PCCD-SSC (9/17) 1 APPLICANT UNDERSTANDS AND AGREES THAT ANY SUBGRANT RECEIVED AS A RESULT OF THIS APPLICATION SHALL BE SUBJECT TO THE FOLLOWING SUBGRANT CONDITIONS. IF APPLICANT IS A COMMONWEALTH DEPARTMENT OR AGENCY, CERTAIN OF THESE CONDITIONS MAY BE SUPERSEDED BY STATE LAW, REGULATION OR EXECUTIVE ORDER. STANDARD SUBGRANT CONDITIONS 1. Subgrant Project - Applicant is requesting that the Pennsylvania Commission on Crime and Delinquency ("PCCD") provide a specific grant of funds for Applicant to perform a project as described in this application (the "Subgrant Project"). 2. Status of Applicant - Except for an Applicant that is a Commonwealth agency, it is agreed that Applicant, its officers, agents and employees act in an independent capacity with respect to the Subgrant Project and shall not be deemed to be officers, agents or employees of the Commonwealth or PCCD. 3. Subgrant Agreement - An application that is executed by all required Commonwealth of Pennsylvania (“Commonwealth”) officials and to which Applicant signifies its agreement as set forth below shall constitute the agreement governing the Subgrant Project (the "Subgrant Agreement"). It is understood that PCCD may modify the content of the application subsequent to the Applicant's initial application, but prior to disbursement of funds, to reflect programmatic and/or fiscal concerns. Applicant will signify its agreement to the final version of the application when it does one or both of the following: (1) accepts all or part of the funds it requested in connection with the Subgrant Project; or (2) fails to give notice of objection to PCCD within 10 business days after PCCD delivers to Applicant a final version of the application. 4. Entire Agreement - No modifications, alterations, changes, or waivers to the Subgrant Agreement or any of its terms shall be valid or binding unless accomplished by a written amendment executed in accordance with PCCD procedures. 5. Applicant's Manual - Applicant agrees that the Subgrant Agreement shall incorporate by reference PCCD's "Applicant's Manual-Financial and Administrative Guide for Grants" (the "PCCD Applicant's Manual"). To the extent these Standard Subgrant Conditions are inconsistent with any portion of the PCCD Applicant's Manual, these Standard Subgrant Conditions shall govern. 6. Project Expenditures/Duration of Subgrant Project - PCCD may not disburse Subgrant Project funds to Applicant until all required Commonwealth officials have executed the application. PCCD will not reimburse costs incurred prior to a starting date specified in the Subgrant Agreement (the "Effective Date"). Substantial program implementation is required within 60 days of the Effective Date. Obligations outstanding at the termination date must be liquidated within 60 days. Any funds remaining unexpended at the close of the 60-day period must be returned to PCCD. Applicant's obligations to PCCD under the Subgrant Agreement survive despite termination of the Subgrant Project.
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PCCD-SSC (9/17) 1
APPLICANT UNDERSTANDS AND AGREES THAT ANY SUBGRANT RECEIVED AS
A RESULT OF THIS APPLICATION SHALL BE SUBJECT TO THE FOLLOWING
SUBGRANT CONDITIONS. IF APPLICANT IS A COMMONWEALTH DEPARTMENT
OR AGENCY, CERTAIN OF THESE CONDITIONS MAY BE SUPERSEDED BY STATE
LAW, REGULATION OR EXECUTIVE ORDER.
STANDARD SUBGRANT CONDITIONS
1. Subgrant Project - Applicant is requesting that the Pennsylvania Commission on Crime and
Delinquency ("PCCD") provide a specific grant of funds for Applicant to perform a project
as described in this application (the "Subgrant Project").
2. Status of Applicant - Except for an Applicant that is a Commonwealth agency, it is agreed
that Applicant, its officers, agents and employees act in an independent capacity with
respect to the Subgrant Project and shall not be deemed to be officers, agents or employees of
the Commonwealth or PCCD.
3. Subgrant Agreement - An application that is executed by all required Commonwealth of
Pennsylvania (“Commonwealth”) officials and to which Applicant signifies its agreement
as set forth below shall constitute the agreement governing the Subgrant Project (the
"Subgrant Agreement"). It is understood that PCCD may modify the content of the
application subsequent to the Applicant's initial application, but prior to disbursement of
funds, to reflect programmatic and/or fiscal concerns. Applicant will signify its agreement to
the final version of the application when it does one or both of the following: (1) accepts all or
part of the funds it requested in connection with the Subgrant Project; or (2) fails to give notice
of objection to PCCD within 10 business days after PCCD delivers to Applicant a final version
of the application.
4. Entire Agreement - No modifications, alterations, changes, or waivers to the Subgrant
Agreement or any of its terms shall be valid or binding unless accomplished by a written
amendment executed in accordance with PCCD procedures.
5. Applicant's Manual - Applicant agrees that the Subgrant Agreement shall incorporate by
reference PCCD's "Applicant's Manual-Financial and Administrative Guide for Grants"
(the "PCCD Applicant's Manual"). To the extent these Standard Subgrant Conditions are
inconsistent with any portion of the PCCD Applicant's Manual, these Standard Subgrant
Conditions shall govern.
6. Project Expenditures/Duration of Subgrant Project - PCCD may not disburse Subgrant
Project funds to Applicant until all required Commonwealth officials have executed the
application. PCCD will not reimburse costs incurred prior to a starting date specified in the
Subgrant Agreement (the "Effective Date"). Substantial program implementation is required
within 60 days of the Effective Date. Obligations outstanding at the termination date must be
liquidated within 60 days. Any funds remaining unexpended at the close of the 60-day
period must be returned to PCCD. Applicant's obligations to PCCD under the Subgrant
Agreement survive despite termination of the Subgrant Project.
PCCD-SSC (9/17) 2
7. Nondiscrimination/Sexual Harassment Clause – The Applicant agrees:
(1) In the hiring of any employee(s) for the manufacture of supplies, performance of work,
or any other activity required under the grant agreement or any subgrant agreement,
contract, or subcontract, the Applicant, a subgrantee, a contractor, a subcontractor, or
any person acting on behalf of the Applicant shall not discriminate in violation of the
Pennsylvania Human Relations Act (PHRA) and applicable federal laws against any
citizen of this Commonwealth who is qualified and available to perform the work to
which the employment relates.
(2) The Applicant, any subgrantee, contractor or any subcontractor or any person on their
behalf shall not in any manner discriminate in violation of the PHRA and applicable
federal laws against or intimidate any of its employees.
(3) The Applicant, any subgrantee, contractor or any subcontractor shall establish and
maintain a written nondiscrimination and sexual harassment policy and shall inform
their employees of the policy. The policy must contain a provision that sexual
harassment will not be tolerated and employees who practice it will be disciplined.
Posting this Nondiscrimination/Sexual Harassment Clause conspicuously in
easily-accessible and well-lighted places customarily frequented by employees and at
or near where the grant services are performed shall satisfy this requirement.
(4) The Applicant, any subgrantee, contractor or any subcontractor shall not discriminate in
violation of the PHRA and applicable federal laws against any subgrantee, contractor,
subcontractor or supplier who is qualified to perform the work to which the grant
relates.
(5) The Applicant and each subgrantee, contractor and subcontractor represents that it is
presently in compliance with and will maintain compliance with all applicable federal,
state, and local laws and regulations relating to nondiscrimination and sexual
harassment. The Applicant and each subgrantee, contractor and subcontractor further
represents that it has filed a Standard Form 100 Employer Information Report
(“EEO-1”) with the U.S. Equal Employment Opportunity Commission (“EEOC”) and
shall file an annual EEO-1 report with the EEOC as required for employers subject to
Title VII of the Civil Rights Act of 1964, as amended, that have 100 or more employees
and employers that have federal government contracts or first-tier subcontracts and
have 50 or more employees. The Applicant, any subgrantee, any contractor or any
subcontractor shall, upon request and within the time periods requested by the
Commonwealth, furnish all necessary employment documents and records, including
EEO-1 reports, and permit access to their books, records, and accounts by the granting
agency and the Bureau of Small Business Opportunities (BSBO), for the purpose of
ascertaining compliance with the provisions of this Nondiscrimination/Sexual
Harassment Clause.
(6) The Applicant, any subgrantee, contractor or any subcontractor shall include the
provisions of this Nondiscrimination/Sexual Harassment Clause in every subgrant
PCCD-SSC (9/17) 3
agreement, contract or subcontract so that those provisions applicable to subgrantees,
contractors or subcontractors will be binding upon each subgrantee, contractor or
subcontractor.
(7) PCCD’s and each subgrantee’s, contractor’s and subcontractor’s obligations pursuant
to these provisions are ongoing from and after the effective date of the grant agreement
through the termination date thereof. Accordingly, the Applicant and each subgrantee,
contractor and subcontractor shall have an obligation to inform the PCCD if, at any
time during the term of the grant agreement, it becomes aware of any actions or
occurrences that would result in violation of these provisions.
(8) PCCD may cancel or terminate the Subgrant Agreement and all money due or to
become due under the Subgrant Agreement may be forfeited for a violation of the terms
and conditions of this Nondiscrimination/Sexual Harassment Clause. In addition,
PCCD may proceed with debarment or suspension and may place the Applicant,
subgrantee, contractor, or subcontractor in the Contractor Responsibility File.
8. During the term of this Subgrant Agreement, the Applicant agrees as follows:
(1) Pursuant to federal regulations promulgated under the authority of the Americans with
Disabilities Act (ADA), 28 C.F.R. § 35.101 et seq., the Applicant understands and agrees
that no individual with a disability shall, on the basis of the disability, be excluded from
participation in the Subgrant Agreement or from activities provided for under this
Subgrant Agreement. As a condition of accepting and executing this Subgrant
Agreement, the Applicant agrees to comply with the "General Prohibitions Against
Discrimination," 28 C.F.R. § 35.130, and all other regulations promulgated under Title II
of ADA which are applicable to the benefits, services, programs, and activities provided
by the Commonwealth and PCCD through Subgrant Agreements with Applicants.
(2) The Applicant shall be responsible for and agrees to indemnify and hold harmless
PCCD and the Commonwealth from all losses, damages, expenses, claims,
demands, suits, and actions brought by any party against the Commonwealth
or PCCD as a result of the Applicant's failure to comply with the provisions of paragraph
(1).
9. Utilization of Funds - Subgrant Project funds shall be expended only for goods and
services covering activities in the approved application within the Subgrant Project period.
Applicant shall obtain prior written approval from PCCD for project changes between budget
categories which exceed 10% of total project cost (total project cost is the sum of PCCD funds,
project income and Applicant's match funds) and for a change(s) to purchase additional items or
other items that were not included in the approved project budget.
10. Project Income - Applicant shall account for all project income earned or realized by the
Applicant through the use of subgrant funds or as a result of conducting the Subgrant
Project. Such project income must be used to reduce total project costs or, with prior
approval of PCCD, may be used to extend the project period or expand the project.
PCCD-SSC (9/17) 4
11. Subcontracts - Any subcontract, pass-through agreement or similar agreement entered into by
Applicant for execution of project activities or provision of services to a Subgrant Project
shall provide that Applicant shall retain ultimate responsibility for the Subgrant Project and
that the subcontractor shall be bound by these Standard Subgrant Conditions and any other
requirements applicable to Applicant in the conduct of the project, including
non-discrimination requirements described in Paragraph 7. By appropriate language
incorporated in each subcontract or other document under which funds are to be disbursed,
Applicant shall ensure that these Standard Subgrant Conditions and, where applicable,
special subgrant conditions apply to all recipients of subgrant funds. Upon request by PCCD,
Applicant shall provide PCCD with a copy of any document relating to a subcontract or
similar agreement.
12. Conflict of Interest and Ethics - Applicant acknowledges that the Subgrant Project is
governed by all Commonwealth provisions relating to conflict of interest and ethics, and
represents that Applicant, members of its board of directors and its officers, will comply with
any applicable provisions, including those in the State Adverse Interest Act, 71 P.S.
§§776.1-776.8, and the Public Official and Employee Ethics Act, 65 Pa.C.S. §§1101-1113.
Applicant further represents that neither it nor any of its board members or officers has any such
interest and shall not acquire any interest, direct or indirect, that would conflict in any manner or
degree with the performance of its services hereunder. Applicant further covenants that, in
the performance of the Subgrant Agreement, it shall not knowingly employ any entity having
such interest. Applicant further agrees to follow the procurement standards set forth in PCCD's
Applicant's Manual in engaging any subcontractors in connection with the Subgrant Project.
13. Monitoring and Evaluation - PCCD, in its sole discretion, may undertake a programmatic
monitoring of the Subgrant Project. Applicant shall cooperate with any monitoring and provide
any documents or information requested by PCCD. Applicant agrees that PCCD may require
an external evaluation of this project, such evaluation to be funded from the project budget.
PCCD reserves the right to approve the selection of the individual or organization to conduct
such evaluation.
14. Confidentiality Privilege - To the extent that any funds under this Subgrant Agreement are
used to employ the services of a sexual assault counselor as defined by 42 Pa.C.S. §
5945.1, Applicant shall ensure that the counselor: has undergone a minimum of 40 hours of
training; provides services under the control of a direct services supervisor of a rape crisis
center; and is employed with the primary purpose to render advice, counseling or assistance to
victims of sexual assault, as defined in the statute. This requirement is necessary to sustain
the confidentiality of information transmitted between the victim and a sexual assault
counselor, as provided by 42 Pa.C.S. § 5945.1.
To the extent that any funds under this Subgrant Agreement are used to employ the services of a
domestic violence counselor/advocate as defined by 23 Pa.C.S. § 6102, Applicant shall ensure
that the counselor/advocate is engaged in a domestic violence program, the primary purpose of
which is the rendering of counseling or assistance to victims of domestic violence, and has
undergone a minimum of 40 hours of training as defined in 23 Pa.C.S. § 6102. This
requirement is necessary to sustain the confidentiality of information transmitted between
PCCD-SSC (9/17) 5
the victim and a domestic violence counselor/advocate, as provided by law.
15. Reports - Applicant shall submit, at such time and in such form as may be prescribed
truthful and accurate information that PCCD may require.
16. Fiscal Regulations - The fiscal administration of Subgrants shall be subject to such rules,
regulations and policies concerning accounting, records, payment of funds, allowance of
costs and submission of financial reports as may be prescribed by PCCD or any other
governmental entity. Applicant understands that it is required to file an annual information
statement (IRS Form 1099) with the Internal Revenue Service for each contracted
consultant or other supplier of personal services (other than employees subject to tax
withholding) receiving payments under this Subgrant Project. Accounting procedures must
provide for accurate and timely recording of receipt of funds by source, expenditures made from
such funds, and unexpended balances. Controls must be established that are adequate to
ensure that expenditures charged to subgrant activities are for allowable purposes and that
documentation is readily available to verify that the charges are accurate.
17. Purchases - Applicant agrees to obtain all supplies, equipment and services for use in the
Subgrant Project at the lowest practicable cost. Applicant shall comply with procurement
standards as set forth in the PCCD Applicant's Manual.
18. Intellectual Property –
(1) If Applicant produces or purchases patentable items, processes, inventions, or similar
matter, patent rights, or copyrightable works relating to the Subgrant Project,
Applicant shall promptly and fully inform PCCD of that fact.
(2) Unless there is a prior agreement between Applicant and PCCD on disposition of
intellectual property rights, PCCD shall determine whether protection for such rights
shall be sought. PCCD shall also determine how rights (including rights under any
copyrights, patents, or trademarks issued thereon) shall be allocated and administered
in order to protect the public interest.
(3) Upon completion or termination of the Subgrant Project, Applicant shall, upon
request, give PCCD all papers, files, and other documents or material related to
intellectual property interests created through the Subgrant Project.
(4) In the event of alleged or actual infringement of another's intellectual property rights
by Applicant or a designee/subcontractor engaged in subgrant-related activities:
(a) Applicant shall defend and indemnify PCCD and the Commonwealth.
(b) The Commonwealth may choose to defend itself or otherwise participate in
such litigation, at Applicant's expense.
(c) Applicant shall compensate the Commonwealth for related infringements on
PCCD-SSC (9/17) 6
right holder's products.
19. Required Coverages - Applicant shall maintain insurance coverage(s) as required by law and
as may be set forth in the PCCD Applicant's Manual.
20. Title to Subgrant-Funded Property –
(1) Title to Personal Property - Title to non-expendable personal property acquired in
whole or in part with subgrant funds shall vest in the Applicant. Applicant shall have
possession and use of such property so long as it is being used for purposes of the
Subgrant Project by Applicant.
(2) Title to Real Property - Title to real estate acquired in whole or in part with subgrant
funds shall vest in Applicant, and the deed shall designate PCCD as first lien holder.
21. Inspection and Audit - PCCD, in its sole discretion, may undertake an inspection and/or audit
of the financial records of the Applicant relating to the Subgrant Project. The Applicant shall
provide PCCD with full and complete access to all records relating to the performance of the
Subgrant Project and to all persons who were involved in the Subgrant Project. PCCD may
also require, as a condition of award, that an independent financial audit be completed.
22. Record Retention - Regardless of any other applicable requirement, Applicant shall retain all
records pertinent to the Subgrant Agreement, including financial, statistical, property and
participant, and supporting documentation for a period of at least three (3) years from the
date of submission of the final fiscal report or three (3) years after completion of the audit,
whichever is later. If any litigation, claim, negotiation, audit or other action involving the
records has been started before the expiration of the three-year period, the records must be
retained until completion of the action and resolution of all issues that arise from it.
23. Termination –
(1) PCCD shall have the right to terminate the Subgrant Agreement for its convenience if
PCCD determines termination to be in its best interest. The Applicant shall be paid
for work satisfactorily completed prior to the effective date of the termination, but in
no event shall the Applicant be entitled to recover lost profits.
(2) PCCD's obligation to make payments during any Commonwealth fiscal year
succeeding the current fiscal year shall be subject to availability and appropriation of
funds. When funds (state and/or federal) are not appropriated or otherwise made
available to support continuation of performance in a subsequent fiscal year period,
PCCD shall have the right to terminate the Subgrant Agreement.
(3) PCCD shall have the right, upon written notice to Applicant, to terminate the
Subgrant Agreement prior to the expiration of the Subgrant Project period, or to
suspend payments, on account of Applicant's failure to carry out the project goals,
plans or methodology as set forth in the Subgrant Agreement, or for Applicant's
PCCD-SSC (9/17) 7
failure to comply with any of its obligations under the Subgrant Agreement. If it is
later determined that PCCD erred in terminating the Subgrant Agreement for cause,
then, at PCCD's discretion, the Subgrant Agreement shall be deemed to have been
terminated for convenience under Subparagraph 23(1).
(4) Upon termination for any reason, Applicant shall stop expending funds disbursed
through the Subgrant Agreement and shall return immediately any such funds
remaining unexpended.
24. Right to Know Law Grant Provisions
(1) Applicant understands that this Subgrant Agreement and records related to or arising
out of the Grant Agreement are subject to requests made pursuant to the Pennsylvania
Right-to-Know Law, 65 P.S. §§ 67.101-3104, (“RTKL”). For the purpose of these
provisions, the term “the Commonwealth” shall refer to PCCD.
(2) If PCCD needs the Applicant’s assistance in any matter arising out of the RTKL
related to this Subgrant Agreement, it shall notify the Applicant using the legal
contact information provided in the Grant Agreement. The Applicant, at any time,
may designate a different contact for such purpose upon reasonable prior written
notice to PCCD.
(3) Upon written notification from PCCD that it requires Applicant’s assistance in
responding to a request under the RTKL for information related to this Subgrant
Agreement that may be in Applicant’s possession, constituting, or alleged to
constitute, a public record in accordance with the RTKL (“Requested Information”),
Applicant shall:
(a) Provide PCCD, within ten (10) calendar days after receipt of written
notification, access to, and copies of, any document or information in
Applicant’s possession arising out of this Subgrant Agreement that PCCD
reasonably believes is Requested Information and may be a public record
under the RTKL; and
(b) Provide such other assistance as the PCCD may reasonably request, in order to
comply with the RTKL with respect to this Subgrant Agreement.
(4) If Applicant considers the Requested Information to include a request for a Trade
Secret or Confidential Proprietary Information, as those terms are defined by the
RTKL, or other information that Applicant considers exempt from production under
the RTKL, Applicant must notify PCCD and provide, within seven (7) calendar days
of receiving the written notification, a written statement signed by a representative
of Applicant explaining why the requested material is exempt from public disclosure
under the RTKL.
(5) PCCD will rely upon the written statement from Applicant in denying a RTKL request
PCCD-SSC (9/17) 8
for the Requested Information unless PCCD determines that the Requested
Information is clearly not protected from disclosure under the RTKL. Should PCCD
determine that the Requested Information is clearly not exempt from disclosure,
Applicant shall provide the Requested Information within five (5) business days of
receipt of written notification of the PCCD’s.
(6) If Applicant fails to provide the Requested Information within the time period
required by these provisions, Applicant shall indemnify and hold PCCD harmless for
any damages, penalties, costs, detriment or harm that PCCD may incur as a result of
Applicant’s failure, including any statutory damages assessed against PCCD.
(7) PCCD will reimburse Applicant for any costs associated with complying with these
provisions only to the extent allowed under the fee schedule established by the Office
of Open Records or as otherwise provided by the RTKL if the fee schedule is
inapplicable.
(8) Applicant may file a legal challenge to any PCCD decision to release a record to the
public with the Office of Open Records, or in the Pennsylvania Courts, however,
Applicant shall indemnify PCCD for any legal expenses incurred by PCCD as a result
of such a challenge and shall hold PCCD harmless for any damages, penalties, costs,
detriment or harm that PCCD may incur as a result of Applicant’s failure, including
any statutory damages assessed against PCCD, regardless of the outcome of such
legal challenge. As between the parties, Applicant agrees to waive all rights or
remedies that may be available to it as a result of PCCD’s disclosure of Requested
Information pursuant to the RTKL.
(9) The Applicant’s duties relating to the RTKL are continuing duties that survive the
expiration of this Subgrant Agreement and shall continue as long as the Applicant has
Requested Information in its possession.
25. Notices - ALL notices that Applicant is required to give as a result of the Subgrant Agreement
other than those related to audit and fiscal reporting, shall be addressed as follows:
Executive Director
Pennsylvania Commission on Crime and Delinquency
P.O. Box 1167
Harrisburg, PA 17108-1167
(cc: Director of the Office of Financial Management and Administration)
ALL notices that PCCD is required to give relating to the Subgrant Agreement and the
Subgrant Project shall be addressed to the Project Director identified on the first page of the
Subgrant Agreement.
26. Contractor Integrity Provisions – It is essential that those who seek to contract with the
Commonwealth of Pennsylvania observe high standards of honesty and integrity. They must
PCCD-SSC (9/17) 9
conduct themselves in a manner that fosters public confidence in the integrity of the
Commonwealth contracting and procurement process.
(1) DEFINITIONS. For purposes of these Contractor Integrity Provisions, the following
terms shall have the meanings found in this Section:
(a) “Affiliate” means two or more entities where (a) a parent entity owns more
than fifty percent of the voting stock of each of the entities; or (b) a common
shareholder or group of shareholders owns more than fifty percent of the
voting stock of each of the entities; or (c) the entities have a common
proprietor or general partner.
(b) “Consent” means written permission signed by a duly authorized officer or
employee of the Commonwealth, provided that where the material facts have
been disclosed, in writing, by prequalification, bid, proposal, or contractual
terms, the Commonwealth shall be deemed to have consented by virtue of the
execution of this contract.
(c) “Contractor” means the individual or entity, that has entered into this contract
with the Commonwealth.
(d) “Contractor Related Parties” means any affiliates of the Contractor and the
Contractor’s executive officers, Pennsylvania officers and directors, or owners
of 5 percent or more interest in the Contractor.
(e) “Financial Interest” means either:
(1) Ownership of more than a five percent interest in any business; or
(2) Holding a position as an officer, director, trustee, partner, employee, or
holding any position of management.
(f) “Gratuity” means tendering, giving, or providing anything of more than
nominal monetary value including, but not limited to, cash, travel,