HomeMy WebLinkAbout2001 NS Manager - CJPP Continuation Grant Acceptance 2
STANDARD GRANT AWARD CONTRACT AND CONDITIONS
North Carolina Department of Correction
Division of Community Corrections
Criminal Justice Partnership Program
THIS GRANT AWARD CONTRACT IS MADE AND ENTERED INTO
this - day of November , 2001 , between the North Carolina Department of
Correction Criminal Justice Partnership Program, Grantor, and Orange Count
(Orange/Chatham) Grantee.
WHEREAS, the Grantor desires to award the Grantee a North Carolina Department of Correction
Criminal Justice Partnership Program (hereinafter referred to as "NCDOCCJPP") grant, and the
Grantee desires to accept said grant,upon the terms and conditions hereinafter set forth:
NOW, THEREFORE, IT IS MUTUALLY agreed as follows:
I. The Grantor pursuant to NC G.S.§143 B hereby awards a NCDOCCJPP grant in the
amount of $ 165.221.00 for the grant period of July 1,x.001 to June 30, 2002 ,
to become effective as set f6rth below, and subject to the availability of funds
appropriated by the North Carolina General Assembly. The Department of Correction
reserves the right to reallocate funds as managed by the Office of State Budget and
Management under the Executive Budget Act.
11. The Grantee covenants and agrees that a grant awarded to the Grantee as a result of
submission of a NCDOCCJPP plan or application shall be subject to and incorporate the
conditions set forth herein, and rules, regulations, and policies of the NCDOCCJPP. The
Grantee shall include provisions appropriate to carry out the purposes of these conditions
in all contracts of employment, consultant's agreements, and contracts issued under an
approved application. This contract may not be amended or altered without the written
consent of both parties,
1H. Applicable Rules/Regulations
A. Non-Supplanting Stipulation: The Grantee agrees that funds awarded pursuant to this
contract will not be used to supplant or replace federal, state or local funds otherwise
available for related NCDOCCJPP-funded activities.
B. Fiscal Regulations: The fiscal administration of grants shall be subject to such further
rules, regulations, and policies concerning accounting and records, payment of funds,
cost allowability, submission of financial reports, etc., as may be prescribed by the
NCDOCCJPP consistent with the purposes and authorizations of NC G.S.§1438 and 148.
It is the further responsibility of the Grantee to be aware of all rules, regulations, laws and
policies of the NCDOCCJPP, now existing or hereafter promulgated or amended,
pertaining to the administration of programs and projects funded by the NCDOCCJPP.
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C. Audit and Inspection: The Grantee agrees to have performed an annual audit of the
NCDOCCJPP-funded project and submit a copy to the Office of State Auditor and make
a copy available locally for inspection by NCDOCCJPP staff. This annual audit
requirement is satisfied if the NCDOCCJPP-funded program is part of the Grantee's
annual single audit. Grantees receiving $300,000 or more in NCDOCCJPP funding
annually must also meet audit compliance requirements of the Single Audit Act of 1984,
as amended. The North Carolina Department of Correction, and the State Auditor's
office, or any of their duly authorized representatives, shall have access for the purpose of
audit and examination to any books, documents, papers, and records that pertain to this
project. If as a result of inspection of the audit, any project expenditure is disallowed, the
NCDOCCJPP may in its sole discretion reduce the amount of the grant award by the
amount disallowed or demand repayment.
D. Reporting Requirements: The Grantee agrees to submit financial reports,
monitoring/evaluation reports and/or information in writing or electronically as required
by the NCDOCCJPP. The Grantee agrees to provide regular progress reports according
to.the schedule and format set by the NCDOCCJPP.
E. Release of Information: All non-client records, papers, and other documents kept by
the Grantee and any contracts under the grant relating to the receipt and disposition of
NCDOCCJPP funds are required to be made available under the terms and conditions of
applicable state regulations. These records must be kept on file for three years following
the close of each annual grant period.
F. Assignment of Interest: The Grantee shall not assign any interest in this grant
agreement and shall not transfer any interest, whether by assignment or notation, without
the prior written consent of the Grantor thereof, except as specified herein.
G. Third Party Participation: The Grantee may enter into a contract or agreement for
execution of NCDOCCJPP project activities or for provision of services described in the
approved NCDOCCJPP plan or application. Any such contracts or agreements shall
provide that the Grantee will retain ultimate control and responsibility for the project and
that the service provider or contractor shall be bound by the Grantee's NCDOCCJPP
grant award contract and conditions. This includes services provided to the Grantee by
an advisory board or any advisory board committees or subcommittees, by volunteers,by
state and local agencies or'any other parties. In any case, where the Grantee enters into
an agreement or a contract with third parties, and when such agreements or contracts are
not contrary to law, the NCDOCCJPP shall not be obligated or liable for any breach of
contract or other action in law to any party other than the original Grantee.
The Grantee is responsible for acquiring and following NCDOCCJPP guidelines covering
payment of indirect costs before agreeing to pay administrative costs with grant funds.
The Grantee shall provide one copy of any such written agreements or contract
_ documents to the NCDOCCJPP in, the Grantee's annual community corrections
plan or in any amendments involving the same. Approval of the Grantee's annual
community corrections plan or plan amendments shall constitute approval of
agreements or contracts contained therein.
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H. Criminal Penalties: Whoever embezzles,willfully misapplies, steals or obtains by fraud
any funds, assets, or property from a grant, whether received directly or indirectly from
the NCDOCCJPP, shall be subject to prosecution under applicable law. Whoever
knowingly and willfully falsifies or conceals any material fact in any application for
assistance submitted pursuant to the State-County Criminal Justice Partnership Act or in
any record required to be maintained pursuant to this contract, shall also be subject to
prosecution.
L Continuation of Funding: The Grantee understands that the awarding of any
NCDOCCJPP grant in no way assures or implies continuation of funding beyond the
project duration indicated on the grant award contract.
J. Waiver: It is agreed that the Grantor's failure to insist upon the strict performance of
any provision of this application or to exercise any right based upon a breach thereof, or
the acceptance of any performance during such a breach, shall not constitute a waiver of
any rights assigned to the Grantor under this application.
K. Title to Property: The title to all real or other property acquired or constructed in whole
or in part with grant funds in accordance with an approved budget and other requirements
set by the Grantor shall be held at all times by the Grantee county and may not be
reassigned. The deed to such property shall be held in the name of the Grantee county.
Said property is subject to transfer or divestment at the option of the NCDOCCJPP where
its use for project purposes is disallowed or discontinued. The proceeds of any transfer or
divestment of property shall belong to the North Carolina Department of Correction. All
items procured with NCDOCCJPP grant funds must be the property of the Grantee, not
any of its employees or contractors. The Grantee shall exercise due caution in the use,
maintenance, protection, and preservation of such property during the period of project
use.
If NCDOCCJPP funds are spent for an approved renovation project on rental property,
the Grantee is responsible for securing written agreements from the deed holder of the
renovated property stating the form in which the cost of said renovations will be repaid to
the Grantee. An example is waiver of lease or rental payments during the period in
which the cumulative amount of such payments equals the cost-of the renovation.
L. Selection of Facility Site: No grant funds may be expended for the purpose of
purchasing, constructing or remodeling a facility or locating a program unless all
necessary local land use ordinances and permits have been_ipet and the facility approved
for operation at the proposed site by the appropriate governing body. If there are no local
zoning ordinances in the jurisdiction in which the proposed facility or program will be
located, the Grantee must report this to the NCDOCCJPP before any funds are expended,
in order that a procedure for gathering public input on the proposed facility or program
can be put into place.
The Grantee shall be responsible for providing sufficient notification and review of a
particular site for a facility or program paid for in whole or in part with NCDOCCJPP
funds. The Grantee must provide written verification of site approval before proceeding
with the expenditure of any funds for such a facility, except that a fee such as reasonable
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earnest money may be paid with prior written approval of the NCDOCCJPP. Written
notice of plans to locate a facility or program shall be provided by the Grantee county to
the Board of County Commissioners in the Grantee county and, if a different county, to
the Board of County Commissioners in the county in which the proposed facility or
program is to be located. A copy of this notice shall also be provided to the Grantor.
It is the specific responsibility of the Grantee to ensure that the Board(s) of County
Commissioners and any local government body with authority over the Grantee county or
the jurisdiction in which the facility or program is to be located approves of the use of a
particular site for any operations paid for in whole or in part by NCDOCCJPP funds.
Further,title to any property must be held as stated in III.K. above.
IV. Operational Procedures
A. County Policies In Effect: The Grantee county shall manage the grant funds and ensure
that the program operation and all grant fund expenditures are carried out under the fiscal
policies of the Grantee county, except where otherwise provided for in this contract.
B. Implementation of Project Within Sixty Days: The Grantee agrees to implement
NCDOCCJPP projects within sixty days following the grant contract effective date,
except as provided below or be subject to automatic cancellation of the grant. An
extension may be authorized if requested and justified in writing during the initial sixty-
day period. Implementation includes hiring of staff or expenditure of funds as stated in
the budget of an approved NCDOCCJPP plan or application.
C. Accounting Requirements: Grantee agrees to record all project costs following
generally accepted fund accounting procedures. A separate account number or cost
recording system must separate all project costs from the Grantee's other or general
expenditures. Adequate documentation must be maintained for all project expenditures
and commitment of funds. Such financial records and supporting documentation must be
retained and available for audit purposes for three years following the end of the grant
period. Adequate documentation is defined as follows for each major budget category:
1. Personnel: Documentation must include time and attendance records, payroll
periods, payment rate and a brief description of the service(s) provided. Time
Reports must be signed by the employee and supervisor. This requirement
applies to all personnel paid from NCDOCCJPP grant funds. All salary increases
must comply with CJPP policy and be approved as.a part of the annual grant
submission or in subsequent program/budget amendment requests.
2. Contractual Services: For individual contractual service providers,
documentation must include the signed contract, time and attendance reports
showing time period, payment rate, hours per day and service(s) provided.
Documentation must be signed by the contractual service provider and the project
director. In case of organizations performing professional services,
documentation must include a detailed billing indicating services performed or
products delivered, payment rate consistent with contractual agreement, and
approval by the project director.
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3. Travel: Documentation must be detailed, to include date, destination, mileage,
reason for travel, and itemization of expenses. Receipts for parking, tuition,
registration, and lodging are required. Expense vouchers will include the
signature of the employee and supervisor. Travel expenses shall not exceed those
approved by the Grantee county. Travel in permanently assigned county vehicles
purchased with CJPP funds must be documented on a. travel log and kept
available for reviewing during monitoring visits.
4. Supplies and Other Operating Expenses and Equipment: Documentation must
include purchase order authorization, audited vendor invoices approved by the
project director (and other higher authorizing official, if appropriate). The
Grantee further agrees to maintain a current inventory of all project equipment
onsite at the project location.
5. Construction and Renovation: Documentation must include contracts for
services, payment rate consistent with contractual arrangement, construction
supply costs and invoices, architectural plans (if appropriate), dates for start and
completion of .projects, detailed billing to indicate services performed and/or
delivered, AND necessary approvals by project director. Any construction or
renovation performed by or for the Grantee shall be made according to local rules
and policies governing such activities, for example building permits. Payment of
rent shall not be made on facilities constructed, renovated or acquired with
NCDOCCJPP grant funds without prior written approval from NCDOCCJPP.
D. Payment and Utilization of Funds: Funds awarded are to be expended only for
purposes and activities covered by the Grantee's approved NCDOCCJPP plan or
application budget. Project funds may not be expended or committed prior to the
grant contract effective date. Project funds disbursement is subject to completion of
requirements set forth as a checklist in the award letter. This checklist of requirements is
incorporated by reference and made a part hereof. Project funds may not be expended
and will not be reimbursed until the Grantee submits its grant award contract signed by
the appropriate official or officials. Project funds will be made available through a
reimbursement procedure as provided by NCDOCCJPP policies and procedures.
Submission of reimbursement requests are required by the fifteenth day of each month
for the expenditures of the preceding month. Project funds may not be expended and
will not be reimbursed until the Grantee has entered all required offender data into
the NCDOCCJPP Information Management System (IMS) and has fully complied
with all other NCDOCCJPP reporting requirements;-including financial reports,
through the month for which reimbursement is being requested.
At no time shall the Grantee request or have on hand funds in excess of the amount
necessary for expenditure within the next ninety days. The balance of grant funds
remaining after the completion of a project as authorized in the approved application will
automatically revert to the NCDOCCJPP account for unrestricted reallocation by the
NCDOCCJPP as provided for in the Criminal Justice Partnership Act.
E. Grant Adjustment: The Grantee must obtain prior written approval from the
NCDOCCJPP for major project changes. These include, but are not limited to the
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following: a) changes of substance in project activities, designs, or research plans set
forth in the approved application; b) changes or deviations which might alter the project
scope or intent; c) changes in the project director and/or key professional personnel
identified in the approved application; d) changes in the approved budget with the
exception of those changes permitted in accordance with provisions cited later in this
section, and e) changes in the length of the grant period. -Requests for budget
amendments are to be submitted on the NCDOCCJPP Budget Amendment Forms. No
equipment purchases or salary increases not included in the approved budget may be
made without prior approval of NCDOCCJPP.
The Grantee may deviate from quantities of equipment items in the approved budget as
long as the total dollar amount of the equipment budget is not exceeded and the
equipment is being purchased at the lowest possible reasonable price, provided written
notification is submitted to the NCDOCCJPP prior to purchase. This notification shall be
maintained in the project file by both the NCDOCCJPP and the Grantee. In changing the
approved budget in the course of a grant year, the Grantee may not transfer a cumulative
total of more than $10,000 or 10% of the total award amount, whichever is less, without
prior approval of the NCDOCCJPP. This applies to transfers between, among or within
the major budget categories. All changes in the approved budget must comply with OPP
policy and requirements in the grant award, and all portions of the grant contract.
Requests for approval of budget amendments shall be made In time to allow ten
working days for staff review,and consideration. Budget amendments may not be
made after May 15 of the annual grant period. Transfers not requiring approval must
be reported in regularly required financial reports.
F. Procurement Standards and Procedures: Grantees shall meet the minimum
requirements for procurement standards and procedures contained in State law as further
limited in this paragraph. All items procured with NCDOCCJPP grant funds must be the
property of the Grantee, not any of its employees or contractors. All procurement shall
be accomplished.by obtaining adequate and effective competition to the maximum
practicable extent consistent with the value and specification of supplies and services to
be produced. Publicly advertised procurement with sealed bids and public openings shall
be the preferred method. A system of contract administration shall be maintained to
assure the following: 1) contractor conformity with the- terms, conditions, and
specifications of the contract purchase order and 2) adequate follow up of all deliveries.
The Grantee must maintain procurement records which provide documentation of
procurement action including the justification for sole or single source or the negotiated
method of procurement. The "cost plus a percentage of cost"-method of contracting shall
not be used.
G. Letting of Purchase Contracts: All purchases of furniture, fixtures, equipment,
materials and supplies for the project described in the approved application shall be made
at the lowest possible reasonable price. The Grantee agrees to adhere to the following
requirements in making such purchases: a) when the purchase will require more than
$1,000 but less than $2,500, informal bids shall be awarded to the lowest responsible
bidder, taking into consideration quality, performance and the time specified for
performance, although if this requirement is in conflict with Grantee county policy, that
county policy may be applied; b) all other purchases shall be made through the Grantee's
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normal commercial purchasing procedures. The NCDOCCJPP reserves the right to
establish the price or set the allowable cost.value of any items acquired by the Grantee
without compliance with these provisions.
All new vehicles purchased with project funds must follow formal bid procedures. This
procedure involves soliciting sealed bids from qualified sources of supply. The
requirement is legally advertised and bids are opened in public. At least two responsible
bids must be received and the lowest bid must be accepted. Any vehicle purchase
requires prior approval of the NCDOCCJPP. Counties also have the option to make
purchases under State contract. All such purchases made with NCDOCCJPP grant
funds must result in ownership by the Grantee county of purchased items.
H. Year-End Expenditures: All expenditures must be made by June 30, 2002 in order to
be reimbursed from fiscal year 2001-02 funds. The Grantee must request
reimbursement of funds spent in a grant year by August 15 following the last day of
that grant year. Any request for reimbursement made after August 15 will be paid
from current year grant funds, if such funds are available. Additionally, each
Grantee shall submit by March 31 of each year a summary of projected current
grant year expenditures for implementation and discretionary funds.
V. Allowable/Non-allowable Costs
A. Allowable Costs: The allowability of costs incurred under any grant shall be determined
in accordance with the general principles of allowability and standards set by the
NCDOCCJPP. If the allowability of an expenditure cannot be determined because
records or documentation are inadequate,the questionable cost shall be disallowed.
B. Expenses Not Allowable: The Grantee may not expend grant funds for the following: a)
items not part of the approved budget; b) indirect costs. The Grantee may not expend
funds for the following unless specified in the Grantee's plan or application for funding
and approved by the NCDOCCJPP: a) construction or renovation of a facility, structure
or building; b) purchase of automobiles or vehicles; and c) purchase of buildings and
associated land or payment of real estate mortgages or taxes. The Grantee may not
expend grant funds for the following unless prior written approval separate from the
Grantee's plan and application is obtained from the NCDOCCJPP: a) purchase of raw
land or b)entertainment.
C. Personnel: All of the duties and services rendered or performed in the activity of this
project will be under the Grantee's supervision, and all per—s'onnel engaged in the work
shall be fully qualified and shall be authorized or permitted under federal, state, and local
law to perform such services. Salary and other compensation for county personnel
engaged in the work shall be based on established county personnel policies covering
qualifications and development and maintenance of job descriptions, and salaries shall be
established in accordance with the county's approved pay classification plan.
Personnel costs shall not be allowable as costs to be financed In whole or in part
with this grant award, unless the position or allowable cost thereof is specifically
con-tained within the narrative portion of the application and the approved budget
and then only as to the cost therein designated as approved. All increases in county
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personnel salaries and other compensation must be implemented in accordance with
the county's personnel polices and pay classification plan, as approved by the
County Board of Commissioners. Documentation of such increases shall be made
available to the NCDOCCJPP upon request.
D. Contracts for Professional Services: The Grantee assures that in any NCDOCCJPP
program or project requiring the procurement of contractual services a competitive
bidding or competitive negotiation process will be used when appropriate and practical
and when required by law or by county policy. In all cases the Grantee shall secure the
most cost-effective manner of providing services. In the case where the county opts not
to use a competitive process and the cost of contractual services exceeds the range of
typical rates for such services in other counties, the NCDOCCJPP may require the county
to make a request for proposals or utilize competitive bidding before expending funds for
contractual services.
Contracts shall contain information about the scope and costs of services to be rendered
and the number of persons to be served. The Grantee shall draft service contracts
according to CJPP guidelines for proposed contracts, and the Grantee shall have the
responsibility for securing from CJPP such guidelines before entering into contracts for
services.
A copy of the proposed contract must be submitted for consideration during the
NCDOCCJPP review of the'Grantee's plan or application. No funds may be
expended for contract agreements until such contracts are received and approved as
a part of the grant application process.
E. Insurance and Indemnification: Grant funds may not be committed for insurance or
indemnification expenses unless the Grantee's plan and application demonstrate that a)
types and extent and cost of coverage will be in accordance with local government policy
and sound business practice and b)costs will not be charged for contributions to a reserve
for a self-insurance program. Grant funds may not be requested by the Grantee if any
expenditures are to be made for insurance or indemnification costs for which the above
certification cannot be made unless complete details and justification have been
submitted to the NCDOCCJPP and prior approval has been granted.
F. Rent and/or Lease of Space or Equipment: All leases entered into for purposes of a
funded project shall be made at the lowest reasonable prices. The Grantee may use its
normal leasing procedures and space requirements for employees. The rental charge
must be consistent with prevailing rates in the area. The Grantor shall not be obligated
for any rent or lease agreement beyond the grant period.
Any leaseholder improvements to be made by the Grantee must be included in the
approved grant budget. The Grantee must secure written documentation of the extent to
which the Grantee will be compensated for such leaseholder improvements by the lessor
(reduction in the charge for rent,etc.).
G. Travel, Lodging and Subsistence: Expenditures and allowable cost value for travel,
lodging and subsistence shall not exceed the normal and usual amount allowable by the
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Grantee for such costs under rules and policies applicable to Grantee's official business.
In the event that Grantee has no established rule, regulation, or policy regarding such
expenses, the maximum payment and allowable cost will be the current prevailing rates
allowed for North Carolina state employees. Any deviation from the aforementioned
expense allowances must be approved by the Grantor in writing before being incurred.
Prior approval by the NCDOCCJPP is required for all out-of-state travel to be paid
with grant funds, except for any such trips specified in the approved plan and
application.
H. Equipment and Other Capital Expenditures: The Grantee hereby certifies that a) no
other equipment owned by the Grantee is available for the project; b) grant funds will not
be used to provide reimbursement for the purchase price of equipment owned by the
Grantee; c) if equipment is used for purposes other than this project, the appropriate
proration of costs to each activity involved will be effected; and d) the cost of equipment
purchased with Grantee funds will be reduced to the extent of resale/recovery value
where use of such equipment for carrying out the purposes of the grant project is
discontinued either during the life of the project or at the end of the grant period. Grant
funds exceeding $20,000 may not be expended or committed for the acquisition or
lease of automatic data processing equipment, whether by outright purchase, rental
purchase agreement, or by other method purchase without prior Grantor approval.
The Grantor shall not be obligated for any payments for equipment or other capital
expenditures beyond the grant period.
VI. Grant Reduction/Termination of Grant
A. Grant Reduction: In the event that any costs to be financed in whole or in part by funds
for this grant are disallowed, the Grantor may, in its sole discretion: a) reduce the amount
of the grant by the amount of the cost that is disallowed; or b) apply the amount of the
cost that is disallowed to some other cost of the program or project. The amount of any
reduction in the grant award shall, in the discretion of the Grantor, be immediately
recoverable from the Grantee by the Grantor if the grant award is reduced due to
disallowance of costs.
B. Grant Termination: This grant may be terminated or fund payments suspended by the
Secretary of the North Carolina Department of Correction where there is a failure to
comply with the terms and conditions of the following:
a. the approved plan and application and attachments;
b. the grant award contract and specific conditions or requirements;
C. any state or federal law to which compliance is required;
d. any policies of the State of North Carolina or the NCDOCCJPP; or
e. an audit report which includes audit exceptions not answered to the satisfaction of
the NCDOCCJPP.
Upon finding of failure to comply, the Director of the Division of Community
Corrections shall follow the procedure outlined in the statute governing the program (NC
G.S.§143B-273.8).
VII. Employee Activities
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A. Conflict of Interest: No individual, public official, or employee of a state or unit of
local government to which a NCDOCCJPP funded project is awarded may participate in
an administrative decision with respect to the project if such a decision can be expected
to result in any benefit or remuneration, such as a royalty, commission, contract,
contingent fee, brokerage fee, dividend, or other benefits or income to him/her or any
member of his/her immediate family.
B. Partisan Political Activity Prohibited: None of the funds, materials, property, or
services provided directly or indirectly under this grant shall be used for any partisan
political activity, to further the election or defeat of any candidate for public office, or for
publicity or propaganda purposes designed to support or to defeat legislation pending
before any legislative body,or a referendum or other matter before the electorate.
VIII. Products/Income from Grants
A. Copyrights: Where activities supported by this grant produce original books, films,
computer programs or other copyrightable material, the Grantee may copyright such, but
the NCDOCCJPP preserves a royalty-free, nonexclusive and irrevocable license to
reproduce, publish, and use such materials, and to authorize others to do so. Any
royalties received from copyrights and patents during the grant period shall be retained
by the Grantee and incorporated into the grant budget.
B. Publications: The Grantee may publish, at its own expense, the results of grant activity
without prior review by the NCDOCCJPP provided that any publication (written, oral, or
visual) contains an acknowledgment of the NCDOCCJPP support and disclosure of the
cost of each copy of the publication. The cost disclosure shall state the total number of
pieces published and the cost of each. At least one copy of any such publication must
be furnished to the NCDOCCJPP, except as otherwise requested and approved.
Publication of documents or reports with grant funds beyond quantities required to meet
standard report requirements must be provided for in approved project plans or budgets
or otherwise approved by the NCDOCCJPP.
C. Publication Statements: The Grantee agrees that any publication (written, visual, or
audio,but excluding news releases,newsletters, and issue analyses) issued by the Grantee
or by any subcontractor describing programs or projects funded in whole or in part with
State funds,shall contain the following statement:
"This project was supported by a grant provided by the NCDOCCJPP. Points of view or
opinions contained within this document are those of the author and do not necessarily
represent the official position or policies of the North Carolina Department of Correction
Criminal Justice Partnership Program."
The Grantee also agrees that one copy of any such publication will be submitted to
NCDOCCJPP to be placed on file and distributed as appropriate to other potential
Grantees or interested parties. The NCDOCCJPP may waive the requirement for
submission of any specific publication upon submission of a request providing
justification from the Grantee.
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12
D. Project Income: All interest or other income earned by the Grantee with respect to grant
funds or as a result of conduct of the grant project (contributions from public or private
sources, sale of publications, client fees, registration fees, service charges on fees,
medical or other insurance payments, divestment of property, disallowed costs, etc.)must
be accounted for in program records. All income must be reported in the NCDOCCJPP
project income report, and if the project income report is approved by the NCDOCCJPP,
such income must be used to expand the scope of services in the approved budget and
project plan or state funds must be reduced by the amount of the interest or income
earned.
E. Computerized system: If computer software is produced under a grant, the Grantee
agrees to make such available to NCDOCCJPP for transfer to authorized users without
cost other than directly associated with the transfer. Systems must be documented in
sufficient detail to enable a competent data processing staff to adapt the system, or
portions thereof, to usage on a computer of similar size and configuration, of any
manufacturer. The Grantee further agrees to provide complete copies of documentation
to the NCDOCCJPP. Documentation will include .but not be limited to system
description, operation instructions, user instructions, program maintenance instruction,
input forms, file description, report formats, program listings and flow charts for the
system and programs. The Grantee agrees that whenever possible all application
programs will be written in order that they may be transferred readily to another
authorized user. The Grantee agrees to avail himself/herself, to the maximum practicable
extent, of computer software already produced and available.
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IN WITNESS WHEREOF,the parties hereto have set their hands and seals the day, month and
year first above written.
North Carolina Department of Correction, Division of Community
Corrections, Criminal Justice Partnership Program
(Seal)By
North Carolina Department of Correction Authorized Official
County(ies) of
(Seal)By
County Authorized Official
i
I
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