OVS Consolidated
Training Standard which includes trauma informed and victim centered training.
enhancing/improving existing salaries of direct service staff be considered an
improvement of an existing project?
this would be considered an improvement.
Question: Is this funding stream a replacement for the 2016 competitive grants, or is it completely separate?
Answer: This solicitation is completely separate from the previous funding announced in 2016.
we reference a journal article or report in the application, do we need to
upload the report into Egrants?
encourage applicants to attach documents that support your proposed project.
The applicant will need to determine what those documents are.
this funding stream a replacement for the 2016 competitive grants, or is it
separate from prior VOCA funding.
Question: What if the
contractor is a long time contractor with the organization, already preforming
the duties? Do we need to obtain quotes from other possible
contractors? What if we obtained bids 3-10 years ago for the contractor?
Answer: Yes, the following must be adhered to:
are new procurement procedures which must be followed depending on the dollar amount
being expended. The specifics for each procedure and threshold amount
may be found in PCCD’s Applicant’s Manual at the following
beginning on page 16.
Question: If a victim service agency also runs a statewide project, can the agency apply
for the allotted county funds for allowed victim services as well as a separate
proposal for the statewide project?
Assuming your requests are for different services, the answer is yes. If they
are for duplicative grant requests, it may jeopardize your request for funding
and result in one or both of your applications being denied.
Question: Can programs apply for multiple direct services under the "direct services" eligible activities, or does a program have to pick one direct service only to apply for?
Answer: Yes, a program may include multiple direct services as part of the VOCA proposed project.
Question: In the main summary of the application does “peer support” refer to client peer support and/or professional peer support?
Answer: Peer support is in reference to the types of services/activities that will be supported under the proposed VOCA project. Peer Support includes, but limited to activities that provide opportunities for victims to meet other victims, share experiences, and provide self-help, information and emotional support.
Question: Does the volunteer requirement apply to statewide projects?
Answer: All VOCA awarded projects must use volunteers, unless they can provide a compelling reason for a waiver and have a waiver granted by PCCD. The volunteer requirement is applicable for all projects, this includes a single county, multiple counties, regional projects and statewide projects.
Question: I wanted to get a better understanding of statewide impact under this funding announcement. If my agency sought to place an advocate in a specific county in partnership with another victim service program to cover the VOCA eligible services in the Western Region, would that be allowable?
Answer: Any agency that is applying for this funding announcement that is interested in applying for a statewide project must indicate how the project will benefit, support and/or enhance services to victims in the Commonwealth. If the advocate is only covering a region of the commonwealth, that would not be considered a statewide project. However, a project covering multiple counties is eligible under this funding announcement.
Question: Our agency operates an NCA member Child Advocacy Center as a component of our agency. While we do not utilize volunteers in the CAC at this point in time, we do recruit, manage and train volunteers in other components of the agency. Do we meet the eligibility criteria to apply for VOCA funding?
Question: Is the county allocation amount the total for the entire 30-month project, or is this an annualized (12 month) amount?
Answer: The county allocation amounts, described in Appendix C, County Allocation Chart, are for the entire 30-month project.
Question: If I have received Non-Competitive VOCA funding in the past, is this funding announcement now replacing the Non-Competitive funding and is it mandatory that I apply for this funding announcement in order to receive regular VOCA funding?
Answer: This current funding announcement VOCA 18-20 is not replacing the regular Non-Competitive VOCA grants. The Office of Victims’ Services (OVS) will continue to fund the Non-Competitive grants. This funding announcement is optional for existing or new victim service programs.
Question: Is this funding solicitation a new pot of VOCA money, or is this the original VOCA that is now opened for competitive response?
Answer: The cap on the federal Crime Victims Fund was lifted in late 2014, resulting in an unprecedented increase in the state annual allocations for VOCA funding. For Pennsylvania, the annual VOCA allocation increased from $17M in 2014 to $77M in 2015, $82M in 2016 and $71M in 2017. Projections for FY 2018 are anticipated to be equal to 2017 or higher.
"A written statement that a checking
account for sub-grant funds will be arranged so that at least two signatures
are required for issuance of checks, and a list of those individuals who have
Are "sub-grant funds" for
pass-through applicants only?
Answer: Private non-profit agencies, which intend to apply for direct funding,
are required to demonstrate the financial responsibility of the organization
and its capability to administer the project for which funds are being
requested. Accordingly, each private non-profit agency applicant is
required to submit a written statement that a checking account for sub-grant
funds will be arranged so that at least two signatures are required for
issuance of checks, and a list of those individuals who have such authority.
term “sub-grant” is utilized by PCCD for the entities receiving grant funding
directly from PCCD. The applicant will need to verify this requirement is
fulfilled by any non-profit pass-through entities the applicant’s project
includes and if requested, by PCCD will need to have a copy on file.
Question: I have the following question: PPA (private, non-profit organization) is the main grantee for a $1.5 million VOCA grant, but we are partnering with Yale University as a subgrantee who would also receive funding as a consultant. As a non-governmental entity, is PPA required to have a pass-through contract with Yale University? Thank you.
Answer: Contracts are required for all consultants. This pertains to governmental agencies as well as non-profit organizations.
Question: Yale University will be a pass-through entity on this Funding Announcement. The RFP asks for salary in hours; however, Yale does not use hourly salary calculations for our faculty and would not be able to generate reports based on an hourly rate of pay. Our system is an effort-based equivalency which is audited yearly by PWC. Would this be acceptable if an award should be made?
Answer: All subgrantees and pass-through organizations must maintain supporting documentation for personnel charges to PCCD grants in a manner that is in compliance with 2 CRR 200—UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT REQUIREMENTS FOR FEDERAL AWARDS.
Question: Hello, we do not have a federal approved indirect rate and will be using the De minimis 10% rate. I have 2 questions.1. How do we display the indirect cost on the budget. Should we reflect it under other expenses as Indirect Costs $2,500 or should we break it out such as Deputy Director, Admin Assistant, etc. 2. We are applying for one subaward so is the indirect Diminis rate capped at $2,500 (10% x $25,000 per subaward)?
Answer: Indirect costs are budgeted under the Other category, regardless if using the 10% de minimis rate or a federally approved indirect cost rate. The computation field must include the computation (labeling each component) to arrive at your Modified Total Direct Costs either as prescribed in slide 80 and 81 of the PowerPoint or as prescribed in the organization’s federally approved indirect cost rate letter. Please click here to view the PowerPoint. A copy of the PowerPoint is also located in the Victims of Crime Act (VOCA) 2018-2020 Competitive Funding WebEx Recording section of the Q&A for review.
Question: The RFP does not specify how the 30 months are split up. Is it acceptable to do year one for 6 months and then years 2 and 3 as 12-month periods?
Answer: Budgets are to be based on your best estimate of how much is anticipated to be spent per budget line item, within each timeframe outlined in the chart below. The federal award used to fund projects under this solicitation have a shelf-life covering the entire project period, which means if you underspend or overspend a budget line item within a given budget year, the overall effect on your budget is null. Furthermore, subgrantees do not have to adjust their budgets should overspending or underspending in a budget year occur.
Question: Requesting clarity on the need for Dishonesty insurance and or bonding of program director and Fiscal Officer. The VOCA check list mentions the need for dishonesty insurance and the quick guide references the additional need for the program director and Fiscal Officer to be bonded. Therefore -specifically, do we need to put a bond in place to protect the grantor from loss for the amount of the grant funding, OR do we need proof of crime insurance that protects Shanthi Project in the event of a loss? If it's the former, do we have time between knowing that we've been funded and getting the bond in place? Do we need both?
Answer: The insurance requirement is as follows:
Question: Can you clarify for us where in the budget detail we would put relocation and/or transitional housing. I had thought it would go in the "other" section but after just reviewing the webinar again it does not appear that is where you want it. Would you want to see number of rents, number of security deposits. etc. or one line item for Relocation with the number of families served and an average cost per family that include moving expenses, security deposit, and utility connections and would this go under supplies and operating costs?
Answer: Relocation and/or transitional housing should go under the Supplies and Operating Expenses category. Each separate type of item such as rent, security deposit, utilities connection fee, etc. requires a separate line item (these items must be distinguished as relocation or transitional housing and from organizational rent, utilities, etc.). Each line should contain the number of rents, security deposits, etc. and the amount budgeted for each occurrence.
Question: I have a quick question about the employee dishonesty bond requirements. For this solicitation, our organization will need to place our business with a new carrier to comply with the requirements of 10% of agency budget or 30% of funding request, whichever is greater. Do we need to have this insurance in place at the time of application, or can this requirement be fulfilled if notified the grant is awarded?
Answer: The policy will need to be valid and proof submitted by the beginning of the project date.
Question: If we purchase a computer for $399, would we list it under "equipment", "general office supplies", or under "other"?
Answer: A computer would be budgeted as a line item in the Supplies and Operating Expenses budget category.
Question: Would attorneys have to follow the $81.25/hr. consultant rate? Thanks.
Answer: Please review the Consultants section of PCCD’s Applicant’s Manual beginning on page 24.
Question: We have 2 current VOCA contracts. Under question 3 of this section, where should VOCA funds show up? State Allocation? Local Allocation? Or Other Non-federal allocation amount? Should we include charitable foundations and donations under 3.4? Does the amount in question 3.5 need to equal the amount in question 2?
Answer: VOCA funding is not reported in this section.
Question: I was wondering if the purchase of furnishings (such as beds) as part of relocation or transitional housing was an allowable expense?
Answer: For this funding announcement, furniture where ownership conveys to the recipient of relocation assistance or transitional housing is not an allowable cost.
Question:Our organization is a 501c3 corporation which operates in Northampton and Lehigh County PA. For over six years, Shanth Project has provided trauma-informed yoga and mindfulness to the Northampton County Prison and Juvenile Justice Center of Northampton County PA. Most recently we’ve started providing in-class mindfulness to many schools throughout these counties. As nearly 90% of those in this residential treatment facility have been subject to abuse, it is the Juvenile Justice classes for which we wish to apply for funding. Our services are provided by sub-contracted, trained and qualified teachers who are schedule in two month blocks to teach weekly classes as their availability permits. This varies month to month. Each month they submit invoices for the number of classes at each facility and in which unit they’ve taught 1hr. classes. At present, because of the variability. we do not contract for an entire year. How would we approach listing these sub-contractors? Would they be considered consultants as listed on page 76. Would they need a personnel number? Is it possible to list that we’ll need 4hrs of services per week per year and reflect the actual personal who taught after the fact on a monthly basis in our reporting documentation- i.e. who taught which classes each month (using their invoice/timesheet) as documentation.
Question: We want to include payments we make to staff for Emergency Cases. These cases arise outside of normal business hours and responding to them allows us to provide services 24/7. We have an Emergency Policy that defines the criteria for an Emergency case and how much compensation we will make to those staff that respond. Our response requires either two or three staff members, depending on the age of the victim. We do not know in advance who the staff members will be on any case. These payments are processed through payroll after the fact. I would like guidance on how you would like us to show this activity in the Budget form. They are payments to personnel, but they are a different group of personnel each time an Emergency case happens, so identifying the individuals involved upfront will not be possible.
Answer: For call-outs that are handled on a rotating basis, by one or more individuals, under the Personnel category you may budget in one of two ways (please see below). If using the group method, you will need to prepare separate budget line for each of the different number of people responding.
Question: Is a vehicle lease an allowable expense under VOCA?
Answer: VOCA allows for the purchasing or leasing of vehicles - whichever is most economical. Routine maintenance, repair costs and automobile insurance are allowable VOCA costs. A log book must be kept of all vehicle activity and receipts for all expenditures must be maintained.
Question: Is the cost of office rental allowable? Example: Rented office space for a new attorney or a direct service victim advocate providing services to a victim to work out of?
Answer: Rental of office space is allowable. If the rented space is not used exclusively for the project, the rental expense must be pro-rated.
Question: We are working on the budget section for a multiple county project. We have entered the budget for our organization as the recipient agency, but have been unable to enter the pass through budget for the collaborating agency in the other county. Have clicked on 'pass through budget" but e-grants does not permit us to enter the name of the other agency. Instead, the program then enters our agency budget on the consultant line item.
Answer: In order for a pass- through budget to be submitted for another organization, the other organization must be added as a recipient agency in the Main Summary section first. If applicants are still having difficulty completing a pass-through budget, please contact the Egrants helpdesk at 717.787.5887.
Question: Our service package for the VOCA grant proposal includes the addition of drug and alcohol services for the target population. In the past, we secured these services for clients by brokering them through a local mental health provider who is a long time partner and could assist in finding the best program for a client in need. The mental health provider will be one of the partners on the VOCA grant proposal and would sign a MOU. Can we continue to secure drug and alcohol service referrals through them or would we need a separate MOU with a specific drug and alcohol service provider?
Answer: Procurements of goods and services must follow PCCD procurement standards, which can be found in the Procurement Details section of your application and in PCCD’s Applicant’s Manual beginning on page 16.
Question: Are non-supplantation forms required for this proposal? We have submitted them with previous grants but did not see them listed as necessary attachments for this project.
Answer: There are no non-supplantation forms separate from the application. There is a non-supplantation condition included in the standard subgrant conditions which are incorporated by reference into the application.
Question: Do separate detailed budgets have to be itemized and submitted per county if applying for multiple counties or do we just indicating the total dollar requested per county?
Question: Our federal indirect cost rate was 16.7 but lapsed. Our finance person has been working on the renewal application, but it won't be prepared in time for the VOCA deadline. Does that mean we cannot even use the 10% de minimis rate? If not, is there any way we could charge for indirect costs?
Answer: Your agency had a federally approved indirect cost rate, although now expired, this prevents your organization from using the 10% de minimis rate. Your organization may not charge indirect costs if they do not have a current federally approved indirect cost rate.
Question: Volunteer training: is it allowable to ask for costs of training materials and upgrades to training materials in VOCA?
Answer: Yes, this is an allowable expense.
Question: For the services section “Support Groups” would sending a VOCA covered staff person to a training on a specific support group model be allowable? Training fee, transportation, hotel, etc.?
Question: Would two collaborating agencies use the Model of an Acceptable Personal Service Contract example the PCCD provided on line and would an MOU be needed as well?
Answer: A collaborating agency would need an MOU. A Personal Service Contract is used for contracting with an individual to provide a specific service. For example: A therapist an organization contracts with to provide therapy to clients.
Question: Is it acceptable for the collaborating agency to submit for Administrative Costs?
Answer: Yes, a collaborating agency may submit for reimbursement for administrative costs, provided sufficient justification is submitted to show how these costs support the project.
Question: Must price or rate quotations be obtained for taxi services that total $3,000 for the year 1 budget period if using $20 taxi vouchers for 150 clients? What if we are requesting this amount for year 2 and ½ for year 3? Our organization has always used only one taxi service of the 3 available in our county.
Question: On the applicant checklist, we have to answer whether our by-laws require an annual audit. Currently our bylaws do not, but our board informal policy is to conduct annual audits. and several funders do require an annual audit. My question is: is it required that our bylaws stipulate annual audits?
Question: In RFP inside front page, it says the mandatory SAM registration deadline is 12/20/2017. In the power point for WebEx it says "you must maintain SAM registration". Our SAM registration has lapsed and we are having difficulty finding sign-in information. Our question is: do we need to complete registration by 12/20 or prior to submitting application?
Answer: It is preferable to have the SAM registration issue fully rectified by the date the application has been submitted, however as long as the registration is in process by the application deadline, the full registration should be complete by the 12/20/17 date.
Question: Just to clarify- if I am requesting funds to utilize an outside professional to train staff, must I submit a contract between my organization and that professional as part of my application?
Answer: Yes, a contract is needed and if available at the time of the application should be attached. If a contract is not available when applying a condition will be placed on the award letter and must be fulfilled prior to a draw down of funds for consultant.
Question: If certain budget categories are N/A for our program, do we leave blank?
Answer: If the project does not have expenses under a budgeted category there is no need to complete that section of the budget. For example, if the proposed project is not utilizing a consultant then there is no need to complete that portion of the budget.
Question: Can equipment be purchased through the grant which will be used by another entity which has an MOU for service with victims referred by the agency submitting the RFP?
Answer: The applicant may purchase the equipment and allow the entity with which they have an MOU to utilize the equipment, provided the applicant agency maintains control over the equipment.
Question: If we do not have a federally approved indirect rate are we required to use the 10% de minimis rate or can we bill indirects based on a cost allocation plan?
Answer: For those organizations that do not use the 10% de minimis rate and do not have a federally approved indirect cost rate, expenditures must be budgeted a direct costs.
Question: I have a question regarding the budget detail section. We are writing for two counties and have a budget set up for each one. For several sections (personnel, consultants, etc.) the same people are providing that service in both counties. In terms of attachments, would I need to upload the contracts, licenses, job description, etc. twice (once in each county) or would you prefer I only upload them once and note that in the justification sections?
Answer: Please attach the contracts, licenses, job descriptions, etc., one time only. The justification section should detail information that pertains to a specific county.
Question: I am assuming that the bidding would happen after we would be notified of award. Is that correct?
Question: In either case, if we stay below the threshold in our budget, this is to confirm that we can contract using the Simplified Acquisition threshold? For purposes of Personal Services Contract, how many rate quotes would be considered acceptable? What kind of documentation would be needed?
Answer: The minimum adequate number of qualified sources is three. Acceptable documentation would be any price or rate quotes you have in writing from potential vendors, journal of a listing of the vendors contacted, date of contact, method of contact, parameters of information provided to potential vendors, price or rates quoted, and why a given vendor was selected.
Question: Is the simplified acquisition threshold $150,000 over the entire term of the contract or is it $150,000 per year?
Question: What happens if you do not use all of the requested funds?
Question: How would payment for taxi services be requested?
Answer: Under the appropriate Travel category from the drop-down menu select Other. Description Taxi x the number of expected trips x the projected cost per trip.
Question: Would this allow for purchase of bus passes?
Question: I saw in the FAQs that funds can be requested for transportation. In what section of the budget would this be entered?
Question: We have some questions about the procurement issue as it relates to entering into a contract for substance abuse services to be provided to Safe Berks clients. We recognize that the contract must be with an entity or individual that is a licensed substance abuse provider and we do have several provider’s in our community. However, we only have one that also provides housing and other resources that our clients would need. Is the continuum of services available from a provider a justification for using a sole source contract?
Question: Can I talk to someone about how to possibly use this round to increase salaries for staff?
Question: Is this a 2 1/2-year grant? For Personnel section Year One and Year Two could be 52 weeks. For Year Three shouldn’t it only be the remainder of the grant year?
Question: Can you further explain this question? How should the Modified Total Direct Cost calculated using the 10%? Is this done for each year? Thank you!
Question: For the VOCA service impact and victim population section and the VOCA fudning allocation section, is this the percentage of funds under this existing grant application? Or percentage of allocation under our existing VOCA grant?
Answer: Both sections are referring to what is being applied for in this grant application.
Question: Just to clarify, can we no longer list "office supplies" as a cost line? Must we break out the cost for pens, paper clips, etc.? If we can use the broader category, how is unit cost determined?
Question: If you apply for funds for Substance abuse treatment, would those funds be listed under the consultant section of the budget? And if so, is it listed as the organization and not an individual?
Question: In the budget detail section, for local travel, it asks for the number of trips. Typically, local travel is calculated on miles per year. How do you determine the number of trips, especially given that one day’s travel may be 5 miles and the next day 50?
Question: Can you say more about non-supplantation? Is it permissible to expand services by moving an existing VOCA funded staff to a new project and replacing them with a new hire under the existing grant?
Question: We understand that in the past there was a requirement to bid out potential sub-recipients. Understanding that we have already developed authentic relationships with organizations that would support the work we seek to do – outreach to culturally specific populations – we are wondering if this still a requirement.
Answer: The structure of the agreement to provided services will determine if the organization the applicant agency is seeking to contract with will need to be selected under the methods of procurement requirements or not. If the applicant agency is collaborating with another organization on the project, and the organization with which they are collaborating will be a pass-through agency, having a separate budget, and a pass-through agreement or MOU, then the applicant agency does not have to follow the methods of procurement requirements. If however, the applicant agency is merely looking to contract given services from another organization then the methods of procurement requirements must be followed. Please see page 16 of PCCD’s Applicant’s Manual outlining the various procurement methods and the parameters for each method.
Question: Can you please provide more information on what percentage of indirect costs are allowable?
applicants maintain compliance with all EEOP regulations as described in the
Egrants Federal Funding Announcement Certifications – Section #6?
applicant must maintain compliance with all EEOP regulations that pertain to
their individual organization as indicated in the grid below. Additional information regarding OCR
requirements may be found at the following website: https://ojp.gov/about/offices/ocr.htm
Question: On the webinar silde #60 it shows that “No EEOP certification form is required”. Can you please expand on what is required? Does this mean applicants don’t need to submit an EEOP Certification Form to the Office for Civil Rights?
Answer: The applicant is required to answer in the affirmative all questions contained in the Federal Funding Certification section of the application, with the possible exception of question 1.2. No, all applicants must submit an EEOP Certification Form to the Office for Civil Rights (OCR) at the federal Office of Justice Programs, the EEOP Certification Form does not need to be attached to the application.
pass through apply to a statewide project?
you explain more about the pass through process?
through agreements are used when an organization contracts with another
organization to supply a given set of services, much like a consultant. A pass-through agreement must be attached to
we intend to contract with therapists, how would we follow procurement
requirements? Would interviewing
multiple applicants meet that requirement?
Can the contract be a general contract since we wouldn't be interviewing
multiple applicants would qualify as adhering to the required procurement
procedures. A fully executed contract
will be supplied when the position is filled.
Supplies and Operating Expenses, is it acceptable to put an estimated yearly
amount for small office supplies (pens, pencils, etc) or does that have to be
itemized per unit?
may use an estimated annual cost for small office supplies and enter 1 as
Professional Liability insurance allowable?
this is allowable expense.
Question: Is the threshold for “Small Purchase Methods” under $150,000?
Answer: Yes, Small purchase procedures are those
relatively simple and informal procurement methods for securing services,
supplies, or other property that do not cost more than the Simplified
Acquisition Threshold. If small purchase procedures are used, price or rate
quotations must be obtained from an adequate number of qualified
acquisition threshold (2 CFR 200.88) means
the dollar amount below which a non-Federal entity may purchase property or
services using small purchase methods. Non-Federal entities adopt small
purchase procedures in order to expedite the purchase of items costing less
than the simplified acquisition threshold. The simplified acquisition threshold
is set by the Federal Acquisition Regulation at 48 CFR Subpart 2.1
(Definitions) and in accordance with 41 U.S.C. 1908. As of the publication of
this manual, the simplified acquisition threshold is $150,000, but this
threshold is periodically adjusted for inflation.
Question: Under the procurement by
small purchase procedures’ how is an adequate number of qualified sources
Answer: The minimum adequate number of qualified sources is three.
Question: Has the non-competitive procurement of service changed from a threshold of $10,000 to $3,000?
Answer: There are new procurement procedures which must be followed depending on the dollar amount being expended. The specifics for each procedure and threshold amount may be found in PCCD's Applicant's Manual at the following link:
http://www.pccd.pa.gov/Funding/Documents/Applicants%20Manual/Applicant%27s%20Manual%20-%20Current%20Version.pdf, beginning on page 16.
Question: If we are applying for technology (an IRecord to record forensic interviews for children), do we need to get multiple bids if the cost is over $10,000?
Answer: Any item being procured in excess of $3,000 and less than $150,000 must follow small purchase prodecures (excerpt below) as outlined in PCCD's Applicant's Manual, beginning on page 16.
(b) Procurement by small purchase procedures. Small purchase procedures are those relatively simple and informal procurement methods for securing services, supples, or other property that do not cost more than the Simplified Acquisition Threshold. If small purchase procedures are used, price or rate quotations must be obtained from an adequate number of qualified sources.
Simplified acquisition threshold (2 CFR 200.88) means the dollar amount below which a non-Federal entity may purchase property or services using small purchase methods. Non-Federal entities adopt small purchase procedures in order to expedite the purchase of items costing less than the simplified aqcuisition threshold. The simplified acquisition threshold is set by the Federal Acquisition Regulation at 48 CFR Subpart 2.1 (Definitions) and in accordance with 41 U.S.C. 1908. As of the publication of this manual, the simplified acquisition threshold is $150,000, but this threshold is periodically adjusted for inflation.
Question: Is pass through funding allowable from a statewide victim services organization to local victim services organization?
Answer: Yes, if an agency is proposing to submit a statewide project, where a pass through contract is included, then a copy of the contract must be submitted within the grant application. Statewide project must be accessible to all Pennsylvania residents.
Question: In the budget detail portion of the Egrant application, each line item has an attachments section. What is to be included (attached) in these sections? Also, I've completed a number of grant applications using PCCD Egrants and have not seen this before. Is this a new feature that should be expected in all future applications, or is this specific to the VOCA application?
Answer: This is a new feature that will be active in this and all future PCCD applications. The attachment section is available for any supporting documentation the sub-grantee believes may be beneficial in the review process. Attachments are not required in the Budget Detail section.
Question: I just want to clarify that this grant opportunity is a cost reimbursement grant – not a forward funded grant. Is this correct?
Answer: Yes. The grant is a cost reimbursement grant. Payments are made on a reimbursement basis.
Question: In the Budget Set up section of the application Budget detail, it refers to a help button in the upper right corner for examples, the button does not appear on the screen, can you help? When we click on the agency budget button or the pass through budget button, should it open into a new screen?
Answer: There is a blue question mark in the top right corner of the screen to the left of the logoff button. Clicking the blue question mark will open a help screen that explains the budget detail page.
Question: Please explain third party billing (p. 10 of the funding announcement), and provide examples?
Answer: In this instance third-party billing means billing or having an intermediary bill another party for services provided by a VOCA funded program such as billing an insurance company for services provided by VOCA funded personnel.
Question: In reading the paragraph in the RFP about third party billing, I'm curious about sustainability. If we plan to use third party billing to sustain the positions created by this grant, is that permissible? This would be done carefully and with a great deal of oversight to prevent any double dipping using a very clear cut time table. In other words, we would not start to bill for services until the time those staff members are no longer being covered by grant funds. Would that still be a practice that is strongly discouraged or is it permissible to use third part billing as a means for sustainability?
Question: Does a subgrantee have to budget the 3 years of the project in equal amounts each year?
Question: To PCCD Staff: In the recently-issued announcement for Victims of Crime Act 2018-2020 Competitive Funding, “Automated Systems and Technology” is listed as a “VOCA Allowable Activity” (Page 26 of 49). Is this funding available for what would essentially be a “capacity-building” project, i.e., to upgrade or replace the outdated computer workstations of direct-service case handlers who are doing VOCA-eligible and work? Would there be any restrictions on the use of that equipment for non-VOCA work?
Question: I don’t understand Qs 10 and 10.1 under VOCA Eligibility
Verification. At legal aid,
we’re bound by the rules of professional conduct, including those pertaining to
client confidentiality. The application
will be for an attorney. Can you help me with this Q&A? Thank you.
Answer: All successful applicants must meet standards established by the
relevant oversight organization. Entities not required to follow the
standards of Pennsylvania Coalition Against Rape (PCAR), Pennsylvania Coalition
Against Domestic Violence (PCADV), National Court Appointed Advocates (NCASA)
and/or National Children’s Alliance (NCA), will be required to follow the
standards of the Office of Victims’ Services (OVS). Please see PCCD
website for, Consolidated
Victim Service Program Standards.
In the case of civil legal services the applicant must meet PCCD’s
Consolidated Victim Service Program Standards and are instructed to select this
option. Civil legal services for victims of crime are provided by
professional attorneys and legal staff. As such, all attorneys and those
persons supervised by attorneys in the provision of civil legal services to
victims of crime are held to the PA Rules of Professional Conduct (PA
All services shall be provided in a manner
that assures quality, professional and confidential services. All legal staff
shall abide by these professional standards:
204 PA Code
§ 81.4. Rules of Professional Conduct
BA Principles of a
State System for the Delivery of Civil Legal Aid
BA Standards for the
Provision of Civil Legal Aid
BA Standards of
Practice for Lawyers Representing Victims of Domestic Violence, Sexual Assault
and Stalking in Civil Protection Order Cases
Question: In the section VOCA Eligibility Verification, 10.1 it is asked: Which of the following Program Standards does the agency adhere to? National Court Appointed Special Advocates (NCASA) is not an option to choose; however, in the Funding Guidelines for: 2018/2020, page 6, 5. Eligible Applicants: g: NCASA is an entity allowable as a relevant oversight organization in lieu of the Office of Victims’ Services (OVS), along with the other 4 entities listed as the choices in 10.1. We are a member in good standing with NCASA and thus would follow their Program Standards. Please advise how to choose NCASA as the Program Standards our agency adheres to.
Answer: National Court Appointed Special Advocates (NCASA) was inadvertently left off the list for adherence to confidentiality standards. If you abide by NCASA Standards, please select PCCD Consolidated Victim Service Program Standards. If you are awarded VOCA funding, you will abide by NCASA Standards.
Question: PDAI, a 501c3, provides services (training) to victim service providers, but PDAI does not provide services directly to victims. Are we eligible to receive this grant?
Answer: Training exclusively for developing the skills of direct service providers, so that they are better able to offer quality direct services, is eligible for VOCA funding.
Question:Is there anything in the grant requirement that would prohibit a county juvenile probation department from using these funds to create a full-time victim services probation officer position if the duties of the position met all other requirements of the grant?
Answer: VOCA funds may support the provision of direct services to victims of crime. This includes the provision of procedural services as explained in the funding announcement and includes those services outlined in the Crime Victims Act, the Juvenile Act and/or Juvenile Court Procedure. We are encouraging all applicants seeking to provide procedural services through this VOCA solicitation to request a meeting with their District Attorney’s Office and Chief Juvenile Probation Office to discuss the services and their request for certification to perform the services. These services cannot be authorized without the appropriate certifications.
Question: Are there any additional eligibility requirements for sub-recipients, or is the information detailed in Section 5: Eligible Applicants applicable to both applying organization and sub-recipients?
Answer: A complete description of the eligible applicants for this funding announcement is listed on page 5 under Eligible Applicants.
Question: Hello, Re: the VOCA grant – on the announcement page 7 Eligible Program activities: Our project involves staffing our ED with SANE/PSANE so the victims always have access. We would not look to be reimbursed for the exam or the kit just for the nurse. Is this allowable? Thank you.
Answer: SANE/PSANE nurses are eligible to provide VOCA eligible services under this VOCA funding announcement. Applicants are to provide both a justification and detailed description of the types of VOCA eligible services for each proposed staff position that is funded through the personnel line item of the budget.
Question: To whom it may concern, My question is regarding my organization’s eligibility. First however, I’m wondering if it is possible for new applicants to speak directly to a representative from PCCD. We want to make sure that we are eligible before we begin the lengthy process of compiling an application. This Q&A is very helpful and I will be on the WEBX conference call tomorrow, but I’m wondering if there is an opportunity for new applicant agencies to describe their program and receive confirmation that they are at least eligible to apply.
Question: Will VOCA cover physician salary as a contracted position? Will the physician be required to complete the foundational academy if their salary is covered under VOCA funding?
Question: After reviewing the 2018-2020 competitive funding, our county had a
question in regards to providing some of the new VOCA eligible services.
If the Protective Services unit (60 years of age and older) would apply for
funding, in order to be considered a client would their PS investigation have
to be substantiated?
Answer: No, the protective services investigation would not have to be
substantiated in order for the victim to receive VOCA eligible services.
Question: Hello, My question is in regards to eligible victims
to receive services funded by VOCA. The grant solicitation states that “A
Victim is a person who has suffered physical, sexual, financial or emotional
harm as the result of a crime. They can be a primary or secondary (significant
other) victim of the crime.” What does “secondary
(significant other)” mean? Is that somebody who was not a direct victim but a
witness? A significant other of the direct victim meaning immediate family
member or partner? And is a “victim” required to file a police report to
be eligible for VOCA direct services?
you could shed light on the definition of a “direct” and “secondary” victim,
whether or not these victims must file a police report or PFA to be eligible
for VOCA direct services, and whether the “on scene community crisis
response” which matches the description of what we do very well, is beholden to
these definitions of “victim.”
Answer: A secondary victim is an
individual who has been affected by another individual’s experience as a direct
crime victim. This may include parent, guardian, spouse, partner,
siblings, child or personal friend. A victim is not required to report to
the police to receive direct services from a victim service program. However,
if the victim wishes to apply for victim compensation, a report to the proper
authorities must occur within 72 hours of the crime.
All VOCA eligible services may be provided to both
primary and secondary victims. This would include “on-scene crisis
Question: Good afternoon, My coworker and myself are
currently in the beginning stages of applying for the 2018-2020 VOCA
Competitive Grant. We have discussed our proposed project with our boss
and would like to run it by you in order to make sure our project does not fall
into any of the ineligible cost categories.
First, we are looking to purchase a vehicle and hire 3 employees
who would transport victims to and from preliminary hearings. We would
use grant funds for the purchase of the vehicle as well as any costs associated
with the vehicle, i.e. gas, repairs, upkeep, etc. We would also use the
funds to pay the employees and send them for the necessary training. In
addition we are looking to purchase gas cards to provide to victims who have
transportation to come to court appearance but can’t afford the fuel cost
associated with appearing.
Second, we are looking to purchase gift cards from a local
hardware store to provide to victims who need to fix damages resulting to their
home or vehicle in the commission of the crime they are a victim of.
Third, we would use some of the funds
towards the salary of the individual administrating this program. Thank you for
any help you can provide.
Answer: VOCA allows for the purchasing or leasing of vehicles
- whichever is most economical. Routine maintenance, repair costs and
automobile insurance are allowable VOCA costs. A log book must be kept of
all vehicle activity and receipts for all expenditures must be maintained.
VOCA proposed project will need to articulate all the direct services being
provided to crime victims as well as any special training needed to provide the
service delivery. These services must be necessary and reasonable. All
persons providing direct services to victims of crime are required to have 40
hours of victim- centric, trauma informed training . Salary of staff
administering the VOCA project is allowable, but must be proportionate to their
time associated with the delivery of direct services. Job descriptions must be
attached to the application and reflect the duties of the
the project proposes to pay for allowable victim expenses such as
transportation and window, door, or lock replacement or repair, and other
repairs necessary to ensure a victims safety, the program will need a written
policy and established procedures on the management, approval, and distribution
of funds. In addition, the program must maintain a thorough record of all
activities related to the administration of funds that reflects their written
policy and procedures. At a minimum, records must include documentation of
eligibility, distribution of funds, payee and amounts, dates of transactions,
approving authorities and any other information deemed applicable by the
program’s written policy. Expenditures to repair a victim’s vehicle is not an
equipment such as video cameras at intersections qualify?
this is not a VOCA eligible expense.
the cost of the case tracking system an eligible cost under VOCA? Specifically,
this is allowable on a pro-rated basis if being used for more than VOCA funded
funds allowed for specialized professional skills training out of state where
not available in state, where meets standards?
you plan to include out of state travel for staff skills training you will be
required to justify the need to travel out of state for the particular
training, how it relates to the staff's position and work on the grant.
would happen to a vehicle purchased for this grant after the 30 months?
you get continued VOCA funding, you can use it through that. If you get other federal funding you can use
it through that. It would still need to
be used to provide transportation for crime victims only.
the purchase of a vehicle only allowed under this VOCA grant solicitation? Or also the under an existing VOCA grant?
is allowable under this VOCA solicitation.
this grant support the purchase of a vehicle to transport victims back and
forth to preliminary hearings? Along
with a driver?
allows for the purchasing or leasing of vehicles - whichever is most
economical. The driver of the vehicle
must be a trained victim advocate due to having direct contact with crime
victims. Salary for a victim advocate
can be paid with VOCA funds.
Question: How do you know if you are in good standing with PCCD and eligible to apply for funding?
Question: Our organization is currently a recipient of a 2016-19 VOCA competitive grant and I’m trying to discover if we’re eligible for additional competitive VOCA funding for a different program/project, or if we are ineligible until our current VOCA competitive grant expires. We are very interested in applying, perhaps on a collaborative project with other service organizations in our area, and I would appreciate any guidance you can provide on this matter.
Answer: Yes you are eligible to apply for a competitive grant even if you currently receive a competitive grant. With respect to the second part of your question, if you are interested in pursuing a collaborative project you should consult other victim service organizations in your area to determine interest in collaboration. You should try to submit either a Memorandum of Understanding, Letter of Understanding or Letter of Support from the proposed collaborators which specifically lists the duties and responsibilities of each party or, in the case of a Letter of Support, whether they will assist by providing referrals to your proposed project.
Question: For subgrant draft, the application has been completed but nothing marked completed yet. When we printed: under budget details everything is blank under section 11. A. under Applicant Agency it does not reflect agency costs for years 1-3. They do show under 11.b though. Any assistance on this is appreciated.
Answer: If an agency has only one recipient agency and the contract is printed, the agency budget line will be the only one filled in. As long as the budget is showing your application is acceptable. Please refer to the Application Processing Quick Start guide located on the following section of PCCD’s website: http://www.pccd.pa.gov/Funding/Pages/Egrants-Home.aspx.
Question: In the Egrants section on “VOCA FTE” are applicants to enter the current VOCA funding or the amount we anticipate in our grant application?
Question: Can we get a copy of today's PowerPoint?
Question: How can I view the WebEx recording for the VOCA Competitive Funding Announcement 18-20?
Answer: Below is a link to the WebEx recording. The WebEx is 1 hour and 19 minutes long. Please click on the link below to begin playing the WebEx.
Question:I am writing to ask a question about the funding announcement made yesterday. Would college age students be an eligible target group for the funding?
Answer:Yes, you may apply for a research-based program that targets college students.
Question:Regarding this instruction: "Identify the data sources used by your sponsoring collaborative board to prepare the Risk and Resource Assessment (RRA) that determined the prioritized RPF and how those RPF were determined. This RRA must have been completed within the last 36-months."
Question: Our proposed program is SBIRT. Are we permitted to ask for funds to include the delivery of the program to be through two different delivery methods; in-person and electronically?
Question:Is there a preference to include programs that are supported by the EPISCenter?
Question:Hello, I am reaching out to you seeking clarification on what might constitute as research-based components for this particular grant. I see that Strengthening Families Program 10-14 (SFP 10-14) is included on the Appendix A examples of research-based programs. Our agency is trained in Strengthening Families Program 7-17 (SFP 7-17) which is not included in appendix A. Does SFP 7-17 meet your expectations of research-based or would you recommend we build capacity to offer SFP 10-14?
Question:In the Non-Profit Agency Checklist, it states the items that need to be mailed to PCCD in conjunction with the submission of an application for direct funding of non-profit agencies. This information does not have to be submitted to PCCD for governmental applicants proposing to pass through some or all of the funds to a non-profit agency. We are the recipient agency, and a state -affiliated one, but we intend to administer the the project for which funds are being requested, and not the non-profit. They are the applicant agency, and we are the recipient agency. With this relationship, does the non-profit need to supply all the documents on the checklist?
Answer:The nonprofit information is only required if the applicant is a nonprofit organization. Since the nonprofit is the applicant and the government entity is the recipient, the documents in the Checklist are required.
Question:The PCCD manual states that PCCD allows sub grantees to recover indirect costs in one of two ways:
Question: Who is permitted to electronically submit the grant proposal: the applicant, the recipient, or both?
Question:We currently have funding through PCCD for our Strong African American Families Program.
Question:Am I correct in reading that existing PCCD-funded organizations are not eligible (Page 4)? I am a little confused on the wording – our current grant runs out December 31, 2017, and we are on track to reach our goals. Am I not able to submit a request to serve new/unserved children, beginning April 1, 2018? Your guidance is very much appreciated.
Question:Regarding these two instructions with the 2017 OJJDP SAEDR Research-Based for 2018: “The application must be submitted with the endorsement of a local non-profit, community-based collaborative board….Applicants must demonstrate that an active collaborative is functioning and will endorse the program that the applicant has selected. Such demonstration must be in the form of recommendations or conclusions from the most recently completed Risk and Resource Assessment.” And later…"Identify the data sources used by your sponsoring collaborative board to prepare the Risk and Resource Assessment (RRA) that determined the prioritized RPF and how those RPF were determined. This RRA must have been completed within the last 36-months."
Question:I am supporting a University who is interested in pursuing the following opportunity: 2017 OJJDP SAEDR Research-based for 2018 Funding Announcement. Based on the guidelines eligibility criteria, "Nonprofit organizations may jointly apply for grant moneys with a local government unit, but are not required to do so. Direct awards cannot be made to governmental entities.” Can you please confirm if a University would be eligible to apply for this specific opportunity as a non-profit?
Question:We recently received non-PCCD funding to train staff and begin implementation of one of the research-based based programs identified in the funding announcement. Can we apply for this PCCD grant to implement the program, provided that PCCD funds will be used to expand services and will not supplant existing funds? We have not received PCCD funding in the past for this program.
Question:If a non-profit organization was a sub-recipient on a previous SAEDR grant submitted by a unit of local government, is the organization eligible to apply for implementation of the same research-based program as the earlier grant? It would be implemented in a different county.
Question:The current SAEDR Funding announcement has wording about being a current grant recipient would make you ineligible. Is that a grant through any funding stream?
Answer:If you have a grant that will be active as of March 30, 2018 and that is managed by OJJDP staff, you are not eligible under this funding announcement. If you have a grant managed by a different office at PCCD, you may apply.
Question:My agency is receiving funds through 2017 Delinquency Prevention Programs and 2016 Violence Prevention Programs. Are these DPP and VPP funds considered to be OJJDP funds? Are we ineligible to apply?
Question:Do original copies of letters of support from appropriate collaborative board need to be delivered through US mail, or is enough to attach them electronically to the application in Egrants?
Question:In the PCCD application manual, there is a section that states that "every governmental applicant proposing to pass through funds to a private non-profit agency for the implementation of a project must execute a written contract with the agency. An example is included in the manual...is this contract needed for this particular grant? and if so, is this requirement the same as the letter of commitment from partnering entities listed as a required signed document in the solicitation?
Question:We are a community behavioral health center that delivers prevention in schools during the school day and do not have a Communities That Care site in our catchment area. We would like to know if the any of the following three entities (I have included their mission statements) would qualify as a collaborating entity for the purposes of this grant according to the language below as it appears on page 5:
Question:Regarding these two instructions with the 2017 OJJDP SAEDR Research-Based for 2018: “The application must be submitted with the endorsement of a local non-profit, community-based collaborative board…. Applicants must demonstrate that an active collaborative is functioning and will endorse the program that the applicant has selected. Such demonstration must be in the form of recommendations or conclusions from the most recently completed Risk and Resource Assessment.” And later…"Identify the data sources used by your sponsoring collaborative board to prepare the Risk and Resource Assessment (RRA) that determined the prioritized RPF and how those RPF were determined. This RRA must have been completed within the last 36-months."
Question:Where can we learn more about Communities That Care, Delinquency Prevention Boards, Balanced and Restorative Justice Teams, or Integrated Children’s Service Plan Teams in our county?