Violent Crime Intervention Fund (VCIF) Zip Code Grant and Downtown Public Safety Grants (DPSG) Programs

The purpose of the VCIF & DPSG programs is to reduce crime in Tennessee communities and increase public safety by supporting the following efforts:

• Implementation of programming based on proven effective violent crime intervention models;
• Hiring and training of specialized violent crime investigative units;
• Purchasing and application of new technology and equipment;
• Property and infrastructure development, redevelopment, rehabilitation, and construction;
• Creation of law enforcement led partnerships with community organizations of their choice to directly disrupt or prevent violent crime; and
• Development of a comprehensive downtown safety improvement strategy intended to advance place-based safety efforts.

FY26 VCIF Zip Code Grant

Eligible applicants will satisfy the below requirements:

• Municipal and county local law enforcement agencies, including drug task forces, that meet the following requirements are eligible to apply:
• The agency must oversee a jurisdiction that contains one (1) or more of the fifty (50) zip codes in this state with the highest number of homicides over a five-year period from 2018-2022, based on CrimeInsight data from the TBI, CJIS Division, Statistical Analysis Center. These zip codes are:
  • Davidson - 37207 / 37208 / 37013 / 37211 / 37217 / 37209 / 37115 / 37210 / 37203 / 37206 / 37076 / 37214 / 37218
  • Dyer - 38024
  • Hamilton - 37406 / 37404 / 37411 / 37407
  • Knox - 37914 / 37921 / 37915 / 37917 / 37920 / 37918
  • Madison - 38301 / 38305
  • Maury - 38401
  • Montgomery - 37040 / 37042
  • Robertson - 37172
  • Rutherford - 37130
  • Shelby - 38118 / 38106 / 38127 / 38116 / 38109 / 38114 / 38111 / 38128 / 38115 / 38108 / 38107 / 38112 / 38103 / 38122 / 38104 / 38018 / 38105 / 38126 / 38125 / 38134 / 38141
• A Sheriff’s department that meets the requirement in (a) above must also demonstrate that it has entered into a 287(g) agreement with the federal government; and
• All law enforcement agencies applying for funding must also meet the criteria listed in the solicitation.

FY26 Downtown Public Safety Grant

The following entities are eligible to apply:

• Metropolitan Government of Nashville and Davidson County, City of Memphis, City of Chattanooga, City of Knoxville.
• Business Improvement Districts (BID) and Business Improvement District Management Corporations created pursuant to TCA Title 7 Chapter 84, Part 5, and operate in a municipal or metropolitan government having a population of 181,000 or more according to the 2020 federal census and their eligible management corporations may apply. A grant may be awarded to a local government, a BID, and a BID management corporation from the same municipal/metropolitan jurisdiction.

All entities applying for Downtown Public Safety Grant (DPSG) funding must also meet the criteria listed in the solicitation and comply with all terms in the applicable standard state grant contract as well as any additional provisions specific to this grant including but not limited to:

• Payment Methodology
• Disbursement Reconciliation and Close Out
• Indirect Cost
• Cost Allocation
• Payment
• Non-Allowable Costs
• Program Income

Local governments must coordinate with the eligible BIDs and BID management corporations within their respective jurisdictions to ensure that their grant applications, collectively, do not request funds exceeding the maximum dollar amount available to the respective jurisdiction as provided in the solicitation.

In addition, all BIDs and BID management corporations must:

• Submit a copy of the municipal/metropolitan ordinance that authorized/created them.
• Submit documentation to establish that they manage or oversee the operations of at least one (1) central business improvement district created pursuant to Tennessee Annotated Code, Title 7, Chapter 84, Part 5 and that they operate in a municipal or metropolitan government having a population of 181,000 or more according to the 2020 federal census.
• Be compliant with registration requirements with the TN Secretary of State and submit a copy of their current registration status with their application.
• Comply with and operate pursuant to the terms and requirements of Tennessee Code Annotated Title 7, Chapter 84, Part 5, and submit a certification of compliance with their application.  

Payment Methodology: Total Advance Payment.

The Grantee shall be reimbursed for actual, reasonable, and necessary costs, not to exceed the maximum liability established in the grant contract agreement. Payment to the Grantee shall be a lump sum made in advance upon approval of the Grant Contract. See “Program Income” in section III. Allowable Costs, below.

Please reference the Allowable Costs section of the OCJP Grants Manual for full explanations/restrictions regarding Allowable Costs.

State funds may be used by the subrecipient for personnel costs, training and technical assistance, professional services contracts, travel, equipment, operational costs, and information systems that are part of an approved project and are in addition to the resources already available to the subrecipient.  Costs must be reasonable, allocable, and necessary to the project and comply with the State Program requirements.  Any questions about allowable use of funds should be directed to the Office of Criminal Justice Programs.

Program Income: All funds received, including Program Income, shall be placed in an interest-bearing account upon receipt, and remain until such time as they are needed for the purposes set out in the contract between the State and Applicant. If any portion of the grant funds and Program Income is not expended during the original term of the grant contract, the unexpended portion plus any accrued interest may be required to be returned to the State. Program Income means gross income earned by Applicant that is generated by a grant-supported activity or earned as a result of the grant award during the period of performance and approved extension periods, including accrued interest.

General Salaries and Personnel Costs: Payment of personnel costs is allowable if costs are a part of an approved project and are necessary and incidental to project implementation and operation and are in addition to the resources already available to the Grantee. Overtime pay will only be approved by OCJP on a case-by-case basis.

Space: The cost of space in privately – or publicly – owned buildings used for the benefit of the program is allowable subject to the conditions stated below:

• The total cost of space may not exceed the rental cost of comparable space and facilities in a privately owned building in the same locality.
• The cost of space procured for program usage may not be charged to the program for periods of non-occupancy, without authorization of OCJP.
• Rental Cost: the rental cost of space in a privately owned building is allowable. Rent cannot be paid if the building is owned by the grantee, or the grantee has a substantial financial interest in the property. However, the cost of ownership is an allowable expense. Similar costs for a publicly owned building are allowable where “rental rate” systems, or equivalent systems that adequately reflect actual costs, are employed. Such charges must be determined on the basis of actual cost (including depreciation-based on the useful life of the building, operation and maintenance, and other allowable costs). Where these costs are included in rental charges, they may not be charged elsewhere.
• Maintenance and Operation: The cost of utilities, insurance, security, janitorial services, elevator services, upkeep of grounds, normal repairs and alterations, and the like are allowable to the extent they are not otherwise included in rental or other charges for space.
• Occupancy of Space Under Rental-Purchase or a Lease with Option-to-Purchase Agreement: The cost of space procured under such arrangements when specifically approved by OCJP. This type of arrangement may require special application of special matching share requirements under construction programs.
• Depreciation and Use Allowances on Publicly Owned Buildings: Depreciation or a use allowance on idle or excess facilities is not allowable.

Professional Fees:  All Grantee organizations that enter into a relationship with a third party to provide project-based professional services for the grant project, must do so pursuant to a formal subcontract between the Grantee organization and the third party.

• Grantees must comply with all applicable terms of the OCJP Grants Manual regarding OCJP pre-approval of subcontracts.
• Consultant rates of payment are to be reasonable and consistent with fees for similar services in the marketplace. See OCJP Grants Manual Chapter XIII. Procurement of Professional Services
• Funds budgeted for professional consultant or subcontracting entity employees must be detailed under the “Professional Fee, Grant & Award” line of the budget.
• Speaker fees for conferences must be detailed under the “Travel, Conferences, & Meetings” line of the budget. All projects providing training instructors/speakers with state funds must submit a Notification of Speakers Agreement for each instructor/speaker 15 days prior to the training event. See OCJP Grants Manual Chapter IX. Travel, Conferences, and Meetings.
• All project-based subcontracts must be monitored as outlined OCJP Grants Manual Chapter XIII Procurement of Professional Services, section 5, using the same or similar process as detailed in Appendix F. Subrecipient Subcontract Monitoring Form.

Operational Costs: Payment of operational costs is allowable if costs are part of an approved project and are necessary to the project implementation and operation.  Operational costs may include supplies, telecommunication costs, postage and shipping, printing and publications costs, rent, equipment rental costs and insurance costs.  Costs for a program must be prorated across all fund sources.

Furniture Costs: Payment of furniture must be pre-approved by OCJP before a purchase is made.

Vehicles: All vehicles funded in whole or in part with VCIF funds that are not explicitly stated in the Scope as “covert/undercover” must be clearly marked with branding consistent with the unit’s other fleet vehicles.  This includes, but is not limited to: armored rescue vehicles, boats, UTVs/ATVs, trucks, vans, and cars.  Such vehicles must be issued to the unit described in the scope and used only within the purpose outlined in the contract scope.

Equipment and Technology Purchases: Radios purchased with grant funds must meet P25 CAP Encryption Requirements, which have no encryption, have AES 256 algorithm, and have AES 256 algorithm along with any other non-standard encryption algorithms.

Additionally, agencies are strongly encouraged to utilize statewide contracts and cooperative agreements to expedite the purchasing process. Equipment and technology purchases under this application will first identify products currently on state contract or local cooperative agreement as the first choice to allow for consistency across entities, enhanced data collection, and a uniform system of tracking violent criminals.

Preferred equipment includes, but is not limited to, the following:

•  P25 Radios
• Statewide Communications Systems (TACN)
• Shot Spotter Technology
• Pole Cameras
• Video Analysis Software
•  Body Armor for agency personnel and K-9s
• Body-worn cameras
• Equipment to support Rapid DNA testing
• Less Lethal Weapons, including, but not limited to tasers, beanbag weapons, and spike strips
• Equipment to support digital forensic investigations
• Equipment which is integral to an improved project if necessary and allocable to that Project

Equipment expenses, which are part of an approved project, if necessary and allocable to that project, are allowable expenses.  Equipment is defined as tangible non-expendable personal property having a useful life of more than one year and an acquisition cost of $10,000 or more per unit, or “Sensitive Minor Equipment”.  “Sensitive Minor Equipment” is defined as moveable, high-risk, sensitive property items purchased with a cost between $500.00 and $10,000.00, such as computers (i.e., laptops, tablets), weapons, TVs, and cameras acquired, used and managed for criminal justice grant purposes. Equipment or other assets that are purchased in whole or in part with grant funds are subject to OCJP policy guidelines.

For specific guidelines regarding disposition or transfer of equipment, please see OCJP Grants Manual Chapter X., Section 4 in the subsection titled “Disposition”.

Software and Hardware:  Any law enforcement records management system must be from a TBI approved vendor and be TIBRS compliant.  Records management systems must be preapproved by OCJP prior to submitting the proposal.  Records management systems must be XML compatible.

Downtown Public Safety Improvement: Costs incurred as part of a comprehensive downtown safety improvement strategy intended to advance place-based safety efforts are allowable, including but not limited to:

• Lighting and electrical to improve natural surveillance capabilities, such as “Hot Spot” street lighting upgrades.
• Security infrastructure/fixed surveillance infrastructure
• Physical police presence investments that expand physical police presence in downtown “Hot Spot” areas
• Traffic-calming/protective hardware and other traffic control measures
• Traffic and pedestrian infrastructure and site utilities
• Demolition of crime-contributing infrastructure, blight remediation, and façade improvement, and
• Architectural and engineering costs associated with a downtown safety improvement strategy.

Training, Conferences, and Meetings: Training, Conferences, and Meetings which are part of an approved project, if necessary and allocable to that project, are allowable expenses. The following cost thresholds are in place:

• Meeting Room/Audio Visual Services - Lesser of $31.25 per day per attendee or $25,000.
• Logistical Planners - Lesser of $62.50 per attendee or $11,000.
• Programmatic Planners - Lesser of $250 per attendee or $43,750.
• Food and Beverage - Generally not allowed.
• Refreshments - Generally not allowed.

Travel: Expenses and reimbursements for travel must follow the most current comprehensive State of Tennessee Travel Rules and Regulations. Grant funds can support costs such as travel, meals, lodging, and registration fees to attend training within the state or a similar geographical area.

Subrecipients are encouraged to first look for available training within their immediate geographical area. However, when needed training is unavailable within the immediate area, OCJP must be contacted for prior approval for travel outside the state. Agencies must proactively contact their program manager to obtain prior approval for any travel or training that is not specifically approved within the agency’s contract. Expenses and reimbursements for all in-state and out-of-state travel must follow the State of Tennessee Comprehensive Travel Regulations or the subrecipient travel regulations/rates, if lower. All law enforcement trainings to be included in an agency’s project plan must be approved by the Peace Officer Standards & Training Commission (P.O.S.T.) and approved by OCJP.

Failure to comply with these requirements will result in questioned costs, and agencies will be required to pay back all cost not compliant with this section and certification.

For travel within Tennessee: For agencies that already have written travel policies, procedures, and rates, personnel should follow those rates or the Comprehensive Tennessee Travel Regulations Reimbursement Rate Schedule[BW1] , whichever is lower.

For travel outside Tennessee: Reimbursement should follow the appropriate out of state CONUS reimbursement rates located here:  http://www.gsa.gov/. Any deviation from the CONUS rates will require prior approval from OCJP.  NOTE:  Some fund sources require prior approval for out of state travel reimbursement.  Please consult with your OCJP Program Manager for more details.

NOTE: Reimbursement for a single meal for employees on a one day travel status is not permitted.

Travel Reimbursement rate: Policy 8 pgs. 11 & 12.

Federal Travel Regulations:  CONUS

Subrecipients are encouraged to first look for available training within their immediate geographical area. However, when needed training is unavailable within the immediate area, OCJP must be contacted for prior approval for travel outside the state. Agencies must proactively contact their program manager to obtain prior approval for any travel or training that is not specifically approved within the agency’s contract. Expenses and reimbursements for all in-state and out-of-state travel must follow the State of Tennessee Comprehensive Travel Regulations or the subrecipient travel regulations/rates, if lower. All law enforcement trainings to be included in an agency’s project plan must be approved by the Peace Officer Standards & Training Commission (P.O.S.T.) and approved by OCJP.

Generic Unallowable Costs include:

• Construction and land acquisition, unless otherwise permitted herein as part of the Downtown Safety Improvement Strategy.
• Compensation of federal employees,
• Travel of federal employees,
• Bonuses or commissions,
• Military type equipment,
• Uniforms,
• Lobbying,
• Fundraising (including financial campaigns, endowment drives, solicitation of gifts and bequests, and similar expenses incurred solely to raise capital or obtain contributions),
• Corporate formation,
• State and Local taxes,
• Legal fees,
• Cost in applying for this grant,
• First class travel,
• Gift cards,
• Depreciation,
• Cost incurred outside the project period, and
• Late fees.

Please Note: This list is NOT all-inclusive. For further clarification, contact OCJP or refer to the OCJP Grants Manual.

The Project Director is responsible for timely submission of completed program reports each quarter and at the end of the year. Inability to submit required reports in a timely fashion is considered a failure of required contract obligations.

The grantee must collect, maintain, and provide to OCJP, data that measure the performance and effectiveness of activities under this award, in the manner, and within the timeframes, specified in the program solicitation, or as otherwise specified by OCJP. Data collection supports compliance with the Government Performance and Results Act (GPRA) and the GPRA Modernization Act, and other applicable laws. The data collected should support the information submitted on the reports and OCJP may periodically request to see the back-up data that supports the information submitted.

Reporting requirements will be determined based on your project design and the data that can be collected. Requirements will at minimum include quarterly reports, annual report, and a final report at the conclusion of the grant. At minimum, reports shall include:

• The Grantee’s name;
• The Grant Contract’s Edison identification number, term, and total amount;
• A narrative section that describes the program’s goals, outcomes, successes, and setbacks, whether the Grantee used benchmarks or indicators to determine progress, and whether any proposed activities were not completed; and
• Other relevant details requested by the Grantor State Agency.

Quarterly Report: A quarterly report is due to the state State within one (1) month following the close of any quarter. This report shall be in a format prescribed by the State.* Items required by the state shall include but may not be limited to:

• Organization name
• List of purchases made using grant funds during the quarter
• Which “allowable use” category each purchase is tied to
• Backup documentation (receipt, proof of payment, etc.) for every purchase listed
• Program Income information
• Grant partner information

Quarterly Report Due Dates:

·        April 30 (for quarter January 1 – March 31)

·        July 31 (for quarter April 1 – June 30)

·        October 31 (for quarter July 1 – September 30)

·        January 31 (for quarter October 1 – December 31)

Annual and Final Reports*: The grantee shall submit, within thirty (30) days of the conclusion of each year of the Term, an annual report. For grant contracts with a term of less than one (1) year, the Grantee shall submit a final report within three (3) months of the conclusion of the Term. For grant contracts with multiyear terms, the final report will take the place of the annual report for the final year of the Term. The Grantee shall submit annual and final reports to the Grantor State Agency and the Department of Finance and Administration (F&A).

*Details regarding the format and expectations for VCIF/DPSG reports will be forthcoming. OCJP will distribute instructions and required forms once they become available.

Disbursement Reconciliation and Close Out: The Grantee shall submit a grant disbursement reconciliation report within ninety (90) days of the Grant Contract end date and in form and substance acceptable to the State (and include, as applicable, documentation and receipts as required.").

Any additional reports required will be determined by the scope of the project.

Publication of Documents and Electronic Media: Project directors are encouraged to make the results and accomplishments of their activities available to the public. A recipient/subrecipient who publicizes project activities and results shall adhere to the terms and conditions of the award as well as the following: Responsibility for the direction of the project activity shall not be ascribed to OCJP. The publication shall include the following statement:

“This project is funded under an agreement with the State of Tennessee”.

All notices, informational pamphlets, press releases, research reports, signs, and similar public notices prepared and released by the Grantee in relation to this Grant Contract shall include the statement:

“This project is funded under a Grant Contract with the State of Tennessee.”

All materials publicizing or resulting from award activities shall contain an acknowledgement of State of Tennessee assistance. An acknowledgement of support shall be made through use of the above statement or comparable footnote. The OCJP Program Manager will verify the statement prior to printing or publication. A grantee/subrecipient or contractor is expected to publish or otherwise make widely available to the public, as requested by OCJP, the results of work conducted or produced under an award. All publication and distribution agreements with a publisher will include provisions giving the State of Tennessee a royalty-free, nonexclusive, and irrevocable license to reproduce, publish, or otherwise use and to authorize others to use the publication for government purposes. The recipient/subrecipient shall submit a publication and distribution plan to OCJP before materials developed under an award are commercially published or distributed. The plan shall include a description of the materials, the rationale for commercial publication and distribution, the criteria to be used in the selection of a publisher, to assure reasonable competition, and the identification of firms that will be approached. Prior OCJP approval of this plan is required for publishing project activities and results when funds are used to pay for the publication.

Additionally, studies and research/report type publications expressing the direction of project activity must also contain the following funding statement:

“The opinions, findings, conclusions or recommendations contained within this document are those of the author and do not necessarily reflect the views of or the State of Tennessee, Office of Criminal Justice Programs.”

LEA Hiring Directory: Directory for posting VCIF-funded job openings

DPSG Application Click-Through Guide: DPSG Application Walkthrough

More to come!

For questions about any active Formula-based, Competitive Collaborative Enhancement, Hot Spot TCCRP, or Zip Code Enhancement grant contracts, please contact your program manager directly.

Project Director Orientation: This is a required training. Recording may be viewed by an agency’s PROJECT DIRECTOR and FINANCIAL DIRECTOR to fulfill the agency’s requirement. Once you have watched the training, please email info.ocjp@tn.gov and include your name, agency name, grant role, and date of viewing to receive credit for this requirement.

Video: VCIF Grant Orientation Meeting (FY23)

Invoice for Reimbursement (Non-state Agencies):

The invoice is used to request monthly reimbursement. It is strongly recommended that agencies invoice monthly, when monthly expenditures are incurred. However, subrecipient agencies can invoice quarterly. If invoicing quarterly, agencies MUST request reimbursement 30 days after the end of each quarter for all the expenses incurred during the quarter in its entirety, including submitting $0 for months when no project expenses occurred. Funds can only be distributed to sub-recipients upon receipt of a properly prepared and signed invoice. The invoices are emailed to the Office of Business and Finance of the Department of Finance and Administration.

Annual Report:

The FY26 VCIF Annual Report for will be made available in early 2026. This report is due July 31^st for all executed contracts. 

Service Partner Quarterly Report: If your agency passed VCIF funds or VCIF-funded equipment/supplies to a local government agency or third-party nonprofit to support programming or services, then you are required to complete the Quarterly VCIF Service Partner Report.  Quarterly reports must be submitted one month after the end of the quarter. The due dates for quarterly reports are:

April 30 (for quarter January 1 – March 31)

July 31 (for quarter April 1 – June 30)

October 31 (for quarter July 1 – September 30)

January 31 (for quarter October 1 – December 31)

Video: How to complete the Quarterly Service Partner Report – Recorded 10/10/23

Point-in-time (PIT) Monitoring:

How to Complete the Point in Time Monitoring Report (video): https://www.youtube.com/watch?v=DqIujNnP7_w

How to Complete the Point in Time Monitoring Worksheet (video): https://www.youtube.com/watch?v=SXOGRAt1UHM

Past Office Hours: The available recordings of these meetings are linked below. Please contract your Program Manager directly fo slides.

VCIF Office Hours #1 – 10/25/23

VCIF Office Hours #2 (LPRs) – 11/30/23: Recording

VCIF Office Hours #3 (Vehicles) – 1/24/24: Recording

VCIF Office Hours #4 – 2/21/24: Recording

VCIF Office Hours #5 (Point in Time Monitoring) – 3/27/24: Recording

VCIF Office Hours #6 (Annual Report) – 4/30/24: Recording

VCIF Office Hours #7 (Review) – 5/30/24

VCIF Office Hours #8 (FY25 Preview) – 10/16/24:  Recording

If you don’t see the answer you are looking for below, please reach out to Info.OCJP@TN.gov, or call the OCJP Special Projects Unit staff points of contact: Ben Weinstein 615-533-9364, or Aimee Curley at 615-532-2277.

Contract Roles

Q: Can the Sheriff be the Authorized Official (AO)?

A: No. For local government agencies, Authorized Officials must be Mayors, City Managers, County Executives/Mayors, or District Attorneys. The Office of Criminal Justice Programs must be notified in writing within ten (10) days in the event of a change in Authorized Official.

Q: What is the Statement of Assurances?

A: This is a required document that was completed and signed by the authorized official at the time of application submission. It can be made available upon request with your assigned program manager.

Q: Can the project director and financial director be the same person?

A: No, the individual selected as Project Director may not be the same person who serves as Authorized Official or Financial Director for the project. Please refer to the OCJP Grants Manual Chapter II. Achievement of Operational Status for more information.

Your agency must notify the Office of Criminal Justice Programs in writing within ten (10) days in the event of a change in Project Director, Financial Director, or Authorized Official.

Project Design & Partnerships

Q: What is the structure of the contract? Will expenditures have to be reimbursed?

A: Payment to the Grantee shall be a lump sum made in advance upon approval of the Grant Contract. All funds received, including Program Income, shall be placed in an interest-bearing account upon receipt, and remain until such time as they are needed for the purposes set out in the contract between the State and Applicant. If any portion of the grant funds and Program Income is not expended during the original term of the grant contract, the unexpended portion plus any accrued interest may be required to be returned to the State.

Q: We’ve realized that we do not need the current project design that we originally laid out in the application. Would we need an amendment to change the project design to something that better fits our agency’s needs?

A: Amendments are possible with this grant, but to determine whether your contract would require one, we recommend reaching out to your assigned program manager with a detailed explanation of your current project design, the reason for the proposed change, and what you intend to change it to (specific equipment or services, quantities, and projected costs are always helpful). Your PM will then work with you to determine the appropriate next steps.

Q: Could a grantee subcontract with another agency to hire juvenile offenders through a court diversion program to work on beautification projects as part of DPSG? Referred into the program by the courts, the juvenile individuals would be financially compensated with grant funds and provided mental health programming and jobs training skills. The costs of the program, as well as the salaries compensating the individuals, would be funded by the grant.

A: Generally, this appears to be allowable. As individuals performing labor as part of DPSG renovation/beautification projects are fairly and reasonably compensated (with grant funds), this would be allowable. The addition of evidence-based mental health and skills-building programming is also allowable and highly encouraged.

Q: Can awarded funds from separate contracts be administered together?

A: Grantees may coordinate to spend their grant funds on various aspects of the same project. All grantees must track their own project expenses separately.

Q: Can applicants combine Patrol- and Jail-based VCIF funds for one project?

A: Yes.

Q: Can similar projects be funded by DPSG and Zip Code grants?

A: Yes, as long as funds are tracked separately for each grant award.

Q: Does an agency still have to do a pre-award risk assessment for an entity with which they have a pre-existing relationship?

A: Yes, the pre-award risk assessment must be completed for all agencies with which grantees plan to subcontract and that will be using grant funds to provide project-based services.

For more information on pre-award risk assessments, please review OCJP Grants Manual Chapter XIII Procurement of Professional Services and/or contact your OCJP program manager.

Q: For subcontractors we have partnered with for a long time (pre-existing to this funding), do we need to submit the current contract with them, or do we need to have them resubmit a new contract to reflect the terms of this funding agreement?

A: If grant funds will be passed to an existing partner to support a project that is already underway, OCJP expects that the grant funds will be supporting some new or altered aspect of the project. OCJP would expect the grantee to submit an amended/revised agreement, or addendum to the existing agreement, that covers the new/modified services and that is signed by both parties.

Allowable Costs

Q: How does back-dating work?

A: Expenses are permitted for eligible, allowable expenses incurred by grantees starting July 1, 2025 or later, as long as those expenses are justified as relating to your agency’s strategy to address violent crime. Agencies must be able to report on what these expenses were, what allowable use categories they relate to, and how they help your agency address violent crime.

Q: How can we get clarification on allowable/unallowable costs?

A: Please check the VCIF/DPSG Fund Source Chapter of the Grants Manual, as well as the VCIF or DPSG solicitation. You may also email Info.OCJP@tn.gov or reach out to a project management specialist.

Q: Are items approved under the previous VCIF grant allowable?

A: Generally, yes. This grant has expanded additional allowable categories, such as jail renovations and beautification projects, which were previously unallowable. Please consult the VCIF and DPSG Fund Source Chapter of the OCJP Grants Manual, and the VCIF and DPSG solicitations for more information.

Q: Is there a required process for selecting subcontractors or services?

A: Grantees must follow their agency’s documented procurement policy. Large subcontracts typically undergo a competitive process. During monitoring, OCJP will review agency’s files to ensure internal processes for procurement were followed at the time of the grant purchase.

Q: Are State-wide contracts (SWC) and sole source purchases allowed?

A: Yes. SWCs are preferred (if available). Sole source purchases are allowed if consistent with your agency’s procurement policies.

Q: Is construction allowed with VCIF/DPSG funds?

A: Yes, construction is an allowable expense. You can refer to the VCIF/DPSG Fund Source Chapter for specific allowable/unallowable costs or reach out to your assigned program manager for further guidance.

Q: Are renovations considered construction?

A: Both are allowable, but considered separately.

Q: What are the limits on construction, specifically under the zip code grant? Can agencies break ground and build a new building?

A: Yes, new construction is allowed.

Q: Indirect Costs – What are they? Are Indirect Costs (IDC) allowable?

A: Since these funds are awarded “advance pay” rather than via reimbursement, the way agencies will report how funds are spent looks a little bit different for this grant. While costs to indirectly support programming are allowable, agencies will be expected to report every specific cost incurred as part of quarterly reporting (rather than outlining this in a budget ahead of time). So, even costs that are considered “indirect” will need to be clearly defined (i.e. prorated rent, exact utilities amounts, etc.) in the grantee’s quarterly report, and documentation to back up all expenses must be retained. Simply reporting “indirect costs” and a broad percentage will not be an acceptable level of detail.

Q: Are armored vehicles (ex: Bearcats) allowed?

A: Yes, provided that their purpose and use is to address violent crime and/or public safety issues.

Q: Will unmarked vehicles be allowed?

A: All law enforcement vehicles purchased with grant funds must be marked with branding consistent with the agency’s other vehicles. Agencies needing to use grant funds to purchase unmarked vehicles must confirm in writing that the grant-funded vehicles will be used exclusively for undercover or covert law enforcement activities.

Q: Can the Zip Code funds be used for Rapid DNA equipment?

A: Yes, any agency can use ZC funds for Rapid DNA equipment expenses. If an agency is purchasing Rapid DNA equipment through other grant funds, they may use VCIF Zip Code funds to cover additional equipment needs, provided they do not replace or reduce the previously funded portion of the project. Please discuss any Rapid DNA needs with your assigned program manager.

Q: Can VCIF/DPSG funds be used for repairs or maintenance costs for existing equipment?

A: Yes. A grantee would need to justify how that activity supports the department’s efforts to address violent crime as defined in the Problems and Needs section of the contract scope.

Q: What counts as military-type equipment?

A: The OCJP Grants Manual section on Unallowable Costs defines military-type equipment as: “...such items as Unmanned Aircraft (UA), armored vehicles, explosive devices, and other items typically associated with the military arsenal, excluding automatic weapons.” Exceptions may be made upon a written request and justification from the grantee.

Q: Are drug crime-related expenses allowable?

A: All expenses must be justified as part of your agency’s strategy to address violent crime.

Q: Can jail-based funding focus on safety and well-being?

A: Yes, projects should align with violent crime reduction goals.

Q: Are weapons allowable?

A: Yes. Weapons are allowable if tied to violent crime strategy.

Q: Is software allowable?

A: Yes. Software is allowable if tied to violent crime strategy.

Q: Are uniforms allowable (e.g., jackets, boots, helmets)?

A: No, uniforms are unallowable.

Q: Do we need to obtain approval for capital equipment or vehicles above $10,000 per unit if they are not specifically included in the application or contract?

A: Any Capital items, defined as equipment costing more than $10,000 per unit, must be approved – either in your contract or in writing by your assigned program manager – before making the purchase. Items listed in the contract do not need additional approval, unless you want to make material changes to your project plan.

Q: In instances where the fund source chapter is not specific, would we fall back to OCJP’s general grant guidance? We plan to purchase vehicles in our approved contract, but we have since learned other capital equipment may be needed for our project.

A: The Fund Source Chapter may not address every allowable or unallowable cost. The quickest way to confirm whether a specific expense is allowable is to contact your assigned program manager directly.

It is also helpful to stay familiar with OCJP’s general allowable and unallowable cost guidance in the OCJP Grants Manual, and the VCIF/DPSG Fund Source Chapter. For example, vehicles are allowed under this fund source, though there are specific limitations (with respect to vehicle types, marking of vehicles, etc) defined in the Fund Source Chapter.

Q: For equipment over $10k per unit that requires advanced approval from the program manager (i.e., Capital equipment), what is the process for that?

A: All Capital purchases require prior written approval.

If specific equipment is included in your contract, this serves as your prior approval, and you do not need additional approval.

If you want to make a Capital purchase that was not already approved in the contract or in subsequent emails with OCJP, please email your assigned program manager to discuss your intent so they can help determine whether the expense is allowable.

If you plan to make a different purchase than originally specified in your contract, you must notify OCJP in writing before making changes.

Q: Are warranties and multiyear service agreements allowable costs under this grant?

A: Standard warranties are allowable.

Standard, non-customizable service packages (up to 5 years) that extend past the end of the grant are allowable, as long as the first year of the agreement occurs during the grant period.

Any portion of an agreement beyond 5 years must be pro-rated, and the additional years must be paid for with non-grant funds.

Customizable yearly service agreements, where agencies can add or reduce the length of the contract, are allowable, as long as no additional years begin after the end of the grant period.

If an agency adds years that start after FY28, they must prorate those costs and cover the extended portion with non-grant funds.

Reporting

Q: When are the quarterly reports and annual report due?

A: Quarterly reports are due in TN Grants within 15 days after the end of each quarter. Agencies should be tracking expenses throughout the quarter using the provided spreadsheet, rather than waiting until the quarter is over to enter all expenses.

A: The first full quarter report (F26 Q3) covered all prior quarters, and so the deadline was extended to 30 days. Moving forward, the quarterly reports will be due as follows:

Quarter 1 (July 1st – September 30th) – Due October 15th

Quarter 2 (October 1st – December 31st) – Due January 15th

Quarter 3 (January 1st – March 31st) – Due April 15th

Quarter 4 (April 1st – June 30th) – Due July 15th

A: The annual report is due within 1 month after the end of each FY (July 31st).

Q: For contracts/invoices that cover multiple items across allowable use categories, such as Construction items covered by multiple options within Category 8 [in the quarterly report], how should those purchases be reported? Should they be broken out by different types of expense?

A: That is correct; each expense should be listed separately in the report log document, according to expense type.

Q. Can we report on equipment that has been ordered but has not been received/paid for?

A: Expenses should only be logged for the quarter if they are complete (I.e., payment occurred in that quarter). Agencies should use the narrative portions of the report to describe all project activities/progress that occurred during the quarter.

Q. When would we select “Yes” on a report question but enter “N/A” or “0”?

A: In the Outputs section, all output categories must be answered “Yes” or “No”. Within each category, there may be individual outputs that your agency will have produced, while others are not applicable to your project or were not completed during the reporting period.

All fields within each output category are required and will default to “0” when you select “Yes”. You only need to change the fields that pertain to your project.

For example, if you select “Yes” for the “Salaries” output category, because your contract includes grant‑funded personnel, the report will also ask a required question about overtime hours funded, even if your project did not fund any overtime. In that situation, you would still answer “Yes” to “Salaries", but you would leave “0” for the overtime hours question.

Other

Q: Are agencies required to keep the VCIF funds (and the interest those funds generate) in a separate bank account?

A: No; however, if an agency chooses to use a single bank account to store funds from multiple fund sources, the agency’s accounting system must be able to properly track the funds. This includes:

Tracking each grant award (as well as income and interest earned for each award) as a separate fund source.

Prohibiting the commingling of funds on a program-by-program or project-by-project basis within the accounting system, even if they are in the same bank account.

Providing source documentation for all expenditures.

Using grant numbers to tag project records.

Q: If interest accrues, does it have to be spent during the grant period?

A: Yes, accrued interest can be used during the grant period on project-related expenses. Unspent funds return to the State.

Q: Is there a set time period for how long grant-funded equipment is dedicated to this grant project before it could possibly be repurposed to another use in the agency? I.e., a vehicle being repurposed after the end of the grant to an admin use and not for original purpose.

A: During the grant term, all equipment must be used to support project‑related goals and should remain with the agency, used for the purposes outlined in the contract, properly logged, and tracked.

After the grant ends, or if the equipment has reached the end of its useful life, the agency should follow the guidance in OCJP Manual Chapter X: Property and Equipment. This requires the agency to notify OCJP of any changes in use or disposition of grant-funded equipment.

Additional requirements related to equipment disposition can be found in clause D.27 of the grant contract.

Q: Can we utilize a Civil Rights Training provided through other agencies?

A: Agencies may use other civil rights trainings as long as they meet the same criteria outlined in the OCJP Civil Rights Training. If an agency chooses to use a civil rights training other than the OCJP version, or their own internal training, OCJP must review it to ensure it is compliant.

Q: Are certificates of completion of our agency’s civil rights training, along with the quiz from the OCJP website sufficient, or is there specific civil rights training that must be completed as well?

A: The agency’s project director and civil rights compliance officer must keep records of completing a civil rights training every year in their grant file. They should complete the Civil Rights Compliance Training quiz from the OCJP website annually, and it is sufficient to demonstrate this requirement.

The agency also should be able to demonstrate that they have provided civil rights training to their staff, using the OCJP Civil Rights Compliance Training quiz as a tool or material reference.

Agency staff other than the Project Director and Civil Rights Compliance Officer should NOT submit the OCJP Civil Rights Compliance Training quiz online.