FAQs on Florida Traffic Records Subgrant Application Process

Transcription

1 FAQs on Florida Traffic Records Subgrant Application Process Q: What types of projects are eligible for Section 405(c) traffic records information systems funding? A: Section 405(c) traffic records information systems funding can be used for projects that improve the accuracy, completeness, timeliness, and uniformity of the state s six traffic records systems (i.e., crash, roadways, driver, vehicle, citation/adjudication, and EMS/injury surveillance), or that advance the goals and objectives of Florida s Traffic Records Coordinating Committee as documented in the Florida Traffic Safety Information System Strategic Plan Q: Who is eligible to apply for funding? A: Any Florida state or local government agencies or not-for-profit organizations with a public purpose are eligible for funding. Examples include, but are not limited to, the following: Law enforcement agencies who currently do not have the equipment (i.e., hardware) for electronic submission of crash or citation reports (NOTE: The Florida TRCC will not fund e-crash/e-citation software since there are free options available in the state); Court Clerks who currently do not have the technology to receive e-citation data from law enforcement agencies electronically; Metropolitan Planning Organizations interested in linking traffic records systems with other state or federal data systems; EMS providers who currently do not have the technology (equipment or software) for electronic EMS or trauma reporting; and Agencies or associations interested in conducting traffic records related training workshops or outreach. Q: How does the grant application process work? A: Applicants must first submit a concept paper detailing the scope/budget of their proposed project. Concept papers must be submitted by the deadline stated in the grant announcement using the Request for Section 405 Funding Form. Law enforcement agencies must also submit the Request for Section 405 Funding Supplemental Information Request Form. The Florida TRCC Executive Board reviews the concept papers and selects projects to be funded. Informal notice is sent to applicants via . Approved applicants must submit a formal Subgrant Application

2 for Highway Safety Funds to the Florida Highway Safety Office using the E-Verify form (which is sent to approved applicants via ). The final award amounts for approved projects are determined based on the total amount of Section 405(c) grant funding the State receives from NHTSA, and the Florida TRCC reserves the right to adjust funding amounts for approved projects based on funding availability and the project s scope of work. The Florida Highway Safety Office sends a formal award letter and executed subgrant agreement to approved applicants, after which work on the project may begin. Work on the project must commence within 30 days of the date of the subgrant agreement, and work must end by September 30 th of that fiscal year. Q: What is the maximum funding request? A: A maximum funding request has not been established. The total amount available statewide varies from year to year; however, the total amount available statewide is typically over $1M. The project cost relative to return (i.e., biggest bang for the buck) in terms of improving traffic records systems is a factor used by the TRCC in selecting projects for funding. Your request should be reasonable with a detailed explanation of benefits to your agency. Also, any information regarding citation/crash amounts for law enforcement agencies should be identified using the Request for Section 405 Funding Supplemental Information Request Form. Q: Which subgrant application form do I need to use to submit my concept paper the Request for Section 405 Funding Form or the Florida Highway Safety Office s application form? A: Applicants are encouraged to apply using both forms. The Request for Section 405 Funding Form is specifically used to apply for NHTSA Section 405(c) funding through the TRCC, while the Florida Highway Safety Office application form is used to apply for other types of funding such as Section 402. Q: Our law enforcement agency applied for grant funding through the DHSMV Safety Data Improvement Project (SaDIP) Grant to purchase laptops and mounting hardware to support electronic reporting of commercial motor vehicle crashes to the State. If we received an award, does that make us ineligible to apply for Section 405(c) traffic records funding? A: No, your law enforcement agency is eligible to apply for both types of funding. The DHSMV grant funding is specific to commercial motor vehicle crash data improvements, while Section 405 grant funding can be used to purchase additional hardware to support other crash data reporting capabilities

3 Q: Can our agency use traffic records funding to purchase a Records Management System, Case Management System, or other type of overall document management system? A: No, Section 405(c) funding can only be used for the portion of the system related to traffic records (e.g., e-crash/e-citation data). Q: Can our law enforcement agency apply for Section 405(c) funding to purchase e-crash/ecitation vendor software? A: No, the Florida TRCC will not fund e-crash/c-citation software for law enforcement agencies since there are free options available through TraCS Florida, APRISS, iyetek, and other vendors. However, grant funding can be used to help purchase hardware/equipment/periphals needed to use electronic reporting software. Q: Could you provide a list of vendors that have worked with previous grant recipients for an electronic citation solution? A: The DHSMV has compiled a list of ecrash/ecitation vendors that are used by Florida law enforcement agencies, which is available at: Q: Can grant funding be used for training on equipment purchased by our law enforcement agency? A: Training can be included in the equipment costs in your detailed budget. The budget narrative should specify that the equipment costs include both equipment and training. Q: Can our Clerk of Court Office use Section 405(c) funding to purchase third party software? A: Yes, Clerk of Court Offices are allowed to use grant funding to purchase third party software to provide an interface with law enforcement agencies. Q: The signature line on the Request for Section 405 Funding Form states that the signature is to be provided in blue ink, but that the concept paper is to be sent electronically. Do you want me to sign, then scan into.pdf or electronically sign it? A: Please sign a printed copy of the application in blue ink and then scan and submit it electronically in PDF format. The MS Word application does not need to be signed

4 Q: My agency submitted a concept paper to the address in the grant announcement by the deadline, but we never received any type of confirmation. How do I know that it has been received? A: You should receive a return acknowledging that your submission was received. If you do not receive this , it means that we did not receive your submission. Check that you entered the correct address (listed in the grant announcement) and that the total size of the (the attachments plus the itself) is less than 20 megabytes (MB). If your is larger than 20 MB, try sending it as a zip file or sending multiple files as separate s. If you still do not have confirmation that your submission was received, contact the TRCC Coordinator. Q: If my concept paper is not selected for an oral presentation, does this indicate that my project is unlikely to be funded? A: No, the TRCC invites applicants to deliver a presentation only if they need additional information or clarification. Q: The scope of work for our project changed after our concept paper was approved. Is our project still eligible to receive funding? A: Yes, as long as the scope still fulfills the original objectives of the project and does not have a different focus. For example, if your original project objective was to enable electronic reporting of crash, citation, EMS, or trauma data, you can modify the amount or type of equipment to be purchased, as long as it fulfills the original objectives. Significant changes in scope would need to be presented to the TRCC for their approval. Q: When does our agency have to spend Section 405(c) grant funding by? A: Grant funding must be spent by September 30 th of the award fiscal year. Q: When can our agency start work on our project? A: Work can proceed only after the agency has received an executed subgrant agreement from the Highway Safety Office. Work must begin within 30 days of the executed subgrant agreement date, or else your agency will need to submit an explanation on why work has not begun. Subgrantees are allowed to obtain quotes for equipment prior to the date of the executed subgrant agreement, however, no procurement or ordering of equipment can take place until after the date of the subgrant agreement

5 Q: How are expenditures reimbursed? A: Section 405(c) grants are cost reimbursable grants. Subgrantees must submit proof of expenditures to the Highway Safety Office, and funds can only be expended after your agency has received an executed contract. More information on procedures for reimbursement are provided as part of the formal Subgrant Application for Highway Safety Funds and grant training process. Q: Is there additional information available on the subgrant process? A: The FDOT Safety Office website contains the following documents provide additional information on the subgrant process: Florida Highway Safety Office Grant Website ( Grants/Grants-Home.shtm) Subgrantee Quick Reference Guide ( Resources/Subgrantee%20Quick%20Reference%20Guide.pdf) Part V. Acceptance and Agreement Section of Sub-Grant Application (