HomeMy WebLinkAbout06/19/2007, C12 - COPS 2007 TECHNOLOGY GRANT PROGRAM C \
counat June 19, 2007
j agenda Repout 1�N� 61,2,
CITY OF SAN LUIS OBISPO
FROM: Deborah Linden, Chief of Policey&
Bill Statler; Finance& Information Technology Director
Prepared by: Teri Maa, Information Technology Manager
SUBJECT: COPS 2007 TECHNOLOGY GRANT PROGRAM
CAO RECOMMENDATIONS
1. Authorize the Chief of Police to apply for a U.S. Department of Justice, Office of
Community Oriented Policing Services (COPS) Technology Program Grant in the amount of
$234,400 for an upgraded generator at City Hall ($114,700), an`emergency cache of portable
radios ($112,500) and grant training($7,200).
2. Approve a cash contribution match of 25% ($58,600) toward the total cost of the approved
grant project as required by the granting agency if the grant is awarded to the City.
DISCUSSION
Grant Overview
The City Police Department was selected by the U.S. Department of Justice, Office of
Community Oriented Policing Services (COPS) to apply for grant funding under the COPS 2007
Technology ("Tech") Program. This year's Tech Program provides funding to local and state
law enforcement agencies for the procurement of technology that focuses on data information-
sharing and/or an enhancement of voice interoperability with regional, state and federal partners.
The grant program is aimed at facilitating the sharing of information, either data or voice,across
multiple jurisdictions within a region or state, with the ultimate objective of increasing public
safety.
To ensure successful project implementation if the grant is awarded, attendance is required at a
COPS-sponsored technical assistance "kickoff' conference. Additionally, there will be a
regional conference event that COPS strongly encourages grantees to attend. Finally, there will
be one mandatory on-site technical assistance visit to each grantee by the COPS Office's
designated provider.
Under this competitive, peer-reviewed grant program, the City can apply for an award up to $3
million. The Tech grant allows the City three years to complete their project and agencies are
required to contribute a local cash match of 25% toward the total cost of the approved grant
project. All applications must be received by the COPS Office by close of business on June 29,
2007 to receive consideration for funding.
Council Agenda Report—Public Safety Server Upgrade Page 2
Technology Project Description
In reviewing the requirements of the grant, the City's radio system upgrade project meets the
Tech program goals to assist public safety. However, since Council approved the radio system
upgrade project prior to the grant solicitation and the City is committed to implementing the
project, funding is not available for the radio project under this grant due to non-supplanting
requirements. However, the COPS office suggested the City apply and compete for COPS
funding to fund other allowable items that were not currently a part of the local technology
project at issue.
In reviewing the radio system upgrade project, we identified two items that would further
enhance the City's radio interoperability plans: upgrading the emergency generator at City Hall
and providing an emergency cache of digital portable radios.
Emergency Generator. City Hall's emergency generator is currently a 19kW natural gas
generator that powers safety lighting and technology equipment in the event of a power outage.
Staff is recommending upgrading this generator to a 175kW diesel generator, which would
provide emergency power for the entire building based on current and planned uses.
Manufacturers do not recommend natural gas for generators over 100kW, and purchasing a
natural gas 175kW generator would cost three times that of a diesel generator. Today's diesel
generating technology can deliver clean, environmentally friendly energy along with reliability,
low life-cycle cost, high efficiency, ready availability, ease of installation, operational flexibility,
and high quality electrical performance. As such, diesel generators remain the number-one
choice for standby and emergency power systems. In response to mandates for reduced diesel
emissions, manufacturers of diesel generator sets have been developing engines that have lower
emissions and are more fuel-efficient. These emissions control strategies include more efficient
combustion, catalytic after-treatment systems, and ultra-low sulfur fuels.
The recommended 175 kW diesel generator will require an upgrade to the automatic transfer
switch. Additionally, Staff is requesting grant funding for contract services for project
management, design services and installation.
Upgrading the emergency generator at City Hall is consistent with recent initiatives to upgrade
emergency generators at the Police Station and at Fire Stations 1, 2., 3 and 4. The Police Station
received a new 240kW generator in 2005. 50kW generators will be installed at Stations 2, 3 and
4 in 2007-08. And a 350kW will be installed at Station 1 with the Dispatch Center project. The
proposed emergency upgrade at City Hall is consistent with emergency power capacity at other
key City facilities.
Emergency Cache of Portable Radios. We recommend providing an emergency cache of 25
digital radios as part of the new radio system. This will promote multi jurisdictional and multi-
disciplinary public safety voice interoperability. The radios can be deployed to agencies in the
area allowing them to talk across disciplines and jurisdictions on demand, in real-time, when
needed and as authorized. Additionally, this will enable our 24 regional SWAT team members
to communicate with one another on a secure channel when the need arises.
Cl2'Z
C .
Council Agenda Report—Public Safety Server Upgrade Page 3
CONCURRENCES
Police, Fire, Public Works and Finance & Information Technology departments concur with this
recommendation.
FISCAL IMPACT
If authorized, the Chief of Police will apply for $234,400 in COPS funding as described in the
following table.
I)escri 'tion
p Cost
Emergency Generator 1149700
Diesel Generator 40,000
Automatic transfer switch (ATS) 9,900
Generator/ATS installation parts 30,000
Project Manager 8,800
Electrical Design Services 5,000
Generator/ATS Installation Services 21,000
Emergency Cache of Portable Radios 1129500
Travel/Training 7,200
Kick-off Conference (4 representatives, 3 nights) 4,800
Regional Conference 2 representatives, 3 nights) 2,400
TOTALI 234,400
The City will be required to contribute a local cash match of 25% ($58,600)toward the total cost
of the approved grant project and any construction costs associated with the project. If approved,
we will return to the Council at that time with recommended funding sources. Alternatives
include using General Fund reserves or including this amount in the radio system debt financing.
ATTACHMENT
COPS FY 2007 Application Guide: Technology Program
G:\PDStaff\CAO and CAR Reports\CAR\Council Agenda Report—COPS 2007 Technology Grant Program.doc
C/2-3
OMB Control: 1103-0096
Expiration Date: 2/29/08
U.S.Department of Justice ATTACHMENT
Office of Community Oriented Policing Services
COPS COPS Instruction Booklet
uvww.cops.usdoj.gov
CONNUNTV OR/ENM POUCINO SERVICES
U.&OEPART 7""S =
The U.S. Department of Justice Office of Community Oriented Policing Services (www.cops.usdoi.aov) is pleased to announce that it is seeking
applications for funding for the Technology Program. This program furthers the Department's mission by addressing the Department's goal of assisting
state,local,and tribal efforts to prevent or reduce crime and violence.
COPS FY 2007 Application Guide :
Technology Program (Tech)
Eligibility
Invited agencies include:(1)States and U.S.territories,(2)Metropolitan Statistical Areas(MSAs)with a population of 150,000 or greater,
and (3) an additional 20 selected MSAs with a population less than 150,000 to ensure that each state has a minimum of three invited
MSAs (in states where at least three MSAs exist).
Deadline
All applications must be received at the COPS Office by close of business on June 29,2007.
Contact Information
For assistance with the requirements of this solicitation, contact the COPS Office Response Center at 800.421.6770 or via e-mail at
AskCOPSRC@usdoj.gov.
This application may be submitted through Grants.gov or via hard copy. For technical assistance with submitting the application,call the
Grants.gov Customer Support Hotline at 800.518.4726.
Grants.Gov/COPS-OTHERTECH-2007-1
U.S. Department of Justice
Office of Community Oriented Policing Services
Carl R. Peed, Director
mum
ATTACIjMENT
COPS FY2007 Application Guide:
Technology Program (Tech)
The COPS Application Guide is designed to assist applicants in applying for COPS grant programs.
This Guide includes general information on the administrative and legal requirements governing the
Technology Program,as well as detailed program-specific information.
For more information about COPS grants,call the COPS Office Response Center at 800.421.6770.
4
U.S. Department of Justice
Office of Community Oriented Policing Services
1100 Vermont Avenue,N.W.
Washington, DC 20530
COPS Online:www.cor)s.usdoi.gov
April 2007
Contents ATTACHMENT
OVERVIEW . . . ... . . ... . . .. . .. . .. . .. .. . .. . . . . . .. . . .. . .. . .. . .. . .. . . . .. . .. . ... .. . .. . . .1
COPS Office Overview .. . .. . . ... ... . . .. . ... ... ... . . .. . ... .. . .. . .. .. . .. . .. . .. . .. ... . ..I
COPS Technology Program Overview . . . . .. . .. .. . . .. . . . . . .. . . . . .. . . . . . . .. . .. . .. . .. . . . . . .2
DEADLINE: REGISTRATION ... . .. . ... . . . .. . .. . .. . .. . . .. . ... .. . .. . .. .. ... . .. . ... .. ... . ..4
DEADLINE:APPLICATION.. . ... . .. ... . . . .. . .. ... . ... .... ... .. . .. . .. . .... . .. .... . .. ... . ...4
ELIGIBILITY REQUIREMENTS .. . .. ... . . . .. . . . . .. . ... . .. . ... .. . ... .. . . . .. . .. . . .. .. ... . . .5
PROGRAM-SPECIFIC INFORMATION ... . . . .. .. . ... . .. . ... ... ... ... .. . .. ... ... . .. .. . ... ..5
ProgramGoals .. . ... . ... . .. . . .. . .. . . . .. . . . ... . .. . ... ... . .. ... . .. ... .. . .. . ..... ... ..5
Length of Grant Term, Maximum Federal Share,and Local Share Requirements. .. . .. . .. . .. ... ...6
Mandatory Technical Assistance Requirements .. . .. . .. . . .. . .. . .. ... . .. . .... . .. . ... .. ... ...6
Federal Funding:Allowable and Unallowable Costs.... . . . . ... .. . .. . ... .. ... ... ... ..... ... . .6
Allowable Costs: Fundable Requests.. . .. . .. . .. . . . . . .. . . . .. . . .. . . . .. . .. . .. . .... . .. . .7
Unallowable Costs:Requests Will NOT Be Funded . . . .. ... . . . . .. ... ... .. ... . .. ..... . ..8
Monitoring, Reporting, &Evaluation Requirements . ... .... . .. . .. . .. . .. . .. ... ... .... ..... ... ..9
Other Information. . ... . .. . . . . . .. . .. . . . .. . .. . . . . . . . . . . ... . . . . .. . .. .. . .. . .. . . . .... ... .10
Standards... ... .... . ... ... ... .. ... ... .. . . .. . .. . .. . .. . ... .. ...... ... ... .. ... ..10
Land Mobile Radio(LMR)Systems .. . .. . .. ... . .. . ... .. . .. . ... .. ... ... ... . .. .. ... ...11
PERFORMANCE MEASURES.. .... .. . ... .. . .. .. . . .. . .. . .. . .. . .. . .. . .. ... . .. ... . . ... . .. .12
HOWTO APPLY... ... . ... . ... ... ... . . . .. . .. ... . .. . .. .... .. . ... ..... ... ... ... ..... ...13
Administrative Requirements Governing COPS Programs... ... ... ... ... ..... . .. ... . .... ... .13
Electronic Submission of Applications via Grants.gov .... ..... . .. ... ... ...... ... ... .... . ...13
Procedures for Using Grants.gov . ... ........ ... .... .. ... ... ... ...... .. . ... .. . .... . .. . .15
I. E-Business&Registration Information .. .. . .. . .. . ... ... ... ... ... . . ..... .. . .. ... ..... .15
11. Find&Apply for Funding Opportunities.. .... ... ...... ... ... ..... ... . .. ....... . ...17
Helpful Online Resources.. ... ......... ... ..... .. ... .. . . .. . .. . .. .. . ... .. . .. . .... . ..20
Obtaining a DUNS Number. . . ... . .. . .... ... .. . ... . .. ... ... ... ... ..... .... .. ... ..... ..21
Audit Requirement.... .... ... ... ... . ....... .. . ... ... .. . .. . .. . ..... ... . .. .. . .. .. . .. . .23
CivilRights . .. ... . .. . ... ... . ... ... .... ... .... ..... ......... . .. ..... .... .............. .23
ATTACHMENT
Technology Program (Tech)
Legal Requirements: Grant Terms&Conditions. . . . . . . . . . . . . . . . . . . . . . .. . . ... . . . . . . . . . . . . . .23
I. &II. Assurances&Certifications .. . .. . . . ... . .. . . .. . . .. . . . . ... . .... . .. . . ... . .. . ..24
III. Disclosure of Lobbying Activities . . . . . . . .. . .. . . .. . . . . . . .. . . . . . . . . . . .. . . . .. . .. . . .24
IV. Nonsupplanting Requirement . .. . ... . ..... . .. . ...__ .. . . .. . . . . ... .. ... ... .. . ... . ..24
V. Procurement&Sole Source Justification... . . . . . . . . . . . . . .. . . . . . .. . . . ... . . .. . ... ...25
VI. Criminal Intelligence Systems/28 C.F.R. Part 23 Compliance . . . . . . ... . . .. . . ... . .. . .. .26
VII. Certification to Mitigate Possible Adverse.Health,Safety, &Environmental Impacts . .. . .. .26
Suspension or Termination of Funding .. . ... . .. ... .. . ... . . .. . . . . . . .. . .. . . ... . . ... . . . . ... .27
Required Application Documents&Sections for Tech Program Applications.... . . .... . .... . . ..... .28
WHAT AN APPLICATION MUST INCLUDE:REQUIRED FORMAT&OTHER IMPORTANT
INFORMATION FOR SUBMISSION .. . .. . . .. . . .. . .. . . .. . . ... . ... .. . . .... . ... . . . . . .. . .29
General Information ...... . . ... .... ... . ... ..... . ... ... ... . . ... . ..... . . .... . ... . . .. ... . .29
Need for Federal Assistance .. . .. ._.. . .. . ... . . .. . .. . . .. . ._ .. . ..... . . .... . ... . . .. . ... .29
Executive Summary ... . .. ... . .. . .. . . .. . .. . . .. . ... . . .. . . ... . ... . . . ..... ... . . ... . .. . .29
Project Description(Narrative) :... ..... . ...... . ... . ... .... .... ....... ..... ... . . ... ... ..29
Narrative Sections . .. . .. . .. . . . . . . . . ... . . . . . .. . . .. . . .. . . ..... . . ... . ... . ... . . .. . .30
Consortia ... . ..... . . . ... ... ...... . ... ... ... .. ... . . .. ... ... ......... . .............. ... ..31
Coordination. . ... . . . . .. . .. . . .. . .. . ... . . .. . .. . ... . . .. . ...... . . .... ... . .... ... . .31
Budget Narrative .. .... ... .. . ... ._.. .. . ... . ... . .. . .... . ... . ..... ._ .... ... .. ... ... . .32
Certifications ... ... ..... . .. .. . ... . ... ... ... . . .. .... .... . ... . ..... . . .... .. . . .... ... . .32
Mailing Address ... .. .. . .. .. . ..... .. . ...... . . .. . .. . .... . .. . . ...... ..... ... . . ... ... ..32
Selection Criteria .. . . .. . .. . . . ... . .. . ...... . . .. . ... . ... . ... . . .. .. . . . ... . .. . . .. . . .. . .33
Sample Technology Budget Detail Worksheets and Budget Summary .. .. ... . .... ... . . ...... ..34
APPENDIXES....... ... ... ... .. . .._ ... ... ..... ... ... ..... . ... . .. .... .... . .. . . ....... .39
Appendix A: Glossary of COPS Program Terms ... . ...... . ... . . .. ... . ... . ... ..... . ... ... .39
Appendix B: Intergovernmental Review Process, Points of Contract by State .. . ... . .... . ... ... .45
ii 642-7
M u U M%F"1Voe_ee o
Technology Program (Tech)
COPS Technology Program (Tech)
(CFDA 16.710)
OVERVIEW
COPS Office Overview
The COPS Office was established as a result of the Violent Crime Control and Law Enforcement Act
of 1994 to assist law enforcement agencies in enhancing public safety through the implementation
of community policing strategies in jurisdictions of all sizes across the country. Community policing
represents a shift from more traditional law enforcement in that it focuses on prevention of crime and the
fear of crime on a local basis. Community policing puts law enforcement professionals on the streets and
assigns them a beat so they can build mutually beneficial relationships with the people they serve.
COPS provides funding to state, local, and tribal law enforcement agencies and other public and private
entities to hire and train community policing professionals,acquire and deploy cutting-edge crime-fighting
technologies,and develop and test innovative policing strategies. COPS-funded training helps advance
community policing at all levels of law enforcement—from line officers to law enforcement executives—as
well as others in the criminal justice field. Because community policing is by definition inclusive, COPS
training also reaches state and local government leaders and the citizens they serve. This broad range
of programs helps COPS offer agencies support in virtually every aspect of law enforcement, and it is
making America safer,one neighborhood at a time.
The COPS Office has also funded the creation of a national network of Regional Community Policing
Institutes(RCPIs)to foster training in community policing at the regional level. RCPIs are uniquely
positioned to provide an array of meaningful training that supports the mission of the COPS Office to local
law enforcement and the communities they serve.
We will continue to accomplish our mission by:
• Creating innovative programs that respond directly to the emerging needs of state, local,and tribal
law enforcement,to shift law enforcement's focus to preventing, rather than reacting to,crime and
disorder within their communities.
• Developing state-of-the-art training and technical assistance to enhance law enforcement officers'
problem-solving and community interaction skills.
• Promoting collaboration between law enforcement and community members to develop innovative
initiatives to prevent crime.
• Providing responsive, cost effective service delivery to our grantees to ensure success in advancing
community policing strategies within their communities.
The programs and initiatives developed by the COPS Office have provided funding to more than
13,000 law enforcement agencies. By funding more than 13,000 of the nation's 18,000 law enforcement
agencies,the COPS Office has helped create a community policing infrastructure across the nation.
Approximately 86 percent of the nation's population is served by law enforcement agencies practicing
community policing.
Additional information regarding the COPS Office can be found at www.cops.usdoi.gov.
1 ATTACHMENT
Technology Program (Tech)
COPS Technology Program Overview
Technology has become a critical element of crime-fighting in the 21st century. Law enforcement
agencies at all levels are using technology to enhance their effectiveness in such areas as
solving crimes,streamlining dispatch and deployment systems, developing faster electronic field
§ "Emergency First reporting methods, and sharing information among partners. Use of such technology often leads
Responder Report." Federal to resource management that is both more effective and cost efficient. It also improves officer and,
Emergency Management
Agency,U.S.Fire ultimately, public safety.
Administration. January 1981.
§§ "National Strategy for The COPS Office has played an instrumental role in supplying more than 3;000 law enforcement
the Physical Protection of agencies with technology to advance community policing efforts. Through the Making Officer
Critical Infrastructures and Key Redeployment Effective(MORE) program,the Interoperable Communications Technology
Assets;'The White House. Pro
February 2003,Page 43. an
Program, d the TechnologyCOPS has provided more than $1 billion to fund crime-
gram,
fighting technologies. Grants provided through these programs have helped improve police
§§§ "Why Can't We Talk? effectiveness and the flow of information between law enforcement agencies, local government
Working Together To Bridge
the Communications Gap To service providers, and the citizens they serve.
Save Lives,"AGILE Program.
Feb uan'2003. Many law enforcement agencies across the country already use various technologies in important
ways. For example, agencies frequently use Computer Aided Dispatch(CAD)systems to deploy
officers. In addition, many agencies use Records Management Systems(RMS)to electronically
store and retrieve information on crimes, criminals,and stolen property. However,agencies within
a region often use technology systems that are incompatible with each other and cannot exchange
data. The resulting inability to share information across jurisdictions often impedes the ability of
those agencies to work together to enhance crime-fighting and public safety.
Automated information sharing is a critical component of effective law enforcement. Better
information means better decisions,and better decisions mean improved public safety.Creating
information-sharing capabilities among state and local public safety agencies that consistently
conform to national standards efforts and that provide tangible benefits and outcomes will
strengthen the foundation for successful nationwide information sharing,which will help agencies
to prevent, prepare for,and/or respond to daily criminal activity, major criminal incidents, natural
disasters,and terrorist attacks.
Implementing effective and appropriately designed information-sharing systems is a complex and
critical task. Much work has been done during the past ten years to share lessons learned and
best practices in efforts to integrate law enforcement information-sharing systems. In addition,
national initiatives have provided tools and standards to facilitate such systems development.
One of the major issues facing the emergency services sector is the inability of emergency service
workers, including traditional"first responders,"to communicate with one another when the need
arises. These emergency first responders have long been defined as the"first arriving organized
responders with the capability and mission to contain, mitigate,and resolve the emergency at
hand."§Their effective and efficient emergency response requires coordination,communication,
and sharing of vital information among numerous public safety agencies. As articulated in the
National Strategy for the Physical Protection of Critical Infrastructures and Key Assets,"most
systems supporting emergency response personnel, however, have been specifically developed
and implemented with respect to the unique needs of each agency."§§Such specification without
consideration of the need for interoperability complicates the ability of those agencies to effectively
communicate with others in the future. This fact is echoed by the public safety community in the
National Task Force on Interoperability report Why Can't We Talk? Working Together To Bridge the
2 Communications Gap To Save Lives.§§§ el 0:7.-
9
ATTACHMENT
Technology Program (Tech)
According to the SAFECOM Program within the U.S. Department of Homeland Security,
communications interoperability, by definition, refers to the ability of emergency response agencies
to talk across disciplines and jurisdictions via radio communications systems,to exchange voice
and data with one another on demand, in real time,when needed, and as authorized.
Since 2002,the Office of Justice Programs, based on recommendations from the Global Justice
Information Sharing Initiative(Global),and with support from the practitioner community and the
Georgia Tech Research Institute, has been developing an information exchange model for the law
enforcement and justice communities. Information on this set of standards, known formally as the
Global Justice XML Data Model (GJXDM), can be found in the Justice Standards Clearinghouse at
www.it.oji).pov/gjxdm. Since February 2005, a partnership among the Department of Justice,the
Department of Homeland Security,and Global has expanded the concepts of GJXDM into a new
data model called the National Information Exchange Model(NIEM),which addresses information
exchanged among justice, homeland security,and intelligence domains.
The 2007 COPS Technology Program(Tech)provides funding to local, state,and tribal law
enforcement agencies for the procurement of technology that focuses on the ability to share data
information and enhance voice interoperability with regional,state,and federal partners. This
funding will support projects aimed at facilitating the sharing of information,either data or voice,
across multiple jurisdictions within a region,with the ultimate objective of increasing public safety.
The 2007 COPS Technology Program requires partnerships between/among law enforcement
and other public safety agencies within a given region to enhance the sharing of information using
existing standards and/or best practices adopted or recognized by national law enforcement
associations and the Department of Justice. An example of a recognized technical data standard
is the National Information Exchange Model,which acts as the national framework that includes
GJXDM and the work of communities beyond justice to foster collaboration and the better sharing
of information. Recognized best practices include guidelines for privacy and fusion centers
endorsed by the Department's Global Advisory Committee. These partnerships may also include
other non-law enforcement public safety agencies within the given region. Applicants must
propose projects that are regional or multijurisdictional in scope.
Proposals should identify the specific systems and capabilities which the grant project will
support These systems may be local/regional, but may also be.state/national scope systems.
The applicant must demonstrate an effective multi-agency governance structure to guide the
development, implementation,and operation of the proposed information-sharing initiative.
Proposals should include specific information (e.g.,explanations,diagrams,etc.)on the types of
information that will be exchanged between agencies and systems.
Preference will be given to:
• Applicants with existing governance structures led by public safety executives and convening
regular,documented meetings.
• Proposals that are based on a documented strategic plan or comprehensive concept of
operation for the proposed initiative.
• Proposals demonstrating that dedicated project management staff will be assigned to the
initiative and that recognized project management methodologies will be used.
• Proposals establishing demonstrable metrics for information-sharing effectiveness that will be
captured and reported.
3
ATTACHMENT
Technology Program (Tech)
Funding will also be available for:
• Projects that.result in state, local or regional information-sharing systems being connected
to national sharing initiatives, such as National Data Exchange (N-DEx)and Regional Data
Exchange(R-DEx), and coordinated with the respective statewide plan.
• Projects with a comprehensive and clear plan to enhance multi jurisdictional and multi- .
disciplinary public safety voice interoperability. Proposals should address how the
proposed project fits into an overall effort to enhance regional and statewide public safety
interoperability.
• Projects that are closely coordinated with the applicable statewide fusion center(s).
• Projects that provide for mobile data technology used by field first responder personnel to
access and use information-sharing systems.
• Projects that establish or enhance integrated systems that include and leverage both data and
voice technology.
• Computer Aided Dispatch(CAD)and Records Management System(RMS)projects, as
well as projects which implement guidelines and technologies for reconciling disparate data
inherent to CAD/RMS systems based on their operational roles.
Recognizing the challenges to acquiring and implementing crime-fighting technology,the COPS
Office assists its technology grantees with direct.training and technical assistance.This assistance
has come in the form of on-site assistance for agencies facing significant challenges,information
technology conferences, and access to distance learning materials.These avenues of assistance
have helped grantees to overcome information technology impediments and achieve project
objectives in demonstrable ways.The COPS Office has also produced numerous succinct,
easy-to-use publications to aid our technology grantees.. Furthermore,the COPS Office provides
technology grantees with opportunities for networking with many other practitioners and linking to
additional helpful resources.
Please be advised that a hold may be placed on an application if it is deemed that the applicant
agency is not in good standing on any U.S. Department of Justice grant, has other grant
compliance issues that would make the applicant agency ineligible to receive COPS funding,
and/or is not cooperating with an ongoing compliance investigation regarding a current COPS
grant award. A hold may also be placed on an application if it:is deemed that the applicant agency
is not in compliance with federal civil rights laws and/or is not cooperating with an ongoing federal
civil rights investigation.
DEADLINE: REGISTRATION
If applying online via Grants.gov,the applicant must register by June 15,2007. Applicants
must have a DUNS number(see page 21)prior to registering on Grants.gov. Applicants are
encouraged to register early to ensure sufficient time to apply.
DEADLINE: APPLICATION
There will be one application deadline of June 29,2007 for the Tech Program. Applications must
be received at the COPS Office or submitted online via Grants.gov by close of business on June
29,2007 to receive consideration for Fiscal Year 2007 funding,subject to funding availabilitk
Applications received after June 29,2007 will not be considered for funding. All applicants will
receive written notification of funding decisions.
4
ATTACHMENT
Technology Program (Tech)
ELIGIBILITY REQUIREMENTS
The Tech Program is not an open solicitation. Rather,jurisdictions across the nation are invited to
apply for funding. The invited agencies will include both larger and smaller population centers, as
follows:
• All states and U.S.territories.
• All 254 Metropolitan Statistical Areas(MSAs)that have populations of 150,000 or greater.
• An additional 20 selected MSAs with a population of less than 150,000(to ensure that each
state has a minimum of three invited MSAs in states where at least three MSAs exist).
The U.S. Census Bureau regularly uses MSAs for demographic purposes. The general
concept of an MSA is that of a core area containing a large population nucleus,together with
adjacent communities having a high degree of economic and social integration with that core
(defined by the U.S. Census Bureau, Statistical Abstract of the United States, 2002). Since
most states will have at least three MSA applicants under the COPS invitation method,there
will be a variety of applications based on the size of population, geographic characteristics,
and critical infrastructures. Additionally, a lead jurisdiction has been designated within each
MSA,with invitations to apply sent to those jurisdictions,encouraging them to partner with
neighboring localities on a data information-sharing project that is multijurisdictional and potentially
multidisciplinary, as appropriate. For states and territories, each governor was invited to request
and forward a Tech application to the appropriate state agency or office to develop a proposal to
enhance statewide information sharing.
Funding decisions will be based upon the number and quality of applications received. For
additional information, please contact your COPS Grant Program Specialist by calling the COPS
Office Response Center at 800.421.6770.
PROGRAM-SPECIFIC INFORMATION
Program Goals
The COPS Technology Program seeks to assist public safety by:
• Enhancing data information-sharing efforts and voice interoperability within states or territories
and among regional jurisdictions.
• Promoting effective partnerships for information sharing and voice communications among
governmental and public safety entities. Successful projects will be multijurisdictional,and
should include non-law enforcement agencies where appropriate (e.g.,fire departments,
emergency medical services,and other first responders).
C/e'L"�iZ 5
ATTACHMENT
Technology Program (Tech)
Length of Grant Term, Maximum Federal Share,
and Local Share Requirements
The Tech grant is three years in duration, and agencies are required to contribute a local cash
match of 25 percent toward the total cost of the approved grant project during the grant award
period.Your agency must maintain records that clearly demonstrate the source of local matching
funds,the amount of the match, and when the match is contributed.The match must be a cash
match, made from local,state, or other non-COPS funds. Requests to waive the local match are
not permitted under this program. Funds previously budgeted for a law enforcement purpose may
not be reallocated to provide local matching funds for the Tech Program.
Awards will be capped at$6 million in federal funds for states/U.S.territories and MSA regions
with a population greater than 500,000 persons. There will be a$3 million cap for MSA regions
with 500,000 or fewer persons. Proposals for less than the respective federal funding cap are
permissible. The invitation to submit an application does not guarantee grant funding.
The COPS Office will review reasonable requests made for no-cost time extensions in the event
that all funds have not been expended within the three year grant period. Extension worksheets
will be sent to the lead grantee department approximately 90 days prior to the award end date.
Any extensions granted will be for time only, and not for additional funding. Please be advised that
all extension requests must be received by the grant period end date.
Mandatory Technical Assistance Requirements
There will be both mandatory and optional technical assistance requirements and opportunities
to provide 2007 Technology Program grantees with the tools and training necessary to ensure
successful project implementation. Specifically, attendance is required at a COPS-sponsored
technical assistance"kickoff"conference,tentatively scheduled for late 2007 or early 2008,
at a location to be determined. Applicant budgets must include travel costs for up to four
representatives to attend the kickoff conference. There will also be regional conference events,
with the dates and locations to be determined. Attendance at a regional conference event is
optional,though strongly encouraged. Applicants may budget travel costs for up to two staff to
attend a regional event(additional participants may attend at grantee expense). Both the kickoff
and the regional conferences will necessitate three-night stays for the duration of the event.
Finally,there will be one mandatory on-site technical assistance visit to each grantee by the COPS
Office's designated provider(to be determined). Additional on-site training will be available at
grantee request.
Federal Funding: Allowable and Unallowable Costs
All items requested will be considered on a case-by-case basis during the budget review process
and agencies will be notified in a timely manner of any points of clarification from the COPS Office.
Additionally, each item should have a link to the enhancement of data information sharing in your
state/territory/region. Examples of'items that will not be considered include uniforms,ammunition,
soft body armor,and vehicles. Please refer to the List of Unallowable Costs for additional
examples.To the greatest extent practicable,all equipment and products purchased with these
funds must be American-made.
6 ea.
ren or►V9YItl9�Atly
`. Technology Program (Tech)
Allowable Costs: Fundable Requests
Applications should be comprehensive,with a clear and demonstrated plan for the enhancement
of data information sharing. Each grant application must explain how the proposed project would
fit into an overall effort to increase and/or enhance information sharing and voice interoperability
for the public safety community. Even if the funding sought is for only a portion of a data and/
or voice interoperability endeavor(e.g.,the procurement of equipment), a description should
be provided to illustrate the broader context of the applicant's interoperability plans. Such
an explanation may include information on the governance structure overseeing the effort; a
deployment plan; an operations, maintenance,and training plan; and/or a financial plan.
All items under this Tech grant must be purchased using the legislative intent established by the
Continuing Appropriations Resolution, 2007 (P.L. 110-005).
Budget requests may be made in the categories of:
• Equipment: Equipment costs shall provide public safety agencies with the ability to purchase
new or upgrade existing hardware and software to enhance the exchange of information and/
or voice interoperability. Allowable equipment can include that which is needed to establish
connectivity to the National Data Exchange (N-DEx) (up to a$500,000 limit)and Regional
Data Exchange(R-DEx)systems. All equipment should improve the timeliness,effectiveness,
and accuracy of public safety information sharing.
• Supplies: Supply costs must be for consumable products used solely for the project. Such
costs may include paper, printer ink, pens, pencils,etc.
• Travel/Training:Travel/training costs include such costs as lodging, airfare, per diem, etc.
The budget information must include travel costs for up to four representatives to attend a
required grantee technical assistance/kickoff conference at a location to be determined. In
addition, budget information may include travel costs for attendance for regional workshops at
locations yet to be determined.
• Contracts/Consultants:Contracts/consultant costs may include costs to provide one-
time training to staff for operation/usage, as well as services such as project management,
information exchange/needs analysis, installation,data conversion,systems integration, and
testing. Any consultant or contracting charges associated with your project of more than$450
per day will require documented justification and prior written approval by the COPS Office.
Determinations will be made on a case-by-case basis.
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Technology Program (Tech)
• Personnel and Fringe Benefits: Civilian personnel and fringe benefits costs may apply only
to new personnel (such as a project manager)as long as the position(s)directly relates to the
project.
• Other Costs: Other costs may include such items as software and prepaid warranties or
maintenance agreements(not to exceed 36 months),or other miscellaneous items that have
a direct correlation to the overall success of the project.
Items that have a direct correlation to the overall success of a grantee's project objectives and
are necessary for the project to reach full implementation will be considered on a case-by-case
basis. Additionally,the COPS Office encourages the purchase of allowable items related to the
grant project that have a link to the implementation or enhancement of community policing and
crime prevention in your jurisdiction. Requests may be made only for items or positions that are
not otherwise budgeted with state, local, or Bureau of Indian Affairs(BIA)funds, and would not be
funded in the absence of the Tech grant.
In addition,any publication material developed and/or purchased with federal grant funds must
contain the following designation: "This document prepared by(name of agency)was supported by
Grant# ,awarded by the U.S. Department of Justice Office of Community Oriented
Policing Services. The opinions,findings,and conclusions or recommendations expressed in
this document are those of the author(s)and do not necessarily represent the official position or
policies of the U.S. Department of Justice or the COPS Office."
Unallowable Costs: Requests Will NOT Be Funded
The items listed below are generally considered to be unallowable,and will only be funded under
extremely limited and extenuating circumstances and at the discretion of the COPS Office. Before
including any of these items in your budget and project proposal, please contact your COPS Grant
Program Specialist at 800.421.6770. Items not listed below will be reviewed on a case-by-case
basis.
PERSONNEL:
• Salaries, benefits,and overtime of existing employees.
• Salaries, benefits,and overtime of sworn officers.
• Salaries and benefits of grant writers or other staff who do not directly contribute to the
implementation of the program.
TRAVEL/TRAINING:
• Kickoff conference travel costs in excess of four attendees, and regional conference travel
costs in excess of two attendees.
• Local travel costs(lodging, meals, per diem,or transportation costs)within a 50-mile radius of
the program location.
• Mileage reimbursement, rental cars, parking fees,and/or taxi fare for local travel.
• Meals and/or refreshment costs associated with meetings.
8 G'✓�i
Technology Program (Tech)
EQUIPMENT:
• Cellular phones.
• Construction and renovation costs..
• Dictation systems.
• Equipment already funded in the agency's budget.
• General police vehicles(including patrol cars and leased vehicles).
• Office rental/lease space.
• Pagers(including service time).
• Phone lines and voice-mail systems.
• Radar guns.
• Standard issue police vehicle equipment(including light bars, cages,and siren packages).
• Standard office furniture and equipment(not specifically related and dedicated to the grant).
• Televisions/VCRs/DVDs.
CONTRACTS/CONSULTANTS:
• Training in topics that are not directly linked to the Tech grant.
• Contractual agreements that cannot be directly linked to the Tech grant.
• Any consultant fees in excess of$450 per day must receive prior written approval from the
COPS Office,contingent upon written justification by the grantee.
SUPPLIES AND OTHER COSTS:
• Standard office supplies not directly related to the Tech grant.
• Indirect costs.
Because of the administrative barriers and significant.project delays related to environmental
review under the National Environmental Policy Act(NEPA),the COPS Office will not fund
requests for costs that include construction under the 2007 COPS Technology Program (e.g.,
towers, buildings, etc.). Any proposed costs requiring environmental review will be deemed
disallowed during budget clearance by the COPS Office.
This program will not provide funding for any positions or items which are funded in the applicant
agency's budget with other sources of funding(state, local,or BIA). You may apply only for
otherwise unfunded positions or items to supplement your agency's law enforcement budget.
Monitoring, Reporting, and Evaluation Requirements
Federal regulations require that any financial assistance from the federal government be monitored
to ensure that those funds are spent properly. Awarded.agencies will be responsible for submitting
periodic programmatic Progress Reports and quarterly Financial Status Reports. In addition,the
COPS Office is interested in tracking the progress of its programs and the development of its
grantees'community policing plans. Therefore, all Tech grantees will be required to participate in
grant monitoring activities of the U.S. Department of Justice, including but not limited to the COPS
Office,the Office of the Inspector General,or an entity designated by COPS.
The COPS Office Monitoring staff may take a number of monitoring approaches,such as site
visits, office-based grant reviews, and periodic surveys to gather information. COPS may seek
information including, but not limited to,your agency's compliance with nonsupplanting and
financial requirements of the grant and progress toward achieving your community policing plan.
Program and Monitoring Specialists as well as auditors are particularly interested in confirming that
the purchase of approved items is consistent with the applicant's proposal.
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Technology Program (Tech)
Though a formal assessment is not a requirement,departments are strongly encouraged to
conduct an independent assessment of their respective projects. Project evaluations have proven
to be valuable tools in helping departments to identify areas in need of improvement, as well as
providing data of successful processes.
Please feel free to contact your Grant Program Specialist at 800.421.6770 to discuss any issues or
concerns you may have.
Other Information
Standards
When procuring hardware, software,or professional services for an information-sharing initiative, a
standards-based approach should also be used. Specifically, information-sharing initiatives should
be compatible with the Global Justice XML Data Model (GJXDM)/National Information Exchange
Model (NIEM). With input from the user community,these specifications have been developed to
help build the technological foundation that supports data interoperability for the law enforcement
and justice community. The National Criminal Intelligence Sharing Plan,as well as Office of
Justice Programs(OJP), Department of Justice(DOJ), and Department of Homeland Security
(DHS)grant conformance guidelines, require agencies to use the GJXDM/NIEM,as appropriate,
when connecting disparate information systems in order to promote interoperability. For more
information on GJXDM or NIEM, please refer to the URLs at the end of this section.
As fusion centers become implemented across the country for the collection,analysis,and
dissemination of critical information,the need to conform to established minimum capabilities
and operational guidelines is essential to help ensure consistent interoperability.To support these
endeavors, Global has supported the development of fusion center guidelines, as well as related
best practices and technology standards.
To assist law enforcement with the consistent acquisition and deployment of Computer Aided
Dispatch(CAD)and Records Management Systems(RMS),the Law Enforcement Information
Technology Standards Council (LEITSC),which acts as a consortium of law enforcement
membership organizations, has supported the development of CAD/RMS functional specifications.
These specifications provide assistance in setting expectations for the minimum functionality of
these systems,and help ensure a standards-based approach across the nation,greatly enhancing
the capability of such systems for information sharing and interoperability.
For more details on these information-sharing standards,specifications,implementation
guidelines, and other helpful related information, please refer to the following online resources:
OJP IT Home-www.it.oip.gov
National Fusion Center Guidelines-www.it.ojp.gov/topic.jsp?tooic id=209
Global Justice XML Data Model-www.it.ojp.gov/gLxdm
National Information Exchange Model-www.niem.gov
GJXDM/NIEM Implementation Guide-www.niem.gov/implementation uide.php
GJXDM/NIEM Standards Clearinghouse-it.ojp.govriepd
LEITSC Specifications for CAD and RMS-www.leitsc.org
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Technology Program (Tech)
Land Mobile Radio (LMR) Systems
When procuring equipment for communication system development and expansion, a standards-
based approach should be used to begin migration to multi-jurisdictional and multi-disciplinary
interoperability. Specifically,all new digital voice systems should be compliant with the Project
25 (P25)suite of standards.This recommendation is intended for government-owned or
—leased digital land mobile public safety radio equipment. Its purpose is to make sure that such
equipment or systems are capable of interoperating with other digital emergency response land
mobile equipment or systems. It is not intended to apply to commercial services that offer other
types of interoperability solutions. Further, it does not exclude any application if the application
demonstrates that the system or equipment being proposed will lead to enhanced interoperability.
With input from the user community,these standards have been developed to allow for backward
compatibility with existing digital and analog systems and to provide for interoperability in future
systems.The FCC has chosen the P25 suite of standards for voice and low-to-moderate speed
data interoperability in the new nationwide 700 MHz frequency band and the Integrated Wireless
Network(IWN)of the U.S. Homeland Security,Justice, and Treasury Departments has chosen the
P25 suite of standards for their new radio equipment.The U.S. Department of Defense has also
endorsed P25 for new LMR(Land Mobile Radio)systems.
This guidance does not preclude funding of non-P25 equipment when there are compelling
reasons for using other solutions. However,the first priority of federal funding(subject to the
statutory authority of the grantor agency or the objectives of the grant program if the applicant
is seeking federal grant funding)for improving public safety communications is to provide basic,
operable communications within a department with safety as the overriding consideration.
Funding requests by agencies to replace or add radio equipment to an existing non-P25 system
(i.e.,procurement of new portables on an existing analog system)will be considered if there is
an explanation as to how their radio selection will allow for improving interoperability or eventual
migration to interoperable systems.Absent these compelling reasons, SAFECOM intends that P25
equipment will be preferred for LMR systems to which the standard applies.
Beginning in FY 2007 grant applicants purchasing P25 equipment must obtain documented
evidence from the manufacturer that the equipment has been tested to and passed all of the
applicable, published, normative P25 compliance assessment test procedures for performance,
conformance,and interoperability as defined in the"Grant Guidance—Project 25 Explanatory
Addenda,"which can be found at hftp://wwW.safecomprogram.goy/SAFECOM/granVdefault.htm.
Applicable test procedures include tests of all mandatory features and standard options installed in
the product contemplated for purchase.This documentation shall be in the form of a Supplier's
Declaration of Compliance(SDoC)prepared in accordance with ISO/IEC 17050-1. Further,the
relevant compliance assessment test reports which form the basis for the SDoC shall be prepared
in accordance with the NIST publication:"Procedures and General Requirements for Compliance
Assessment of Project 25 Land Mobile Radio Equipment."
Technology Program (Tech) ATTACHMENT
PERFORMANCE MEASURES
To assist in fulfilling the Department of Justice's responsibilities under the Government
Performance and Results Act(GPRA), P.L. 103-62, applicants who receive funding must provide
data that measure the results of their work. Performance measures for the Tech Program are as
follows:
Objective Performance Measures Data Grantee Provides
Increase the capacity of law Average community policing capacity Annual progress reports providing
enforcement agencies to implement implementation rating(0 to 100)of an overview of grant purchases/
community policing strategies that Tech grantees. implementation and implementation
strengthen partnerships for safer of community policing strategies.
communities and enhance law Average technological capacity
enforcement's capacity to prevent, implementation rating (0 to 100)of
solve, and control crime through Tech grantees.
funding for technology.
Successful purchase and
implementation of all items and/or
services listed in the application
Project and Budget Narratives.
All COPS Tech grants target increasing grantee capacity to implement community policing
strategies within the three primary elements of community policing: 1)problem-solving;2)
partnerships;and 3)organizational transformation. The COPS Office requires all Tech applicants
to describe how the data information-sharing technology requested will assist the applicant in
implementing community policing strategies.
As part of the annual progress report,Tech grantees will be required to report on their progress
toward implementing community policing strategies. The COPS Office will not require that
grantees track statistics to respond to the performance measure questions,and the grantee's
community policing capacity implementation rating and/or technological capacity implementation
rating will not be used in determining grant compliance.
Based on the data collected from grantees,the COPS Office may make improvements to the Tech
Program to better meet the program's objective and law enforcement agency needs.
ATTACHMENT
Technology Program (Tech)
HOW TO APPLY
Administrative Requirements Governing COPS Programs
Electronic Submission of Applications via Grants.gov
COPS is committed to supporting the President's Management Agenda (PMA) by striving toward
becoming an even more"citizen-centered"and"results-oriented"organization. In an effort to meet
these objectives,the COPS Office is participating as a partner with the government-wide Grants.gov
initiative. If you are applying for COPS funding you may submit your application either in electronic
format via Grants.gov or paper format. Grants.gov is the home of federal grant program information
and applications. Please visit www.grants.gov to learn more about this exciting initiative.
Users of Grants.gov will be able to download a copy of the application package, complete it offline,
and then upload and submit the application via the Grants.gov site. You may not e-mail a copy of
the grant application to the COPS Office. All of the application forms can be submitted via Grants.
gov,thus reducing paperwork for the applicant and the COPS Office. Other features of Grants.gov
include a computer-based training tutorial, user guides, context-sensitive help for web pages, and
customer service support via e-mail and/or toll-free telephone.
The following is important information for applicants choosing to use Grants.gov:
• To use Grants.gov, applicants must have a DUNS number(DUNS numbers are required of all
agencies requesting federal funding whether or not ther agency uses Grants.gov) and register in
the Central Contractor Registry(CCR). If you have already completed these steps for previous
submissions, you do not need to complete these steps again. Please see the attached
checklist that will assist agencies in completing all the steps for each registration process.
• You may submit all documents electronically, including all information typically included on the
SF-424, the COPS Application Attachment to SF-424, Budget Information, Project Narratives
and any related attachments.
• Your application must comply with any page limit requirements described in the COPS
Application Guide.
• You must also download the COPS Application Guide (instructions)for completing the
application. This must be downloaded separately from the application package.
• Instructions for completing online application forms are included as part of the application
package, both on the cover sheet and as field-level instructions and edits that will assist you in
completing an accurate application package.
• Treat your application as you would any important document. Remember to save it to your
computer often because changes are NOT automatically saved.
• When you have completed the application package, you need to click the"Save" button prior to
submission. Note:The application package cannot be submitted until all required fields have
been completed.
Technology Program (Tech) ATTACHMENT
• You can complete the application package offline-you will not have to be connected to
the Internet.This gives you the ability to route the application package to others in your
organization as an e-mail attachment, much like you would with any shared document.
• The "Submit"button on the application package cover page will become active after you have
completed all required forms, attached all required documents, and saved your application
package. Move all mandatory completed forms/documents into the corresponding Completed
Documents for Submission box. Click on the "Submit" button once you have done all these
things and you are ready to send your completed application to Grants.gov.
• Review the provided application summary to confirm that the application will be submitted to
the program you wish to apply for. Click the"Yes"button if this information is correct and you
are ready to submit the application. If you are not already connected to the Internet, you will be
directed to do so.
• Once you have logged in, your application package will automatically be uploaded to Grants.
gov.A confirmation screen will appear once the upload is complete. Note that a Grants.gov
tracking number will be provided on this screen. Please record this number so that you may
refer to it should you need to contact Customer Support.
• If you experience technical difficulties on the application closing date and are unable to meet
the application deadline, print out your application and follow the application transmittal
instructions included in the application package.
• Your agency's participation is voluntary.Your agency will not receive additional or special
consideration by submitting an application in electronic format; nor will we penalize an agency if
an application is submitted in paper format.
• We strongly recommend that you do not wait until the application deadline date to begin
the application process through Grants.gov. The Grants.gov registration steps may take a
few days, and if you wait until the application deadline date you may be unable to submit your
application online.
• A copy of the Certification of Review and Representation of Compliance with Requirements
must be signed and kept on file with the applicant per the application instructions.
Section 508 of the Rehabilitation Act
Please note that information on Grants.gov accessibility and compliance with Section 508 of the
Rehabilitation Act can be found on the Grants.gov web site. If you are an applicant using assistive
technology and you encounter difficulty when applying using Grants.gov, please contact:
John Oliphant
U.S. Department of Justice COPS Office
202.307.3411
John.Oliphant@usdoj gov
The Department is committed to ensuring equal access to all applicants and will assist any applicant.
who may experience difficulties with assistive technology when applying for grants on the Grants.
gov site. We will continue to work with applicants as necessary while the Grants.gov site moves
14 toward full compliance with Section 508 of the Rehabilitation Act. C/�_�
(� ATTACHMENT
Technology Program (Tech)
Procedures for Using Grants.gov
Listed below is a description of the procedures/steps that you will need to complete in order to
submit your application via Grants.gov. For more detailed information, please go to www.grant.gov
and consult the Tutorial, Help (once you are on the proper screen) or the Grants.gov User Guide.
I. E-Business & Registration Information
Please note: The following steps apply only if you are using Grants.gov for the first Ume. If
you have used Grants.gov in the past,you do not need to repeat these steps.
1.Obtain a DUNS Number.
Please see the"Obtaining a DUNS Number"section of this Guide to obtain detailed information
on this requirement.
2.Register with Central Contractor Registry.
Individuals who want to be able to submit an application on behalf of their organization must
become Authorized Organization Representatives (ADRs) by registering with CCR.You must
have a DUNS number before registering with CCR.
To register with CCR:
1. Go to www.ocr.gov.
2. Click the Start New Registration link.
3. Complete the Registration Worksheet.
4. Complete the Registration Acknowledgement and Point of Contact Information.
3.Register with Credential Provider.
Individuals who want to be able to submit an application on behalf of their organization must
become Authorized Organization Representatives (AORs). In order to become an AOR,
you.must first register with CCR before registering with the Credential Provider, Operational
Research Consultants(ORC).
To register with a Credential Provider.
1. Click the Register with Credential Provider link.
2. Enter your DUNS number and press Register.
3. On the Welcome screen, click User ID.
4. Complete the registration screens.
Note:You should record the User ID and password that you entered because you will need
this information to register with Grants.gov.
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Technology Program (Tech)
4.Register with Grants.gov.
After registering with the Credential Provider, individuals who want to submit applications need
to register with Grants.gov as an Authorized Organization Representative (AOR).As an AOR,
an individual will be authorized to submit grant applications through Grants.gov on behalf of his
or her organization.
To register with Grants.gov.-
1.
rants.gov:1.Enter the username and password from the Credential Provider in the appropriate fields
on the Register with Grants.gov screen.
2.Click the Register button.
3.Complete the Registration page with:
Your first and last name
Your telephone number
Your e-mail address
Your title
Your DUNS number.
5. Designate an E-Business Point of Contact.
This procedure is only for the E-Business Point of Contact. The E-Business Point of Contact
is the person listed as the point of contact on the organization's CCR registration and is
responsible for designating his or her organization's Authorized Organization Representatives
(ADRs). Organizations may have only one E-Business Point of Contact.
Once a potential Authorized Organization Representative (AOR) registers with a Credential
Provider and Grants.gov, the E-Business Point of Contact will receive an e-mail stating that
someone has signed up to become an AOR for the organization. The E-Business Point of
Contact will need to log into the Ebiz section of the site and assign the "Authorized Applicant"
role to have that person designated as an AOR for the organization.
To designate an AOR:
1. Click the EBiz link at the top of the screen.
2. Enter your DUNS number and MPIN to login.
3. Click the.Manage Applicants link.
4. Select the person for which you want to assign the "Authorized Applicant" role.
5.Assign the"Authorized Applicant"role.
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Technology Program (Tech)
II. Find & Apply for Funding Opportunities
1.Find a grant opportunity for which you want to apply.
You can search for opportunities at: htto://www.grants.gov/FindGrantOpportunities
2.Download the Application Viewer
If you do not have the PureEdge Viewer, you must download it to complete the
online forms.
To download the Application Viewer:
1. Click the link on the Download Application Viewer screen.
2. Verify that your computer meets the system requirements.
3. Download PureEdge Viewer.
4. Install PureEdge Viewer.
3.Download Application Package
To download an application package:
1. Click the Download Application Package link on the left of the Apply for Grants screen.
2. Enter the Funding Opportunity Number or CFDA Number. The CFDA number for all
COPS programs is 16.710.
3. Click the Download Package button.
4. Click the corresponding download link for the application instructions and application
package.
4.Complete Application Package
To complete an application package:
1. Download an application package and its instructions.
2. Save the application to your computer.
3. Complete all necessary forms/documents.
4. Move all mandatory completed forms/documents into the corresponding Completed
Documents for Submission box.
5. Move all optional completed forms/documents into the corresponding optional completed
documents for submission box.
6. Save the application.
5.Submit Application Package
To submit an application package:
1. Complete the application.
2. Save the application.
3. Click the Submit button.
4. Click the Yes button.
5. Log into Grants.gov using your AOR username and password.
6. Save and/or print the confirmation page for future tracking of the package
you just submitted by the Grants.gov Tracking Number found on the Confirmation Page.
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Technology Program (Tech)
ATTACHMENT
Organization Registration Checklist
The following checklist can help guide your organization to complete the registration steps required
to submit grants online through Grants.gov. Please ensure that you have completed all of these
steps well before the application deadline date. These steps take a number of days,so please dont
wart until the last minute if you have a deadline approaching!
When you are done, you will have established a profile on Grants.gov that contains basic
information about your agency and designated staff members who are authorized to submit
applications. These steps need to be completed only ONCE to be able to use Grants.gov to apply
for multiple programs..
A list of helpful online resources to assist you with the registration steps follows the checklist.
ATTACHMENT
Technology Program (Tech)
What You Need to Do Purpose How Long Will It Take? Completed?
1.Find out your institution's DUNS DUNS numbers identify an You will receive a DUNS
number institution. number at the conclusion of
All institutions applying for federal grants The federal government has the phone call. If you request
are required to provide a DUNS number. adopted the use of DUNS your DUNS number online
Ask your grant administrator or chief numbers to keep track of the process can take up to 48
financial officer to provide your institution's how federal grant money is hours to complete.
DUNS number.Research universities and dispersed.
most colleges,independent libraries,and
large organizations already have DUNS
numbers.
If your institution doesn't have a DUNS
number, call the special Dun&Bradstreet
hot line at 866.705.5711 to receive a
DUNS number free of charge. You can
also request your DUNS number online at
www.dnb.com/us.
More information about DUNS numbers
is available at ham://www.Grants.abv/
ReauestaDUNS.
2.Register your institution with Central Registering with CCR is 1-3 days to gather information
Contractor Registry(CCR) required for an institution to use about your institution and
Ask your chief financial officer,grant Grants.gov. prepare the application.
administrator,or authorizing official if your Designating AORs ensures that 5 days from the time your
institution is registered with CCR. only authorized individuals institution registers with CCR.
If your insfitution is not registered,you can submit grant applications The.5-day window is necessary
can apply by phone(888.227.2423)or on behalf of the institution. to mail you security information.
register online at http://www.=.gov.
CCR has developed a worksheet(7-page
PDF)to help you with the process. This
worksheet can be found at http://www.ccr.
gov1CCRRggTemplate.odf.
When your institution registers with
CCR,you will be required to designate
an E-Business Point of Contact(E-
Business POC).This person will be given
a special password called an"M-PIN.0
This password gives him or her the
sole authority to designate which staff
members from your institution are allowed
to submit applications though Grants.gov.
Staff members designated to submit
applications are called authorized
organization representatives(AORs).
If your institution has registered,but your
E-Business POC has forgotten the M-PIN
password,call 888.227.2423.
19
Technology Program (Tech)
ATTACHMENT
3.AORs apply for usernames and AOR usemaries and AORs will receive usernames
passwords passwords serve as"electronic and passwords when they
To obtain their usernames and passwords, signatures"when your submit theirinformation.
AORs must register with Grants.gov at institution submits applications
https://ai)plv.arants.gov/OrcRegister.They will on Grants.gov.
have to know your institution's DUNS number
to complete the process.
After your institution registers with CCR,
ADRs must wait 5 business days before they
can obtain their usernames and passwords.
4.ADRs register with Grants.gov This creates an account on Registration will be complete
Using their usernames and passwords Grants.gov that allows AORs to when the AOR submits the
(obtained in step 3),ADRs must register submit applications on behalf of online form.
with Grants.gov at https://aoolv.orants.gov/ your institution.
GrantsgovRegister.
5.E-Business POC approves registration Only E-Business POCs can It depends on how long it takes
of AORs approve AORs. the E-Business POC to log in
When an AOR registers with Grants.gov,your This allows your institution to and approve the AOR. AORs
institution's E-Business POC will receive an authorize specific individuals to can log into Grants.gov to
e-mail notification. submit grants. find out who serves as their
Your E-Business POC must then log into institution's E-Business POC
Grants.gov(using the"M-PIN"password)and and to see if they have been
approve the AOR,thereby giving him or her approved.
permission to submit applications.
When an E-Business POC approves an AOR,
Grants.gov will send the AOR a confirmation
e-mail.
Helpful Online Resources;
DUNS Number information:
htti)://www.cons.usdow.gov/mime/open.pdf?ltem=l 025
Central Contractor Registry(CCR):http://www.ccr.gov
Worksheet to help you register with CCR:htW://www.ccr.gov/CCRRegTemplate.pdf
(7-page PDF)
Obtain usernames and passwords for AORs:htth)s://apgv.Grants.gov/OrcRegister
Grants.gov:.htti)://www.Grants.gov
Grants.gov Helpdesk:supportna-.Grants.gov
Grants.gov Customer Support Tutorials and Manuals:hftp://www.grants.gov/CustomerSupport
Grants.gov Support Line:800.518.GRANTS(4726)
20
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Technology Program (Tech)
Obtaining a DUNS Number
The federal government requires that all applicants for federal grants and cooperative agreements
with the exception of individuals other than sole proprietors have a DUNS number. (See policy
at httto://www.omb.goy/grants/grants docs.)The federal government will use the DUNS number
to better identify related organizations that are receiving funding under grants and cooperative
agreements, and to provide consistent name and address data for electronic grant application
systems.
Data Universal Numbering System (DUNS) Number
• The Data Universal Numbering System(DUNS)number is a unique nine-digit.identification
number provided by Dun &Bradstreet(D&B).
• The DUNS number is site-specific.Therefore, each distinct physical location of an entity(such
as branches, divisions, and headquarters)may be assigned a DUNS number.Organizations
should try to keep DUNS numbers to a minimum. In many instances, a central DUNS number
with a DUNS number for each major division/department/agency that applies for a grant may
be sufficient.
• The requestor may obtain an on-the-spot DUNS number assignment by telephone at
866.705.5711.
Obtaining a DUNS Number
• You should verify that you have a DUNS number or take the steps needed to obtain one
as soon as possible, if there is a possibility you will be applying for future federal grants
or cooperative agreements. There is no need to wait until you are submitting a particular
application.
• If you already have a DUNS number. If you, as the entity applying for a federal grant or
cooperative agreement, previously obtained a DUNS number in connection with the federal
acquisition process or requested or had one assigned to you for another purpose,you should
use that number on all of your applications. It is not necessary to request another DUNS
number from D&B.You may request D&B to supply a family tree report of the DUNS numbers
associated with your organization. Organizations should work with D&B to ensure the right
information is on the report.Organizations should not establish new numbers, but use existing
numbers and update/validate the information associated with the number.
• If you are not sure if you have a DUNS number. Call D&B using the toll-free number
866.705.5711, and indicate that you are a federal grant applicant or prospective applicant.
D&B will tell you if you already have a number. If you do not have a DUNS number, D&B
will ask you to provide the information listed on page 22 and will immediately assign you a
number,free of charge.
• If you know you do not have a DUNS number. Call D&B using the toll-free number
866.705.5711, and indicate that you are a federal grant applicant or prospective applicant.
D&B will ask you to provide the information listed below and will immediately assign you a
number,free of charge.
T,o N`4WIMLNT
Technology Program (Tech)
Managing Your DUNS Number
• D&B periodically contacts organizations with DUNS numbers to verify that their information is
current. Organizations with multiple DUNS numbers may request a free family tree listing from
D&B to help determine what branches/divisions have numbers and whether the information
is current. Please call the dedicated toll-free DUNS number request line at 866.705.5711 to
request your family tree.
• D&B recommends that organizations with multiple DUNS numbers have a single point of
contact for controlling DUNS number requests to ensure that the appropriate branches/
divisions have DUNS numbers for federal purposes.
• As a result of obtaining a DUNS number you have the option to be included on D&B's
marketing list that is sold to other companies. If you do not want your name/organization
included on this marketing list, request to be de-listed from D&B's marketing file when you are
speaking with a D&B representative during your DUNS number telephone application.
Obtaining a DUNS number is absolutely free for all entities doing business with the
federal government. This includes grant and cooperative agreement applicants or
prospective applicants and federal contractors. Be certain that you identify yourself
as a federal grant applicant or prospective applicant.
To Obtain Your DUNS.Number
Please call the dedicated toll-free DUNS number request line for federal grant and cooperative
agreement applicants or prospective grant applicants at: 866.705.5711
The number is staffed from 8 AM to 6 PM (local time of the caller when calling from within the
continental United States). Calls placed to the above number outside of those hours will receive a
recorded message requesting the caller to call back between the operating hours.
• The process to request a.number takes about 5 to 10 minutes.
• A DUNS number will be assigned at the conclusion of the call.
• You will need to provide the following information:
• Legal name
• Headquarters name and address for your organization
• Doing business as(DBA)or other name by which your organization is commonly known
or recognized
• Physical address,city, state, and zip code
• Mailing address(if separate from headquarters and/or physical address)
• Telephone number
• Contact name and title
• Number of employees at your physical location.
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�- Technology Program (Tech)
Audit Requirement
OMB Circular A-133 establishes the requirements for organizational audits that apply to COPS
grantees. Grantees must arrange for the required organization-wide(not grant-by-grant)audit in
accordance with the requirements of this circular.
Civil Rights
All recipients of federal grant funds are required to comply with nondiscrimination requirements
contained in various federal laws.All applicants should consult the Assurances form to understand
the applicable legal and administrative requirements.
Please be advised that a hold may be placed on this application if it is deemed that the applicant
agency is not in compliance with federal civil rights laws and/or is not cooperating with an ongoing
federal civil rights investigation.
Legal Requirements: Grant Terms and Conditions
The following section describes all of the compliance terms and conditions that applicants should
be aware of before applying to COPS programs. The table below further defines which of the
legal requirements are applicable to the program for which you are applying. Please review each
section carefully.The signatures of the applicants Authorized Organizational Representative,
Law Enforcement Executive, and Government Executive on Section 13: Certification of Review
and Representation of Compliance with Requirements of the COPS Application Attachment to the
SF424 assures the COPS Office that your agency will comply with all legal and administrative
requirements that govern the applicant for acceptance and use of federal grant funds.
Key: Y—Yes N—No P—Possibly(dependent upon particular agency regulations or items
requested)
FY 2007 I. II. III. IV. V. VI. VII.
Program Assurances Certifications Disclosure Non- Procurement Criminal Mitigate Possible
of Lobbying supplanting &Sole Source Intelligence Adverse Health,
Activities Justification Systems/28 Safety, and
C.F.R.Part 23 Environmental
Impacts
Tech::j
Y Y P Y P Y P
23
A CHMENT
Technology Program (Tech)
I. & II. Assurances & Certifications
Applicants to COPS programs are required to submit the standard Assurances form and the
standard Certifications form signed by the Law Enforcement Executive and Government Executive
named on the COPS Application Attachment to the SF-424. Please read these documents
carefully as signatures on these documents are treated as a material representation of fact upon
which reliance will be placed when the Department of Justice determines to award the covered
grant.
III. Disclosure of Lobbying Activities
This disclosure form shall be completed by the reporting entity,whether subawardee or prime
federal recipient, at the initiation or receipt of a covered federal action,or a material change to a
previous filing, pursuant to Title 31 U.S.C. Section 1352.The filing of a form is required for each
payment or agreement to make payment to any lobbying entity for influencing or attempting to
influence an officer or employee of any agency, a Member of Congress, an officer or employee
of Congress, or an employee of a Member of Congress in connection with a covered federal
action. Refer to the implementing guidance published by the Office of Management and Budget for
additional information.
If this applies to your agency,you are required to submit the Disclosure of Lobbying Activities(SF-
LLL)as an attachment to your application.Complete all items that apply for both the initial filing
and material change report.
IV. Nonsupplanting Requirement
Grant funds may not be used to replacestate or local funds(or,for tribal grantees, Bureau of Indian
Affairs funds)that would, in the absence of federal aid, be made available for law enforcement.
Instead, grant funds must be used to increase the total amount of funds that would otherwise be
made available for law enforcement purposes.
A grant recipient may not use federal grant funds to pay for any'item or costs associated with this
request that the recipient is already obligated to pay. Funds allocated to pay for law enforcement
costs irrespective of the grant may not be reallocated to other purposes or refunded should a
COPS grant or cooperative agreement be awarded. Non-federal funds must remain available
for and devoted to that purpose,with COPS funds supplementing those non-federal funds. All
funding awarded cannot be obligated until after the grant award start date(unless an exception is
authorized in writing by the COPS Office).This means that COPS funds cannot be applied to any
agency cost prior to the award start date. In addition,all awardees will be expected to take active
and timely steps pursuant to their standard purchasing procedures to fully fund law enforcement
costs already budgeted.
The possibility of supplanting will be the subject of careful application review, possible pre-award
review, and post-award monitoring and audit.Any supplanting of non-federal funds by COPS grant
funds may be grounds for potential suspension or termination of grant funding,recovery of misused
funds, and applicable legal sanctions.
If you have questions concerning the nonsupplanting requirement while completing this application,
please contact the COPS Office at 800.421.6770 for further information.
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Technology Program (Tech)
V. Procurement & Sole Source Justification
Sole source, or procurement by noncompetitive proposals, is procurement through solicitation
of a proposal from only one source,or after solicitation of a number of sources, competition is
determined inadequate. It must adhere to the standards set forth in the Uniform Administrative
Requirements,28 CFR§66.36 or 28 CFR§70 (as applicable).
A grant recipient must request written approval from the COPS Office for sole source
procurements in excess of$100,000 prior to purchasing equipment, technology or services,
obligating funding for a contract, or entering into a contract with grant funds. For the purchase
of equipment, technology or services under a COPS grant award, grant recipients must follow
their own policies and procedures on procurement as long as those requirements conform to the
federal procurement requirements set forth in 28 CFR§66.36 and 28 CFR§ 70 (as applicable).
A sole source justification request should be submitted if a grant recipient determines that
the award of a contract through a competitive process is infeasible, and if one or more of the
following circumstances apply:
1. the item/service is available only from one source;
2. the public exigency or emergency for the requirement will not permit a delay resulting from
competitive solicitation; or
3. competition is determined inadequate after solicitation of a number of sources.
Requests for sole source procurements of equipment,technology,or services in excess of
$100,000 must be submitted to the COPS Office in writing certifying that the award of the contract
through full and open competition is infeasible.The sole source request must be prepared on
department letterhead. The request should also include the following information:
Section I—A brief description of the project,the amount to be designated for the sole source
procurement,and the purpose of the contract.
Section II—A statement identifying which one(or more)of the three circumstances identified below
apply to the procurement transaction and an explanation as to why it is necessary to contract in a
noncompetitive manner. Include supporting information as identified below under the applicable
section(s).
The item/service is available only from one source.
• Contractor's expertise linked to the current project(e.g., knowledge of project
management, responsiveness,experience of contractor personnel, prior work on earlier
phases of project, etc.)
• Uniqueness of items to be procured from the proposed contractor or vendor(compatibility,
patent issues,etc.)
• Any additional information that would support the case:
The public exigency or emergency for the requirement will not permit a delay resulting from
competitive solicitation.
• When the contractual coverage is required by your department and why
• Impact on project if deadlineldates are not met
• How long it would take an alternate contractor to reach the same required level of
competence(equate to dollar amounts, if desired)
• Any additional information that would support the case.
CMZ 3 z-- 25
Technology Program (Tech)
ATTACHMENT
Competition is determined inadequate after solicitation of a number of sources.
• Results of market survey to determine competition availability; if no survey is conducted,
please explain why not
• Any additional information that would support the case.
Section 111—A declaration that this action/choice is in the best interest of the agency.
Upon receipt of the request for sole source authorization,the COPS Office will review to determine
if competition is infeasible, and your agency will be contacted if any of the identified information is
missing or if additional supporting information is required. If the COPS Office determines that the
request does not meet the standards set forth above,the request will be denied.
If you have any questions regarding the federal requirements that guide procurement procedures,
please contact your program point of contact at 800.421.6770.
VI. Criminal Intelligence Systems/28 C.F.R. Part 23 Compliance
If your agency is receiving COPS funding for equipment/technology that will be used to operate
an intequrisdictional criminal intelligence system,you must agree to comply with the operating
principles found at 28 C.F.R. Part 23. An"interjurisdictional criminal intelligence system"is
generally defined as a system which receives, stores,analyzes,and exchanges or disseminates
data regarding ongoing criminal activities(such activities may include,but are not limited to, loan
sharking,drug or stolen property trafficking,gambling, extortion,smuggling, bribery, and public
corruption)and shares this data with other law enforcement jurisdictions. 28 C.F.R. Part 23
contains operating principles for these interjurisdictional criminal information systems which protect
individual privacy and constitutional rights.
If you are simply using the COPS funds to operate a single agency database(or other unrelated
forms of technology)and will not share criminal intelligence data with other jurisdictions,28 C.F.R.
Part 23 does not apply to this grant.
VII. Certification to Mitigate Possible Adverse Health, Safety, and
Environmental Impacts
The National Environmental Policy Act(NEPA)of 1969, as amended (Pub. Law 91-190;42 U.S.C.
4321 et seM establishes a national goal of protecting the environment.NEPA's requirements
apply to federal projects, decisions, or actions, including grants in aid,that might have a significant
impact on the quality of the human environment. For example, renovation and construction
projects initiated by state or local law enforcement agencies with grant funding from the Office
of Community Oriented Policing Services(COPS), U.S. Department of Justice are subject to
NEPA. These projects are usually also subject to related environmental impact review and
consultation provisions within the following environmental statutes and executive orders: Coastal
Zone Management Act;Coastal Barrier Resources Act; Clean Air Act; Safe Drinking Water Act;
Federal Water Pollution Control Act; Endangered Species Act;Wild and Scenic Rivers Act;
National Historic Preservation Act; Farmland Protection Policy Act;and executive orders related to
protection of wetlands,floodplain management, and environmental justice.
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Technology Program (Tech)
It.is COPS Office policy to minimize harm to the environment and we may reject proposals or
encourage the modification of projects which have adverse environmental impacts. No grant funds
may be awarded and/or expended for a specific construction proposal until an Environmental
Assessment(EA)and/or an Environmental Impact Statement(EIS) has been completed and
COPS has issued a Finding of No Significant Impact(FONSI)or has approved the EIS. Any costs
for construction will be disallowed under the 2007 COPS Technology Program.
Suspension or Termination of Funding
The COPS Office may suspend, in whole or in part, or terminate funding, or impose other
sanctions on a grantee for the following reasons-
• Failure to substantially comply with the requirements or objectives of the Public Safety
Partnership and Community Policing Act of 1994, program guidelines,or other provisions of
federal law
• Failure to make satisfactory progress toward the goals or strategies set forth in this application
• Failure to adhere to grant agreement requirements or special conditions
• Proposing substantial plan changes to the extent that, if originally submitted,would have
resulted in the application not being selected for funding
• Failure to submit required or requested reports
• Filing a false statement or certification in this application or other report or document
• Other good cause shown.
Prior to imposing sanctions,the COPS Office will provide reasonable notice to the grantee of its
intent to impose sanctions and will attempt to resolve the problem informally.Appeal procedures
will follow those in the U.S. Department of Justice regulations in 28 CFR Part 18.
False statements or claims made in connection with COPS grants may result in fines,
imprisonment; debarment from participating in federal grants or contracts, and/or any other remedy
available by law.
Please be advised that grantees may not use COPS funding for the same item or service also
funded by an Office of Justice Programs(OJP)award.
_ ATTACHMENT
i
Technology Program (Tech)
Required Application Documents and Sections for Tech Program Applications
The chart below shows the required documentation that must be completed and submitted for your application to be
considered complete. Failure to submit all required documentation at the time of application may delay processing
and/or result in the denial of your application. Unless otherwise noted, each section listed must be completed
in its entirety. You can use this chart as an application checklist to ensure you have met all of the necessary
requirements.
Required?
Application Documents&Sections Yes, No,or Possible Completed?
(dependent upon
agency)
1. Standard Foran 424 Yes ❑
2. COPS Application Attachment to SF-424 Yes ❑
Section 1:COPS Program Request
(Grants.gov applicants,check Tech Program) Yes ❑
Section 2:Applicant Information Yes ❑
Section 3:Waivers of the Local Match No ❑
Section 4: Executive Information Yes ❑
Section 5: Law Enforcement&Community ❑
Policing Strategy No
Section 6:Continuation of Project After Federal
Funding Ends No ❑
Section 7: Need for Federal Assistance Yes ❑
Section 8: Executive Summary Yes ❑
Section 9: Project Description(Narrative) Yes ❑
Section 10: Budget Narrative Yes ❑
Section 11:Memorandum of Understanding Possible
13
Section 12:Official Partner(s)Contact Possible
Information ❑
Section 13: Certification of Review and Yes ❑
Representation of Compliance with
Requirements
Section 14:Standard Assurances Yes ❑
Section 15:Standard Certifications Yes ❑
3. Standard Form LLL: Disclosure of Lobbying Ll
Activities Possible
28 4. Budget Detail Worksheets L3A6/
(Sections B,C,D,E,F,G,and Budget Summary) Yes .l
ATTACHMENT
Technology Program (Tech)
WHAT AN APPLICATION MUST INCLUDE:
REQUIRED FORMAT AND OTHER IMPORTANT
INFORMATION FOR SUBMISSION
General Information
• All required application materials should be bound together with a binder clip or stapled.
Please do not bind your application in spiral binders, report covers, or in any similar way(not
applicable if applying online via Grants.gov).
• Please do not include any confidential data or reports with your application.
• Please return one original and two copies of all application materials(not applicable to
applications received via Grants.gov).
• Please be advised that a failure to submit all required documentation by the application
deadline may delay the processing of your application,or result in it being removed from
consideration.
Need for Federal Assistance
All applicants are required to provide a brief explanation of their agency's inability to implement this
project without federal assistance.
Executive Summary
Applicants are required to complete Section 8 of the COPS Application Attachment to the SF-424
Form.
Please limit your response to 400 words or less.
Project Description (Narrative)
Agencies that seek funding under this program are required to submit a separate narrative
addressing each of the following areas. Failure to respond to any of the points below may
delay the processing of your application,or result in its denial.Use the instructions below to
provide a comprehensive summary of all activities that will take place to enhance data information
sharing in yourjurisdiction.
Please limit your response to 20 pages or less.
29
Technology Program (Tech) ATTACHMENT
Narrative Sections
A.Problem Identification and Justification
Please describe the specific problems or operational needs that are to be addressed, and how
this proposed project will focus on data information sharing and/or enhance voice interoperability
across your region/state, or in connecting to the.National Data Exchange.
B.Project Goals and Objectives
Define the vision,goals, and objectives of what your jurisdiction is ultimately trying to
accomplish and how the proposed project would fit into an overall effort to increase data
information sharing and/or voice interoperability.
• Include a specific scope of work that provides measurable objectives(e.g., purchase and
install the system/equipment, draft and distribute information to public safety communities,
conduct on-site demonstrations to communities,etc.).
• Reflect a multijurisdictional and multidisciplinary approach toward achieving
information exchange and/or voice interoperability.
• If other related projects with separate funding streams or initiatives are currently underway
within your jurisdiction,address how this COPS-funded project will not be duplicative,yet will
be coordinated into one comprehensive plan for public safety interoperability within the region
or state. Please describe the other project(s)and the source of funding.
C.Implementation Plan
• Propose a detailed implementation plan that includes a budget narrative and reasonable
project timeline that identifies major milestones, including individual activity costs,federal and
non-federal shares, and plans for how the effort will be funded now and in the future.
• Identify specific capabilities that the project will support.
• Demonstrate effective project governance structure and project planning inclusive of risk
mitigation and project sustainability.
• Explain the technical and procedural measures that will be employed to demonstrate robust,
comprehensive security to protect the sensitive information shared and the privacy, civil rights,
and civil liberties requirements of participant data as a result of this project. The grantee
organization must be able to demonstrate anticipated standards for protecting Sensitive But
Unclassified(SBU)law enforcement information. Applicants must also specify the technical
and procedural measures that will be employed to protect information/system access controls
(e.g.,system audit capabilities,frequency of audits,etc.).
• Proposals must adhere to the sharing of information using existing standards and/or
best practices adopted or recognized by national law enforcement associations and the
Department of Justice. An example of a recognized technical standard is the National
Information Exchange Model(NIEM),which acts as the national framework that includes the
Global Justice XML Data Model(GJXDM)and the work of communities beyond justice to
foster collaboration and the better sharing of information. Recognized best practices include
guidelines for privacy and fusion centers endorsed by the Department's Global Advisory
Committee. For projects that involve land mobile radio,technologies should be compliant with
the Project 25 suite of standards.
30
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t _
Technology Program (Tech)
D.Evaluation Plan/Effectiveness of Program
• How will your agency evaluate the effectiveness and outcomes of activities implemented as
a result of receiving this Tech Program grant? Well-developed proposals should include a
project evaluation plan, including performance measures and evaluation methodology.
E.Additional Information
• The proposal should clearly list partners and contain letters of support from each partnering
agency,signed by the appropriate government officials,as your proposal should be
multijurisdictional and multidisciplinary. These letters should specify the respective roles of
the participating agencies and acknowledge the designation of one specified lead agency to
serve as the applicant agency(and, if awarded, lead agency and grantee for the consortia).
The letters of support should also address financial contributions to the local match.
• Provide information on any existing agreements such as Memoranda of Understanding(MOU)
or Mutual Aid Agreements with partnering jurisdictions.
• Provide certification that the local government.has evaluated the project submitted and that
the project will be implemented in accordance with 28 CFR Part 66, Uniform Administrative
Requirements for Grants and Cooperative Agreements to State and Local Governments.
For further assistance in preparing your narrative sections and project plans, please review the
SAFECOM.Grant Guidance at htto:/www.safecomi)rogram.gov/SAFECOM/libra[y/granVI294
2007.htm. Valuable information,including a description of the SAFECOM Interoperability
Continuum is available within that document.
Consortia
Multijurisdictional proposals will be considered as consortia. If a grant is awarded,the applicant
agency(state or locality)will serve as the lead agency and grantee during the performance
period,with the other consortia members serving as grant submcipients. The lead agency will be
responsible for successful implementation of the project and will bear responsibility for fulfilling all
grant conditions. Lead agency status will not be transferred once the grant has been awarded.
However, prior to application submission to the.COPS Office, invited regions may decide if a
different law enforcement agency will serve as the lead applicant. If the lead applicant:is changed
prior to submission,this issue should be addressed within the proposal with signed concurrence
from the original invitee.
Coordination
Each applicant must certify within the proposal that appropriate coordination occurred with all
agencies(state, local, and tribal)that may be affected by the applicant's proposal.
Each applicant is encouraged to consult with its designated State Administrative Agency(SAA)so
that the proposed data information-sharing and/or voice interoperability initiative can be integrated
into statewide planning efforts. The SAA is the state-designated coordinator for the State
Homeland Security Grant Programs administered by the Department of Homeland Security(DHS)
Office for Grants and Training, and is responsible for the development of the state's vulnerability
assessments and homeland security strategy that are required under DHS grant programs.
Applicants should include comments from the SAA on how the jurisdiction's initiative is consistent
with state plans and how the results of this effort will be incorporated into subsequent versions of
the state's response strategy.
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Technology Program (Tech)
Budget Narrative
All applicants must submit the Budget Narrative as described in Section 10 of the COPS
Application Attachment to the SF424. In the Budget Narrative, you must provide a brief description
of the item(s)proposed for purchase, its purpose,and how the item relates to the overall project.
The structure of the Budget Narrative must mirror the structure of the Budget Detail Worksheet
included in this application. In other words, each item reported in the Budget Narrative must fall
under one of six categories: Equipment, Other Costs, Supplies,Travel; Contracts/Consultants, and
Personnel and Fringe Benefits. Finally, every item included on the Budget Detail Worksheet must
be included in the Budget Narrative.
Certifications
The signatures of the applicant's Authorized Organizational Representative, Law Enforcement
Executive/Program Official,and Government Executive/Financial Official,and any applicable
program partners on Section 13: Certification of Review and Representation of Compliance with
Requirements of the COPS Application Attachment assures the COPS Office that you will abide by
the certifications provided with your narrative.
Mailing Address
Completed proposals should be mailed (if not applying through Grants.gov)to the address listed
below. Original signatures are required,therefore,we cannot accept faxed applications.Your
completed application package must be received in the COPS Office by close of business
on June 29,2007 Please return one original and two copies of all application materials(not
applicable if applying through Grants.gov)to the following address:
Office of Community Oriented Policing Services
Technology Program Control Desk
U.S. Department of Justice
1100 Vermont Avenue, N.W., 9th Floor
Washington, DC 20530 (overnight mail ZIP Code is 20005)
Please keep a copy of your application for your records.
32
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Technology Program (Tech)
Selection Criteria
Funding selections are ultimately based on a number of factors, including application
completeness and accuracy,the implementation of previous COPS grants (including the timely
submission of programmatic progress reports and financial status reports),and the enhancement
of community policing and/or data information sharing as proposed in the application Project
Narrative.
All applications will be peer-reviewed in coordination with federal partners of the COPS Office.
The COPS Office will identify peer reviewers from the public safety community. Peer reviewers will
be composed of both practitioners and technologists knowledgeable in the area of data and voice
interoperability. The peer reviewers will review the applications on behalf of the COPS Office and
will provide feedback and recommendations for funding.
G�Zry�33
ATTACHMENT
Technology Program (Tech)
SAMPLE TECHNOLOGY BUDGET DETAIL WORKSHEETS and BUDGET SUMMARY
Sections B, C, D, E, F, G, and the Budget Summary are the only sections of the COPS Budget Detail Worksheets that
are applicable to the COPS Technology grant program. Like items may be grouped together for ease of reporting. The
structure of the Budget Narrative(discussed earlier)must mirror the structure of the Budget Detail Worksheet included in this
application. In other words, each item reported in the Budget Narrative must fall under one of six categories: Equipment,
Other Costs, Supplies, Travel/Training, Contracts/Consultants, and Personnel and Fringe Benefits. Finally, every item
included on the Budget Detail Worksheet must be included in the Budget Narrative. For your convenience,we have included
a sample Budget Detail Worksheet. For more information,please see the COPS Technology Federal Funding:Allowable and
Unallowable Costs section.
C. EQUIPMENT/TECHNOLOGY No Equipment/Technology Requested ❑
Instructions: List nonexpendable items that are to be purchased. Nonexpendable equipment is tangible property (e.g.,
technology) having a useful fife of more than 1 year and an acquisition cost of$5,000 or more per unit. Expendable items
should be included either in the SUPPLIES or OTHER categories. Applicants should analyze the cost benefits of purchasing
versus leasing equipment, especially for high-price items and those subject to rapid technical advances. Rented or leased
equipment costs should be listed in the CONTRACTS/CONSULTANTS category.
Pursuant to the Continuing Appropriations Resolution, 2007 (P.L. 110-005), be advised that,to the greatest extent practical,
all equipment and products purchased with these funds must be American-made.
For agencies purchasing items related to enhanced communications systems,,thi-COPS Office expects and
encourages that, wherever feasible, such communications equipment should 6e1ncorporated into an intra- or
integurisdictional strategy for communications interoperability among federal, state, and local law enforcement
agencies. `1
See the COPS Application Guide for a list of allowable/unallowable eosts'foN,,the particular program for which you are
applying'
Unitntem Description Computation. '.r '� ��Per Item
h (#ofitemslUriits`X UriitCost) Subtotal
Mobile/Portable Radios l�`-4000 X \ $4,000 >>
) $ 1,600,000
Mobile Computers \1` ��(� 75<�)XI $5,500 ) $ 412,500
Application-Server (�V1 X $10,000 ) $ 10,000
Network Interface Devicesi ( 5 X $5,000 ) $ 25,000
Database Servers �r� ( 4 X $20,000 } $ 80,000
Switches {—� / ( 5 X $2,000 ) $ 10,000
Routers ( 2 X $5,000 ) $ 10,000
$ 21475n0
Equipment/Technology Total: Transfer to Budget Summary
Line 3
34 Please include a detailed description of all items listed in the Budget Narrative
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Applicant Logal Namc: `,itv of L1fatr.rfwd ORI#: NY 12345
F. TRAVEL/TRAINING NoTravel/Training Requested ❑
Instructions: Itemize travel expenses of project personnel by purpose (e.g., mandatory training, staff to
training,field interviews, advisory group meetings). Show the basis of computation (e.g., six staff members
times the unit cost per person for lodging for 3 days). Training projects, training fees, travel, lodging, and
per diem rates for trainees should be listed as separate travel items. Show the number of staff attending any
event and the unit costs per person involved. Identify the location of travel, when possible. Note:Any local
training costs (within a 50-mile radius) should be listed under Section D (Other Costs).
See the COPS Application Guide for a list of allowable/unallowable costs for the particular program for which
you are applying.
Reason for TraveUTraining& TraveUTraining Item Computation Per Item
Location of TraveUTraining (#of Staff X Unit Cost X#of -Subtotal
Days/TripslEvents) %
User Training Training ( 25 X 1.000 X 1 )1` 1-25,0100
( . \ )
Kick-off Conference Travel 4 X 1.200. X 1 $4;800,.•=
TA Workshop Travel ( ' 2 X 1`.200 \X`'. 1 2,400
X X ) $
`\.
(—X X ) $
l �J'
( X X ) $
(-X X )
( X X ) $
( X X ) $
Travel/Training Total: $32.200
Transfer to Budget
Summary Line 6
Please include a detailed description andjustification for travel listed in the Budget Narrative
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Applicant Legal Name: Citv of Waterford ORI v° NY 12345
G. CONTRACTS/CONSULTANTS No Contracts/Consultants Costs Requested ❑
Instructions: See the COPS Application Guide for a list of allowable/unallowable costs for the particular
program for which you are applying.
Contracts: Provide a description of the product or service to be procured by contract and an estimate of the cost.
Applicants are encouraged to promote free and open competition in awarding contracts.
Contract Description Contract Bid Type(Open- Per Contract
Competitive or Sole Source) Subtotal
Data Conversion Competitive $ 100,000
N-DEx Consulting Assessment Competitive $ 100,000
$ j
Contracts Subtotal: 1 $ 200,000, (G1)
Consultant Fees: For each consultant enter the name(if known),servi_ceto.be'provided,hourly cr'da'ily.fee'(based
upon an 8-hour day),and estimated length of time on the project:.6nsultani fees in'excess of$450`per day
require additional written justification in the Budget Narrative arid must be preapproved.in writin_g�by the COPS Office.
Consultant NameiTitle Service Provid`ed1:`, Computation- `� Per Consultant
,(Cost X#Days or Fee
#Hours) Subtotal
Project Manager (-- Projekt a agement(, ( 55 X 2080hrs $114,400
1
~ Consultant Fees Subtotal: $ (G2)
Consultant Expenses:/Consultant Expenses:List all expenses to be paid from the grant to the individual consultants
separate from their'consultant fees(e.g.,travel, meals,lodging).
Consultant Namerrdle Service Provided Computation Per Consultant
(Cost X#Days) Fee
Subtotal
( X_) $
( X ) $
( X ) $
( X ) $
Consultant Subtotal: $ (G3)
36 Contracts/Consultants Total: $314,400 A lam,
Contracts(G1)+Consultant Fees(G2)+Consultant Upenses(G3) Transfer to summary Laedget C •�'T�3
Please include a detailed description for all contracts listed in the Budget Narrative
°�� �a�tr171bdtM14T
Technology Program (Tech)
Applicant Leel Nam?: City of bVa,erford ORI NY 12345
BUDGET SUMMARY
Instructions: When you have completed the Budget Detail Worksheets, please transfer the category totals
to the spaces below. Please compute the Total Project Amount,Total Federal Share Amount,and Total Local
Share (if applicable). Please see the Application Guide for information on the maximum federal share and
local matching requirements for the grant for which you are applying.
Budget Category Category Total Line#
A. Sworn Officer Positions $ . 00 1
B. Civilian/Other Personnel $ .00 2
C. EquipmentlTechnology $ 2.147.500 .00 % l 3
D. Other Costs $ .00 \, ` 4
E. Supplies $ �'.:\.00
F. TraveUTraining $ 32.200:_i
G. Contracts/Consultants $ 314:400 00\�,-' 7
H. Indirect Costs 00 8
j dotal Project Amount: $ 2.494.100 .00
Total Federal1hare Amount:
(Total Project Amount.K Federal Share Percentage $ 1,870.575 .00
` 1 l! Allowable)
Total Local Share Amount(If applicable):
(Total R%ject Amount-Total Federal Share Amount) $ 623.525 .00
Contact Information for Budget Questions
Please provide contact information for the financial official whom the COPS Office may contact with questions
related to your budget submission.
Authorized Official's Typed Name: John Smith
Title: Grants Officer
Phone: 123.456.7890
Fax: 123.456.0987
E-mail Address: John.Smithfa waterford.gov 141 37
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APPENDIXES
Appendix A: Glossary of COPS Program Terms
The following information is provided to assist you with the completion of your COPS grant
program Application/Proposal Forms.The list includes some of the most common terms that are
used in the.Application Forms. For additional assistance or clarification regarding any part of the
application, please contact your Grant Program Specialist at 800.421.6770.
Allowable Costs:Allowable costs are what a program funds.
Authorized Officials:The authorized officials are the individuals in your organization who
have final authority and responsibility for all programmatic and financial decisions regarding
your application and, if awarded, your grant award. For law enforcement agencies,the listed
law enforcement executive(usually Chief of Police, Sheriff, etc.)and the government executive
(usually Mayor, Board President,etc.)are your agency's authorized officials.
Authorized Organizational Representative(AOR);A person authorized by your E-business
Point of Contact(POC)to submit applications to Grants.gov. This privilege should be provided
only to those individuals who currently have signature authority for submitting grant applications.
The name of the individual designated as an AOR will be populated by the Grants.gov system
in grant application package forms,which require signatures.An organization can assign as
many ADRs to use Grants.gov as necessary. If not applying electronically,the AOR should be
the individual in your organization who has final responsibility for all programmatic and financial
decisions regarding this application.
Automated Booking System:An automated booking system captures-arrestee fingerprints and
photographic information electronically and often has the ability to transfer that information to a
departmental or statewide database.
Automated Fingerprint Identification System (AFIS):An AFIS system is a highly specialized
biometrics system that compares a single fingerprint image with a database of fingerprint images.
Fingerprint images are collected from crime scenes or are taken from criminal suspects when
they are arrested. Fingerprint images may be captured by placing a finger on a scanner or by
electronically scanning inked impressions on paper.
Award Start Date:This is the date on or after which your agency is authorized to purchase items
or hire positions that were approved by the COPS Office. If awarded,the award start date is found
on your grant Award Document. Grantees maynot make any purchases or hire any positions prior
to this date without written approval from the COPS Office.
Career law Enforcement Officer:The COPS statute defines a"career law enforcement officer"
as a person hired on a permanent basis who is authorized by law,or by a state or local public
agency,to engage in or oversee the prevention,detection,or investigation of violations of criminal
laws.
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Catalog of Federal Domestic Assistance(CFDA):The CFDA is an annual government-wide
publication that contains a description and index of all forms of federal assistance. Each program
is assigned a"CFDA number,"which is used by auditors to track grant revenues under the Single
Audit Act. It is also used in participating states by State Single Points of Contact in conducting
the required intergovernmental reviews under Executive Order 12372. The CFDA number for all
COPS programs is 16.710.
Central Contractor Registry(CCR): Institutions receiving any type of award from the federal
government must register with the CCR.
Closeout:The process in which the awarding agency,the COPS Office,determines that all
applicable administrative actions and all required work and conditions of the award have been
completed and met by the recipient and awarding agency.
Cognizant Federal Agency:The federal agency that generally provides the most federal financial
assistance to the recipient of funds.Cognizance is assigned by the Office of Management and
Budget(OMB).
Community Oriented Policing: Community oriented policing is a policing philosophy that
promotes and supports organizational strategies to address the causes and reduce the fear of
crime and social disorder.This is achieved through problem-solving approaches and community-
police partnerships. It enhances police professionalism by providing officers with the skills,
technology,and motivation to act in innovative ways to solve community crime-related problems.
Grant requests must be linked to the implementation or enhancement of community policing.All
newly hired,additional officers(or an equal number of redeployed veteran officers)funded under
COPS programs must engage in community policing activities.All equipment and technology items
must be used to enhance community policing as outlined in your application.
Computer Aided Dispatch(CAD)system:A computer database that can track calls for service,
maintain status of units available, provide various reports, produce address histories, and support
electronic mail.With the installation of integrated CAD and mobile data systems,officers are able
to receive calls for service on their mobile data terminals rather than over the voice radio system,
reducing radio traffic and improving availability for emergency transmissions.
Consortium:A consortium is a group of two or more governmental entities that agree to form a
partnership to provide law enforcement services to their constituent communities.
COPS Finance Staff.The COPS Finance staff handles your agency's financial and budgetary
needs related to your application. A Staff Accountant is assigned to your state,and is available
to answer any questions that you may have concerning the financial aspects of your grant, if
awarded.To identify your Staff Accountant, please call the COPS Office Response Center at
800.421.6770,or visit the COPS web site at www.cor)s.usdo*.gov.
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COPS Office:The Office of Community Oriented Policing Services(COPS) is the office within the
U.S. Department of Justice that, if awarded, is your"grantor"or"awarding"agency for your COPS
grant or cooperative agreement.The COPS Office is responsible for administering your grant for
the entire grant period.You can reach the COPS Office at 800.421.6770.
DUNS Number: DUNS stands for"data universal numbering system."DUNS numbers are issued
by Dun and Bradstreet(D&B)and consist of nine digits. If your institution does not have one, call
866.705.5711 to receive one free of charge.You can also request your DUNS number online at
www.dnb.com/us.
E-Business Point of Contact(POC): Person who will designate which staff members can submit
applications through Grants.gov.When you register with the CCR,your institution will be asked to
designate an E-Business POC.
Federally Recognized Tribe:Tribal entities that are recognized and eligible for funding and
services from the Bureau of Indian Affairs by virtue of their status as Indian tribes.They are
acknowledged to have the immunities and privileges available to other federally acknowledged
Indian tribes by virtue of their govemment-to-govemment.relationship with the United States
as well as the responsibilities, power, limitation, and obligations of such tribes. Only Federally
Recognized Tribes are eligible to apply for COPS grant funds. For further information, contact:
Bureau of Indian Affairs, Division of Tribal Government Services, MS-4631-MIB, 1849 C Street,
N.W.,Washington, DC 20240, 202.208.2475.
Gas Mask:A gas mask connected to a chemical air filter and used to protect the face and lungs
from toxic gases.
Global Positioning System(GPS):The GPS comprises 30 geosynchronous satellites that
continuously transmit information that allows receivers to determine their own positions. Receivers
are used in personal tracking, navigation,and automatic vehicle location systems.
Grant Number: If awarded,the grant number identifies your agency's specific grant, and can
be found on your grant Award Document. This number should be used as a reference when
corresponding with the COPS Office. The COPS Office tracks grant information based upon this
number.
Interoperable Communications: Communications interoperability refers to the ability of
emergency response officials to share information via voice and data signals on demand, in real
time,when needed, and as authorized. Interoperable communications policies, procedures,and
technology are used to increase voice and data information-sharing among the law enforcement,
fire service, and emergency medical service communities.
Local Budget Cycle:Your agency's fiscal year. Some common examples include January 1 to
December 31, October 1 to September 30,and July 1 to June 30. Some local budget cycles may
extend up to 24 months.
M-PIN: Password used by your e-business point of contact to designate which staff members can
submit applications to Grants.gov.
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Matching Funds:What a locality must contribute as a cash match toward total allowable project
costs over the life of the program.
Mobile Data Computer/Laptop:A Mobile Data Computer(MDC) is a computer terminal mounted
in a vehicle and is linked via wireless communication to a network that is often integrated with
a CAD system. MDCs also may enable officers to complete previously handwritten reports on a
computer.This often eliminates the need to enter duplicate information on multiple reports.
National Data Exchange(N-DEx):A criminal justice information-sharing system that will provide
nationwide connectivity to disparate local,state,tribal, and federal systems for the exchange of
information. N-DEx will provide law enforcement agencies with a powerful new investigative tool to
search, link,analyze, and share information (for example, incident and case reports)on a national
basis to a degree never before possible. N-DEx will primarily benefit local law enforcement
agencies in their role as the first line of defense against crime and terrorism. Increment one is
projected to be available to participating law enforcement agencies in February 2008. For further
information, go to www.fbi.gov/hoJisd/ndex/ndex overview.htm.
National Incident-Based Reporting System (NIBRS):A comprehensive reporting database.
Agencies provide individual records for eight index crimes and 38 other offenses.
Obligation of Funds: If this application is awarded,the COPS Office"obligates"federal funds
when the grant Award Document is signed by the Director or his or her designated official. For the
grantee, grant funds are"obligated"when monies are spent directly on purchasing items approved
under the grant or cooperative agreement.The term encumbrance is often used at the local
and state levels to describe this type of transaction. Liquidated obligations are considered cash
outlays or monies actually spent. Unliquidated obligations are obligations incurred and recorded
but not yet paid(accrual basis of accounting)or not yet recorded and not yet paid (cash basis of
accounting).
OJP VendorNumberlEIN Number.This is your agency's nine-digit federal tax identification
number assigned to you by the IRS.Your accounting/bookkeeping department should have this
number..If your EIN previously has been assigned to another agency within your jurisdiction,the
Office of the Comptroller will assign a new OJP vendor number to you.The new assigned number
is to be used for administrative purposes only, in connection with this grant program,and should
not be used for IRS purposes.
ORI(Originating Agency Identifier)Number:This number is assigned by the FBI and is your
agency's originating agency identifier.The first two letters are your state abbreviation,the next
three numbers are your county's code, and the final two numbers identify your jurisdiction within
your county.When you contact the COPS Office with a question,you can use the ORI number,
and we will be able to assist you. If you are a previous COPS grant recipient,you may have been
assigned an ORI number through the COPS Office if the FBI had not previously assigned your
agency this identifier number.
Primary Law Enforcement Authority:An agency with primary law enforcement authority is the
agency that is the first:responder to calls for service,and has ultimate and final responsibility for
the prevention, detection, and/or investigation of criminal laws within its jurisdiction.
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The Public Safety Partnership and Community Policing Act of 1994:
The COPS Office is charged with fulfilling the mandates of this law.The purposes of the law are to:
• Increase the number of community policing officers on the beat.
• Provide additional and more effective training to law enforcement officers to enhance
their problem-solving,service,and other skills needed in interacting with members of the
community.
• Encourage the development and implementation of innovative programs to permit members of
the community to assist law enforcement agencies in the prevention of crime.
• Encourage the development of new technologies to assist law enforcement agencies in
reorienting the emphasis of their activities from reacting to crime to preventing crime.
Regional Data Exchange(R-DE#A data repository that contains criminal law enforcement
information from the Department of Justice components. This information is Sensitive But
Unclassified and available to federal, state,tribal,and local law enforcement agencies.
Supplanting: COPS grant funds may not be used to supplant(replace)state, local,or Bureau of
Indian Affairs funds that would be made available in the absence of federal COPS grant funding.
Program funds must be used to increase the amount of state, local,or Bureau of Indian Affairs
funds otherwise budgeted for the grant purposes, plus any additional state, local,or Bureau of
Indian Affairs funds budgeted for these purposes. For further information regarding supplanting,
please contact the COPS Office Legal Division at 202.514.3750.
Waivers:A waiver of the local match requirement is available to applicants under some COPS
programs that require a local match. Requests for a waiver are considered on a case-by-case
basis and must be made at the time of the application.
XML(World Wide Web Consortium—W3C): Extensible Markup Language.A simple,very
flexible text format derived from SGML(ISO 8879). Originally designed to meet the challenges
of large-scale electronic publishing,XML is also playing an increasingly important role in the
exchange of a wide variety of data on the web and elsewhere.
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Appendix B: Intergovernmental Review Process, Points of
Contact by State
Executive Order 12372 requires applicants from state and local units of government, or other
organizations or individuals providing service within a state,to submit copy of the application to
the state Single Point of Contact(SPOC), if one exists, and if this program has been selected for
review by the state. Before the application due date, you must contact your state SPOC to find out
if this program has been selected for review and comply with the state's process under Executive
Order 12372.Whether or not your SPOC requests a copy of your application,the original signed
application and two copies should be returned to the COPS Office.The Catalog of Federal
Domestic Assistance reference for this program is number 16.710"Public Safety and Community
Policing Grants."
A current list of state SPOCs is set forth below. States that are not listed have chosen not to
participate in the intergovernmental review process, and therefore do not have an SPOC.
Arkansas District of Columbia
Tracy L. Copeland Luisa Montero-Diaz
Manager, State Clearinghouse Office of Partnerships and Grants Development
Office of Intergovernmental Services Executive Office of the Mayor
Department of Finance and Administration District of Columbia Government
1515 W. 7th St., Room 412 4414th Street, N.W., Suite 530 South
Little Rock,AR 72203 Washington, DC 20001
Telephone:501.682.1074 Telephone:202.727.8900
Fax:501.682.5206 Fax:202.727.1652
ticooeland dfa.state.ar.us oi)ad.eom(@dc.gov
California Florida
Grants Coordination Jasmin Raffington
State Clearinghouse Florida State Clearinghouse
Office of Planning and Research Department of Community Affairs
P.O. Box 3044, Room 222 2555 Shumard Oak Blvd.
Sacramento,CA 95812-3044 Tallahassee, FL 32399-2100
Telephone:916.445.0613 Telephone:850.922.5438
Fax:916.323.3018 Fax:850.414.0479
state.cleadnghouse(@oor.ca.gov clearinghouse dca.state.fl.us
Delaware Georgia
Charles H. Hopkins Georgia State Clearinghouse
Executive Department 270 Washington Street, S.W.
Office of the Budget Atlanta, GA 30334
540 S. Dupont Highway,3rd Floor Telephone:404.656.3855
Dover, DE 19901 Fax:404.656.7901
Telephone: 302.739.3323 gachAmail.opb.state.ga.us
Fax: 302.739.5661
chor)kins(@state.de.us
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Illinois Michigan
Virginia Bova Richard Pfaff
Department of Commerce and Community Southeast Michigan Council of Governments
Affairs 535 Griswold, Suite 300
James R.Thompson Center Detroit, MI 48226
100 West Randolph, Suite 3-400 Telephone: 313.961.4266
Chicago, IL 60601 Fax: 313.961.4869
Telephone:312.814.6028 pfaffesemco4.ora
Fax: 312.814.8485
vbova ancommerce.state.il.us Mississippi
Cathy Mallette
Iowa Clearinghouse Officer
Steven R. McCann Department of Finance and Administration
Division of Community and Rural Development 1301 Woolfolk Building, Suite E
Iowa Department of Economic Development 501 North West Street
200 East Grand Avenue Jackson, MS 39201
Des Moines, IA 50309 Telephone:601.359.6762
Telephone: 515.242.4719 Fax: 601.359.6758
Fax: 515.242.4809
steve.mccannla.ided.state.ia.us Missouri
Angela Boessen
Kentucky Federal Assistance Clearinghouse
Ron Cook Office of Administration
Department for Local Government P.O. Box 809
1024 Capital Center Drive, Suite 340 Truman Building, Room 840
Frankfort, KY 40601 Jefferson City, MO 65102
Telephone: 502.573.2382 Telephone:573.751.4834
Fax:502.573.2512 Fax: 573.522.4395
ron.cooke,mail.state.ky.us igr a mail.oa.state.mo
Maine Nevada
Joyce Benson Heather Elliott
State Planning Office Department of Administration
184 State Street State Clearinghouse
38 State House Station 209 E. Musser Street, Room 200
Augusta, ME 04333 Carson City, NV 89701
Telephone:207.287.3261 Telephone:775.684.0209
207.287.1461 (direct) Fax:775.684.0260
Fax:207.287.6489 hell ioft govmail.state.nv.us
ioyce.benson a0state.me.us
New Hampshire
Maryland Jeffrey H.Taylor
Linda Janey Director
Manager,Clearinghouse and Plan Review Unit New Hampshire Office of State Planning
Maryland Office of Planning Attn: I ntergovem mental Review Process
301 West Preston Street, Room 1104 Mike Blake
Baltimore, MD 21201-2305 2-112 Beacon Street
Telephone:410.767.4490 Concord, NH 03301
Fax:410.767.4480 Telephone:603.271.2155
linda mail.00.state.md.us F�:603.271.1728
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New Mexico Texas
Ken Hughes Denise S. Francis
Local Government Division Director, State Grants Team
Room 201 Bataan Memorial Building Governor's Office of Budget and Planning
Santa Fe, NM 87503 P.O. Box 12428
Telephone: 505.827.4370 Austin,TX 78711
Fax: 505.827.4948 Telephone: 512.305.9415
khughes _dfa.state.nm.us Fax: 512.936.2681
dfrancisnargovernor.state.tx.us
North Carolina
Jeanette Fumey Utah
Department of Administration Carolyn Wright
1302 Mail Service Center Utah State Clearinghouse
Raleigh, NC 27699-1302 Governor's Office of Planning and Budget
Telephone:919.807.2323 State Capitol, Room 114
Fax: 919.733.9571 Salt Lake City, UT 84114
ieanette.fumey5ricmail.net Telephone:801.538.1535
Fax:801.538.1547
North Dakota cwdaht(&gov.state.ut.us
Jim Boyd
Division of Community Services West Virginia
600 East Boulevard Ave., Dept 105 Fred Cutlip, Director
Bismarck, ND 58505-0170 Community Development Division
Telephone:701.328.2094 West Virginia Development Office
Fax: 701.328.2308 Building#6, Room 553
iboyd anstate.nd.us Charleston,WV 25305
Telephone:304.558.4010
Rhode Island Fax: 304.558.3248
Kevin Nelson fcutlie@wvdo.org
Department of Administration
Statewide Planning Program Wisconsin
One Capitol Hill Jeff Smith
Providence, RI 02908-5870 Section Chief, Federal/State Relations
Telephone:401.222.2093 Wisconsin Department of Administration
Fax:401.222.2083 101 East Wilson Street, 6th Floor
knelson@doa.state.d.us P.O. Box 7868
Madison,WI 53707
South Carolina Telephone:608.266.0267
Omeagia Burgess Fax:608.267.6931
Budget and Control Board ieffrey.smith@doa.state.wi.us
Office of State Budget
1122 Ladies Street, 12th Floor
Columbia, SC 29201
Telephone:803.734.0494
Fax:803.734.0645
aburgessna budget.state.sc.us
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TERRITORIES: Virgin Islands
Ira Mills
American Samoa Director, Office of Management and Budget
Pat M. Galea'i #41 Norre Gade Emancipation Garden Station
Federal Grants/Programs Coordinator Second Floor
Office of Federal Programs Saint Thomas,VI 00802 '
Office of the Govemor/Department of Telephone: 340.774.0750
Commerce Fax: 340.776.0069
American Samoa Government Irmillseusvi.org
Pago Pago,AS 96799
Telephone:684.633.5155
Fax: 684.633.4195
pmgaleai samoatelco.com
Guam
Director
Bureau of Budget and Management Research
Office of the Governor
P.O. Box 2950
Agana, GU 96910
Telephone:011.671.472.2285
Fax:011.472.2825
ier .ns.gov.gus
Northern Mariana Islands
Ms.Jacoba T. Seman
Federal Programs Coordinator
Office of Management and Budget
Office of the Governor
Saipan, MP 96950
Telephone:670.664.2289
Fax:670.664.2272
omb.iseman(@.saipan.com
Puerto Rico
Jose Caballero/Mayra Silva
Puerto Rico Planning Board
Federal Proposals Review Office
Minillas Government Center
P.O.Box 41119
San Juan, PR 00940-1119
Telephone:787.723.6190
Fax:787.722.6783
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