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Office of Criminal Justice System Improvements

2016 Problem Solving Courts Initiative

Fiscal Year 2015/2016 Solicitation

Please Note: Allow adequate time to submit your Application. You will be unable to submit

your Application, if you do not first register in Egrants. Applications will only be accepted

through PCCD’s Egrants system.

Recommended Egrants Agency Registration Date:

April 8, 2016

Recommended Egrants User Registration Date:

April 22, 2016

Mandatory Egrants Application Deadline:

May 6, 2016

Signature Pages Due Date:

June 3, 2016

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PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY Office of Criminal Justice System Improvements

Funding Guidelines: 2016 Problem Solving Courts Initiative

TABLE OF CONTENTS

Funding Guidelines for 2015/2016 ..................................................................... 3

Funding Announcement Title 2016 Problem Solving Courts Initiative ............... 3

Funding Available ..............................................................................................

Submission Requirements for Applications ........................................................... 3

1. Overview ....................................................................................... 4

2. Funding Availability ......................................................................... 5

3. Non-Supplantation .......................................................................... 5

4. Project Dates ................................................................................. 5

5. Eligible Applicants ........................................................................... 5

6. Program Goals, Objectives and Anticipated Impact ............................. 6

7. Eligible Program Activities and Expenses ............................................ 6

8. Required Egrants Sections/Documents .............................................. 7

a. Required Egrants Sections ........................................................... 7

b. Required Signed Documents ........................................................ 7

9. Scoring .......................................................................................... 7

10. Ineligible Program Activities and Expenses ......................................... 9

11. Performance Measures .................................................................... 9

12. Keywords .................................................................................... 10

13. Competitive Bidding/Sole Source Procurement ................................. 10

14. Other Administrative Requirements ................................................. 10

15. PCCD Contact Information and Resources ........................................ 11

16. Mailing Information ....................................................................... 12

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PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY

Office of Criminal Justice System Improvements

Funding Guidelines for: 2015/2016

Funding Announcement Title: 2016 Problem Solving Courts Initiative

Funding Available: $300,000

Submission Requirements for Applications:

Scoring - All Applications will be competitively reviewed and scored. Applications will

be scored on the basis of the applicant’s adherence to the Funding Announcement

Guidelines, and a timely submission in the PCCD Egrants system.

Due Date - All Applications must be submitted, electronically through PCCD’s Egrants

system no later than Friday, May 6, 2016 by 11:59 p.m., Eastern Time. Please

note: The Egrants Help Desk is available to assist with questions until 4:00 p.m.

Eastern Time. Contact the PCCD Egrants Help Desk at (717) 787-5887 or by email at:

RA-eGrantsSupport@pa.gov.

Egrants Submission - Applications entered in Egrants by the deadline are not

considered complete unless the required original Signature Page and any other required

signed documents are also received at PCCD by the required date. Successful

Applications will be presented for consideration at the June 8, 2016 Commission

meeting.

Completeness – Applications that do not meet ALL of the listed requirements in this

funding announcement may be administratively rejected.

Corrections - If an Application is returned by PCCD for corrections, the final Application

(including all corrections and required documents) must be returned to and approved by

PCCD in order for the Application to be awarded.

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PENNSYLVANIA COMMISSION ON CRIME AND DELINQUENCY

Office of Criminal Justice System Improvements

1. Overview:

The Pennsylvania Commission on Crime and Delinquency (PCCD) is accepting

applications for the implementation of new Problem Solving Courts (PSCs) within a

county. By providing state funds for PSCs, communities will be empowered to provide

direct services to justice-involved individuals who are drug involved, diagnosed with a

mental illness, or dually-diagnosed individuals that address their underlying mental

health and substance abuse disorders.

Designated funds will be awarded by PCCD based on a competitive solicitation process.

PCCD intends to support up to three new PSCs in selected counties with a total

maximum award not to exceed $100,000 per new PSC project. Counties with no

existing PSCs will receive priority consideration for these funds. Counties with existing

PSCs, provided that the requested PSC type has not already been implemented in their

county, may also apply. The types of adult PSCs supported by these funds will include:

Drug, DUI, Mental Health, Co-Occurring, and Veterans Courts.

Background:

Like most states, Pennsylvania is trying to cope with the strain drug addiction and

mental illness places on its criminal justice system. Problem-solving courts have been a

key component of Pennsylvania’s strategy for addressing these issues since 1996. The

first problem-solving court in Pennsylvania opened in Philadelphia in 1997 as an adult

drug court program. In 2005, the Supreme Court of Pennsylvania formally recognized

the PSC model, establishing standards for operations, and appointing a PSC Coordinator

within the Administrative Office of the Pennsylvania Courts (AOPC). In January 2008,

the first liaison justice for Pennsylvania's PSCs was appointed by the Chief Justice. Since

then, PCCD has awarded more than $4.5 million in state and federal funds for start-up

programs and technical support to an estimated 60 PSCs statewide. The PSC movement

in the Commonwealth has expanded to include Driving Under the Influence (DUI)

Courts, Mental Health Courts, and Veterans Courts, to name a few. Diverting certain

non-violent defendants into a PSC rather than jail has been shown to reduce the number

of repeat offenders, trim costly jail expenses, improve lives and strengthen families.

As a result of the robust implementation of PSCs, the Pennsylvania Association of Drug

Court Professionals was formed. Today, this association provides annual training to

between 200-250 drug court professionals each year. Additionally, over the course of

the last decade, PCCD funded AOPC with the development and implementation of a

statewide PSC case management system which provides planning and training support

for emerging PSCs. PCCD remains committed to ensure and support the capacity of

PSCs to divert eligible offenders into treatment with the goal of reducing recidivism,

establishing abstinence, and transitioning participants into productive lives in the

community. Without the access and support of PSCs, offenders are more likely to

become reincarcerated and most will continue to recycle through the overburdened state

and county prison system because their mental health and substance abuse issues

remain unresolved.

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County applicants are strongly encouraged to model and support their proposed PSC

projects using identified strategies from the following organizations:

The Unified Judicial System of Pennsylvania

http://www.pacourts.us

The Council of State Governments

http://www.csg.org

The Center for Court Innovation

http://www.courtinnovation.org

DOJ, Bureau of Justice Assistance

https://www.bja.gov/ProgramDetails.aspx?Program_ID=53

2. Funding Availability:

Contingent upon the availability of state funds, a total of $300,000 is being

announced to support this initiative. Three successful applicants will receive funds

for a one-year project period with budgets not to exceed $100,000.

Award Letters will be sent, as soon as possible, after the application is approved and

will also be available in Egrants.

PCCD is not liable for costs incurred prior to the official start date of the award.

3. Non-Supplantation:

Funding must not be used to supplant/replace state, federal or local funds that would

otherwise be available for program-related services. PCCD funding is to be used in

addition to other funds that are made available for services.

4. Project Dates:

Contingent upon availability of funds, the Applications approved at the June 8, 2016

Commission meeting will have a project duration of one year and a start date of

July 1, 2016 with an end date of no later than June 30, 2017. Funding beyond the

one-year project period should not be anticipated.

5. Eligible Applicants:

This funding announcement is being issued on a competitive basis and is open to

Pennsylvania judicial districts that are able to meet all the necessary requirements

described within the “Program Goals, Objectives and Outcomes” section. Applicants

are encouraged to demonstrate relationships with local CJABs within the submission

of an application for consideration.

While all Pennsylvania judicial districts are eligible to apply, priority consideration will

be given to judicial districts that currently do not have any operational PSCs within

their jurisdiction.

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6. Program Goal, Objectives and Outcomes:

Program Goal:

The goal of PSCs is to supervise the treatment and rehabilitation of carefully

screened and selected defendants to try to change their behavior. Instead of a jail

sentence, defendants are given counseling, treatment for their addictions or

illnesses, educational assistance, healthcare support, and in some cases, a reduction

in the length of probation supervision.

Successful applicants will be required to report data into the AOPC Problem-Solving

Adult and Juvenile Court Information System (PAJCIS).

Objective:

The primary objective of this initiative is to implement new PSCs within judicial

districts where none currently exist. Counties with existing PSCs may apply for these

funds provided that the new requested PSC type has not already been implemented

in their county. The types of adult PSCs supported by these funds will include: Drug,

DUI, Mental Health, Co-Occurring, and Veterans Courts.

Priority consideration will be given to judicial districts that currently do not have any

operational PSCs within their jurisdiction.

Outcomes:

a. Reduce recidivism and substance abuse among non-violent offenders;

b. Increase the offender’s likelihood of successful rehabilitation through early,

continuous, and intense judicially supervised treatment, mandatory periodic

drug testing and community supervision; and

c. Enhance public safety by addressing the root cause of the offender’s

involvement in criminal activity.

7. Eligible Program Activities and Expenses:

Eligible program activities are as follows:

a. The implementation of a new type of PSC (i.e. Drug, DUI, Mental Health, Co-

Occurring, and Veterans Courts);

b. Staff Training and/or technical assistance which supports the implementation

and delivery of the new PSC;

c. Equipment; and

d. Other activities designed to achieve the stated program goals, objectives, and

outcomes.

Any costs appearing in an application must be explained and justified. PCCD will

determine whether an added expense is appropriately explained and justified.

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If any expenditure appearing in the scoring section titled Budget Narrative/Budget

Detail is not explained and justified, it will affect the scoring of that section.

Successful applicants shall coordinate implementation activities with the AOPC.

8. Required Egrants Sections/Documents:

a. Required Egrants Sections:

All sections identified in Egrants are required. You will not be able to submit

your grant application in Egrants until all sections are marked as complete.

b. Required Signed Documents:

Signature Page (page 2 of the application); and

CJAB Letter of Support.

9. Scoring:

The following application sections in Egrants have a point value associated with them

and will be scored as described below:

a. Executive Summary - Maximum 5 points (5,000 characters or one-page)

This section must include applicant entity’s name; project title; and the dollar

amount requested. Briefly state your project goals, major deliverables, and

anticipated outcomes.

b. Statement of Problem – Maximum 20 points

This section establishes that the applicant is able to identify the precise

problem to be addressed by the project. Please address the following items

in this section:

Identify the precise problem to be addressed by the project. Provide

supporting data/facts/figures specific to the project and relevant to the

problem and the proposed request.

Demonstrate an understanding, accurate assessment, and a scope of the

effort and resources proposed and include supporting documentation.

c. Project Description – Maximum 30 points

This section establishes that the applicant has reviewed the program goals,

objectives, and anticipated impact and has established a plan. Please address

the following items as you describe the project in this section:

Explain the implementation plan and methods to be used to accomplish

the stated objectives. This description should include who will perform the

work, what actions are proposed to accomplish these activities,

timeframes for completing each activity, and any other details necessary

to clearly establish how this project will be implemented.

Define the method for establishing the key program components and the

method for building momentum of their adoption.

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Describe the work that will be accomplished during the project period.

Identify plans for subcontracting any part of the project, including the role

to be performed by each subcontractor.

Describe internal quality assurance processes that will be used to monitor

the implementation of this project.

d. Budget Detail and Narrative – Maximum 20 points

The budget details section should identify what the funds will be used for and

how they were calculated. Clearly identify all costs, including salary and

benefits.

This budget narrative section explains why each of the items requested is

necessary to successfully implement the project.

Clearly describe how expenditures will contribute to the completion of

project objectives. The narrative section should contain more

explanation than calculation; calculations should be entered in the

Budget Detail section. For example, provide details about the work

each staff position will be responsible for accomplishing and how their

efforts will advance the project.

Describe how costs will be calculated for the provision of technical

assistance on a fee-for-service basis by program-specific consultants.

e. Project Sustainability – Maximum 20 points

Applicants must enter into this process with the understanding that planning

to sustain the program/project beyond PCCD grant funding is an integral part

of the process. Describe a cogent sustainability plan that includes the

following items:

1. Once grant funds expire, how will the project continue? Describe how

current and ongoing support for the program/project is and will be

generated.

2. Identify Sources of financial support and provide commitments from

key stakeholders necessary to successfully sustain the

program/project; if these are not currently available, how will these be

obtained?

Letters from organizations or agencies willing to provide financial commitment

can be attached to this section.

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f. Measurement of Program Outcomes – Maximum 5 points

This section establishes that the applicant has a clear understanding of the

intent of the project and has a reasonable method to measure its success and

impact. Please address the following items in this section:

Discuss how the effects of the project will be assessed and how the

overall impact will be gauged.

Describe the process measures that will be used to monitor the

implementation of the project.

Establish intermediate outcomes that will be used to measure the

success of the project and how they will be tracked (what data will be

collected).

Illustrate and/or describe how your project outcomes are aligned with

the desired Outcomes identified in this funding announcement.

10. Ineligible Program Activities and Expenses:

Applicants should note that all costs must be integral to the project being

proposed. Projects should not exceed the maximum budgets specified in this

solicitation and should be for up to a one-year project period. This is a one-time

funding opportunity. Funding beyond the one-year project period should not be

anticipated.

11. Performance Measures:

Under this Funding Announcement, successful applicants are required to submit Quarterly Progress Reports to PCCD via the Egrants system. Subgrant recipients under this Funding Announcement will be required to accept and report on performance measures selected by the staff of the PCCD Office of Criminal Justice System Improvements that will fulfill state guidelines. Subgrant recipients should consider developing additional performance measures that are specifically related to the activities outlined in their Application and may track and report all measures on a Quarterly basis through the PCCD Egrants system. In addition, successful applicants are required to report case-level data in to PAJCIS and from the data collected in PAJCIS, subgrant recipients may extract the cumulative data for required report in Egrants.

The proposed project must be able to report out on the pre-selected performance

measures. Projects must report Quarterly on these established performance

measures via the Egrants system.

Number of new participants in the Problem Solving Court during the

reporting period;

Number of active participants in the Problem Solving Court during

the reporting period;

Number of individuals with opioid dependence engaged in Problem

Solving Court during the reporting period;

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Number of participants successfully completing the Problem Solving

Court during the reporting period;

Number of participants terminated from participation in the Problem

Solving Court due to new arrest (Drug) during the reporting period;

Number of participants terminated from participation in the Problem

Solving Court due to new arrest (Alcohol) during the reporting period;

Number of participants terminated from participation in the Problem

Solving Court due to new arrest (other reasons) during the reporting

period;

Average length of Problem Solving Court participation in days; and

Average numbers of days from treatment referral to a treatment start

date.

12. Keywords:

You are required to select “Keywords” from the dropdown menu in Egrants. It is

located on the Main Summary screen, when entering your Application.

Keywords: Problem Solving Court, Drug Court, Mental Health Court, DUI Court,

Veterans Court. You may also pick other keywords that apply to your specific

Grant Application.

13. Competitive Bidding/Sole Source Procurement:

All procurement transactions shall be conducted in a manner that provides

maximum open and free competition. Competitive bidding procedures must be

used if the projected costs for products or services (items of a similar nature)

exceed $10,000. Procurement standards for use by grant recipients are described

in PCCD’s Applicant’s Manual on page 16.

Sole Source purchases or contracts are discouraged, but if such a request is made,

the prospective applicant must identify the request as a Sole Source and provide a

substantial justification for the Sole Source request along with their funding

request. (See PCCD’s Applicant’s Manual, page 18, for Sole Source Procurement

Justification Approval Criteria.)

14. Other Administrative Requirements:

a. Egrants Registration: Egrants Agency and User Registration: The applicant

agency and at least two users from the applicant agency must be registered

in Egrants in order to submit a grant application. Be sure to allow enough

lead time so your agency has enough time to work on your application in

Egrants prior to the submission deadline. Please go to the Registering in

Egrants page on PCCD’s website for further information.

b. Fiscal Accountability: See the Fiscal Accountability page on PCCD’s website

for further information.

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c. Time and Effort Reporting: See the Time and Effort Reports page on PCCD’s

website for further information.

d. Grant Payments:

i. Payments will not be released until all applicable special conditions on

the grant award have been satisfied. All grantees are required, at a

minimum, to submit quarterly fiscal reports. PCCD will only make

payments to reimburse actual expenditures reported on the fiscal

reports. An agency experiencing cash flow problems may submit fiscal

reports monthly and PCCD will reimburse reported expenditures.

Non-submission or late submission of the required reports will result in

payment delays.

ii. ACH Payments: PCCD will make payments to grant recipients through

ACH. When your Application is submitted to PCCD, your agency must

submit or must have already submitted its ACH information using the

Pennsylvania Electronic Payment Program (PEPP) Enrollment Form to

the Commonwealth’s Payable Service Center, Vendor Data

Management Unit at (717) 214-0140 (fax).

e. Reporting Requirements: Programmatic Reports are due Quarterly and must

be submitted through the Egrants system. Fiscal Reports are due quarterly

for all projects and must be submitted through Egrants.

f. UCR Reporting: Every criminal justice entity who is required to submit UCR

report data and is participating in this project must submit Uniform Crime

Report (UCR) data to the Pennsylvania State Police. If a required entity is not

submitting UCR data, they may be ineligible for funding.

g. Information Technology Conditions: PCCD is required to include mandated

subgrant conditions for Information Technology (IT) Grants. These conditions

are required in order to ensure that technology projects funded by PCCD are

compatible with state and federal IT standards and requirements. Additional

information regarding the federal and state IT conditions can be found on

PCCD’s website at http://www.pccd.pa.gov/Funding/Pages/Technology-

Conditions.aspx

15. PCCD Contact Information and Resources:

a. Due to the competitive nature of these awards, PCCD Program Staff will not

be able to answer questions about how an applicant should respond to any

section of this funding announcement. PCCD may only field questions to

clarify the funding announcement. If applicants require assistance, questions

should be submitted by email to ra-pccd-ocjsi. PCCD Staff will monitor this

account on a regular basis, and all questions and answers will be posted on

PCCD's website. All questions regarding this funding announcement must be

received by close of business on April 22, 2016. PCCD Staff will post

responses to all questions received by close of business on April 29, 2016.

b. Egrants Funding Announcement: The Funding Announcement can be found by

logging into the Egrants system and searching under the “Funding

Announcement” tab.

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c. PCCD Guidelines and Documents: All applicants should be familiar with

PCCD’s Applicants Applicant’s Manual, Standard Subgrant Conditions and

other documents common to PCCD’s grant application process. Those

documents can be found on the Grant Information page of PCCD’s website.

d. Egrants Technical Questions: Questions concerning the Egrants system should

be made directly to the Egrants Help Desk by phoning (717) 787-5887.

Please note: While Egrants will accept your Application up until midnight of

the due date, Help Desk staff will not be available after 4:00 p.m.

e. PCCD Webmaster: Please address any technical problems you may have with

the website or online forms to the PCCD Web Master.

16. Mailing Information:

The Application must be entered into Egrants no later than Friday, May 6, 2016

by 11:59 p.m., Eastern Time.

The original Signature Page must be received or postmarked by Friday, June

3, 2016 and either mailed or sent via express delivery services to:

Via U.S. Mail: PA Commission on Crime and Delinquency

Attention: Grants Management

P.O. Box 1167

Harrisburg, PA 17108-1167

Via Express Delivery Services: 3101 North Front Street

Harrisburg, PA 17110 **

* Please note: PCCD considers the United States Postal Service date

stamp as the official postmark. Applicant postage meters, or stamps

administered by the applicant will not be considered the official postmark.

** Since staff is not available at this location on Saturday and Sunday, Signature

Pages should not be sent by Express Mail or courier service on a Friday. Use U.S.

Mail when mailing over a weekend, as long as the document is postmarked by

Friday, June 3, 2016.

The Pennsylvania Commission on Crime and Delinquency is an equal opportunity employer.