OCJS – TRAFFIC SAFETY FFY 2013 Pre-Grant Presentation

OCJS – TRAFFIC SAFETY FFY 2013 Pre-Grant Presentation

FFY 2013 Solicitation Package The FFY 2013 Solicitation Package is available in PDF format online at http://ghsogrants.dps.state.oh.us On the left side, click on Traffic Safety Proposal Package All grants - Pages 3 – 28 Traffic Engineering – Pages 69 – 71 This presentation will cover highlights of the package, review the entire package before submitting your proposal. All 2011 data referenced in this document is preliminary.

Regional Planners Assignment Anne Stewart-Stallings – Northeast Planner Jackie Stephenson – Northwest Planner Rhonda Meggitt – Southern Planner

Regional Law Enforcement Liaison (LEL) Assignment Rick Beverley – Northeast Frank Arvay – Northwest Mike Brining – Central and Southeast Chris Robertson – Southwest

Traffic Safety Grant Program Overview The Federal Highway Safety Act of 1966 directed the National Highway Traffic Safety Administration (NHTSA) and the Federal Highway Administration (FHWA) of the U.S. Department of Transportation to jointly administer various highway safety projects. This federal grant program provides federal funds administered through the Ohio Department of Public Safety (ODPS), Office of Criminal Justice Services (OCJS) to eligible entities to be used in part for, but not limited to, traffic safety education, enforcement and engineering projects.

Traffic Safety Grant Program Overview Funds are to be used for short-term highway safety support, with the intent that other sources of funding will sustain programs over the long term. The federal grant program operates on a reimbursement basis. OCJS will use the following criteria to determine each grant proposal’s funding eligibility: Met the submission deadline Met the minimum proposal requirements Explained how the proposal specifically helps reduce Ohio’s traffic- related fatal crashes

Traffic Safety Grant Program Overview OCJS will award grants based on: The amount of funding available to OCJS The total number of proposals submitted to OCJS Past performance of the sub-grantee (if applicable) OCJS reserves the right to limit the number of grants awarded and the awarded amounts at any time based on available funding, ability to impact statewide goals and performance.

Traffic Safety Grant Program Overview FFY 2013 Traffic Safety Grant Proposals must be submitted via the website no later than 11:59 p.m. on Sunday, July 1, 2012. Late proposals will not be considered for funding. OCJS is not responsible for an applicant’s personal computer or internet access failure occurring at the proposal deadline. In the event that OCJS experiences an internal server malfunction, OCJS will notify Proposal Administrators of an updated submission deadline.

Competitive Grants Funding Priorities Ohio has joined the national effort, Toward Zero Deaths: A National Strategy on Highway Safety. In 2011, there were 1,027 fatalities on Ohio’s roads. Ohio’s current fatality rate is .90 fatalities per 100 million vehicle miles traveled. Competitive grants will be directed toward those state and local community traffic safety activities that will have the greatest impact toward fatal crash reduction. Each proposal should focus on one or more of these issues: Alcohol/drug-impaired driving Restraint use Speed management And/or engineering studies

Problem Identification Process For FFY 2013, OCJS conducted an in-depth analysis of traffic crash data to identify and prioritize traffic safety problems and to target fatal crash locations for traffic safety programming. OCJS focuses the majority of its grant funding on these areas. They have been identified as locations where programming may have the most impact on a statewide level. The data used in this process include traffic crash data from 2009, 2010 and 2011.

Ohio’s Traffic Safety Goals Please see pages 5 – 7 of the FFY 2013 Grant Solicitation Package for Ohio’s statewide goals.

Standard Proposal Guidelines for All Grants Reimbursement Only Policy This federal grant program operates on a reimbursement basis. The administering agency must first incur the cost for approved expenditures and then apply for the reimbursement. Appropriate and accurate documentation will be required for each expense. Food Costs relating to food for meetings, award banquets, etc. are not allowable.

Standard Proposal Guidelines for All Grants Eligible Entities To be eligible to receive funds under this federal grant program, the proposing agency must be one of the following: Local unit of government or council of government (e.g., county, city, township, village, law enforcement agency, board of education, health department, metropolitan planning organization, etc.) State agency Non-profit organization, church, hospital, educational service center, college or university

Standard Proposal Guidelines for All Grants Required Personnel Each proposal is required to have at least one of each of the following: Authorizing Official – the authorizing official is usually the head of an organization/agency. This individual must possess or have the ability to obtain the legislative authority to enter into an agreement with OCJS, should the proposal be approved for funding. Project Director – The project director is designated as the agency’s liaison with OCJS by the authorizing official. Should the proposal be approved for OCJS funding, this individual will oversee the daily activities of the grant and ensure that the scope of work and evaluation are completed as proposed. This individual will also serve as the primary contact person for the grant. Fiscal Officer – The fiscal officer is responsible for the fiscal activities of the agency. This individual is responsible for overseeing the grant’s budget, as well as submitting properly prepared claims for reimbursement to OCJS.

Standard Proposal Guidelines for All Grants Grant Period and Project Commencement This federal grant period has a 12-month cycle (October 1 – September 30). Each approved proposal will begin grant activity based upon the assigned Authorized to Proceed Date and an executed agreement between OCJS and the administrating agency. It will terminate at the end of the federal fiscal year (September 30, 2013), unless otherwise specified in the agreement.

Standard Proposal Guidelines for All Grants Grant Period and Project Commencement No costs will be reimbursed for any activity performed prior to the designated authorized to proceed date or after the termination date of the agreement. Unspent funds that remain at the end of the grant period will be retained by OCJS.

Standard Proposal Guidelines for All Grants Preparing the Grant Proposal Adhere to the requirements described in each section. Periodically reviewing the instructions as the proposal is prepared will ensure full compliance with the requirements. Help menus are also available on the GRANTS system to be used in completing the proposal. Submitting a proposal that does not comply with the requirements could adversely affect the consideration that the proposal receives in the review and/or award process. Write a clear concise grant proposal that can be easily understood. Do not include past grant award activities and/or accomplishments.

Proposal Types Countywide OVI Task Roadway Safety Force High Visibility Enforcement Overtime Location Based Response System (LBRS) Traffic Engineering Safe Communities General (for all other traffic safety activities not listed)

Traffic Safety Grant Funding Policies All agencies receiving grants must comply with all federal, state, and local laws and regulations, including those mentioned in this section, as well as those noted in the Terms and Conditions (pages 12 – 28 of the FFY 2013 Grant Solicitation Package). Funding Limitations The basic funding eligibility factors listed in this document will apply to NHTSA grants in accordance with 23 USC Chapter 4 Section 402. They should be implemented in conjunction with the appropriate Office of Management and Budget (OMB) circular: State and Local Governments – OMB Circular A-87 Educational Institutions – OMB Circular A-21 Non-Profit Organizations – OMB Circular A-122 Hospitals – 45CFR Part 74 Appendix E

Traffic Safety Grant Funding Policies Funding Limitations To be allowable, costs must be necessary and reasonable. If in doubt, contact OCJS to determine if a particular cost item is fundable prior to submission of the proposal.

Traffic Safety Grant Funding Policies Auditing Requirements You are required to retain a copy of your most recent Audit Report, Management Letter and/or single Audit Report and provide it to OCJS upon request. Program Income Program income generated through the federal grant must be accurately documented (e.g., activity generating income, amount generated, how funds will be used to support traffic safety). Program income must be reported and made available to OCJS upon request.

Terms and Conditions The complete Terms and Conditions is on pages 12 – 28 of the FFY 2013 Grant Solicitation Package. 1) Agreement Any inconsistencies between agreements and any attached documents shall be resolved in favor of the most current revised agreement on the online system, which shall be the controlling document. 19) GRANTS User Accounts/Password Security For security purposes, each person using the GRANTS system must have a separate user name and password. Each account must have its own email account. Sub-grantee agency personnel must not share passwords with agency staff or OCJS staff.

Terms and Conditions 31) Reimbursement Claims This agreement will operate on a reimbursement basis only. The administering agency must first incur the costs for approved expenditures and then apply for the reimbursement. Appropriate and accurate documentation will be required for each expense. Claim schedules are set up either monthly or quarterly based on sub-grantees selection on the pre-activity form any changes from this schedule must be made by the sub-grantee in writing. Each sub-grantee must submit reimbursement claims by the due date assigned to the claim in the GRANTS System. 33) Narrative Progress Reports The timetable for submission of narrative progress reports will be determined by OCJS. Each sub-grantee must submit progress reports by the due date assigned to the report in the GRANTS system.

Terms and Conditions 36) Final Report and Final Claim A final comprehensive annual project activity report must be submitted to OCJS by November 1. a) b) Final reports not received by November 1 will result in a 10 percent penalty deduction to the final claim reimbursement. If a final project activity report is received after November 15, the final claim will not be reimbursed. A properly documented final claim for reimbursement must be submitted to OCJS by November 1. a) b) Final claims not received by November 1 will result in a 10 percent penalty deduction in the final claim reimbursement. Final claims received after November 15 will not be reimbursed.

Terms and Conditions 37) Records Retention All records relating to project activity and/or expenditures must be maintained for review by representatives of the federal or state government for at least three years following the final reimbursement payment. 39) Termination of Agreement Either OCJS or the sub-grantee may terminate this Agreement for any reason by giving the other party 30 days written notice. If the Agreement is cancelled under this provision, OCJs shall reimburse the sub-grantee for approved work completed and documented to that date. Upon termination all data results, reports and other materials developed by the sub-grantee will become the property of OCJS. All of the equipment, materials and/or supplies provided to the sub-grantee for use under this agreement must be returned to OCJS upon request within 30 days of said written notice. Should any change in federal funding adversely affect OCJS’s ability to complete the fiscal year’s activities, OCJS has the right to revise or terminate the agreement in writing.

Terms and Conditions 60) Final Study Reports All final study reports must include the short and long term recommendations with a cost estimate for each.

TRAFFIC ENGINEERING Proposal Guidelines

Traffic Engineering OCJS will fund roadway safety projects that support roadway analysis by focusing on intersection studies. Funds will be provided to perform a safety engineering study at high-risk intersections in the jurisdiction as outlined in the Traffic Engineering Manual. Intersections that are studied must be within the top ten crash intersections for the jurisdiction. Projects up to 20,000 will be considered. Intersection studies associated with the regional safety work plans developed through a MPO’s Safety Conscious Planning effort will be given first consideration for funding.

Traffic Engineering Allowable Costs Costs are allowable for highway safety consultants; the consultant must be on the Ohio Department of Transportations’ approved consultant list. All contracts for consultation services with any one vendor in excess of a combined total of 5,000 must be submitted to OCJS for review prior to their execution and are subject to the same laws, regulations, and policies that govern this potential agreement. Contracts must include “Special Provisions” as provided by OCJS.

Traffic Engineering Unallowable Costs Consultation Services Equipment Supplies and Materials Facilities and Construction Office Furnishings and Fixtures Grant Proposal Preparation and Submission Refer to pages 69 – 70 for details on each cost category.

TRAFFIC ENGINEERING GRANTS System

New Users If your agency is applying for a grant through the GRANTS System for the first time: Click on the “Create a new user account” link.

New Users Complete the contact information: 1.Name (First and Last are required. 2.Agency – Start typing the Agency Name (Example “Franklin” then click the “Find Agency” button. The computer will pull up a list of all agencies in the system with Franklin in the name. Select the correct agency. If the agency is not listed click “no agency found” to return to this screen and finish typing the agency’s name. 3.If you found your agency, this information will be self-populated. If your agency was not in the list, you will need to complete the address information. 4.Enter the Program Interest. For Traffic Safety Grant, enter the Type of Grant you are interested in (refer to the FFY2013 solicitation package for eligibility requirements). 5.Enter and confirm your email address. 6.Click “Register”. 6 1 2 3 4 5

New Users After clicking “Register”, you will be directed to a Confirm Registration Screen. 1.Select and confirm a password. 2.Click the “Confirm” button. Each request is processed manually by OCJS staff. In the next couple of days, you will likely receive an email from [email protected] requesting the following: Tax ID number DUNS number Type of Grant (If not listed on user request). Depending on volume of requests and the time it takes to receive the information back, it can take up to two weeks to have a fully activated account. Do not wait until the last minute to request your account! 2 1

Traffic Engineering – Initiate a New Proposal To apply for a new grant: 1. Select Traffic Engineering 2013 from the Drop Down 2. Click the “Apply for a New Grant” Button 1 2

Traffic Engineering – Program Components 1. Select Program Type from Drop Down 2. Name your program 3. Click the “Save” button 3 1 2

Traffic Engineering – Service Areas 1. Select the Service Area Type that best describes the jurisdiction. 2. Select the County. 3. Click the “Add” button. 4. Click on the “Representative Districts” Tab. 4 1 3 2

Traffic Engineering – Representative Districts 1. Select the appropriate Senate District(s) for the jurisdiction. 2. Select the appropriate House District(s) for the jurisdiction. 3. Select the appropriate US Congressional District(s) for the jurisdiction. 4. Click the “Add” button. 5. Click either link to return to the proposal menu. 5 1 2 3 4

Traffic Engineering – Proposal In Process You can save your work at any time and come back to finish. Proposal does not need to be completed all at once. A link to your initiated proposal will be on your Start Menu under your Task List the next time you log in.

Traffic Engineering – Assign Access To assign the required personnel: 1.Click on the View Applicant Information Link. 1

Traffic Engineering – Assign Access Verify that the people you need to have on the proposal for Authorized Official, Project Director, and Fiscal Officer are listed on this page. 1.If not and you are the Agency Administrator, click the “Add” button and complete the user information. If you are not the Agency Administrator, have the Agency Administrator complete this step. Then proceed to Step 2. 2.If they are listed, click on either link to return to the proposal menu. 2 1

Traffic Engineering – Assign Access To complete assigning access: 1.Click on the “Control Access to Proposal” link. 1

Traffic Engineering – Assign Access 1. The person who initiated the proposal is automatically assigned as the Project Director. If this is incorrect, click the radio button next to the name, click the “Edit” button and make the necessary changes. To add additional people: 2. Select the person’s name. 3. Select the Contact Type (Authorized Official, Fiscal Officer, etc.) 4. Select level of access. 5. Click the “Grant This User Access” button. Repeat until all necessary people have been added. 6. Click either link to return to the Proposal Menu. 6 1 5 2 4 3

Traffic Engineering – Proposal Forms All required grant forms are on the right hand side of the proposal menu. Overall Comments form does not need to be filled out – this form is for OCJS Staff.

Traffic Engineering – FSRS Funding Information Answer the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS) Funding question. 1. Select the answer from the drop down. 2. Click the “Save” button. 3. Click the “Next” button to move to the next proposal form. 2 1 3

Traffic Engineering – Top 10 Crash Intersections 1. 2. 3. 4. 5. 6. 7. List the 10 ten intersections in the jurisdiction. Enter the number of crashes (2009 – 2011) at each intersection. Enter the number of injury crashes at each intersection. Enter the number of fatal crashes. Provide a status for each intersection (any studies being performed or planned, any improvements being performed or planned or any other intersection specific information that is important). List any additional intersections that will be included in a corridor study. Include rank, number of crashes, number of injury, number of fatal and the status. Check the certification statement. 1 6 On the right hand side, click the “Save” button. Click the “Next” button to move to the next proposal form. 2 7 3 4 5

Traffic Engineering – Project Overview 1. Choose intersection or corridor study from the drop down. 2. List the intersection(s) with their rank that will be studied. 3. Justify why the intersection(s) were chosen. 4. Click the “Save” button. 5. Click the “Next” button to move to the next proposal form. 4 1 2 3 5

Traffic Engineering – General Attachment Use this page to attach additional information. Do not attach information that is supposed to be included in the required fields. 1.Select how the attachment will be sent to us 1. Mail 2. Fax 3. Upload 2.If using the upload option, click browse. 3.When done, click the “Save” button. 4.Click the “Next” button to go to the next form. 3 1 2 4

Traffic Engineering – Budget Overview To enter the budget, click on the “Traffic Engineering: (name of your program)” link.

Traffic Engineering – Budget Detail Until you add budget items, the budget detail will be empty. Click on the “Add Budget Item” tab.

Traffic Engineering – Add Budget Item 1. Select Contractual Services from the drop down. 2. Enter a short description on this line (the title of the item). 3. Enter a more detailed description. 4. Enter the amount. 5. Click the “Save” button. 6. Click the “Budget Detail” tab. 6 5 1 2 3 4

Traffic Engineering – Budget Detail Now the Budget Detail will show the line items you have added. To see or edit the detail of the line item, click on the link in the description (the title you entered in the short description box).

Traffic Engineering – Edit Budget Line Item 1. Make the necessary changes, and click the “Save” button. 2. Click the “Budget Detail” tab to return to the Budget. 2 1

Traffic Engineering – Edit Budget Line Item If you need to edit the amount only: 1.Check the box next to the line item. 2.Click the “Edit” button. 2 1

Traffic Engineering – Edit Budget Line Item 1. Edit the amount. 2. Click the “Save” button. 3. Click on the “Proposal Menu”. 3 2 1

Traffic Engineering – Submit Proposal When ready to submit, come back to the Proposal Menu and review the Forms List. Forms that do not have any technical errors with have a green check mark. Forms with technical errors will have a yellow caution symbol. Each page has an error check on the upper right corner or you can error check the entire proposal from the proposal menu.

Traffic Engineering – Submit Proposal Once all technical errors have been corrected, return to the proposal menu. Click the “Submit Application” button. The system will ask if you are sure, answer yes or no.

Traffic Engineering - Verification You will then receive a screen to verify that the information you have submitted is true and correct. After you agree, you will receive a Confirmation screen and you will receive an email.

Next Steps OCJS will begin proposal reviews in July. If corrections are needed in the proposal, it will be opened up for corrections. You will receive an email stating that modifications are required. Return to the GRANTS System. The proposal will be on your Task List. Click on the proposal link to open the proposal. Pages that need corrections will be marked with a pencil. Click on the link for that page. You will see the changes needed from “Review Team” at the top of the page. Make the changes, click the “Save” button. After all corrections have been made, return to the proposal menu and click “Submit Modified Application”.

Next Steps OCJS strives to have all approved grants executed by mid-September. In order to achieve this, proposals that have been sent back for corrections need to be returned to OCJS promptly for re-review.

Questions? If you have any questions, please email your questions to [email protected] OCJS – Traffic Safety will be developing FAQ sheets, please do not hesitate to send questions to the above email address. The FAQ sheets will be developed in part from questions we receive.

Reminder All FFY 2013 Traffic Safety Grant Proposals must be submitted via the website no later than 11:59 p.m. on Sunday, July 1, 2012. Staff will not be available after Friday, June 29, 2012 to assist with proposal submissions.