FY11 VOCA VA RFP

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					                                  STATE OF NEW MEXICO

                        CRIME VICTIMS REPARATION COMMISSION




FY2011 Office for Victims of Crime (OVC) Victims of Crime Act (VOCA) Victim Assistance Formula
                                        Grant Program




                                 REQUEST FOR PROPOSALS




                                        April 26, 2010




                                              1
                                                                          TABLE OF CONTENTS

   I. INTRODUCTION ............................................................................................................................. 3
          A. ........ PURPOSE OF THIS REQUEST FOR PROPOSALS ................................................ 3
          B.......... SUMMARY SCOPE OF WORK ................................................................................ 3
          C.          TERMS OF THE AWARD ......................................................................................... 4
          D.          GRANT ADMINISTRATOR ..................................................................................... 5
          E.          DEFINITION OF TERMINOLOGY .......................................................................... 5
          F.          BACKGROUND INFORMATION ............................................................................ 6
 II. CONDITIONS GOVERNING THE PROPOSAL PROCESS........................................................... 6
          A.          SEQUENCE OF EVENTS.......................................................................................... 6
          B.          EXPLANATION OF EVENTS .................................................................................. 7
          C.          GENERAL REQUIREMENTS................................................................................... 9
III. RESPONSE FORMAT AND ORGANIZATION ............................................................................ 11
          A.          NUMBER OF RESPONSES..................................................................................... 11
          B.          NUMBER OF COPIES ............................................................................................. 11
          C.          PROPOSAL FORMAT ............................................................................................. 11
IV. SPECIFICATIONS .......................................................................................................................... 12
          A.          MANDATORY SPECIFICATIONS ........................................................................ 12
          B.          EXPECTED SPECIFICATIONS .............................................................................. 12
 V. EVALUATION FOR VOCA/VAWA RECOVERY ACT PROJECTS .......................................... 13
          A.          EVALUATION POINT SUMMARY ....................................................................... 13
VI. EVALUATION FOR CONTINUATION VOCA PROJECTS WITH SUBMITTED
      FY2011 APPLICATIONS................................................................................................................ 14
          A.          EVALUATION POINT SUMMARY ....................................................................... 14
          B.          EVALUATION FACTORS ...................................................................................... 15
          C.          REVIEW PROCESS ................................................................................................. 16

APPENDIX A ......................................................................................................................................... 17
      ACKNOWLEDGEMENT OF RECEIPT FORM ................................................................... 18
APPENDIX B.......................................................................................................................................... 19
      NM STATE CONSTITUTION – VICTIMS’ RIGHTS .......................................................... 20
      NM VICTIMS’ RIGHTS CERTIFICATION.......................................................................... 21
APPENDIX C.......................................................................................................................................... 22
      CONTRACT TERMS AND CONDITIONS .......................................................................... 23
APPENDIX D ......................................................................................................................................... 27
      VOCA GUIDELINES ............................................................................................................. 28
APPENDIX E .......................................................................................................................................... 38
      APPLICATION PAGE............................................................................................................ 39
      PROJECT NARRATIVE ........................................................................................................ 39
      PRIMARY PROJECT COMPONENTS ................................................................................. 41
      EVALUATIVE TOOLS FOR OUTCOMES .......................................................................... 49
      BUDGET ................................................................................................................................. 50
      LIMITED ENGLISH PROFICIENCY .................................................................................... 55
      FEDERAL CERTIFICATIONS/CIVIL RIGHTS FORMS ..................................................... 56

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                                           I. INTRODUCTION

A.   PURPOSE OF THIS REQUEST FOR PROPOSALS
     Crime Victims Reparation Commission (CVRC) is requesting proposals from current VOCA, Recovery
     Act VOCA and Recovery Act VAWA funded non-profit and governmental agencies based in New
     Mexico that provide direct services to victims of crime under the federal Office for Victims of Crime,
     Victims of Crime Act (VOCA) Victim Assistance Grant.

     Selected award recipients (subgrantees) will provide free direct services to victims of crime including but
     not limited to domestic violence, sexual assault, child abuse, DWI crashes, Survivors of Homicide, elder
     abuse and stalking. Bernalillo, Sandoval and Valencia County programs serving victims of sexual
     assault, domestic violence, child and/or elder abuse and stalking must show how they will coordinate
     services with the Albuquerque Family Advocacy Center.

     Current VOCA projects are potentially eligible to apply for additional funding. Since they have already
     submitted an FY11 application, they will need to submit an abbreviated proposal with a revised
     application page, narrative, revised primary project components, revised total budget and any new
     employee resumes and job description if applicable.

     Current Recovery Act VOCA projects are potentially eligible to apply for funding from July 1, 2010 to
     June 30, 2011 if their projects end June 30, 2010.

     Current Recovery Act VAWA projects are potentially eligible to apply for funding from January 1, 2011
     to June 30, 2011 to extend any projects considered eligible under VOCA guidelines. Projects not
     allowable under VOCA are: Perpetrator Rehabilitation/Counseling, Prosecution Activities, and
     Community Coordination efforts.



B.   SUMMARY SCOPE OF WORK
     The Scope of Work includes but is not limited to providing the following services to victims of crime:

1.   Crisis Counseling to victims of crime in person consisting of crisis intervention, emotional support, and
     guidance and counseling provided by advocates, counselors, mental health professionals, or peers. Such
     counseling may occur at the scene of the crime, immediately after a crime, or be provided on an on going
     basis.
2.   Follow-up Contact to victims of crime consisting of in-person, via telephone and/or via written
     communications to offer emotional support, provide empathetic listening, and checking on a victim’s
     progress.
3.   Therapy to victims of crime consisting of intensive professional psychological and or psychiatric
     treatment for individuals, couples, and family members related to counseling to provide emotional
     support in crisis arising from the occurrence of a crime. This includes the evaluation of mental health
     needs, as well as the actual delivery of psychotherapy.
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4.    Group Treatment to victims of crime consisting of the coordination and provision of supportive group
      activities and includes self-help, peer, and social support.
5.    Crisis Hotline Counseling to victims of crime including the operation of a 24-hour telephone services, 7
      days a week, which provides counseling, guidance, emotional support, information and referral services.
6.    Shelter/Safe House services to victims of crime consisting of short and long term housing and related
      support services to victims and family members.

7.    Information and Referral services consisting of in-person contacts with victims of crime during which
      time services and available support are identified.
8.    Criminal Justice Support/Advocacy to victims of crime consisting of support, assistance, and advocacy
      to victims at any stage of the criminal justice process, to include post-sentencing services and support.
9.    Emergency Financial Assistance to victims of crime consisting of cash outlays for transportation, food,
      clothing, and emergency housing.
10.   Emergency Legal Advocacy consisting of filing of temporary orders of protection, injunctions, and other
      protective orders, elder abuse petitions, and child abuse petitions but does not include criminal
      prosecution or the employment of attorneys for non-emergency purposes such as custody disputes or
      civil suits.
11.   Assistance in Filing Compensation Claims with victims of crime consisting of making victims aware of
      the availability of crime victim compensation, assisting the victim in completing the required forms, and
      gathering the needed documentation. It may include follow-up contact with the victim compensation
      agency on behalf of the victim.
12.   Assistance with Victims’ Rights consisting of making victims of violent crime aware of their rights,
      educating other service organizations of these rights and referral to appropriate agencies to ensure these
      rights are upheld in New Mexico.
13.   Personal Advocacy to victims of crime consisting of assisting victims in securing rights, remedies, and
      services from other agencies; locating emergency financial assistance, intervening with employers,
      creditors, and others on behalf of the victim; assisting in filing for losses covered by public and private
      insurance programs including workman’s compensation, unemployment benefits, and welfare;
      accompanying the victim to the hospital and other such support services.
14.   Telephone Contact with victims of crime consisting of contacts with victims during which time services
      and available support are identified.
15.   Other services to victims of crime consisting of other VOCA allowable services and activities not listed
      such as forensic interviewing as it pertains to identifying and linking victims to services.


C.    TERM OF THE AWARD

      For regular VOCA continuing projects, the contract shall begin July 1, 2010 and end June 30, 2011.
      For VOCA Recovery Act projects ending June 30, 2010, the contracts shall begin July 1, 2010 and end
      June 30, 2011.
      For VAWA Recovery Act projects ending December 31, 2010, the contracts shall begin January 1, 2011
      and end June 30, 2011.



E.    GRANT ADMINISTRATOR

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      The VOCA Grant Administrator, Robin Brassie is responsible for the proposal process. Her name, address
      and telephone number is listed below.

      All deliveries must be addressed as follows:

             Robin Brassie, VOCA Grant Administrator
             Crime Victims Reparation Commission
             8100 Mountain Rd. NE, Suite 106
             Albuquerque, NM 87110
             505-222-6441 – phone number
             505-841-9437 – fax number
             Robin.Brassie@state.nm.us

      Any inquiries or requests regarding the proposal process must be submitted via e-mail to the VOCA Grant
      Administrator.


F.    DEFINITION OF TERMINOLOGY

      This section contains definitions and abbreviations that are used throughout this request for proposal
      document.

             "CVRC" means the Crime Victims Reparation Commission.

             "Contract" means a written agreement for the procurement of services for victims of crime.

             "Subgrantee" means a successful agency that is awarded a Recovery VOCA contract.

             ―Agency‖ means an agency applying for funding.

             "Awarded‖ means the written documentation of a decision by the Grant Administrator. This
             document becomes part of the subgrantee file.

             "Review Committee" means a body appointed by CVRC to perform the evaluation of the proposals.

             "Awarded/Subgrantee" is defined as an agency that meets all the mandatory specifications of this
             Request for Proposals and whose proposed project is deemed of high priority to meet the needs of
             crime victims in New Mexico as determined by the Review Committee.

             "Mandatory" The terms "must", "shall", "will", "is required", or "are required", identify a mandatory
             item or factor. Failure to meet a mandatory item or factor may result in the rejection of an agency’s
             proposal.

             "Request for Proposals" or "RFP" means all documents, including those attached or incorporated by
             reference, used for soliciting proposals.


G.    BACKGROUND INFORMATION

The Crime Victims Reparation Commission (CVRC), created by Laws of 1981, Chapter 325, under the Crime
                                                       5
Victims Reparation Act has a stated purpose "to protect the citizens of New Mexico from the impact of crime
and to promote a stronger criminal justice system through the encouragement of all citizens to cooperate with
law enforcement efforts."

Since its creation, the CVRC continues to experience significant increases in the number of compensation
applications processed. These increases are attributed to ongoing community outreach via statewide trainings,
public awareness campaigns, and the Advocacy in Action Annual (AIA) Conference. Accordingly, CVRC and
staff strive to facilitate the effective processing of applications by both updating computer systems and seeking
innovative ways to decrease time before applications reach the Board. Finally, the majority of processed
applications reflect a high reporting of domestic violence and child sexual abuse.

In addition to processing crime victim applications, CVRC administers the federal Victims of Crime Act
(VOCA) Victim Assistance Grant. This act provides for the funding for organizations that provide direct
services to victims of violent crime throughout the state. The VOCA program has grown from nineteen
subgrantees in 1991 to approximately 100 subgrantees this year. The Commission subgranted $2,600,000
during the current fiscal year. These funds come from penalties and fees collected by the federal government.

CVRC also administers the S.T.O.P. Violence Against Women Act (VAWA) program. This act provides
funding to organizations that combat crime against women and CVRC has facilitated planning teams resulting
in the collaboration of representatives in law enforcement, prosecution, victim services, the courts and
healthcare, from all over the state. With the guidance and expertise of these individuals, effective plans and
policies for the optimal distribution of VAWA grant funds are developed. Once these decisions are made
funding is utilized to develop and enhance strategies to combat violent crimes against women, including sexual
assault, domestic violence, stalking and dating violence.

CVRC is committed to serving the victims of violent crime as well as the citizens of New Mexico by carefully
reviewing applications for compliance with the Crime Victims Reparation Act. Evaluating applications ensures
that the reparation fund moneys are spent consistently with the State’s intent of assisting victims of violent
crime. The Board and staff are dedicated to this task.


                         II. CONDITIONS GOVERNING THE PROPOSAL PROCESS

This section of the RFP contains the schedule for the proposal process, describes the major events and the
conditions governing the process.

A.     SEQUENCE OF EVENTS

       The VOCA Grant Administrator will make every effort to adhere to the following schedule:

       Action                                       Responsibility                  Date

1.     Issuance of RFP                              CVRC                            4/26/10

2.     Deadline to Submit Acknowledgement           Agencies                        5/5/10
       of Receipt Form

3.     Proposal Writing Workshop                    CVRC                            5/6/10
                                                    Interested Agencies

4.     Dates of Technical Assistance                CVRC                            4/26/10-5/12/10
                                                        6
      Must be Via E-Mail

5.    Submission of Proposal                     Interested Agencies            5/14/10

6.    Proposal Review                            Review Committee               5/25/10

7.    Preliminary Award Approval                 CVRC Board                     5/27/10

8.    Preliminary Award Letters send out         CVRC                           5/10

9.    Appeal Letters Sent to CVRC                Agencies                       6/8/10

10.   Appeal Hearing                             Agencies, CVRC                 6/10/10
                                                 Board

11.   Final Award Approval                       CVRC                           6/10/10

12.   Award Contract Sent Out                    CVRC                           6/14/10

13.   Signed Contract Sent Back to CVRC          Agencies                       6/21/10

14.   Contract Begins                                                           7/1/10 or 1/1/11


B.    EXPLANATION OF EVENTS

      The following paragraphs describe the activities listed in the sequence of events shown in Section II,
      Paragraph A.

      1.     Issue of RFP
             This RFP is being issued by CVRC.

      2.     Deadline to Submit Acknowledgement of Receipt Form
             Agencies interested in applying for these funds must send in via FAX a completed
             Acknowledgement of Receipt form by Wednesday, May 5, 2010. Any questions and responses
             regarding this RFP will be addressed in a broadcast email to all agencies who submitted this form.
      3.     Proposal Writing Workshop
             To answer any questions that may arise from RFP. It is being held Thursday, May 6, 2010 at the
             CVRC conference room at 8100 Mountain Road NE, Suite 106, Albuquerque, NM from 1:00 pm
             to 5:00 pm.

      4.     Dates of Technical Assistance
             Time limited period in which to ask questions via email only about the proposal, April 26, 2010–
             May 12, 2010.

      5.     Submission of Proposal
             ALL COMPLETED AGENCY PROPOSALS MUST BE RECEIVED INTO THE CVRC OFFICE

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      NO LATER THAN 4:00 PM MOUNTAIN DAYLIGHT TIME ON Friday, May 14, 2010.
      Proposals received after this deadline will not be accepted. The date and time will be recorded on
      each proposal. Proposals must be addressed and delivered to the CVRC office at the address
      previously listed. Proposals submitted by facsimile will not be accepted.

6.    Proposal Review Committee
      A Review Committee appointed by CVRC management will perform the evaluation of proposals.
      This process will take place between dates referenced in ―Sequence of Events.‖ During this time,
      the VOCA Grant Administrator may initiate discussions with agencies that submit responsive or
      potentially responsive proposals for the purpose of clarifying aspects of the proposals, but proposals
      may be accepted and evaluated without such discussion. Discussions shall not be initiated by the
      agencies.

7.    Preliminary Award Approval
      The Review Committee’s recommendations will be presented to the CVRC Board on the date
      reference to in ―Sequence of Events‖ timeline for discussion. The CVRC Board will then vote on
      approving the Review Committee recommendations. Preliminary award letters will be send out.
      Additional information may be requested at this time.

8.    Preliminary Award Letters Sent Out
      A letter will be sent out to all agencies informing them of the CVRC Board awarding decisions.

9.    Appeal Letters Sent to CVRC
      Any agencies that wish to appeal the Board’s decision may submit a letter of appeal by June 8,
      2010. The letter must contain a statement of grounds for the appeal. Appeal letters received after
      the deadline will not be accepted.
10.   Appeal Hearing
      On the date of the hearing, June 10th, an agency’s representative will be allowed to speak for a
      limited amount of time. The Board will then vote on the appeals and the final awards.

11.   Final Award Approval/Notification
      Final award letters will be sent out after the June 10th Board meeting to all agencies by the VOCA
      Grant Administrator

12.   Award Contract Sent Out
      The award contracts will be sent out with the final award letters.




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     13.   Signed Contract Send Back to CVRC
           The contracts are to be signed and mailed back to CVRC by Monday, June 21, 2010. The contracts
           will then be signed by the CVRC director and the CVRC Board Chairman before a copy is made
           and sent to the awarded agencies. Projects may not begin without a signed contract in place.

     14.   Contract Begins
           Projects may not begin without a signed contract in place.


C.   GENERAL REQUIREMENTS

     1.    Acceptance of Conditions Governing the Procurement
           Submission of a proposal constitutes acceptance of the Evaluation Factors contained in Section V
           of this RFP.

     2.    Incurring Cost
           Any cost incurred by the requesting agencies in preparation, transmittal, presentation of any
           proposal or material submitted in response to this RFP shall be borne solely by the agency.

     3.    Subcontractors
           Use of subcontractors must be clearly explained in the proposal and a sample copy of a contract
           must be included. The sample contract must include the scope of work, the rate of reimbursement,
           a defined time period and a termination clause.

     4.    Disclosure of Proposal Contents
           The proposals will be kept confidential until a contract is awarded. At that time, all proposals and
           documents pertaining to the proposals will be open to the public.

     5.    Termination
           This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part
           if CVRC determines such action to be in the best interest of the State of New Mexico.

     6.    Appropriation
           Any contract awarded as a result of this RFP process is limited to the amount of VOCA Victim
           Assistance funds available. There is no expectation that future funding will be available to continue
           an awarded project.

     7.    Basis for Proposal
           Only information supplied by CVRC at the grant writing workshop, in e-mail communications by
           the VOCA Grant Administrator or in this RFP should be used as the basis for the preparation of
           requesting agencies’ proposals.


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8.    Contract Terms and Conditions
      The contract between CVRC and a subgrantee will follow the format specified by CVRC and
      contain the terms and conditions set forth in Appendix B, "Contract Terms and Conditions". The
      contents of this RFP, as revised and/or supplemented, and the awarded agency’s proposal will be
      incorporated into and become part of the contract.

9.    Requesting Agency’s Qualifications
      The Review Committee may make such investigations as necessary to determine the ability of the
      agency to adhere to the requirements specified within this RFP. The Review Committee will reject
      the proposal of any agency that is not a responsible agency or fails to submit a responsive proposal.

10.   Right to Waive Minor Irregularities
      The Review Committee reserves the right to waive minor irregularities. The Review Committee
      also reserves the right to waive mandatory requirements provided that all of the otherwise
      responsive proposals failed to meet the mandatory requirements and/or doing so does not otherwise
      materially affect the procurement. This right is at the discretion of the Review Committee.

11.   CVRC Rights
      CVRC reserves the right to accept all or a portion of an agency’s proposal.

12.   Electronic Mail Address Required
      Communication regarding this RFP will be conducted by electronic mail (email). Requesting
      agencies must have a valid email address to receive this correspondence.




                                               10
                             III. RESPONSE FORMAT AND ORGANIZATION

A.   NUMBER OF RESPONSES
     Agencies may submit one (1) original proposal

B.   NUMBER OF COPIES
     Six (6)

C.   PROPOSAL FORMAT
     All proposals must be typewritten on standard 8 1/2‖ x 11‖ paper (larger paper is permissible for charts,
     spreadsheets, etc.) and bound with a center two hole clasp at the top of the proposal. Each of the eleven
     (11) required sections MUST be tabbed and LABLED accordingly.

     1.        Proposal Organization

               The proposal must be organized and indexed in the following format and must contain, as a
               minimum, all listed items in the sequence indicated.

                                a.     Application Page
                                b.     Project Narrative
                                c.     Primary Project Components
                                d.     Evaluative Tool
                                e.     Job Descriptions and Resumes
                                f.     Project Budget (Appendix D)
                                g.     Agency Budget
                                h.     LEP Policy
                                i.     Federal Certifications
                                j.     Articles of Incorporation and By-Laws
                                k.     Copy of Latest Audit Management Letter and/or Letter of Findings and
                                       Agency Response (if applicable)

     Within each section of their proposal, submitting agencies must address the items in the order in which they
     appear in this RFP. All forms provided in the RFP must be thoroughly completed and included in the
     appropriate section of the proposal.

     Any proposal that does not adhere to these requirements will be deemed non-responsive and rejected on
     that basis.




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                                           IV.     SPECIFICATIONS

All requesting agencies must be in good standing with the State of New Mexico. Agencies must respond in
narrative to each mandatory specification. The narratives along with required supporting materials will be
evaluated and awarded points accordingly.

A.     Mandatory Specifications
CVRC wishes to provide direct services to victims of crime including but not limited to victims of domestic
violence, sexual assault, child abuse, DWI crashes, Survivors of Homicide, elder abuse and stalking with free
supportive services. The supportive services include but are not limited to crisis counseling, follow-up contact,
therapy, group treatment, crisis hotline counseling, shelter, information and referral, criminal justice support,
emergency financial assistance, emergency legal assistance, assistance in filing compensation claims, assistance
with victims’ rights and personal advocacy.

       1.      The project is operated by a 501(c)(3) non-profit organization or a governmental agency based in
               New Mexico. If a non-profit, a copy of the agency’s by-laws and Articles of Incorporation must
               be furnished.

       2.      The project must provide services to victims of crime.

       3.      The project must utilize volunteers to support the project/agency.

       4.      The project must show how they will inform and assist victims with victim’s rights and
               victims’ compensation.

       5.      The project must show how they will collaborate and coordinate services with agencies (named)
               in their communities

       6.      The project must provide an evaluative tool that measures victims’ expected
               outcomes after utilizing the services.

       7.      The project must provide their agency’s Limited English Proficiency policy.

       8.      A copy of the most recent audit is included along with the letter of findings, if applicable.


B.     Expected Specifications:
       1. All sections outlined under Proposal organization must be tabbed and labeled by name accordingly.

       2. Application Page should accurately address all questions and include the authorized signature.

       3. Project Narrative includes:
             - demonstrate a record of providing effective services, including the number of total crime
               victims seen last fiscal year and projected number to be served by this project,
             - demonstrates knowledge of the needs of their community using supportive statistical
               information of their region/state,
             - identifies gaps in services,
             - discusses how they will provide assistance with Victims’ Rights and compensation and
                                                        12
               uses volunteers to support project/agency,
             - demonstrates efforts to coordinate their services with other named victim service providers
               from private and public sectors and to avoid duplication of services and
             - why VOCA funding is being sought for this project.

      Provide this information in narrative format and specify how this will be accomplished. This section is
     limited to three pages.

     4. Primary Project Components includes completing the Primary Project Components as to the Goals,
        Measurable Objectives, activities and evaluative documentation corresponding to the project and
        services to be provided.

     5. The Evaluative Tool refers to an independent client survey pertaining to the expected outcomes of the
        project for victims of crime.

     6. Job Descriptions and Resumes for each position requested under the project. Each resume must be
         matched to the appropriate job description. Resumes must be updated and contain current position.
         Job descriptions must contain minimum qualifications required.

     7. Project Budget: The submitting agency must present a reasonable budget for federal and match
        dollars with a corresponding narrative that supports the project.

     8. Provide an agency budget for FY10 showing all other funding sources supporting this project and/or
        victim services.

     9. Provide a Limited English Proficiency (LEP) policy for the agency and/or project.

     10. Required Certifications correctly and fully completed and signed with authorized signature and
         addresses in the designated areas.

     11. Articles of Incorporation and by-laws are attached, if applicable.

     12. Copy of current audit management letter and/or letter of findings, and responses outlining corrective
     action if deemed necessary.


                  V. EVALUATION FOR VOCA/VAWA RECOVERY ACT PROJECTS

A.   Evaluation Point Summary

     The following is a summary of evaluation factors with point value assigned to each. These, along with
     the general requirements, will be used in the evaluation of Requesting agencies’ proposals.

             FACTOR                                        POINTS AVAILABLE

     1.   Application Page                                        50
     2,   Project Narrative                                       200
     3.   Primary Project Components                              225
     4.   Outcome Evaluative Tool                                 75
     5.   Job Descriptions and Updated Resumes                    75
     6.   Project Budget                                          200
                                                     13
     7. Agency Budget                                             25
     8. Limited English Proficiency Policy                        50
     9. Federal Certifications                                    50
     10. Articles/By-laws                                         yes/no
     11. Audit Management Letter and/or Letter of Findings        50

                                             TOTAL                1,000

                  VI. EVALUATION FOR CURRENT VOCA PROJECTS WITH SUBMITTED
                                     FY2011 APPLICATIONS

A.   Evaluation Point Summary

              FACTOR                                       POINTS AVAILABLE

     1.   Application Page                                        50
     2.   Project Narrative                                       200
     3.   Primary Project Components (if changed)                 225
     4.   Job Descriptions and Updated Resumes (if applicable)    75
     5.   Project Budget                                          200

                                             TOTAL                750

B.   Evaluation Factors
     Points will be awarded on the basis of the following evaluation factors:

     1.    Application Page should accurately address all questions and include the authorized signature. (50)

     2. Project Narrative includes experience with providing services to victims of crime. Demonstrates
        knowledge of the needs of their community using supportive statistical information of their
        region/state, gaps in services, use of volunteers to support project/agency and assistance with
        Victims’ Rights and compensation. Applicants should demonstrate efforts to coordinate their
        services with other named victim service providers from private and public sectors and to avoid
        duplication of services. Please include why VOCA funding is being sought. The applicant must
        demonstrate a record of providing effective services, including the number of total victims and
        VOCA counted victims seen last fiscal year and projected number to be served by this project.
        Provide this information in narrative format and specify how this will be accomplished. This section
        is limited to three pages. (200)

     3. Primary Project Components includes completing the Primary Project Components as to the Goals,
        Measurable Objectives, activities and evaluative documentation corresponding to the project and
        services to be provided. (225)

     4. Outcome Evaluative Tool refers to an independent client survey pertaining to the expected outcomes
        of the project for victims of crime. (75)

     5. Job Description followed by the resume(s) for specific positions requested under the project.
        Resumes must be updated and contain current position information. Job descriptions must contain
        minimum qualifications required for the position. Include any job descriptions for volunteers. No
        resumes are needed for volunteers. (75)
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6. Budget: The applicant must present a reasonable budget for federal and match dollars with a
   corresponding narrative that supports the project. (Appendix D) (200)

7. Agency Budget: The applicant must present an agency budget for fiscal year 2011.

8. Limited English Proficiency (LEP) policy for the agency must be submitted. (50)

9. Federal Certifications accurately completed (50)

10. .Articles of Incorporation and by-law included. Yes/No

11. Audit with management letter and corrective actions, if applicable. (50)




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C.   Review Process

     The review process will follow the steps listed below:

     1.     All submitting agency proposals will be reviewed for compliance with the mandatory requirements
            stated within the RFP. Proposals deemed non-responsive will be eliminated from further
            consideration.

     2.     The VOCA Grant Administrator may contact the requesting agency for clarification.

     3.     The Review Committee may use other sources of information to perform the evaluation.

     4.     Responsive proposals will be evaluated on the factors in Section V that have been assigned a point
            value. The responsible agencies with the highest scores will be selected as finalist agencies based
            upon the proposals submitted. The responsible agency whose proposal is most advantageous to
            victims of crime in New Mexico, taking into consideration the evaluation factors in Section V, will
            be recommended for contract award. Please note, however, that a serious deficiency in the response
            to any one factor may be grounds for rejection and deemed non-responsive, regardless of overall
            score.




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        APPENDIX A

Acknowledgement of Receipt Form




              17
      Victims of Crime Act (VOCA) Victim Assistance Grant Program

                         ACKNOWLEDGEMENT OF RECEIPT FORM


In acknowledgement of receipt of this Request for Proposal the undersigned agrees that he/she has received a
complete copy, beginning with the title page and table of contents, and ending with Appendix E.

The acknowledgement of receipt should be signed and returned to the Procurement Manager no later than close of
business on May 5, 2010. Only potential agencies who elect to return this form completed with the indicated
intention of submitting a proposal will receive copies of all agencies written questions and CVRC’s written
responses to those questions as well as RFP amendments, if any are issued.

ORGANIZATION:

REPRESENTED BY:

TITLE: ________________________________              PHONE NO.:

EMAIL: ________________________               __     FAX NO.:

ADDRESS:

CITY: __________________________ STATE: ________ ZIP CODE:

SIGNATURE: ___________________________________ DATE:


THIS FORM MAY BE FAXED, MAILED OR HAND-DELIVERED. DO NOT E-MAIL IT.

This name and address will be used for all correspondence related to the Request for Proposal.


               Robin Brassie, VOCA Grant Administrator
               Crime Victims Reparation Commission
               8100 Mountain Rd. NE, Albuquerque, NM 87110
               505-841-9435 – phone number
               505-841-9437 – fax number
               robin.brassie@state.nm.us




                                                        18
                APPENDIX B
New Mexico State Constitution – Victims’ Rights
     New Mexico Constitution & Laws
  New Mexico Victims’ Rights Certification




                      19
New Mexico State Constitution - Victims' Rights
CONSTITUTION OF THE STATE OF NEW MEXICO ADOPTED JANUARY 21, 1911:
ARTICLE II BILL OF RIGHTS : Sec. 24. [Victim's rights.] (1992)
A. A victim of arson resulting in bodily injury, aggravated arson, aggravated assault, aggravated battery, dangerous use of explosives,
negligent use of a deadly weapon, murder, voluntary manslaughter, involuntary manslaughter, kidnapping, criminal sexual penetration,
criminal sexual contact of a minor, homicide by vehicle, great bodily injury by vehicle or abandonment or abuse of a child or that
victim's representative shall have the following rights as provided by law:

1. the right to be treated with fairness and respect for the victim's dignity and privacy throughout the criminal justice process;
2. the right to timely disposition of the case;
3. the right to be reasonably protected from the accused throughout the criminal justice process;
4. the right to notification of court proceedings;
5. the right to attend all public court proceedings the accused has the right to attend;
6. the right to confer with the prosecution;
7. the right to make a statement to the court at sentencing and at any post-sentencing hearings for the accused;
8. the right to restitution from the person convicted of the criminal conduct that caused the victim's loss or injury;
9. the right to information about the conviction, sentencing, imprisonment, escape or release of the accused;
10.       the right to have the prosecuting attorney notify the victim's employer, if requested by the victim, of the necessity of the
          victim's cooperation and testimony in a court proceeding that may necessitate the absence of the victim from work for good
          cause; and
11.       the right to promptly receive any property belonging to the victim that is being held for evidentiary purposes by a law
          enforcement agency or the prosecuting attorney, unless there are compelling evidentiary reasons for retention of the victim's
          property.
B. A person accused or convicted of a crime against a victim shall have no standing to object to any failure by any person to comply
with the provisions of Subsection A of Section 24 of Article 2 of the constitution of New Mexico

C. The provisions of this amendment shall not take effect until the legislature enacts laws to implement this amendment. (As added
November 3, 1992.)




NM Constitution & Laws
In 1987 the New Mexico Victims’ Rights laws were enacted.

These ―rights‖ included:
12.      The right to timely disposition
13.      The right to be notified of the charges
14.      The right to be notified of the offender’s release from jail or prison
15.      The right to appear and be heard at criminal proceedings
16.      The right to be notified of proceedings in time to attend
17.      The right to be informed of prison furloughs, transports and escapes
18.      The right to attend parole hearings.

To learn more about your rights under the law in New Mexico, we invite you to read our state Constitution and Statutes:

Constitution of the State of New Mexico, Adopted January 21, 1911
Article II Bill of Rights: Sec 24. [Victims' Rights] (1992)

Statutory Chapters in New Mexico Statutes Annotated 1978:
Chapter 31 Criminal Procedure: Article 26 Victims of Crime: 31-26-4. Victims' Rights. (1999)

Courtesy of the New Mexico Victims’ Rights Project:
info@nm-victimsrights.org
www.nm-victimsrights.org/laws.shtml

                                                                   20
                                    New Mexico Victims’ Rights Certification



Agency Name:


As the Authorized Officer for the above Agency, I certify, by my signature below, that I have read and am fully cognizant of our duties
and responsibilities regarding the rights of victims of crime and agree to uphold the NM Victim Rights as stated in the NM State
Constitution and laws.




Director                                     Date




                                                                  21
       APPENDIX C

Contract Terms and Conditions




             22
                              New Mexico Crime Victims Reparation Commission

  FY2011 Office for Victims of Crime (OVC) Victims of Crime Act (VOCA) Victim Assistance Formula
                                   Grant Program Contract Award

THIS AGREEMENT is made and entered into by and between the NM Crime Victims Reparation Commission
and (insert contractor name) herein after referred to as the "Contractor/Subgrantee‖. The Subgrantee Number is
2011-VA-(600’s). The Federal Grant number is 2009-SG-B9-0145. The CFDA# is 16.575. This award begins
July or January 1 and ends June 30, 2011.
The Contractor shall administer the project for which this award is given in accordance with the applicable rules,
regulations, and conditions set forth in the Federal and State Guidelines. In addition, the attached Special
Conditions must be followed.
1.      Payment
Payment is reimbursement only. In order to receive payment, a Cash Reimbursement Packet consisting of an
original signed monthly or quarterly federal invoice and two copies must be submitted by the Contractor with a
corresponding accounting sheet reporting the previous month’s expenditures. A signed original of the Record of
Match Expenditures with a corresponding accounting sheet must also be submitted. The expenditures are to be
reported by category used on the invoice form. This documentation must be received no later than the 10th of
the month for the previous month’s expenditures or as directed by the Grant Administrator. If documentation is
late or inaccurate, reimbursement will be delayed until the following month or until the submitted
documentation is corrected.
2.       Termination
This Agreement may be terminated by either of the parties hereto upon written notice delivered to the other party at
least thirty days prior to the intended date of termination.
3.       Records and Audit
The Contractor shall maintain detailed records pertaining to the services rendered including financial and
programmatic documentation, maintain separate accounts and accounting records for the VOCA Victim Assistance
funds, provide CVRC with an audit of the program, the management letter, letter of any findings, and a resolution
of all findings. These records shall be subject to inspection by CVRC and its representative(s), the United States
Department of Justice, Office of Justice Programs and/or the Office of the Inspector General. CVRC shall have the
right to audit the expenditures both before and after payment. Payment under this Agreement shall not foreclose
the right of CVRC or the Federal government to recover excessive and/or illegal payments.
4.     Assignment
The contractor shall not assign or transfer any interest in this Agreement without prior written approval by CVRC.
5.      Amendments
This agreement shall not be altered, changed, or amended except by an instrument in writing executed by the
parties hereto.
6.     Equal Opportunity Compliance
The contractor agrees to abide by all Federal and State laws and rules and regulations, and executive orders of the
Governor of the State of New Mexico pertaining to equal employment opportunity. The contractor agrees that no
person shall, on the basis of race, color, national origin, sex, sexual preference, age or handicap, be excluded from
                                                         23
employment with or participation in, be denied services, or be otherwise subjected to discrimination under any
program or activity performed under this Agreement.
7.      Effective Date
This Agreement becomes effective upon date of approval by the CVRC Director. No funds will be disbursed until
a signed original of this agreement, and a revised budget have been submitted and approved by CVRC.
8.     Release
The Contractor, upon final payment of the amount due under this Agreement, releases CVRC from all liabilities,
claims and obligations whatsoever arising from or under this Agreement.
9.      Confidentiality
Any confidential information provided to or developed by the Contractor in the performance of this Agreement
shall be kept confidential and shall not be made available to any individual or organization by the Contractor
without prior written approval by the Grant Administrator. Redacting of audited client records may be done by the
Contractor to ensure confidentiality prior to a review. All information furnished to the Contractor under the funded
project by victims of crime, including identifying information, is confidential with the following exceptions: a)
court subpoena, b) in situation where a trained professional assesses that a victim is in danger of harming
themselves or others (ie. suicide or homicide), c) periodic review of files by the CVRC, and d) in the event the
victim provides written consent for a release of information. In addition, staff personnel are legally required to
report all suspected child abuse and neglect to the NM Children, Youth and Families Department and/or law
enforcement.
10.     Product of Service
All training materials and brochures funded by the Agreement must state, ―Funded by the Office for Victims of
Crime VOCA Victim Assistance Grant Program through the New Mexico Crime Victims Reparation
Commission‖.
11.      Approval of Personnel
Once work has started, no changes of personnel will be made by the Contractor without the prior written consent of
the Grant Administrator. Replacement of any contractor personnel, if approved, shall be with personnel of equal
ability, experience and qualifications. Project staff resumes must be submitted to the Grant Administrator in order
for reimbursement of expenditures to occur. Approval of replacement personnel shall not be unreasonably
withheld. CVRC shall retain the right to request the removal of any of the Contractor's personnel at any time.
12.     Indemnification
The Contractor shall hold the state and its agencies and employees harmless and shall indemnify the state and its
 agencies and employees against any and all claims, suits, actions, liabilities and costs of any kind, including
 attorney's fees for personal injury or damage to property arising from the acts or omissions of the contractor, its
 agents, officers, employees or subcontractors. Contractor shall not be liable for any injury or damage as a result of
 any negligent act or omission committed by the Grant Administrator, its officers or employees.
13.     Project Reporting
The Contractor must provide quarterly status reports to the Grant Administrator. Status reports will include as
a minimum, a discussion of the progress of the primary project components, problems encountered,
recommended solutions, and any requested project plan adjustments. This reporting must be received no later
than the 10th of the month for the previous quarters numbers or as directed by the Grant Administrator
14.     Limited English Proficiency
The Contractor must have an LEP policy in place and in practice to ensure that LEP persons have meaningful
access to the funded project, services and information
15.    Workers’ Compensation
                                                         24
The Contractor agrees to comply with state laws and rules applicable to workers’ compensation benefits for its
employees. If the Contractor fails to comply with the Workers’ Compensation Act and applicable rules when
required to do so, this agreement may be terminated by the Agency.
16.    Coordination/Collaboration with the Albuquerque Family Advocacy Center
Bernalillo, Sandoval and Valencia County programs serving victims of sexual assault, domestic violence, child
and/or elder abuse and stalking must collaborate and coordinate services with the Albuquerque based Family
Advocacy Center.
17.    Collaboration
Cooperate, coordinate, and acknowledge services with other VOCA/VAWA funded programs and other service
providers in Contractor’s region that serve victims of crime.
18.    Compensation Training and Assistance
Anyone providing direct services to victims shall attend a minimum of one compensation workshop held by
CVRC during the term of the project. Cross training of direct service staff is strongly recommended. In addition,
the Contractor agrees to inform and assist potentially eligible victims of crime with compensation.
19.  Advocacy in Action Conference
Two members of the project’s staff shall attend the annual Advocacy in Action Conference.
20.     Grants Reporting Training
The Contractor’s Project Manager and anyone completing the quarterly statistical reports and the Cash
Reimbursement Packets must attend the CVRC VOCA/VAWA Grants Reporting training at least once during the
term of the project.
21.     Project Proposal/Dissemination of Project Information
Project staff and consultants must be provided a copy of the project proposal. In addition, the Contractor agrees to
disseminate project information to the project staff.
22.      Equipment/Technology
The Contractor agrees that all equipment and/or technology purchased with VOCA funds will be used solely to
assist victims of crime during, and for three years following the project’s termination.
23.   Volunteers
The Contractor must utilize volunteers as an integral part of the project.
24.   Direct Service
The Contractor is responsible for restricting the use of VOCA funds for direct services to victims of crime only.
25.    Demographic Data
The Contractor agrees that information on race, national origin, primary language, sex, age, and physical and
mental disability status of victims provided with assistance will be collected and maintained, where such
information is voluntarily furnished by those receiving assistance.
26.    Program Income
The Contractor agrees that all income generated as a direct result of this project shall be deemed ―program
income‖. It must be accounted for and used for the purposes and conditions applicable to the use of the VOCA
funds. This is in accordance with regulations for project income under the Common Rule, ―Uniform
Administrative Requirements for Grant and Cooperative Agreements‖.
27.   Supplanting
The Contractor agrees to supplement and not supplant state or local funds.

                                                          25
28.     Immigration and Naturalization Service Employee Eligibility Verification Form
The Contractor agrees to complete and keep on file, as appropriate, Immigration and Naturalization Service
Employee Eligibility Verification Form (I-9) on project funded staff. This form is to be used to verify that persons
are eligible to work in the United States.
29.    Annual Performance Report
The Contractor agrees to submit an annual performance report for each year the project is funded by VOCA, if
requested by the Grant Administrator.
30.    Food and Beverage
Any Contractor that desires to purchase food or beverages for training purposes must include this in the project
budget and justify the need in the budget narrative.
31.     Program Documentation
The Contractor agrees to allow CVRC access to the funded project’s documentation, client files, and other sources
in order to determine that funds are being utilized in accordance with funding/contractual agreements and state and
federal guidelines.

32.    Federal Guides
The Contractor agrees to abide by the federal guidelines and laws including DOJ Financial Guide and the Final
Program Guidelines, Victims of Crime Act FFY1997 Victim Assistance Program.

33.     Emergency Funding
If awarded, the Contractor agrees to administer the VOCA Emergency Funds in accordance with the Emergency
Fund Guidelines.

34.     Victim Advocacy Training
If awarded, the Contractor agrees to send the appropriate number of staff to the Victim Advocacy Training.

Organizations that do not adhere to these responsibilities will be in violation of the terms of Grant, and will be
subject to appropriate administrative action, including withholding of funds or possible cancellation of the Grant
Award.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date of the signature by the
required approval authorities below:


       CONTRACTING/SUBGRANT AGENCY

       Authorized Official: ____________________________________

       TITLE: ______________________________________________


       NM Crime Victims Reparation Commission

       Director: ______________________________________________

       CVRC Board Chairman: _________________________________



                                                         26
 APPENDIX D


VOCA Guidelines




      27
  FY2011 Office for Victims of Crime (OVC) Victims of Crime Act (VOCA) Victim Assistance Formula
                                       Grant Program funding:
                                    Request for Proposal Guidelines

The FY2011– VOCA Victim Assistance funding available for this RFP is $300,000.00. This award will begin
July 1, 2010 or January 1, 2011 end June 30, 2011.

The application packet follows and includes identified sections to be completed. All necessary forms are
included in the sections and must be used.

There will be a FY2011 - VOCA Victim Assistance funding grant writing workshop will be offered Thursday,
May 6, 2010 from 1:00 pm – 5:00 pm at the CVRC conference room located at 8100 Mountain Rd NE,
Albuquerque. This is not a mandatory workshop.

Directions: 1-40 to Wyoming. South on Wyoming to Lomas. West on Lomas to Pennsylvania. North on
Pennsylvania to Mountain Rd. East on Mountain. 8100 Mountain is a two story white brick building in the
second block, north side of the street. Park on the west side. After entering the building, the conference room
door is the second door on the right (south side). Please be sure to sign in.

The workshop will review the parameters of the FY2011 VOCA funding and what is required to submit a
quality application. Questions regarding the application will be answered at this time. Please review the entire
RFP before attending a workshop and have any questions written down so they may be addressed.

Completed marked original applications and six (6) copies are due in the CVRC office on Friday, May
14, 2010 by 4:00 pm. Applications submitted after this date and time will not be eligible for consideration
regardless of postmark date. If mailing it, please send the application certified mail with a return receipt
requested to verify delivery.

Please review the FY2011 VOCA RFA schedule for the RFA process and the application instructions to ensure
the required information is submitted in the requested order. Please respect the page limit, font size, margins
and information requested in each application.




                                                       28
               Guidelines for Victim of Crime Act (VOCA) Crime Victim Assistance Grants

                                                  I. Background

In 1984, VOCA established the Crime Victims Fund (Fund) in the U.S. Treasury and authorized the Fund to
receive deposits of fines and penalties levied against criminals convicted of federal crimes. This Fund provides
the source of funding for carrying out all of the activities authorized by VOCA.

The Office for Victims of Crime (OVC) makes annual VOCA crime victim assistance grants from the Fund to
states. The primary purpose of these grants is to support the provision of services to victims of crime
throughout the Nation. For the purpose of these guidelines, services are defined as those efforts that (1) respond
to the emotional and physical needs of crime victims; (2) assist primary and secondary victims of crime to
stabilize their lives after a victimization; (3) assist victims to understand and participate in the criminal justice
system; and (4) provide victims of crime with a measure of safety and security.

The purpose of the VOCA victim assistance grant program is to provide services to all crime victims regardless
of their ability to pay for services rendered or availability of insurance or other third-party payment resources.
Crime victims suffer tremendous emotional, physical, and financial losses. It is the intent of VOCA to reduce
the impact of the crime by offering effective services at no cost to the victims.

The New Mexico Crime Victims Reparation Commission (CVRC) is the state agency designated to administer
the VOCA victim assistance grant program. As such, CVRC establishes policies and procedures defined by the
minimum requirements of VOCA guidelines and the State of New Mexico.


                             II. Subgrantee Organization Eligibility Requirements

A. Service Population-Victim of a Crime. For the purpose of the VOCA crime victim assistance program, a
crime victim is a person who has suffered physical, sexual, financial, or emotional harm as a result of the
commission of a crime.

CVRC and VOCA Peer Review Considerations of Service Populations:

       1. Priority Areas: Priority shall be given to victims of sexual assault, domestic violence, and child
       abuse. Thus, a minimum of 10% of each federal grant will be allocated to each of these categories of
       crime victims.

       2. ―Previously Underserved‖ Priority Areas. An additional 10% of each VOCA federal grant will be
       allocated to victims of violent crime (other than ―priority category victims) who are ―previously
       underserved‖. These underserved victims of either adult or juvenile offenders may include, but are not
       limited to;

           -   victims of federal crimes,
               (Defined as a victim of an offense that violates a federal criminal statute or regulation. Also
               includes crimes that occur in an area where the federal government has jurisdiction, such as
               Indian reservations, some national parks, some federal buildings, and military installations.)
           -   survivors of homicide victims,
           -   victims of assault, robbery, gang violence, hate and bias crimes,
           -   victims of intoxicated drivers, bank robbery, economic exploitation, fraud
           -   and elderly abuse.
               (Defined as the mistreatment of older persons through physical, sexual, or psychological
               violence, neglect, or economic exploitation and fraud)
B. Public or Nonprofit Organization and provide services to victims of crime. These include:

   1. Criminal Justice Agencies - services include but not limited to
                 i. victim-witness programs,
                ii. victim notification,
                                                         29
                  iii. victim impact statements,
                  iv. and assistance with restitution

   2. Religiously-Affiliated Organizations –service must ensure
                  i. services offered to all crime victims regardless of religious affiliation
                 ii. and that the receipt of services is not contingent upon participation in a religious activity
                     or event.

   3. State Crime Victim Compensation Agencies – services must be
                 i. direct services and extend beyond the essential duties of compensation staff,
                ii. and include assisting victims in identifying and accessing needed services and resources

   4. Hospital and Emergency Medical Facilities – services include
                  i. crisis counseling,
                 ii. support groups
                iii. and other types of victim services

   5. Mental Health Organizations (excluding ―in-patient‖ facilities) – services include
                 i. crisis counseling,
                ii. support groups
               iii. and other types of victim services

   6. Programs that demonstrate a history of advocacy on behalf of crime victims

C. Record of Effective Services. Demonstrate a record of providing effective services to crime victims. This
includes:

           -   have the support and approval of its services by community,
           -   a history of providing direct services in a cost effective manner,
           -   and having financial support from other sources.

D. New Programs. Those programs that have not yet demonstrated a record of providing services may be
eligible to received VOCA funding, if they can demonstrate that 35-50% of their financial support comes from
non-federal sources.

It is very important that organizations have a variety of funding sources besides federal funding in order to ensure
their financial stability. VOCA cannot be a project’s only source of funding.

E. Program Match Requirements. The purpose of matching contributions is to increase the amount of
resources available to the projects supported by grant funds. Matching contributions of 20% (cash or in-kind) of
the total cost of each VOCA project (the VOCA grant plus match) are required for each project and must be
derived from non-federal sources.

All funds designated as match are restricted to the same uses as the VOCA victim assistance funds, must be
properly documented and accounted for and must be expended within the grant period. Match must be provided
on a project-by-project basis.

In-kind match may include:

           -   donations of expendable equipment, office supplies, workshop or classroom materials, work
               space, (fair market /rental value)
           -   or the monetary value of time contributed by professionals and technical personnel and other
               skilled and unskilled labor, if the services they provide are an integral and necessary part of a
               funded project.
The value placed on donated services must be consistent with the rate of compensation paid for similar work in
the subgrantee’s organization or within the labor market. The basis for determining the value of services,
materials, equipment and space must be documented.

                                                        30
Exceptions to the 20% Match.

   1. Native American Tribes/Organizations Located on Reservations. The match for these programs is 5%
      (cash or in-kind) for the total VOCA project.
   2. New Programs. The match for new programs is 35% (cash or in-kind) for the total VOCA project.

Match must be listed in the Primary Project Components and marked as such.

F. Volunteers. Subgrantee organizations must use volunteers to support the project or facility in which the
project is carried out unless the state grantee determines there is a compelling reason to waive this requirement.
Board participation is not considered eligible as a voluntary activity since it is an administrative necessity in
qualifying as a non-profit organization.

Volunteer files must be maintained and include:
           - signed Agreement of Confidentiality forms,
           - resumes or completed applications,
           - background checks, (if providing services)
           - documented volunteer and training hours,
           - documented volunteer recruitment and activities,
           - volunteers and the services they provide must be listed in the Primary Project Components

G. Promote Community Efforts to Aid Crime Victims. Promote, within the community, coordinated public
and private efforts to aid crime victims. Coordination may include, but is not limited to:

       - Serving on state, federal, local, or Native American task forces, commissions, working groups,
       coalitions and/or multi-disciplinary teams.

       - Efforts must include developing written agreements that contribute to better and more comprehensive
       services to crime victims.

       - Coordination efforts qualify an organization to receive VOCA funds, but are NOT activities that can be
       supported with VOCA funds.

       - Projects are expected to coordinate services, especially with other VOCA and VAWA funded projects
       in their regions.

       - Name of collaborative agencies must be listed in the Primary Project Components

H. Help Victims Apply for Compensation Benefits. Such assistance may include:

           -   identifying and notifying potentially eligible crime victims of the availability of compensation,
           -   assisting them with application forms and procedures,
           -   obtaining necessary documentation,
           -   and/or checking on claim status,
           -   working collaborative with CVRC to ensure timely submission of requested information,
           -   post the CVRC compensation poster and provide potentially eligible victims with CVRC
               brochure,
           -   these activities must be listed in the Primary Project Components

I. Comply with Federal Rules Regulating Grants and State Criteria. Subgrantees must comply with:

           -   the applicable provisions of VOCA and required forms,
           -   the Program Guidelines,
           -   the requirements of the OJP Financial Guide, which includes maintaining appropriate
               programmatic and financial records that fully disclose the amount and disposition of VOCA
               funds received, and
           -   post and comply with Federal and State EEOC and the Fair Labor Standard Act.
           -   Any additional eligibility or service criteria established by CVRC and the VOCA contract.

                                                        31
J. Demographic Data. Maintain statutorily required civil rights statistics on victims served, when such
information is voluntarily furnished by those receiving assistance:
           - race,
           - age,
           - and physical or mental disabilities,
           - and permit reasonable access to its books, documents, papers and records to determine whether
               the subgrantee is complying with applicable civil rights laws.
           - This information must be compiled by the project and available upon request.
           - Describe how this requirement will be accomplished in the Primary Project Components.

K. Services to Victims of Federal Crimes. Subgrantees must provide services to victims of federal crimes on
the same basis as victims of state/local crimes.

L. No Charge to Victims for VOCA-Funded Services. Subgrantees must provide services to crime victims,
at no charge, through the VOCA-funded project. Any deviation from this provision requires prior approval by
CVRC.

M. Client-Counselor and Research Information Confidentiality. Maintain confidentiality of client-
counselor information, as required by state and federal law. (Locked file cabinets and/or locked file rooms are
required for victim files and for password and firewall secure computers that contain victim information.)

N. Confidentiality of Research/Statistical Information. Except as otherwise provided by federal law, no
subgrantee of VOCA funding shall use or reveal any research or statistical information furnished under this
project by any person and identifiable to any specific private person for any purpose other than the purpose for
which such information was obtained in accordance with VOCA. Subgrantees are required to have the VOCA
funded staff and volunteers signed and enforced confidentiality policies.

Such information, and any copy of such information, shall be immune from legal process and shall not, without
the consent of the person furnishing such information, be admitted as evidence or used for any purpose in any
action, suit, or other judicial, legislative, or administrative proceedings.

These provisions are intended, among other things, to ensure the confidentiality of information provided by
crime victims to counselors working for victim services programs receiving VOCA funds.

This provision would not act to override or repeal, in effect, a state’s existing law pertaining to the mandatory
reporting of suspected child abuse. Furthermore, this provision should not be interpreted to thwart the
legitimate informational needs of public agencies. It does not prohibit a domestic violence shelter from
acknowledging, in response to an inquiry by a law enforcement agency conducting a missing person
investigation, that the person is safe in the shelter.

Similarly, this provision does not prohibit access to a victim service project by a federal or state agency seeking
to determine whether federal and state funds are being utilized in accordance with funding agreements.

O. Nonsuplantation. VOCA crime victim assistance grant funds will be used to enhance or expand services
and will not be used to supplant state and local funds that would otherwise be available for crime victim
services.

P. Financial Record Keeping and Program Monitoring.

           -   Appropriate accounting, auditing and monitoring procedures will be used so that records are
               maintained to ensure fiscal control, proper management, and effective services are being
               provided to victims of crime.
           -   Written financial policies and procedures must be in place and adhered to
           -   Projects must be able to produce a profit and loss (revenue/expenditure) statement for federal
               and match expenditures.

Q. Resource List. Maintain a current listing of traditional and non-traditional community services and
resources to enhance services to victims of crime.

                                                        32
R. NM Victims Rights Information. Display, inform and assist crime victims of these rights and work to
ensure these rights are upheld. This service must be included in the narrative and Primary Project Components.

S. Required Reporting. Quarterly programmatic (statistical) and financial (cash reimbursement packets) must
be correctly submitted in a timely manner. Please identify who will be responsible for completing each report in
the Primary Project Components.

CVRC currently complies the final performance reports for the federal grants but reserve the right to assign this
report to the subgrantees if circumstances change.

T. Audits. A VOCA funded agency is required by CVRC to submit a yearly audit to ensure proper fiscal
management of funds regardless of the $500,000 federal dollar threshold.


                                       III. Services, Activities, and Costs

Allowable Costs for Direct Services. Any services to be provided to crime victims must be listed in the Primary
Project Components.

   A. Immediate Health and Safety. Services which respond to the immediate emotional and physical needs
      (excluding medical care) of crime victims such as:

   -   crisis intervention
   -   accompaniment to hospitals for medical examinations;
   -   hotline counseling;
   -   emergency food and clothing
   -   transportation
   -   shelter
   -   and other emergency services that are intended to restore the victim’s sense of security.

   B. Mental Health Assistance. Services and activities that assist the primary and secondary victims of
      crime in understanding the dynamic of victimization and in stabilizing their lives after a victimization
      such as:

   -   counseling,
   -   group treatment,
   -   evaluation of mental health needs,
   -   and therapy

   ―Therapy‖ refers to intensive professional psychological/psychiatric treatment for individuals, couples, and
   family members related to counseling to provide emotional support in crises arising from the occurrence of
   crime.

   C. Assistance with Participation in Criminal Justice Proceedings. Services and activities may include:

   -   advocacy on behalf of crime victims;
   -   accompaniment to criminal justice offices and court;
   -   transportation to court;
   -   child care or respite care to enable a victim to attend court;
   -   notification of victims regarding trial dates,
   -   case disposition information,
   -   and parole consideration procedures;
   -   assistance with victim impact statements.
   D. Forensic Examinations. Sexual assault forensic exams are allowable costs only to the extent that other
      funding sources are unavailable or insufficient and, such exams conform with state evidentiary collection
      requirements.

   E. Costs Necessary and Essential to Providing Direct Services. This includes:
                                                         33
   -   pro-rated cost of rent,
   -   telephone services,
   -   transportation costs for victims to receive services
   -   emergency transportation costs that enable a victim to participate in the criminal justice system,
   -   and local travel expenses for service providers.

   F. Special Services. Services to assist crime victims with managing practical problems created by the
      victimization such as:

   -   acting on behalf of the victim with other service providers, creditors, or employers;
   -   assisting in filing for compensation benefits;
   -   and helping to apply for public assistance.

   G. Personnel Costs. Costs that are directly related to providing direct services, such as:

   -   staff salaries and fringe benefits, including malpractice insurance;
   -   the cost of advertising to recruit VOCA-funded personnel;
   -   and the cost of training paid and volunteer staff. (i.e. required annual Advocacy in Action conference)


                                   IV. Other Allowable Costs and Services

The services, activities, and costs listed below are not generally considered direct crime victim services, but are
often a necessary and essential activity to ensure that quality direct services are provided. Before these costs can
be supported with VOCA funds, the state grantee and subgrantee must agree that

   -   direct services to crime victims cannot be offered without support for these
       expenses;
   -   that the subgrantee has no other source of support for them;
   -   and that only limited amounts of VOCA funds will be used for these purposes.

   The following list provides examples of such items and if requested in the proposed project, must be listed
   in the Primary Project Components:

       a. Skills Training for Staff. VOCA funds designated for training are to be used exclusively for
       developing the skills of direct service providers (VOCA funded and non-VOCA funded) including paid
       staff and volunteers, so that they are better able to offer quality services to crime victims.

       The Advocacy in Action conference, the 2009 Advanced Victim Advocacy Training, the Compensation
       workshop and Grant Reporting training are required by the VOCA grant. These training must be
       included in the Primary Project Components and costs of attendance may be included in the budget.

       b. Training Materials. VOCA funds can be used to purchase materials such as:

           -   books,
           -   training manuals,
           -   and videos for direct service providers and
           -   support the costs of a trainer for in-service staff development. Staff from other organizations can
               attend in-service training activities that are held for the subgrantee’s staff.

       c. Training Related Travel. VOCA funds can support minimal travel costs within the state or a similar
       geographic area such as:
           -   travel,
           -   meals,
           -   lodging,
           -   and registration fees

                                                        34
d. Equipment and Furniture. VOCA funds may be used to purchase furniture and equipment that
provides or enhances direct services to crime victims, as demonstrated by the VOCA subgrantee.
VOCA funds cannot support the entire cost of an item that is not used exclusively for victim-related
activities. However, VOCA funds can support a pro-rated share of such an item.

f. Advanced Technologies. At times, computers may increase a subgrantee’s ability to reach and serve
crime victims. In order to receive these funds, VOCA subgrantee’s must:

   -   describe to CVRC how the computer equipment will enhance services to crime victims;
   -   how it will be integrated into and/or enhance the subgrantee’s current system;
   -   the cost of training staff to use the computer equipment;
   -   the on-going operational costs;
   -   and how these additional cost will be supported.

   At a minimum, property records must be maintained with the following:

   -   a description of the property and a serial number or other identifying number;
   -   identification of the title holder;
   -   the acquisition date;
   -   the cost and the percentage of VOCA funds supporting the purchase;
   -   the location, use, and condition of the property;
   -   and any disposition data, including the date of disposal and sale price when given to a victim
       service organization.

g. Contracts for Professional Services. VOCA funds generally should NOT be used to support contract
services. At time, however, it may be necessary for VOCA subgrantees to use a portion of the VOCA grant
to contract for specialized services.

h. Operating Costs. Examples of allowable operating costs include:

   -   supplies (extinguishable items are budgeted under ―Supplies‖),
   -   equipment use fees (supported by usage logs)
   -   printing,
   -   photocopying,
   -   postage,
   -   brochures describing available services,
   -   books,
   -   and other victim-related materials

VOCA funds may support administrative time to complete:

   -   VOCA related time and attendance sheets,
   -   programmatic documentation,
   -   reports,
   -   statistics
   -   and administrative time to maintain crime victims’ records.

i. Supervision of Direct Service Providers. VOCA funds may be used to support the cost of
supervision of direct service providers when they determine that such supervision is necessary and
essential to providing direct services to crime victims.

j. Repair and/or Replacement of Essential Items. VOCA funds may be used for repair or replacement
of items that contribute to maintaining a healthy and/or safe environment for crime victims when all other
sources of funding have been exhausted such as:
   -   a furnace in a shelter,
   -   routine vehicle maintenance when used for client transportation,
   -   automobile insurance

                                               35
       k. Public Presentations. VOCA funds may be used to support presentations that are made in:

           -   schools,
           -   community centers,
           -   other public forums,
           -   and that are designed to identify crime victims,
           -   and provide or refer them to needed services.

       Activities and costs related to these presentations may include:

           -   presentation materials,
           -   brochures,
           -   newspaper notices.

All allowable activities must be listed in the Primary Project Components.


                                    V. NON-Allowable Costs and Activities.

The following services, activities, and costs cannot be supported with VOCA victim assistance grant funds:

       A. Lobbying and Administrative Advocacy. Funds cannot support victim legislation or
       administrative reform.

       B. Perpetrator Rehabilitation and Counseling. Known offenders and incarcerated individuals cannot
       be served with VOCA funds.

       C. Needs Assessment, Surveys, Evaluations, and Studies.

       D. Prosecution Activities. Funds cannot be used to pay for activities that are directed at prosecuting an
       offender and/or improving the criminal justice system’s effectiveness and efficiency, such as witness
       notification and management activities and expert testimony at a trial. In addition, victim witness
       protection costs and subsequent lodging and meal expenses are considered part of the criminal justice
       agency’s responsibility and cannot be supported with VOCA funds.

       E. Fundraising Activities.

       F. Indirect Organizational Costs may not be funded such as:

           -   cost of liability insurance on buildings;
           -   capital improvements;
           -   security guards and body guards;
           -   property losses and expenses;
           -   real estate purchases;
           -   mortgage payments;
           -   and construction costs.

       G. Property Loss. Reimbursing crime victims for expenses incurred as a result of a crime cannot be
       funded such as:

           -   insurance deductibles,
           -   replacement of stolen property;
           -   funeral expenses,
           -   lost wages,
           -   and medical bills

       H. Most Medical Cost. Funds cannot pay for:

           -   nursing home care,
                                                           36
   -   home health-care costs,
   -   in-patient treatment costs,
   -   hospital care, and
   -   other types of emergency and non-emergency medical and/or dental treatment or,
   -   medical costs resulting from a victimization.

I. Relocation Expenses. Funds cannot support relocation expenses such as:

   -   moving expenses,
   -   security deposits on housing,
   -   ongoing rent and mortgage payments.

J. Administrative Staff Expenses. Funds cannot be used for:

   -   salaries.
   -   fees, and
   -   reimbursable expenses associated with:
               - administrators,
               - board members,
               - executive directors,
               - consultants,
               - coordinators,
               - and other individuals unless incurred while providing direct services to crime victims.

K. Development of Protocols, Interagency Agreements, and Other Working Agreements. These
activities benefit crime victims, but they are considered examples of the types of activities that
subgrantees undertake as part of their role as a victim services organization, which in turn qualifies them
as an eligible VOCA subgrantee.

L. Activities Exclusively Related to Crime Prevention.




                                                37
      APPENDIX E

      Application Page
      Project Narrative
 Primary Project Components
Evaluative Tool For Outcomes
            Budget
     Certifications Forms




            38
                           NEW MEXICO CRIME VICTIMS REPARATION COMMISSION
 FY2011– Office for Victims of Crime (OVC) Victims of Crime Act (VOCA) Victim Assistance Formula
                                         Grant Program

I. APPLICATION PAGE             Please complete the following:

1. TIN/Fed. ID #

2. Name and Mailing Address of Applying Agency, if P.O. Box, please include street address.



3. Agency Tel. No.:                      Agency Fax No.:

4. Project Director: (Name, Title, E-Mail Address)


5. Financial Director: (Name, Title, E-Mail Address)


6. Federal Amount Requested: $                                    Match Amount Required: $

7. Brief Description of Proposed Project including project NUMBER OF VICTIMS to be served, and list of proposed
services:




8. Service Jurisdiction:

        ______ State       ______ City   ______ County      ______ Other


9. Category of Victims Served:

                 Domestic Violence (NM definition)             Sexual Assault              DWI

                Homicide Survivors                Child Abuse               All victims of Violent Crimes


10. Agreement to standard contract conditions. To the best of my knowledge and belief, the information in this application is
 true and correct, the document has been duly authorized by the governing body of the applicant, and the applicant will
 comply with the attached Assurances, Certifications and Contract if the award is approved.

    Date Application Signed: ___/___/___


    Name of Authorized Official


    Signature of Authorized Official

                                                             39
I. APPLICATION INSTRUCTIONS                                  Each section must be tabbed and labeled.

The application questions following this section contain the information needed by CVRC in determining
awards and should be completed in its entirety. Applicants should read and understand the VOCA
Guidelines, Primary Project Component and budget sections in order to submit a technically correct
proposal. It is strongly recommended that individuals unfamiliar with the Primary Project Component forms
participate in the VOCA Grant Writing Workshop. CVRC reserves the right to make or deny an award without
clarification of the application received. Please follow the format shown in the examples.

Question 1:    Please include the agency’s tax identification number for payment purposes.

Question 2:    Please make sure a physical address is included.

Question 3:    Please include area code with the telephone and fax number that is accessible to the project
               director and/or the appropriate staff.

Question 4:    Please identify the individual responsible for the project and reporting.

Question 5:    Please identify the individual responsible for the financial records and reporting.

Question 6:    Please indicate the FEDERAL VOCA amount requested in the budget form and the Match
               amount required on the identified lines provided.

Question 7:    Please provide a brief description of the proposed project to be paid for by VOCA federal and
               match dollars. The number of victims to be served MUST be included.

Question 8:    Please mark the service area the proposed funded project will cover.

Question 9:    Please mark all the types of victims that the VOCA funded project will serve with
               federal and match dollars

Question 10: Only an individual authorized to sign on behalf of an agency may sign. Please make sure that
             your agency’s protocol for submitting funding applications is observed.


II. PROJECT NARRATIVE
Project Narrative includes experience with providing services to victims of crime. It must demonstrate
knowledge of the needs of the community using supportive statistical information of their region/stats and
identifies gaps in and barriers to services. Must include a rational for applying for VOCA funding. It must state
how the project will use volunteers to support project/agency and assistance with Victims’ Rights and
Compensation. Applicants should demonstrate efforts to coordinate their services with other named victim
service providers from private and public sectors and to avoid duplication of services. The applicant must
demonstrate a record of providing effective services, including the number of total crime victims seen last fiscal
year and projected number to be served by this project. Provide this information in narrative format and specify
how this will be accomplished. This section is limited to three pages, double or 1.5 spaced, with one/half inch
margins and a font size of 12. Information must be presented in a clear and concise manner.
(The Primary Project Component form(s) and FY2010-FY2011 Budget forms, budget narratives, job
descriptions, evaluation tool, LEP section, certifications and audits, etc are separate sections.)

Bernalillo, Sandoval and Valencia County Based Agencies: Programs serving victims of sexual assault,
domestic violence, child and/or elder abuse and stalking in these counties must describe in the narrative how
they will participate and coordinate services with the Albuquerque based Family Advocacy Center.




                                                        40
III. PRIMERY PROJECT COMPONENTS (PPC)

The VOCA application process includes the Primary Project Components, a way to present your project goals,
objectives, implementing activities and evaluation activities in a clear and concise manner. This will enable
your agency and CVRC to verify all the required services and components are present. This is an important part
of the application and must be completed correctly.

The Primary Project Components form is intended to outline: 1) the project goals, measurable objectives, all the
implementing activities, and impact evaluation activities; 2) the position that is responsible for these activities
and 3) the timeline for carrying out the activities. The PPC’s must correspond with the actual service(s)
allowable by the VOCA Victim Assistance funding and to be provided under the project. The PPCs and budget
must correspond to one another.

The goal of a project states why the project exists or the overarching mission of the project. If applicable, the
same goal may be used for all measurable objectives. The measurable objective states what the project hopes to
accomplish in measurable terms.

Complete the Implementing Activities table by filling in those activities that correspond to the stated objective
that are most crucial to its accomplishment and the services allowable under the VOCA guidelines. A copy of
the VOCA Victim Assistance services and definitions are included for easy reference. If at all possible, use the
VOCA service definitions. Finally, the applicant states what position will be doing the activity, when it will be
done, and how it will be evaluated to determine the service was provided.

Coordination efforts MUST be included in this section in order for the organization to qualify for award
eligibility. However, they are not considered an allowable cost under the VOCA Guidelines so please do not
account for this function in the project budget.

A Primary Project Components form MUST be completed for each measurable objective of the proposal. If a
proposed project has three measurable objectives then three Primary Project Component forms will need to be
submitted.

An example of a project’s PPC’s Implementing Activities is provided as a guide. The activities involved in
accomplishing the objective are stated in the Implementing Activities table along with the position that will be
performing the activities, when they will be done, and how the impact of the activities will be measured.




                                                        41
Instructions The Primary Project Components must be typed, with each measurable objective on a separate page.
A measurable objective includes both Implementing and Supplemental Activities and evaluative components.
                                         Primary Project Components (Example)

Goal #1: Provide advocacy and support for victims of domestic violence in Cactus County.

Measurable Objective #1: Ensure that a minimum of 100 victims of domestic violence (NM State definition) meet with
a Victim Advocate and receive comprehensive client driven assistance.


Inplementing               Performed By      1st   2nd     3rd    4th      Impact          Evaluation
Activity                                     Qtr   Qtr     Qtr    Qtr      Activity
Conduct an intake          Victim            X     X       X      X        Copies of completed
interview w/ client to     Advocates I or                                  intakes in client files or in
assess eligibility &       II                                              monthly intake files if they
need for services                                                          don’t become clients.
                                                                           Demographic information
                                                                           available in intake form.

                                                                           Client file case notations,
Provide services based     Victim            X     X       X      X        client signed treatment
on client need,            Advocates                                       plans or goals and goal
including but not          I or II                                         review forms, client
limited to:                                                                satisfaction surveys.

    Crisis intervention                                                   Volunteer crisis response
    safety planning                         X     X       X      X        forms
    assist w/ Victim’s
     Rts.                                                                  Copy of V. Rts provided
    ER shelter                                                            to each client and
    (If eligible)                                                         reviewed – noted in client
     Info/Assist. with                                                     file.
    compensation           Volunteers
    Info. & referral                                                      Copy of completed TRO,
    case management                                                       Comp application referrals
    follow up                                                             of information located in
    other support                                                         client files
     services              Victim
    refer to Mental       Advocate II       X     X       X      X        Signed Release of Info to
     Health Counseling     Volunteer                                       refer to MH Counselor
     as needed
    Support group and     Victim                                          Group agendas, sign in
     life skills group     Advocate II                                     sheets and client files
     held weekly                             X     X       X      X        notes
    Peer Counseling       Victim Advocate
    Give/discuss client   I & II                                          Compiled in one file for
     evaluative tool                         X     X       X      X        review

Monitor utilization and    Director          X     X       X      X        Client files, supervision
effectiveness of adult                                                     and case staffing notes,
DV services on a                                                           Compile evaluative tool
monthly basis using the                                                    scores. Scores must be
Evaluative Tool                                                            85% ―3‖ and above
                                                                           otherwise call meeting to
                                                                           review protocol and
                                                                           services client


                                                         42
Implementing               Performed       1st   2nd    3rd   4th    Process Evaluation Activity
Activity                   By              Qtr   Qtr.   Qtr   Qtr.
Collaboration              Director        X     X      X     X      Document date, group and
Attend 6 area meetings                                               types of services represented
to promote referral and                                              for outreach service and refine
inform about agency                                                  referring protocol. Count the
services to CYFD, CPS                                                number of referrals from each
and APS, Spike City                                                  agency in the quarter. If no
PD & Cactus County                                                   referrals from an organization,
Sheriff’s, 55th District                                             schedule follow up meetings
Attorney’s Office,                                                   to ascertain cause.
Spike Hospital
representatives, Cactus
Co. Mental Health and
Social Service
agencies.




Train and schedule 5       Director,       X            X            Volunteer files, signed
volunteers regarding       Victim                                    confidentiality statements
shelter office support,    Advocate II                               document training dates, times
client transportation                                                and evaluation. Maintain
and donation sorting                                                 volunteer schedule.



Register and attend                                                  Travel vouchers, sign in sheets
AIA,                       VA I&II         X                  X      and information and report of
Basic VAT-Sylvia           Volunteer                                 training to staff.
Clark-VA I,                Director
NOVA-Heather Way           VA II                                     Copy of National conference
VA II, 5 yrs w/agency                                                attached.
Comp/                      VA I and Fin.
Grant Workshop             Officer                                   Certificate of Completion or
                                                                     Attendance filed.




                                                        43
Goal #1: Provide advocacy and support for domestic violence victims in Cactus County.

Measurable Objective #2: Provide court advocacy services to a minimum of 150 victims of domestic in Cactus Co.

Implementing              Performed By     1st    2nd    3rd     4th      Impact Evaluation Activity
Activity                                   Qtr    Qtr    Qtr     Qtr
Conduct an intake         Court Advocate   X      X      X       X        Completed intake form in client
interview w/ client to                                                    file. Demographic information
assess eligibility &                                                      captured in intake.
need for services

Provide services
based on client need,                                                     Copies of crisis services forms in
including but not                                                         monthly files, if not in client files.
limited to:
                          Court Advocate
    Crisis               and Volunteer/   X      X      X       X
     intervention         Intern
 safety planning                                                          Copies of TROs.
 assist w/ Victim’s
     Rts.                                                                 Victim Rts posted in victim
 Discuss ER shelter                                                      waiting and given in handout.
 Assist w/ TRO
(If eligible)
 Info. on                                                                If completed, copy of CVRC
compensation                                                              compensation in client file or in
(If eligible)                                                             monthly file.
 Info. & referral
 case management                                                         All referrals noted in client files or
 follow up                                                               on client form
 other support
     services                              X      X      X       X
 assist with
     obtaining Mental
     Health Counseling
     as needed                                                            Get copy of court hearings and
 Attend DV                                                               cases.
     Hearings                                                             Compile evaluative tool scores.
 Give client                              X      X      X       X        Scores must be 85% ―3‖ and above
     evaluative tool to                                                   otherwise call meeting to review
     complete                                                             protocol and services.




                                                        44
Implementing             Performed      1stQ   2nd   3rd   4th   Impact Evaluation Activity
Activity                 By:            tr     Qtr   Qtr   Qtr
Meet with other victim   Director and   X      X     X     X     Minutes, dates and notes of
service providers to     Court Advocate                          meetings. When case
assure continuity of     and                                     management, release of
care for victims         Victim                                  information form in client file and
through:                 Advocates                               case notation regarding outcome.

Cactus Co. Task Force
Against DV,
55th District Court,
meet with hearing
officers, judges to
ensure understanding
of role of court
advocate




                                                     45
Goal #2: Provide counseling and support to victims of domestic violence in Cactus Co.

Measurable Objective #1: Provide appropriate therapeutic counseling and/or case supervision to a minimum of 40
victims of domestic violence receiving services on an ―as needed‖ basis in Cactus Co.

Activity                   Performed By    1st    2nd     3rd     4th      Impact Evaluation Activity
                                           Qtr    Qtr     Qtr     Qtr
Conduct an individual      Victim          X      X       X       X        Completed and comprehensive
intake, assessment and     Advocates I &                                   Intake, assessment, client
referral at request of     II                                              evaluation survey and referral
client                                                                     forms found in client file.

Provide individual,        Contractual     X      X       X       X        Client file notes, client evaluation
group or family            Therapist                                       tool
counseling

Provide case               Contractual     X      X       X       X        Case supervision request form and
supervision with           Therapist                                       outcome in case file.
Victim Advocates on a
weekly basis.
Meet with other victim     Director and    X              X                Written protocol and forms in
service staff to discuss   Contract                                        place
referral protocol for      Therapist
clients and case
supervision.

Review effectiveness       Director,       X              X                Revised forms and suggestions for
of protocol, counseling    Victim                                          improving or continuing with the
services and case          Advocates and                                   protocol noted in the written
supervision                Contract                                        protocol.
                           Therapist




                                                         46
PRIMARY PROJECT COMPONENTS FY2011 VOCA Victim Assistance Project

Goal #1:


Measurable Objective #1:


Implementing       Performed By        1st      2nd      3rd     4th         Impact Evaluation Activity
Activity                               Qtr      Qt.      Qtr     Qtr.




                                                                         .




Please note: To add more rows for additional space, place curser on the last row, click on ―table‖, ―insert‖ ―rows below‖.




                                                           47
VOCA (VICTIM ASSISTANCE GRANT) VICTIM SERVICE DEFINITIONS
  1) Crisis Counseling refers to in-person crisis intervention, emotional support, and guidance and counseling
     provided by advocates, counselors, mental health professionals, or peers. Such counseling may occur at the
     scene of the crime, immediately after a crime, or be provided on an ongoing basis.

  2) Follow-up Contact refers to in-person contacts, telephone contacts, and written communications with
     victims to offer emotional support, provide empathetic listening, check on a victim’s progress, etc.

  3) Therapy refers to intensive professional psychological and/or psychiatric treatment for individuals,
     couples, and family members related to counseling to provide emotional support in crisis arising from the
     occurrence of the crime. This includes the evaluation of mental health needs, as well as the actual delivery of
     psychotherapy.

  4) Group Treatment/Support refers to the coordination and provision of supportive group activities and
     includes self-help, peer, social support, etc.

  5) Crisis Hotline Counseling typically refers to the operation of a 24-hour telephone service, 7 days a week,
     which provides counseling, guidance, emotional support, information and referral, etc.

  6) Shelter/Safe House refers to offering short- and long-term housing and related support services to victims
     and families following victimization. Only VOCA funded shelter projects may provide this service.

  7) Information/Referral (in-person) refers to in-person contacts with victims during which time, services, and
     available support are identified.

  8) Criminal Justice Support/Advocacy refers to support, assistance, and advocacy provided to victims at any
     stage of the criminal justice process, to include post-sentencing services and support.

  9) Emergency Financial Assistance refers to cash outlays for transportation, food, clothing, emergency housing,
     etc.

  10) Emergency Legal Advocacy refers to filing temporary restraining orders injunctions, and other protective
      orders, elder abuse petitions, and child abuse petition but does not include criminal prosecution or the
      employment of attorneys for non-emergency purposes, such as custody disputes, civil suits, etc.

  11) Assist with and/or Inform about Filing Compensation Claims includes making the potential eligible victim
      aware of the availability of crime victim compensation, assisting the victim in completing the required forms,
      gathering the needed documentation, etc. It also may include follow-up contact with the victim compensation
      agency on behalf of the victim.

  12) Personal Advocacy/Case Management refers to assisting victims in securing rights, remedies, and services
      from other agencies; locating emergency financial assistance, intervening with employers, creditors, and others
      on behalf of the victim; assisting in filing for losses covered by public and private insurance projects including
      workman’s compensation, unemployment benefits, welfare, etc.

  13) Telephone Contact refers to contacts with victims during which time services and available support are
      identified. This does not include calls during which counseling is the primary function of the telephone call.
      This call is an information only call. (See Follow-up Contact)

  14) Other refers to other VOCA allowable services and activities not listed. If using this category, specify the
  services and activities provided with the appropriate number of victims for each service.




                                                          48
IV. EVALUATIVE TOOLS FOR OUTCOMES

The federal government is evaluating its departments and agencies to ensure effective and efficient use of
federal dollars. The Office for Victims of Crime (OVC) that administers the VOCA funds has been reviewed
and received an ―acceptable‖ evaluation with recommendations to strengthen weak areas.
OVC and subgrantees were able to identify OUTPUTS, how many victims served and how many services were
delivered. However, OUTCOMES, or specific data expressing the extent to which an activity met its
purpose needed strengthening.

The goals of VOCA funding such as:

   a) Responding to the emotional and physical needs of crime victims;
       Possible outcomes could be:
           1. Decrease in intensity or frequency of abuse or crime related symptoms.
           2. Able to identify support systems to address victim concerns.
           3. Better able to understand cycle of violence and its effects on victim’s life.


   b) Assist primary and secondary victims of crime in stabilizing their lives after a victimization;
       Possible outcomes could be:
           1. Learned how to access benefits and community resources.
           2. Received support from or learned skills in a VOCA funded project to cope with victim’s
              situation.
           3. Plans victim made with agency gave victim greater sense of control over their situation.
           4. Increased knowledge of the options available to the victim.
           5. Received help that made choices and decisions clearer.
           6. Have better understanding of effects of crisis and trauma on victim’s life.
           7. Better able to access services needed for basic living.


   c) Assisting victim to understand and participate with the criminal justice system;
       Possible outcomes could be:
           1. Was helped to recognize victim’s legal rights.
           2. Has a better understanding of the criminal justice system.
           3. Was helped to participate in the criminal justice system.


   d) Provide crime victims with a measure of safety
       Possible outcomes could be:
           1. Feel safer because of participation in the VOCA funded project.


The outcomes can be placed in a questionnaire with a 5 point Likert Scale Response such as:

Example: As a result of services, I have a better understanding of the cycle of violence and its effects on my
life.

Disagree                                                             Agree
1                     2               3              4               5
The evaluations can be compared to the number of victims served and the number of victims surveyed.


                                                         49
Please provide a survey that measures the OUTCOMES of what the VOCA funded project hopes to accomplish.
Restrict the questions to no more than five.

If funded, this survey is to be used to evaluate the project. Completed evaluations must be kept at the agency.
Reporting on the results will be requested in the VOCA quarterly statistical reports.


V. JOB DESCRIPTIONS AND RESUMES
Please insert any job description(s) followed by the individual’s resume in the position for each position listed in
the budget


VI. BUDGET INSTRUCTIONS

A complete, itemized, operational project budget should support the project services stated in the PPCs. The
match requirement must be included and adequately address the type of match, if cash – what is the source and
if in-kind, how was the cash value determined. Attach additional pages if necessary.
This is an important section. Please put all allowable federal and match expenses in their appropriate line items,
ROUND OFF ALL NUMBERS and include a detailed narrative that follows the example given. Failure to
adhere to these instructions may result in a reduction of the requested grant amount.


Budget Instructions for Line Item Categories

00.0 Personnel: Identify anyone to be paid as a salaried position on this award. List each position by title, the
annual salary, the hourly wage, the percent of time to be devoted to the project, the number of months, and the
amount of VOCA funding requested. If a Cost of Living increase is requested and included in the salary, please
state this in the narrative.
Example:
Position/Name   Annual Salary         hourly rate     % of VOCA time         # of Months VOCA Amount
 Counselor         $30,600            $14.70          50%                    12           $15,300
(Mary Sunshine)

10.0 Personnel Benefits: LIST all personnel benefits and the itemized costs. These can include Social
Security, Worker's Compensation, Retirement, and Unemployment Compensation.

20.0 In State Travel: Itemize travel expenses by specific purpose and show basis for computation (include
costs for meals, lodging, and mileage). Also include vehicle leases, etc. Be sure to include the NMCVRC
Compensation/Grant Reporting workshops, the Victim Advocacy Training, (if requested) and the Advocacy in
Action Conference expenses. Otherwise, your agency will be responsible for them.

30.0 Maintenance: This line item includes janitorial supplies and equipment maintenance contracts.

40.0 Supplies: List items within this category separately for office supplies. These are EXTINGUISABLE,
expendable items such as paper, ink cartridges, etc.

50.0 Contractual and Consultant: For individuals - list types of services, name, address, hourly or daily rate
and amount of time, confidentiality and termination clause. For contracts with firms - list types of services and
total costs. Includes pro-rated audit cost, if eligible. Copies of contracts need to be included in the application,
along with the individual contractor’s resume.
60.0 Operating Cost: List items within this category separately for telephone, rent, postage, printing, etc. with
itemized costs attached.

80.0 Capital Outlay: List each item to be purchased including the description and cost. Generally speaking, no
                                                        50
capital outlay will be approved, unless justification provided in the project narrative.

95.0 Out of State Travel/Other:         Detail any out of state travel.      If it is for a conference/training, a
brochure/agenda must be attached.


MATCH
The purpose of matching contributions is to increase the amount of resources available to the projects supported
by federal dollars. Matching funds may either be in the form of CASH contributions or IN-KIND contributions.

A. Cash contributions must be from sources other than federal dollars, for example, private donations or United
Way. They can be used to support part of a position that provides direct services to victims served by the
funded project.

B. In-kind contributions may include donations of expendable equipment, office supplies, workshop or
classroom materials, workspace or the monetary value of time contributed by professionals, technical personnel
and other skilled and unskilled labor. The services they provide must be an integral and necessary part of
the funded project. The value placed on donated services must be consistent with the rate of compensation
paid for similar work in the labor market. Board membership is not considered eligible as in-kind match.

All match funding must be identified and documented. If volunteer hours are used for match, they must
be supported by the same or similar methods used by the subgrantee organization for its own employees.
IMPORTANT - the basis for determining the value of services, materials, equipment and space must be
documented and included or attached to the budget narrative.

C. COMPUTING MATCH (round off any cents)

(1) For EXISTING PROJECTS (20%) Match = federal amount requested multiplied by .2, then divide by .8

(2) For NEW PROJECTS (35%) Match = federal amount requested multiply by .35, then divide by .65

(3) For NATIVE AMERICAN GOVERNMENTS (5%) Match = federal amount requested multiply by .05
divide, then divide by .95

All funds designated as match are restricted to the same uses as the VOCA funds and must be expended within
the grant period. In the event that the total match requirement is not expended, the sub-recipient will be
required to REFUND the federal amount equivalence. For this reason, it is important not to over match.

The submitted budget must follow the sample budget form and narrative provided.




                                                         51
FY2011 VOCA VA BUDGET FORM                              Agency Name: Shelter Shelter

                 OO.O      1O.O     2O.0        3O.O      4O.0         5O.O       6O.O   8O.O      95.O
                 Personnel Persnnl. Instate     Maintena Sup-          Contract   Opera- Capital   Out of Total
                           Benefits Travel      nce/Repai plies        ual/       tion   Outlay    State
                                                r                      Consulta   Costs            Travel/
                                                                       nts                         Other

A Federal       27,300      4,500    3,192      0              200     0          0      0         1,000   36,192
.
B Match         6,488                                                  1,650      600              310     9,048
.
C Total Project 33,788      4,500    3,192                     200     1,650      600              1,310   45,240
. Budget

Please write a detailed budget narrative for federal and match line items:

FEDERAL FUNDS
00.0 Personnel: Position/Name Annual Salary Hourly Rate % of VOCA time # of Months VOCA Amount
$27,300       Victim Advocate(II) (Mary Sunshine) 30,600 $14.70   50% 12             $15,300
              Victim Advocate(I)(Al Silver)       24,000 $11.54   50% 12             $12,000


10.0 Personnel Benefits:      Health Insurance (Sunshine - $2200/yr X 50%) = $1100/yr or $92/mo
                                             (Silver - $1800/yr X 50%) = $900/yr or $75/mo
       $4,500                 Payroll Taxes (FICA) (27,300 X .0765) = $2,088
                              Worker’s Comp. Ins. (27,300 X .0151) = $412/yr


20.0 Instate Travel: Advocacy in Action Conference Expenses: $1052.00
       $3,192 Early Bird Registration fees for 2 @$175 = $300
                Lodging 3 nights X $92/night X 2= $522
                Meals 3 days X $30/day X 2 = $180
                Mileage (roundtrip) 114 miles X .44/mi = $50
   Comp/Grants Reporting Workshop lodging $85, mileage 145 R/T X .44 = $64, per diem $30 = $179
   Client transport for advocacy & support – 3,434 miles X .44 = $1511
   2010 Basic Victim Advocacy Training: $450            Registration: $350, mileage: $100


40.0 Supplies:         Files, notebooks, pens, papers           $200
       $200


95.0 Out of State Travel/Other:       NOVA Conference (Vicky Sharp, a 5 yr VA)
       $1,000                         Registration           $350
                                      Hotel Cost             $400
                                      Air Fare to Salt Lake City  $250


                                                          52
MATCH FUNDS

00.0 Personnel: Position/Name Annual Salary Hourly Rate % of VOCA time # of Months VOCA Amount
   $6,488     Victim Advocate II $30,600 $14.70 hrly rate 21% of her time 12 mos.  $6,488
              (Mary Sunshine)                                (United Way funding)


50.0 Contractual: Licensed Counselor (Ruth Calmy) $58/hr for 28 hours (in kind – volunteering)
   $1,650     (therapeutic counseling/case supervision as needed)


60.0 Operating Cost: cell phone for on call and transporting advocate $50 per month X 12 months = $600
       $600           (United Way funding)


95.0 Out of State Travel/Other     NOVA Conference                       Air Fare (remaining cost)                    $100
      $310                  (United Way funding)                         Meals 7 days @ $30/day                       $210



APPROVED:
               PROJECT DIRECTOR DATE                                                .....BUDGET OFFICER               DATE
                         .......................................................................... (if applicable)




                                                                  53
   FY 2011 VOCA VA BUDGET                   AGENCY NAME:


            OO.O      1O.O       2O.0      3O.O      4O.0    5O.O         6O.O   8O.O        95.O
            Personnel Personnel. Instate   Maintena Sup-     Contractual/ Opera- Capital     Out of Total
                      Benefits Travel      nce/Repai plies   Consultants tion    Outlay      State
                                           r                              Costs              Travel/
                                                                                             Other

A Federal
.
B Match
.
C Total
. Project
  Budget


Please write a detailed budget narrative for federal and match line categories that correspond to the budget
instruction sheet and example:




APPROVED:
               Program Director     Date                 Budget Officer               Date




                                                    54
VII. BUDGET - AGENCY (Victim Services) BUDGET

Include all sources of revenue/funding and expenditures that support victim services. Highlight any funding that
decreased from the previous fiscal year due to economic times. Attachments are accepted.


VIII. LIMITED ENGLISH PROFIENCY POLICY

The federal government and those receiving assistance from the federal government must take reasonable steps
to ensure that LEP persons have meaningful access to the programs, services, and information those entities
provide. This will require agencies to develop creative solutions to address the needs of this ever-growing
population of individuals whose primary language is not English.

Who is a Limited English Proficient Person?
Persons who do not speak English as their primary language and who have a limited ability to read, speak, write,
or understand English can be limited
English proficient, or ―LEP. These individuals may be entitled to language assistance with respect to a particular
type of service, benefit, or encounter.

Who Must Comply?
All programs and operations of entities that receive assistance from the federal government (i.e. recipients),
including:
     State agencies
     Local agencies
     Private and nonprofit entities
     Subrecipients (entities that receive federal funding from one of the recipients listed above) also must
       comply.
     All programs and operations of the federal government also must comply.

Recipients Title VI of the 1964 Civil Rights Act
―No person in the United States shall, on the ground of race, color or national origin, be excluded from
participation in, be denied the benefits of, or be subjected to discrimination under any program or activity
receiving federal financial assistance.‖                      —42 U.S.C. § 2000d.

Different treatment based on a person's inability to speak, read, write, or understand English may be a type of
national origin discrimination.

Recipients and Federal Government Executive Order 13166
This Order, ―Improving Access to Services for Persons with Limited English Proficiency,‖ directed federal
agencies to:
•    Publish guidance on how their recipients can provide access to LEP
     persons.
•    Improve the language accessibility of their own federal programs.
•    Break down language barriers by implementing consistent standards of
     language assistance across federal agencies and amongst all recipients of federal financial assistance.
The Order covers all federal and federally assisted programs and activities.

Obligations
Four-Factor Analysis
Recipients of federal financial assistance have an obligation to reduce language barriers that can preclude
meaningful access by LEP persons to important benefits, rights, programs, information, and services. (The
                                                        55
federal government has the same obligations as a result of Executive Order 13166.) The starting point is an
individualized assessment that balances the following four factors:

   1. The number or proportion of LEP persons eligible to be served or likely to be encountered by the program
       or grantee/recipient;
   2. The frequency with which LEP individuals come in contact with the program;
   3. The nature and importance of the program, activity, or service provided by the program to people's lives;
       and
   4. The resources available to the grantee/recipient and costs.

Elements of a LEP
Elements that may be helpful in designing an LEP policy or plan:
•   Identifying LEP persons who need language
    assistance
•   Identifying ways in which language assistance will be provided
•   Training staff
•   Providing notice to LEP persons
•   Monitoring and updating LEP policy

Examples of Language Assistance Services
•   Direct foreign language communication by fluent bilingual staff
•   Interpretation (oral), conducted in-person or via telephone by qualified interpreters
    Translation (written) by qualified translators

Instructions
Develop a plan/protocol on how your agency is or will work with victims of crime with LEP. It must be clear,
concise and your agency must have the ability to carry it out. This is a separate section in the application packet.


IX. ASSURANCES, CERTIFICATIONS, CIVIL RIGHTS FORMS

Complete the forms included in this section.




                                                        56
OMB APPROVAL NO. 1121-0140                                    ASSURANCES
The Applicant hereby assures and certifies compliance with all Federal statutes, regulations, policies, guidelines and requirements, including
OMB Circulars No. A-21, A-110, A-122, A-128, A-87; E.O. 12372 and Uniform Administrative Requirements for Grants and Cooperative
Agreements 28 CFR, Part 66,Common rule, that govern the application, acceptance and use of Federal funds for this federally-assisted
project. Also the Applicant assures and certifies that:

1. It possesses legal authority to apply for the grant; that a resolution, motion or similar action has been duly adopted or passed as an official act of
the applicant's governing body, authorizing the filing of the application, including all understandings and assurances contained therein, and directing
and authorizing the person identified as the official representative of the applicant to act in connection with the application and to provide such
additional information may be required.

2. It will comply with requirements of the provisions of the Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (P.L. 91-
646) which provides for fair and equitable treatment of persons displaced as a result of Federal and federally-assisted projects.

3. It will comply with provisions of Federal law which limit certain political activities of employees of a State or local unit of government whose
principal employment is in connection with an activity financed in whole or in part by Federal grants. (5 USC 1501, et seq.)

4.   It will comply with the minimum wage and maximum hours provisions of the Federal Fair Labor Standards Act

5. It will establish safeguards to prohibit employees from using their positions for a purpose that is or gives the appearance of being motivated by a
desire for private gain for themselves or others, particularly those with whom they have family, business, or other ties.

6. It will give the sponsoring agency or the Comptroller General, through any authorized representative, access to and the right to examine all
records, books, papers, or documents related to the grant.

7. It will comply with all requirements imposed by the Federal-sponsoring agency concerning special requirements of law, project requirements,
and other administrative requirements.

8. It will insure that the facilities under its ownership, lease or supervision which shall be utilized in the accomplishment of the project are not
listed on the Environmental Protection Agency's (EPA) list of Violating Facilities and that it will notify the Federal grantor agency of the receipt of
any communication from the Director of the EPA Office of Federal Activities indicating that a facility to be used in the project is under consideration
for listing by the EPA.

9. It will comply with the flood insurance purchase requirements of Section 102(a) of the Flood Disaster Protection Act of 1973, Public Law 93-
234, 87 Stat. 975, approved December 31, 1976, Section 102(a) requires, on and after March 2, 1975, the purchase of flood insurance in
communities where such insurance is available as a condition for the receipt of any Federal financial assistance for construction or acquisition
purposes for use in any area that has been identified by the Secretary of the Department of Housing and Urban Development as an area having
special flood hazards. The phrase "Federal financial assistance" includes any form of loan, grant, guaranty, insurance payment, rebate, subsidy,
disaster assistance loan or grant, or any other form of direct or indirect Federal assistance. 10.    It will assist the Federal grantor agency in its
compliance with Section 106 of the National Historic Preservation Act of 1966 as amended (16 USC 470), Executive Order 11593, and the
Archeological and Historical Preservation Act of 1966 (16 USC 569a-1 et seq.) by (a) consulting with the State Historic Preservation Officer on the
conduct of Investigations, as necessary, to identify properties listed in or eligible for inclusion in the National Register of Historic Places that are
subject to adverse effects (see 36 CFR Part 800.8) by the activity, and notifying the Federal grantor agency of the existence of any such properties
and by (b) complying with all requirements established by the Federal grantor agency to avoid
or mitigate adverse effects upon such properties.

11. It will comply, and assure the compliance of all its sub grantees and contractors, with the applicable provisions of Title I of the Omnibus Crime
Control and Safe Streets Act of 1968, as amended, the Juvenile Justice and Delinquency Prevention Act, or the Victims of Crime Act, as appropriate;
the provisions of the current edition of the Office of Justice Projects Financial and Administrative Guide for Grants, M7100.1; and all other
applicable Federal laws, orders, circulars, or regulations.

12. It will comply with the provisions of 28 CFR applicable to grants and cooperative agreements including Part 18, Administrative Review
Procedure; Part 20, Criminal Justice Information Systems; Part 22, Confidentiality of Identifiable Research and Statistical Information; Part 23,
Criminal Intelligence Systems Operating Policies; Part 30, Intergovernmental Review of Department of Justice Projects and Activities; Part 42,
Nondiscrimination/Equal Employment Opportunity Policies and Procedures; Part 61, Procedures for Implementing the National Environmental
Policy Act; Part 63, Floodplain Management and Wetland Protection Procedures; and Federal laws or regulations applicable to Federal Assistance
Projects.

13. It will comply, and all its contractors will comply, with the non- discrimination requirements of the Omnibus Crime Control and Safe Streets
Act of 1968, as amended, 42 USC 3789(d), or Victims of Crime Act (as appropriate); Title VI of the Civil Rights Act of 1964, as amended; Section
504 of the Rehabilitation Act of 1973, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990); Title IX of the
Education Amendments of 1972; the Age Discrimination Act of 1975; Department of Justice Non-Discrimination Regulations, 28 CFR Part 42,
Subparts C,D,E, and G; and Department of Justice regulations on disability discrimination, 28 CFR Part 35 and Part 39.

14. In the event a Federal or State court or Federal or State administrative agency makes a finding of discrimination after a due process hearing on
the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the recipient will forward a copy of the finding to
the Office for Civil Rights, Office of Justice Projects.

15. It will provide an Equal Employment Opportunity Project if required to maintain one, where the application is for $500,000 or more.

16. It will comply with the provisions prohibits of the Coastal Barrier Resources Act (P.L. 97-348) dated October 19, 1982 (16 USC 3501 et seq.),
which prohibits the expenditure of most new Federal funds within the units of                         the Coastal Barrier Resources System.

Signature                                                                         Date




                                                                           57
                 U.S. DEPARTMENT OF JUSTICE
                 OFFICE OF JUSTICE PROJECTS
                 OFFICE OF THE COMPTROLLER

CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND
OTHER    RESPONSIBILITY   MATTERS;   AND   DRUG-FREE    WORKPLACE
REQUIREMENTS
 Applicants should refer to the regulations cited below to determine the certification to which they are required to attest. Applicants should also
 review the instructions for certification included in the regulations before completing this form. Signature of this form provides for compliance with
 certification requirements under 28 CFR Part 69, “New Restrictions on Lobbying” and 28 CFR Part 67, “Government-wide Debarment and
 Suspension (Nonpro-curement) and Government-wide Requirements for Drug-Free Workplace (Grants).” The certifications shall be treated as a
 material representation of fact upon which reliance will be placed when the Department of Justice determines to award the covered transaction,
 grant, or cooperative agreement.
                                                                                   or commission of embezzlement, theft, forgery,
    1. LOBBYING
                                                                                   bribery, falsification or destruction of records, making false
   As required by Section 1352, Title 31 of the U.S. Code, and
                                                                                   statements, or receiving stolen property;
   implemented at 28 CFR Part 69, for persons entering into a
   grant or cooperative agreement over $100,000, as defined at
                                                                                   (c) Are not presently indicted for or otherwise criminally or
   28 CFR Part 69, the applicant certifies that:
                                                                                   civilly charged by a governmental entity (Federal, State, or
   (a) No Federal appropriated funds have been paid or will be                     local) with commission of any of the offenses enumerated in
   paid, by or on behalf of the undersigned, to any person for                     paragraph (1)(b) of this certification; and
   in- fluencing or attempting to influence an officer or
   employee of any agency, a Member of Congress, an                                (d) Have not within a three-year period preceding this applica-
   officer or employee of                                                          tion had one or more public transactions (Federal, State, or
   Congress, or an employee of a Member of Congress in con-                        local) terminated for cause or default; and
   nection with the making of any Federal grant, the entering into
   of any cooperative agreement, and the extension, continuation,                  B. Where the applicant is unable to certify to any of the
   renewal, amendment, or modification of any Federal grant or                     statements in this certification, he or she shall attach an
   cooperative agreement;                                                          explanation to this application.
  (b) If any funds other than Federal appropriated funds have
                                                                                  3. DRUG-FREE WORKPLACE
  been paid or will be paid to any person for influencing or at-
                                                                                  (GRANTEES OTHER THAN INDIVIDUALS)
  tempting to influence an officer or employee of any agency, a
  Member of Congress, an officer or employee of Congress, or                      As required by the Drug-Free Workplace Act of 1988, and
  an employee of a Member of Congress in connection with this                     implemented at 28 CFR Part 67, Subpart F, for grantees, as
  Federal grant or cooperative agreement, the undersigned shall                   defined at 28 CFR Part 67 Sections 67.615 and 67.620—
  complete and submit Standard Form - LLL, “Disclosure of
  Lobbying Activities,” in accordance with its instructions;                      A. The applicant certifies that it will or will continue to provide
                                                                                  a drug-free workplace by:
  (c) The undersigned shall require that the language of this cer-
  tification be included in the award documents for all subawards                 (a) Publishing a statement notifying employees that the
  at all tiers (including subgrants, contracts under grants and                   unlawful manufacture, distribution, dispensing, possession, or
  cooperative agreements, and subcontracts) and that all sub-                     use of a controlled substance is prohibited in the grantee’s
  recipients shall certify and disclose accordingly.                              workplace and specifying the actions that will be taken against
  2. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY                              employees for violation of such prohibition;
  MATTERS (DIRECT RECIPIENT)
                                                                                  (b) Establishing an on-going drug-free awareness project to
  As required by Executive Order 12549, Debarment and                             inform employees about—
  Suspension, and implemented at 28 CFR Part 67, for prospec-
  Tive participants in primary covered transactions, as defined at                (1) The dangers of drug abuse in the workplace;
  28 CFR Part 67, Section 67.510—
                                                                                  (2) The grantee’s policy of maintaining a drug-free workplace;
  A. The applicant certifies that it and its principals:
                                                                                  (3) Any available drug counseling, rehabilitation, and employee
  (a) Are not presently debarred, suspended, proposed for debar-                  assistance projects; and
  ment, declared ineligible, sentenced to a denial of Federal
                                                                                  (4) The penalties that may be imposed upon employees for
  benefits by a State or Federal court, or voluntarily excluded
                                                                                  drug abuse violations occurring in the workplace;
  from covered transactions by any Federal department
  or agency;                                                                      (c) Making it a requirement that each employee to be engaged
                                                                                  in the performance of the grant be given a copy of the state-ment
  (b) Have not within a three-year period preceding this applica-                 required by paragraph (a);
  tion been convicted of or had a civil judgment rendered against
  them for commission of fraud or a criminal offense in connec-                   (d) Notifying the employee in the statement required by para-graph
  tion with obtaining, attempting to obtain, or performing a                      (a) that, as a condition of employment under the grant,
                                                                                  the employee will—




                                                                        58
(1) Abide by the terms of the statement; and

(2) Notify the employer in writing of his or her conviction for a
violation of a criminal drug statute occurring in the workplace
no later than five calendar days after such conviction;

(e) Notifying the agency, in writing, within 10 calendar days                     Check  if there are workplaces on file that are not indentified
after receiving notice under subparagraph (d)(2) from an                          here.
employee or otherwise receiving actual notice of such convic-tion.
Employers of convicted employees must provide notice, including                   Section 67, 630 of the regulations provides that a grantee that
position title, to: Department of Justice, Office of                              is a State may elect to make one certification in each Federal
Justice Projects, ATTN: Control Desk, 633 Indiana Avenue,                         fiscal year. A copy of which should be included with each ap-plication
N.W., Washington, D.C. 20531. Notice shall include the iden-                      for Department of Justice funding. States and State
Ification number(s) of each affected grant;                                       agencies may elect to use OJP Form 4061/7.
                                                                                  Check if the State has elected to complete OJP Form
(f) Taking one of the following actions, within 30 calendar
                                                                                  4061/7.
days of receiving notice under subparagraph (d)(2), with
respect to any employee who is so convicted—
                                                                                  DRUG-FREE WORKPLACE
(1) Taking appropriate personnel action against such an                           (GRANTEES WHO ARE INDIVIDUALS)
employee, up to and including termination, consistent with the
requirements of the Rehabilitation Act of 1973, as amended; or                    As required by the Drug-Free Workplace Act of 1988, and
                                                                                  implemented at 28 CFR Part 67, Subpart F, for grantees, as
(2) Requiring such employee to participate satisfactorily in a                    defined at 28 CFR Part 67; Sections 67.615 and 67.620—
drug abuse assistance or rehabilitation project approved for
such purposes by a Federal, State, or local health, law enforce-                  A. As a condition of the grant, I certify that I will not engage
ment, or other appropriate agency;                                                in the unlawful manufacture, distribution, dispensing, posses-sion,
                                                                                  or use of a controlled substance in conducting any
(g) Making a good faith effort to continue to maintain a drug-                    activity with the grant; and
free workplace through implementation of paragraphs (a), (b),
(c), (d), (e), and (f).                                                           B. If convicted of a criminal drug offense resulting from a
                                                                                  violation occurring during the conduct of any grant activity, I
B. The grantee may insert in the space provided below the                         will report the conviction, in writing, within 10 calendar days
site(s) for the performance of work done in connection with                       of the conviction, to: Department of Justice, Office of Justice
the specific grant:                                                               Projects, ATTN: Control Desk, 810 Seventh Street NW.,
                                                                                  Washington, DC 20531.
Place of Performance (Street address, city, county, state, zip
code)

As the duly authorized representative of the applicant, I hereby certify that the applicant will comply with the above certifications.


1. Grantee Name and Address:




2. Application Number and/or Project Name                                                                         3. Grantee IRS/Vendor Number




4. Typed Name and Title of Authorized Representative




5. Signature                                                                                                      6. Date



OJP FORM 4061/6 (3-91) REPLACES OJP FORMS 4061/2, 4061/3 AND 4061/4 WHICH ARE OBSOLETE.




                                                                           59
                        CERTIFICATION OF COMPLIANCE WITH REGULATIONS
                     OFFICE FOR CIVIL RIGHTS OFFICE OF JUSTICE PROGRAMS
        FOR SUBGRANTS ISSUED BY THE NEW MEXICO CRIME VICTIMS REPARATION COMMISSION

     INSTRUCTIONS: Complete the identifying information, which is found on the Statement of Grant Award (SOGA), in
     the table below. Read the form completely, identifying, under “I,” the person responsible for reporting civil rights
     findings; and checking only the one certification under “II” that applies to your agency. Have your Authorized
     Official sign at the bottom of page 2, forward a copy to the person you identified under “I” and return the original to
     the New Mexico Crime Victims Reparation Commission, 8100 Mountain Rd. NE, Suite 106, Albuquerque, NM 87110
     within 45 days of the grant awarded beginning date.

     Grant # 2009-SG-B9-0145                               Grant Project Title:

     Subgrantee Name                   (Funded Entity):

     Address:

     Duration: Beginning date:                                                 End date:                              Award: $
     Project Director’s Name & Phone
     Telephone#:
      AUTHORIZED OFFICIAL’S CERTIFICATION: As the Authorized Official for the above Subgrantee, I certify, by my signature below,
      that I have read and am fully cognizant of our duties and responsibilities under this Certification.
I.     CIVIL RIGHTS REQUIREMENTS OF SUBGRANT RECIPIENTS: All subgrant recipients regardless of the type of entity or the amount
      awarded, are subject to the prohibitions against discrimination in any program or activity.

      I certify that this project will maintain, and submit when required, data to ensure our services are delivered in an equitable manner to all segments
      of the service population and our employment practices comply with Equal Opportunity Requirements, 28 CRF 42.207 and 42.301 et seq.
      I also certify that the person in this agency or unit of government who is responsible for reporting civil rights findings of discrimination will submit
      these findings to the Division of Criminal Justice within 45 days of the finding, and/or if the findings occurred prior to the grant award beginning
      date, within 45 days of the grant award beginning date. A copy of this Certification will be provided to this person, as identified here:
      Person responsible for reporting civil rights findings of discrimination: (Name, address & phone)



II. EQUAL EMPLOYMENT OPPORTUNITY PLAN (EEOP) CERTIFICATIONS:
    CHECK the box before ONLY THE ONE APPROPRIATE CERTIFICATION (A, B, C1 OR C2 below) that applies
    to this subgrantee during the period of the grant duration noted above.

      CERTIFICATION “A” [NO EEOP IS REQUIRED if (1), (2) or (3), below, apply.]
       This is the Certification that most non-profits and small agencies will use. Check (1), (2) and/or (3) as they apply to your entity.
       (More than one may apply.)

          This funded entity has not been awarded more than $1 million cumulatively from all programs administered by the U.S.
          Department of Justice over an 18-month period that includes the above grant durations period, and
           (1) is an educational, medical or non-profit institution or an Indian Tribe; and/or
           (2) has less than 50 employees, and/or
                                                                                     56
       (3) was awarded through this grant from the New Mexico Crime Victims Reparation Commission less than $25,000 in
      federal U.S. Department of Justice funds.

      Therefore, I hereby certify that this funded entity is not required to maintain an EEOP, pursuant to 28 CRF 42.301, et seq.

      CERTIFICATION OF COMPLIANCE WITH REGULATIONS, OFFICE FOR CIVIL RIGHTS, OFFICE OF
      JUSTICE PROGRAMS

 CERTIFICATION “B” (EEOP MUST BE ON FILE)
  This funded entity, as a for-profit entity or a state or local government having 50 or more employees, was awarded,
  through this grant from the New Mexico Crime Victims Reparation Commission more than $25,000, but less than
  $500,000 in federal U.S. Department of Justice funds. Also, it has not been awarded more than $1 million cumulatively
  from all programs administered by the U.S. Department of Justice over an 18-month period that includes the above grant
  duration period.

    Therefore, I hereby certify that the funded entity has formulated an Equal Employment Opportunity Plan in accordance with
    28 CFR 42.301, et seq., subpart E, that it has been signed into effect by the proper authority and disseminated to all
    employees, and that it is on file for review or audit by officials of the New Mexico Crime Victims Reparation Commission
    or the Office for Civil Rights, Office of Justice Programs as required by relevant laws and regulations.

 CERTIFICATION “C1” (EEOP MUST BE SUBMITTED)
  This funded entity, as a for-profit entity or a state or local government having 50 or more employees, was awarded, through
  this grant from the New Mexico Crime Victims Reparation Commission more than $500,000 in federal U.S. Department of
  Justice funds, but it has not been awarded more than $1 million cumulatively from all programs administered by the U.S.
  Department of Justice over an 18-month period that includes the above grant duration period.

    Therefore, I hereby certify that the funded entity will submit, within 45 days of the award, an EEOP or an EEOP
    Short Form, that will include a section specifically analyzing the subgrantee (implementing) agency.

 CERTIFICATION “C2” (EEOP MUST BE SUBMITTED)
  This funded entity, having 50 or more employees, has been awarded more than $1 million cumulatively from all
  programs administered by the U.S. Department of Justice, including this subgrant from the New Mexico Crime
  Victims Reparation Commission, over an 18-month period that includes the above grant duration period.

    Therefore, I hereby certify that the funded entity will submit, within 45 days of the award, an EEOP or an EEOP
    Short Form, that will include a section specifically analyzing the subgrantee (implementing) agency. (If you have
    already submitted an EEOP applicable to this time period, send a copy of the letter received from the Office for
    Civil Rights showing that your EEOP is acceptable.)

As the Authorized Official for the above Subgrantee, I certify, by my signature below, that I have read and am fully cognizant or our duties and responsibilities
under this Certification.



[Authorized Official’s signature]                                                                                    [Date]



[Typed Name]                                                                                   [Title]


    This original signed form must be returned to the New Mexico Crime Victims Reparation Commission within 45 days of the
    grant award beginning date. You must also forward a signed copy to the person you identified under “I” on page 1.




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X. (con’t) ARTICLES OF INCORPORATION AND BY-LAWS, if any

Include in this section copies of the Articles of Incorporation and the By-Laws if a non-profit
organization.


IX. AUDIT AND LETTER OF FINDINGS WITH CORRECTIVE ACTIONS, if any

Attach a copy of the latest audit’s Management Letter. If there were findings, reportable conditions,
areas of concern outlined in a separate letter include the Letter of Finding along with any corrective
actions taken by the agency.


For Recovery Act VOCA/VAWA projects, please check that all eleven (11) sections are in place,
tabbed and labeled.

For Current VOCA projects, please check that all five (5) sections are in place, tabbed and labeled.


A marked original and 6 copies are due at the CVRC office on Friday, May 14, 2010 by 4:00 pm.




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