Notice of Funds Available: California Trauma Recovery Center Grant, Fiscal Year 17/18
The California Victim Compensation Board (CalVCB), provides compensation for victims of crime. CalVCB provides eligible victims with reimbursement for many crime-related expenses. CalVCB funding comes from restitution paid by criminal offenders through fines, orders, penalty assessments and federal matching funds. On July 1, 2013, Government Code section 13963.1 became law stipulating that the CalVCB administer a program to evaluate applications and award grants to trauma recovery centers (TRCs) in California to provide services to victims of crime.
2. Purpose of the Grant Program
The grant program will award funding for TRCs to provide trauma-informed services to victims of crime. Awardees may see clients that do not meet CalVCB’s eligibility requirements as long as the services provided are consistent with this Notice of Funds Available (NOFA).
3. Key Application Dates
- Notice of Funds Available Release Date: Wednesday, January 18, 2017
- Final Date to Submit Questions: Tuesday, January 31, 2017 by 5:00 p.m. PT
- Response to Questions Posted: Monday, February 6, 2017
- Final Application Submission Date: Tuesday, February 21, 2017 by 2:00 p.m. PT
- Tentative Board Award Approval Date: Thursday, March 16, 2017
4. Eligibility Criteria
Applicants awarded funding are not guaranteed continued funding and may apply for a consecutive grant to prevent a lapse in funding. See Grant Review and Award Process (Section 12) for minimum requirements.
An eligible applicant must meet all of the following criteria:
Provide services, including, but not limited to, all of the following resources, treatments, and recovery services to crime victims:
- Mental health treatment services
- Assertive community-based outreach
- Clinical case management
- Coordination of care among medical and mental health care providers, law enforcement agencies, crime victim service providers and other social service agencies
- Services to family members and loved ones of homicide victims
- A multidisciplinary staff of clinicians that includes a clinical director and at least one (1) of each of the following licensed staff persons:
- social workers
Note: Clinicians can be either salaried or contract positions. Additional types of clinicians are permitted. Psychiatrists must be licensed by the American Board of Psychiatry and Neurology.
Engage in the following activities:
- Assist victims with applying for crime victim compensation
- Collaborate with other community services, including, but not limited to, local crime victim service providers such as:
- County victim assistance centers
- Domestic violence shelters
- Sexual assault crisis centers
- Facilitate cooperation of victims with law enforcement
- Provide training to law enforcement, community-based agencies, and other health care providers on the identification and effects of crime and the treatment of trauma caused by crime
CalVCB, when considering grant applications, shall give preference to organizations whose services are located in an area where the rate of crime and geographic distribution serve the greatest number of victims as well as organizations that conduct outreach to, and serve, the following:
- Victims of crime who typically are unable to access traditional services, including, but not limited to victims who are:
- chronically mentally ill
- of diverse ethnicity
- members of immigrant and refugee groups
- having severe trauma-related symptoms or complex psychological issues
- juvenile victims, including minors who have had contact with the juvenile dependency court system or the justice system
- Victims of a wide range of crimes, including, but not limited to:
- sexual assault
- human trafficking
- domestic violence
- physical assault
- vehicular assault
- family members and loved ones of homicide victims
Applicants who do not have a history of providing mental health services or are not partnering with an organization that currently provides mental health services will not be considered for this grant.
5. Available Funds
Upon appropriation by the Legislature, CalVCB shall award grants totaling up to two million dollars ($2,000,000) per year. The total grant award of $2,000,000 will be divided amongst the selected grant recipients. The number of grants awarded will be determined by a variety of factors including the number of qualified applicants and the amount of funds requested.
Additional funds may be available through the Safe Neighborhoods and Schools Act. The amount of those funds is based on the savings accrued to the state from the implementation of the Safe Neighborhoods and Schools Act and will be determined on or before July 31 of each fiscal year. The additional funds may be used to increase the amount granted to the FY 2017-18 fiscal year awardees or to award grants to additional applicants.
6. Eligible Costs
Direct Costs are costs that can be clearly attributed to specific service. Examples of direct costs include:
- Salary and benefits for personnel providing direct treatment, including:
- Activities such as mental health treatment, clinical supervision, social work, victim advocacy and case management
- Administrative salaries related to the support of direct treatment and other eligible activities
- Operating expenses related to direct services such as rent, utilities, postage, telephone, etc.
- The percentage of an awardee’s office dedicated to TRC services will determine the maximum percentage of an awardee’s rent or mortgage payment that can be paid with grant funds
- Minor payments to help clients access mental health or medical treatment or to address emergency needs such as transportation, child care, food, emergency shelter, or clothing
- Other services provided to clients such as transportation costs for clients (including bus passes and taxi vouchers for treatment visits)
- Client supplies and materials
- Outreach activities as described in the Eligibility Criteria (Section 4) of this NOFA
- In-state travel costs for staff to perform eligible activities. Travel will be paid according to the state policy in effect at the time the cost is incurred.
- Evaluation costs
- In-state training on trauma-informed evidence-based practices as outlined in the grant application and approved by CalVCB
Indirect costs are costs that are not directly related to a service or outcome such as human resource expenses.
- Indirect cost allocations are available to awardees that already have an approved indirect cost rate agreement with the state or federal government.
- Allocations are limited to the lesser of the awardee’s approved indirect cost rate or five percent (5%) of the total grant award.
- A copy of the indirect cost allocation plan demonstrating how the indirect cost rate was established must be included with the application for funding.
- All costs included in the plan shall be supported by formal accounting records which substantiate the propriety of such charges.
- Indirect cost allocations are not available to applicant organizations that do not have a pre-existing approved indirect cost rate agreement with the state or federal government.
The cost of services provided with grant funds must not be charged to or paid for by any other sources of reimbursement including private insurance, federal, state, local funds, or victim compensation funds.
7. Ineligible Costs
Ineligible costs include:
- Expenses incurred before the grant agreement is executed
- The purchase of commercial property
- Travel costs for TRC staff to attend conferences and trainings that are not previously approved by CalVCB
- Remodeling or refurbishing costs
- The purchase or lease of electronic equipment , office furniture, or office fixtures
- Bonuses and/or commissions to any individual or organization
- Costs for lobbying activities
- Costs of conducting fundraising activities
- Costs of food and beverages that are not related to overnight travel expenses
- Membership dues for the licensing or credentialing of professional personnel
- Late fees associated with operating expenses
- Costs related to the preparation of future grant applications
- Indirect costs, if your organization does not have a pre-existing indirect cost rate agreement
8. Reporting Requirements
Awardees are required to participate in data collection activities. TRCs awarded grant funding are required to participate in data collection activities using a Microsoft Access database provided by CalVCB. Awardees submit data collection reports quarterly by exporting data from Microsoft Access into Microsoft Excel and emailing the data to CalVCB. Awardees must keep accurate records as source documentation to support the information in the reports.
The reports provide TRC staff and CalVCB a formal process to track ongoing program activities and progress toward the achievement of grant deliverables and goals listed in the grant agreement.
These records must be retained by the awardee for at least three years from the end of the grant award period. During programmatic monitoring and site visits, CalVCB may review these records for accuracy and compare that data to the reports submitted by the awardee.
Data collected and entered into the Microsoft Access database includes, but is not limited to:
- Demographic information
- Client resources
- Crime information
- Services provided and referred to the client
- Session and case management information
- Assessment data
- Training provided
- Community outreach provided
- Collaborative activities
Awardees will only record data into the Microsoft Access database for victims being treated by clinicians who are funded by the grant. Data submissions are due by the fifteenth calendar day following the end of each fiscal quarter.
Grant-funded program evaluation findings are to be reported to CalVCB upon the completion of the evaluation.
The mental health assessments that will be required may include, but are not limited to, the following:
- Posttraumatic Stress Disorder Checklist for DSM-5 (PCL-5)
- World Health Organization Quality of Life Instrument (WHOQOL-BREF)
- Child Posttraumatic Stress Disorder Symptom Scale Self-Report (CPSS-SR)
- Traumatic Events Screening Inventory (TESI-PRF-R)
- Microsoft Excel, 2010 version or newer
- Microsoft Access, 2010 version or newer
9. Application Instructions
Grant applications must be submitted by both email and by mail. Emailed applications are due Tuesday, February 21, 2017 by 2:00 p.m. PT and must be submitted by both email and by mail. Emailed applications must be submitted in the form of a single PDF file. Mailed applications must be postmarked on or before Tuesday, February 21, 2017. Mail applications to California Victim Compensation Board, P.O. Box 3036, Sacramento, CA 95812-3036, Attn: Scott Harris. Email applications to Grants@ Victims.ca.gov and Scott.Harris@Victims.ca.gov. Applicants will receive an email confirming receipt of their application. If confirmation is not received within one (1) hour of email submission during regular business hours, call Scott Harris at (916) 491-3682. If you do not receive confirmation by the submittal deadline and CalVCB does not receive your application, it will not be considered.
- Use 11-point Arial font
- One inch margins
- Number all pages of the application packet
The PDF file must contain a:
- Cover letter no more than one (1) page in length including:
- The amount of grant funds requested
- The legal name of the organization that will be responsible for grant administration
- Complete contact information for a primary contact (person authorized to manage and oversee the grant), a secondary contact, the person with signature authority, and the total amount of funds requested
- Program narrative no more than 20 pages in length. The narrative should describe:
- The projected total number of clients and the projected number clients who will receive mental health treatment annually. Also include the total number of clients and the number clients who were provided mental health treatment from your organization and any partnering organizations over the last 12 months.
- The geographic area the applicant will serve (including information such as population demographics, economic indicators and crime rate)
- How the applicant will accomplish the activities enumerated in the Eligibility Criteria (Section 4) of this NOFA
- A summary of the evidence-based and evidence-informed practices that will be implemented
- How the applicant’s organization is trauma-informed and provides trauma-informed services
- If an existing program, how the program is being expanded, what staff will be hired, and what new services will be available
- The scope of work for the licensed clinicians involved with the project
- How the clinicians will collaborate with other service providers in the community in the implementation of services
- The services that will be provided by salaried and/or contracted TRC staff and what client services will be referred to outside providers
- The applicant’s understanding of CalVCB benefits
- The identified gap in victim services that will be addressed with these grant funds
- Client Flow Chart describing the process of providing services to clients, from intake to discharge
- Detailed time task plan including dates when eligible goals, objectives, milestones, and activities relating to the implementation of the TRC will be accomplished
- Budget (see Attachment 1) for each fiscal year of the grant period, depicted by each fiscal quarter. The maximum funding available in the annual grant cycle is $2,000,000, which will be expended over a period of two (2) years. Because the award covers two (2) fiscal years, an applicant seeking funding from this NOFA will not be eligible to apply for additional grant money in 2018/19. July 1, 2017 marks the beginning of the state fiscal year and that is the date funds are authorized for expenditure.
- If subcontractors will be utilized, a detailed cost breakdown for each subcontractor must be included. Include the fringe benefit rate for each employee, if applicable. If benefits are being funded by a source outside of this grant, please indicate the source of those funds in the Budget Narrative. The award amount requested on applications with proposed budgets containing ineligible costs will be reduced by the dollar amount of the ineligible costs.
- Awardees may allocate a portion of the grant award to establish an emergency fund. An emergency fund can be used to cover small costs related to the immediate needs of TRC clients such as transportation, child care, food, emergency shelter, or clothing. If an organization elects to budget for an emergency fund, it must be limited to 1% of the total grant award. Once an emergency fund is exhausted, additional funds cannot be reallocated to that budget line item. Individual emergency fund expenditures exceeding $150 require prior CalVCB approval.
- Budget narrative describing each portion of the budget, including, but not limited to, each position to be funded and types of operating expenses requested. All staff to be funded by the grant must perform TRC-related activities. The budget narrative should illustrate how the activities of each staff member will be TRC related. The budget narrative should also include a complete list of the applicant’s other funding streams including the dollar amount and duration those funds will be received. The budget narrative should be no more than five (5) pages in length.
- Letters of support from medical and mental health care providers, law enforcement agencies, county crime victim assistance centers as designated by California Penal Code 13835.2, sexual assault crisis centers, domestic violence programs, other crime victim service providers, and/or other social service agencies within the applicant’s designated service area. The letters of support should pertain specifically to this project.
Applicants shall submit any questions regarding this NOFA via email to Grants@Victims.ca.gov no later than 5:00 p.m. PT on Tuesday, January 31, 2017. Responses to all inquiries will be posted weekly on CalVCB’s Grant Opportunities page. Final responses will be posted no later than 5:00 p.m. PT on Monday, February 6, 2017.
11. Application Due Dates
Applications must be postmarked on or before Tuesday, February 21, 2017 and received by email no later than 2:00 p.m. PT on Tuesday, February 21, 2017. Any emailed applications received after 2:00 p.m. PT on Tuesday, February 21, 2017, or mailed applications postmarked after Tuesday, February 21, 2017, will be rejected.
12. Grant Review and Award Process
Applicants should anticipate that proposals determined to be nonresponsive to the scope of the solicitation, or that do not include all application elements, will not proceed to the review process or receive further consideration. Applicants should anticipate that failure to submit an application that contains all elements specified in the Application Instructions (Section 9) of this NOFA, may negatively affect the review of their application. Past performance of previous awardees applying for funding will be considered during the grant application review process. Past performances areas of consideration will include, but not limited to:
- Quality of services previously provided
- Prior use of grant funds
- Compliance with oversight requirements
- Timeliness of contractually agreed upon activities
Applications that do not demonstrate an applicant’s ability to meet all of the following minimum qualifications will not be scored:
- Provide a complete multidisciplinary staff of clinicians, or a detailed plan to provide one, including a clinical director and at least one of each of the following licensed persons:
- Social workers
- Provide trauma-informed mental health services
- Focus on provision of services to crime victims and their family members
- Provide community outreach
- Provide training on victim issues to law enforcement
- Include a budget for the project and a budget narrative
- Include a detailed time task plan including dates depicting when eligible activities will be accomplished
CalVCB reserves the right to reject any applications received in response to this NOFA.
Complete applications will be scored according to the following 100 point scale:
- Program Narrative – Up to 80 points
- Budget – Up to 5 points
- Budget Narrative – Up to 5 points
- Letters of Support – Up to 10 points
Applicants must score a minimum of 70 points to be considered for funding.
CalVCB staff will review submitted applications and develop funding recommendations for the consideration and approval of the Board. The approval to fund grant awards to selected applicants will most likely occur at the Board meeting scheduled for Thursday, March 16, 2017.
All applicants awarded funding will be required to enter into a standard Grant Agreement with CalVCB. If, for any reason, an awardee is unable to enter into a Grant Agreement with CalVCB by July 1, 2017, the term of the grant will be less than 24 months and the grant term will end June 30, 2019. Applicants awarded funding are not guaranteed continued funding and may reapply at the end of the 24-month grant award cycle.
13. General Terms and Conditions
CalVCB reserves the right to retain all submitted applications and the applications shall become the property of CalVCB. Applications may be required to be disclosed under the Public Records Act at a later date.
CalVCB reserves the right to withdraw this NOFA at any time without prior notice. Further, CalVCB makes no representation that any funding will be awarded to any applicant responding to this NOFA.
Acceptance of an application does not constitute a grant award and does not obligate CalVCB to award funds. CalVCB reserves the right to partially fund selected applications. The applicant may request a specific dollar amount to be used for their TRC; however, CalVCB will make the final determination of the dollar amounts awarded. Any portion of a grant that a TRC does not use within the specified grant period shall revert to the source of the funding. Both parties reserve the right to terminate the Grant Agreement upon thirty (30) days written notice to the other. The Awardee shall be reimbursed all reasonable expenses incurred per the approved budget up to the date of termination.
Grant funds must be used to increase the total amount of funds used to provide services to victims of crime and may not be used to supplant current sources of funding that would, in the absence of these grant funds, be available or forthcoming. In addition, grant funds may not be used to defray any costs that the grantee was already obligated to pay at the time the grant was awarded. To prevent the supplanting of grant funds, the CalVCB will carefully review all applications, and will conduct post-award monitoring and auditing of any funding and expenditures. Any supplantation of existing funding with these grant funds constitutes grounds for suspension or termination of grant funding and recovery of funds already provided.
14. Conflict of Interest
The grantee is bound to CalVCB’s best interests during the term of the grant agreement and may not engage in any activity that causes a potential or actual conflict of interest. In the event a potential or actual conflict arises as a result of the grantee’s participation in, or intent to participate in any activities outside of those found in section 4 of this NOFA (Eligibility Criteria), the grantee shall immediately notify the CalVCB and may not commence such other activities without first obtaining written approval to do so from the CalVCB. If, in the reasonable judgment of the CalVCB, a conflict of interest exists, the CalVCB may terminate the grant agreement immediately by sending written notice to the grantee. The CalVCB may not unreasonably withhold approval. Termination of the grant agreement shall be effective upon receipt of the written notice.
15. Notice to Proceed
The Notice to Proceed is a formal notification from CalVCB that authorizes the grantee to begin the project and incur costs. It is issued after the grantee and CalVCB have both signed the grant agreement. Applicants are not permitted to incur any grant-related costs prior to the issuance of the Notice to Proceed.
16. Process for Payment
Funds will be released retrospectively on a quarterly basis upon receipt of invoices and supporting documentation detailing program expenditures and the required database data as set forth in the Reporting Requirements of this NOFA (Section 8). All invoices must include a certification page (Attachment 2), signed by the person named as having signature authority, stating that all information reported is correct and grant expenditures are in accordance with Eligible Costs as set forth in this NOFA. Hard copies of all invoices for payment must be submitted by mail directly to:
California Victim Compensation Board
Attn: Accounting Office
P.O. Box 1348
Sacramento, CA 95812-1348
The grantee will be required to maintain source documentation to support claimed expenditures and project accomplishments for at least three (3) years from the end of the grant award period.
17. Appeal Process
Applicants who are not selected to receive an award have five (5) business days from the Board award approval date to submit an appeal. If an appeal is submitted during this period, the affected grants will not be awarded until the appeal is resolved. Appeals must be submitted in the form of a PDF file containing a written document, signed by an individual who is authorized to contractually bind the applicant, specifying the grounds of the appeal, and citing the law, rule, process or procedure used as the basis of the appeal. Appellants must provide facts and evidence to support their claim. All appeals will be heard and resolved by the Executive Officer of the California Victim Compensation Board.
Appeals must be emailed to Grants@Victims.ca.gov with a carbon copy (cc) to Scott.Harris@Victims.ca.gov. Applicants will receive an email confirming receipt of their appeal. If confirmation is not received within one (1) business day of email submission, call Scott Harris at (916) 491-3682. If you do not receive confirmation and CalVCB does not receive your appeal, it will not be considered.