HomeMy WebLinkAboutResolutions - 2021.05.26 - 34530REPORT May 26, 2021
BY: Commissioner Gwen Markham, Chairperson, Finance Committee
IN RE: SHERIFF'S OFFICE — FISCAL YEAR 2021 LAW ENFORCEMENT MENTAL HEALTH AND
WELLNESS ACT (LEMHWA) — GRANT APPLICATION
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen.
The Finance Committee, having reviewed the above -referenced resolution on Mav 19. 2021, reports with
the recommendation that the Board Chair consider an exemption, as authorized by the Grants Policy and
pursuant to Board Rule XI.H.1, for the Sheriff's Office - Fiscal Year 2021 Law Enforcement Mental Health
and Wellness Act (LEMHWA) Grant Application, due to timing issues.
Chairperson, on behalf of the Finance Committee, I move the acceptance of the foregoing report
Commissioner Gwen Mar ham, District#9
Chairperson, Finance Committee
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
MISCELLANEOUS RESOLUTION #21208 May 26, 2021
BY: Commissioner Penny Luebs, Chairperson, Public Health and Safety Committee
IN RE: SHERIFF'S OFFICE — FISCAL YEAR 2021 LAW ENFORCEMENT MENTAL HEALTH AND
WELLNESS ACT (LEMHWA) — GRANT APPLICATION
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Oakland County Sheriff's Office is applying for Law Enforcement Mental Health and
Wellness Act (LEMHWA) grant funding from the U.S. Department of Justice, Office of Community Oriented
Policing Services in the amount of $125,000 for the period of October 1, 2021, through September 30,
2023; and
WHEREAS LEMHWA program funds are used to improve the delivery of and access to mental health and
wellness services for law enforcement officers through the implementation of peer support, training, family
resources, suicide prevention, and other promising practices for wellness programs; and
WHEREAS the Sheriff's Office is requesting funding for a clinician to provide mental health services.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the
submission of the grant application to the U.S. Department of Justice, Office of Community Oriented
Policing Services in the amount of $125,000 for the period of October 1, 2021 through September 30, 2023,
BE IT FURTHER RESOLVED that application and future acceptance of this grant does not obligate the
County to any future commitment and continuation of this program is contingent upon continued future
levels of grant funding
BE IT FURTHER RESOLVED that no budget amendment is required at this time.
Chairperson, on behalf of the Public Health and Safety Committee, I move for the adoption of the foregoing
resolution.
UA
Commissione Penny Luebs, District #16
Chairperson, ublic Health and Safety
Committee
PUBLIC HEALTH AND SAFETY COMMITTEE VOTE:
Motion carried on a roll call vote with Gingell absent.
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
Please Note: An exception to the Board Rules request was submitted for this application. Pursuant to section
IX(H)(t) of the Board Rules, the Chairperson of the Board of Commissioners is authorized to approve this grant
application in excess of $50,000 without full Board approval for purposes of meeting the application deadline.
Accordingly, a miscellaneous resolution is not required.
GRANT REVIEW SIGN -OFF — Sheriff s Office
GRANT NAME: FY 2021 Law Enforcement Mental Health and Wellness Act (LEMH WA)
FUNDING AGENCY: U.S. Department of Justice (US DOJ), Office of Community Oriented Policing Services
DEPARTMENT CONTACT: Lt. Todd Hill
STATUS: PRE -Application (Greater than $50,000)
DATE: 05/17/20
Please be advised the captioned grant materials have completed internal grant review. Below are the returned comments
The Board of Commissioners' liaison committee resolution and grant application package (which should include this sign -
off and the grant application with related documentation) may be requested to be placed on the agenda(s) of the
appropriate Board of Commissioners' committee(s) for grant acceptance by Board resolution.
DEPARTMENT RE,VIEW
Management and Budget:
Application approved by M & B. — Lynn Sonkiss (05/17/21)
Human Resources:
Approved by Human Resources. No position implications, so FIR Action is not needed. — Heather Mason
(05/13/21)
Risk Management:
Application approved by Risk Management. — RobertErlenbeck (05/13/21)
Corporation Counsel:
Approved by Corp Counsel. — Nicole Tabin (05/13/21)
OMB No. 1103-0098
Approval Expires 4/30/2021
U.S. Department of Justice
Office of Community Oriented Policing Services
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Law Enforcement Mental Health and Wellness Act (LEMHWA) Solicitation
Assistance Listing Number # 16 710
Grants.gov Opportunity Number: O-COPS-2021-75013
Solicitation Release Date: April 23, 2021 12:00 PM
Version: 2
Grants.gov Deadline: June 02, 2021 7:59 PM
Application JustGrants Deadline: June 03, 2021 7:59 PM
Overview
The U S. Department of Justice, Office of Community Oriented Policing Services (COPS Office,
httos //cons usdoi.cov) is pleased to announce that it is seeking applications for funding for the COPS Office FY
2021 Law Enforcement Mental Health and Wellness Act (LEMHWA) program LEMHWA funds are used to
improve the delivery of and access to mental health and wellness services for law enforcement officers through
the implementation of peer support, training, family resources, suicide prevention, and other promising practices
for wellness programs.
The COPS Office welcomes applications under which two or more entities would carry out the federal award;
however, only one entity may be the applicant. Any other entities carrying out the federal award must be
identified as proposed subrecipients. The applicant must be the entity that would have primary responsibility for
carrying out the awards, including administering the funding and managing the entire project. The terms and
conditions of the federal award are also applicable to subrecipients.
All awards are subject to the availability of appropriated funds and any modifications or additional requirements
that may be imposed by law.
Eligible Applicants:
Other
Other
This solicitation is open to all local, state, tribal, and territorial law enforcement agencies.
To advance Executive Order 13929 Safe Policing for Safe Communities, as of October 28, 2020, the Attorney
General determined that all state, local, and university or college law enforcement agencies must be certified by
an approved independent credenhaling body or have started the certification process to be allocated FY 2021
DOJ discretionary grant funding, as either a recipient or a subrecipient. For detailed information on this new
certification requirement, please visit hltns//coos.usdoi.gov/SafePolicingEO.
Contact Information
For technical assistance with submitting the SF-424, please call the Grants.gov customer service hotline at
Page 1 of 60
O-COPS-2021-75013
800-518-4726, send questions via email to support@Grants.gov, or consult the Grants.nov Oroanaation
Aoollcant User Guide. The Grants.gov Support Hotline operates 24 hours a day, 7 days a week, except on
federal holidays.
For technical support with the Justice Grants System (JustGrants) application, please contact JustGrants Support
at JustGrants.Support@usdoj.gov or 833-872-5175. JustGrants Support operates Monday through Friday
between the hours of 5 00 a.m. and 9:00 p m Eastern Time (ET) and Saturday, Sunday, and federal holidays
from 9:00 a m to 5.00 p.m. ET. Training on JustGrants can also be found at
httos Mushcearants usdoi.00v/training-resources.
For programmatic assistance with the requirements of this program, please call the COPS Office Response
Center at 800-421-6770 or send questions via email to AskCopsRC@usdoj.gov The COPS Office Response
Center operates Monday through Friday, 9 00 a m. to 5.00 p.m ET, except on federal holidays
Submission Information
The application period for the FY 2021 Law Enforcement Mental Health and Wellness Act (LEMHWA) program
begins April 23, 2021. All applications must be submitted by June 3, 2021, at 7:59 p.m. ET Applications
submitted after June 3, 2021 will not be considered for funding
Registration: To submit an application, all applicants must obtain a Data Universal Number System (DUNS)
number and register online with the System for Award Management (SAM) and Grants.gov.
Submission: Completing an application is a two-step process
1 Applicants are first required to register via httoss//www.orants.nov, complete the SF-424 form and if
applicable the SF-LLL, and submit it through the Granls.00v websne
2. Once the SF-424 has been submitted via Grants.gov, the applicants will complete the full application
including providing attachments in JustGrants
An application is not considered submitted until both of these steps are completed. For more information about
registration and submission, see the "Application and Submission Information" section of this solicitation.
All guidance for this program is contained in this Solicitation and can also be found at
httoss//coos.usdoi.00v/lemhwa. In addition to this Solicitation, the COPS Office is providing a User Guide as a
quick start reference to help guide applicants through the process.
Page 2 of 60
O-COPS-2021-75013
WORKSPACE FORM GRANTS GOV
RFiANT3 4726
C30V' SUPPORTl�GRANTS GOV
This Workspace form is one of the forms you need to complete prior to submitting your Application Package. This form can be completed in Its entirety offline using
Adobe Reader. You can save your form by clicking the "Save" button and see any errors by clicking the "Check For Errors' button. In -progress and completed forms
can be uploaded at any time to Grants.gov using the Workspace feature.
When you open a form, required fields are highlighted in yellow with a red border. Optional fields and completed fields are displayed in white. If you enter invalid or
incomplete Information in a field, you will receive an error message. Additional instructions and FAQs about the Application Package can be found in the Grants.gov
Applicants tab.
OPPORTUNITY & PACKAGE DETAILS: Number. O-COPS-2021-75013
Opportunity Title Law Enforcement Mental Health and Wellness Act (LEMHWA) Solicitation
Opportunity Package ID. PEGooa6e698
CFDA Number. 16.710
CFDA Description Public Safety Partnerahip and Coummnity Policing Grants
Competition ID
Competition Title'
Opening Date. 04/23/2021
Closing Date. 0e/02/.^021
Agency Coammnity Oriented Policing Services
Contact Information COPS Response Center
APPLICANT & WORKSPAGE DETAILS:
Workspace D. WS00683665
Application Filing NameOakland County Sheriff's Office - LEI4HWA
DUNS: 13630036.0000
Organization. OAKLAND, CODWTY OF
Form Name' Application £or Federal Assistance (SF-429)
Form Version' 3.0
Requirement. Mandatory
Download Date/Tlme: Apr 25, 2021 10 35:38 AM EDT
Farm State'
OMB Number 4040-0004
Expiration Date12/31/2022
Application for Federal Assistance SF-424
' 1 Type of Submission ' 2 Type of Application
If Revision, select appmp..tc letter(.)
❑ Preapplication ® New
® Application ❑ Continuation
' Other (Specify)
❑ Changed/Corrected Application Revision
' 3 Date Received 4 Applicant Identifier
I
(Completed by Grants gov upon submission I
ISte Federal Entity Identifier.
III
lI
51, Federal Award Identifier
State Use Only:
I
6 Date Received by State
17 State Application
Identifier IMI
S. APPLICANT INFORMATION:
`a Legal Name Icountp of Oakland
^ o EmployerfTaxpayer Identification Number iFINrr IN)
c Organizational DUNS I
138-6004876
I
I 1136: OD3620000
it. Address:
1
'Street! 11200 N. Telegraph Rd. 38E
Street2' I
`City 2ontiaC
CountylPansh' IMI - Michigan
'State IMI: Michigan
Province'
'Country IIISA: UNITED STATES
`Zip/Postal Code I48341-1032
e. Organizational Unit:
1
Department Name.
Div.nn Name
SherafPe Office
f. Name and contact information of person to be contacted on
matters involving this application:
Prefix ' First Name' Ieatie I
Middle Name'
"Last Name (West
Suffix I
Title Supervisor, Contracts and Accounts
Organizational Affiliation.
(Oakland County ShcILff's Office
` Telephone Number 12424522110
Fax Number I
`Email Iwastca@oai.gov. com
_ 1
WORKSPACE FORM YaoNTS
� 0-518-4726
rRANTS.c'OV' SUPPORT@GRANTS GOV
This Workspace form Is one of the forms you need to complete prior to submitting your Application Package. This form can be completed in its entirety shunt using
Adobe Reader. You can save your form by clicking the "Save" button and see any errors by clicking the "Check For Errors' button. In -progress and completed forms
can be uploaded at any time to Grants.gov using the Workspace feature
When you open a form, required fields are highlighted in yellow with a red border. Optional gelds and completed fields are displayed in white. If you enter invalid or
incomplete information in a field, you will receive an error message. Additional instructions and FAQs about the Application Package can be found in the Grants.gov
Applicants tab.
OPPORTUNITY DETAILS:
Opportunity Number. O-COPS-2021-750I3
Opportunity Title: Law Enforcement Mental Health and Wellness Act (LEMRWA) Solicitation
Opportunity Package IDPK000266698
CFDA Number 16.710
CFDA Description: Public safety Partnership and Community Policing Grants
Competition ID
Competition Title'
Opening Date
04/23/20]1
Closing Date'
06102_1 021
Agency.
Community Oriented Policing Services
Contact lnfoimation'
COPS Response Center
WORKSPACEAPPLICANT &
Workspace ID'
WS00683665
Application Filing Name
Oakland County Sheriff's office - LEMRWA
DUNS:
13620036.0000
Organization nAKLAVD, COUNTY OF
Form Name. Application for Federal Assistance (SF-424)
Form Version. 3.0
Requirement' Mandatory
Download Date/Tlme. Apr_0, 2021 10 35:38 AM EDT
FORM ACTIONS:
OMB Number 4040-0004
Expiration Date 12/31/2022
Application for Federal Assistance SF-424
' 1. Type of Submission
' 2. Type of Application' ' If Revision, select appiopdale letters)
❑ Preapplication
® New
® Application
0 Continuation ' Other (Specify)
Changed/Corrected Application
Revision
' 3 Date Received
4 Applicant Identifier 1
(Completed by Grants gov upon nibmisamn
5a Federal Entity Identifier: 15b Federal Award Identifier
Stets Use Only:
6. Date Received by State'- _ I Z State Application Identifier ' Mi
S. APPLICANT INFORMATION:
'a Legal Name (County of Oakland
^ b Employer/Taxpayer identification Number (EINa IN)
c Organizational DUNS.
I38-6004876
I 1362003620000
d. Address:
'Streell II200 R. Telegraph Rd. 38R
Sireet2' Ii
' City' (Pontiac
County/Parish ' IMI - Michigan
'State M2: Michigan
Province
'Country' IGSA: UNWED STATFS
" Zip l Postal Code I48341-1032
e. Organizational Unit:
I
Department Name
Division Name'
Sheriff's Office
f. Name and contact Information of person to he contacted on matters involving this application:
Prefix I
'First Name. Zatre
Middle Name
"Last Name IWect
!
Suffix. I I
Title. Bupervrsor, contracts and Accounts
1
I
Organizational Affiliation
(Oakland County Sheriff's Office
'Telephone Number 12484522110
I Fax Number
( ' Email. Iwestca@oakgov. com
Application for Federal Assistance SF-424
* 9. Type of Applicant 1: Select Applicant Type:
IB: County Government
Type of Applicant 2. Select Applicant Type
I
Type of Applicant 3 Select Applicant Type
I
" Other (specify)
' 10. Name of Federal Agency:
(Community Oriented Policing Services
11. Catalog of Federal Domestic Assistance Number:
116.710
CFOA Title.
(Public Safety Partnership and Community Policing Grants
" 12. Funding Opportunity Number:
I0-COPS-2021-95013
" Title
Law Enforcement Mental Health and Wellness Act (LEMHWA) Solicitation
13. Competition Identification Number:
I
Title
14. Areas Affected by Project (Cities, Counties, States, etc.):
Icongressi onal_distrrcts.pdf I I Add Attachment I Delete Attachment I View Attachment
" 16. Descriptive Title of ApplicanPs Project:
Peer Support Program and Officer Wellnnss - Agency Clinical Subcontractor
Attach supporting documents as specified in agency instructions.
Add Attachments I I Deleto Attachment; I I VIHW AgaLhnlenla
1
Application for Federal Assistance SF-424
9. Type of Applicant 1: Select Applicant Type:
IB: county Government
Type of Applicant 2: Select Applicant Type.
Typeof Applicant3 Select Applicant Type
I
Other (specify)
I
* 10. Name of Federal Agency:
community Oriented Policing Services
If. Catalog of Federal Domestic Assistance Number:
116.710
CFDATitle.
(Public Sefety Partnership and Covcnunity Policing Grants
" 12. Funding Opportunity Number:
I0-COPS-20.'.1-75013
'Title.
Law Enforcement Mental Health and Wellness Act tLEMBWAI Solicitation
13. Competition Identification Number:
I
Title
14. Areas Affected by Project (Cities, Counties, States, etc.):
congsessioua1_drst0; ts.pdf I I Add Affarhlneul I Delete Attachment I I view Attachment
- 15. Descriptive Title of Applicant's Project:
Peer Support Program and Officer Wellness - Agency Clinical Subcontractor
Attach supporting documents as specified in agency instructions
I Add Attachments I I OCIeie Atlachmonto I I view Altaclnuents
l
B
Application for Federal Assistance SF-424
16, Congressional Districts Of:
-a Applicant M1-019 -b ProgmmlProject Ni-n19
Attach an additional list of Program/Project Congressional Districts if needed.
congressionaldistricts.pol I I Add Attarldnent I Delete Attachment View Attachment
17. Proposed Project:
`a Start Date 10/O1/2011
"L. End Date. 09/30/'023
18. Estimated Funding ($):
"a Federal
I'S, 000.00
' b. Applicant
0.001
`c State
0. 00I
`d Local
0.001
`e Other
0.001
`f Program Income
0.001
`g TOTAL 1
125,000.001
" 19. Is Application Subject to Review By State Under Executive Order 12372 Process?
Fla. This application was made available to the State under the Executive Order 12372 Process for review on
® b. Program is subject to E O. 12372 but has not been selected by the State for review
c Program is not covered by E.O. 12372
' 20. Is the Applicant Delinquent On Any Federal Debt? (If "Yes," provide explanation in attachment.)
❑ Yes ®No
If "Yes", provide explanation and attach
I I I Add Allaclullenl I Delcle Attachment Vle+m Attachment
21.'By signing this application, 1 certify (1) to the statements contained in the list of certifications`" and (2) that the statements
herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances" and agree to
comply with any resulting terms if I accept an award. 1 am aware that any false, fictitious, or fraudulent statements or claims may
subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 218, Section 1001)
n ""IAGREE I
"" The list of certifications and assurances, or an internet site where you may obtain this list, is contained in the announcement or agency
specific instructions
Authorized Representative:
Prefix I I ' First Name. David '
Middle Name IT.
`Last Name Woodward
Suffix. I
'Title JChaizpesson, Oakland County
' Telephone Number IH988580100 I Fax Number I
' Email. woodwardd@oalcgev. cam
Signature of Authorized Representative Icompieted by Grants gov upon submission I "Date Signed complemd by Drams gov upon submission
Contents
Contact Information
Program Description
Statutory authority
Program -specific information
LEMHWA Implementation Projects
Program Goals
Project -Specific Goals
Federal Award Information
Awards, Amounts and Durations
Federal Award Information
Length of award
9
Type of award
9
Cost sharing or match
9
Financial management and system of internal controls
9
Administrative actions and legal remedies related to federal awards
10
Eligibility Information
10
Application and Submission Information
10
1. Obtain or confirm a DUNS number
11
Data Universal Numbering System (DUNS) number
11
To obtain your DUNS number
12
Managing your DUNS number
12
2. Register in the SAM database or confirm SAM number
12
To register in SAM, follow the next steps
13
To update your entity's SAM registration, follow the next steps:
13
3. Register with Grants.gov / Confirm registration
13
4. Obtain or confirm authorized organization representative (AOR) role
14
Information to Complete the Application for Federal Assistance (SF-424)
14
Instructions: Application for Federal Assistance SF-424
14
Standard Applicant Information (JustGrants 424 and General Agency Information)
17
Proposal Abstract
17
Data Requested with Application
18
Proposal Narrative
18
Goals, Objectives, Deliverables, and Timeline
18
Budget and Associated Documentation
18
Budget Worksheet and Budget Narrative (Web -based Form)
20
Non-competitive Justification
31
Indirect Cost Rate Agreement (if applicable)
31
Consultant Rate
31
Budget Narrative
32
Memoranda of Understanding (MOUs) and Other Supportive Documents
32
Additional Application Components
33
Curriculum Vitae or Resumes
33
Timeline Form
33
Letters of Support
33
Disclosures and Assurances
33
Disclosure of Lobbying Activities
33
DOJ Certified Standard Assurances
34
Page 3 of 60
O-COPS-2021-75013
Declaration and Certification to DOJ as to Application Submission
34
Review and Certifications
34
DOJ Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility
Matters; Drug -Free Workplace Requirements; Law Enforcement and Community Policing
35
How to Apply
35
Submission Dates and Time
35
Late submissions
35
Application Review Information
36
Review Process
36
Basic Minimum Requirements review
36
BMR review criteria
37
Peer review panel
37
Review criteria
37
Administrative compliance review
38
Senior Leadership Review and Recommendation Panel
39
Director's selection
39
Federal Award Administration Information
39
Award decisions
39
The award document
39
Administrative and national policy requirements
40
Terms and conditions
40
I. & II Assurances and Certifications (also refer to "U.S. Department of Justice Certified Standard
Assurances and U.S. Department of Justice Certifications Regarding Lobbying; Debarment,
Suspension and Other Responsibility Matters; Drug -Free Workplace Requirements, Law
Enforcement and Community Policing' of this Guide and Standard Application forms )
40
III. Disclosure of Lobbying Activities (also refer to "Disclosure of lobbying activities" of this Guide
and Standard Application forms.)
40
IV. Criminal intelligence systems/28 C F.R. Part 23 compliance
41
V. Award Owner's Manual
41
VI Nonsupplanting requirement
41
VII. Sole source
42
VIII. System for Award Management (SAM) and Universal Identifier requirements
42
IX. Federal Funding Accountability and Transparency Act (FFATA)—Reporting subaward and
executive compensation information
42
X. Contract provision under federal award
42
XI Restrictions on internal confidentiality agreements
42
XII. Mandatory disclosure
43
XIII. Debarment and Suspension
43
XIV. Recipient Integrity and Performance Matters
43
XV. False Statements
43
XVI. Duplicative Funding
43
XVIL Additional High -Risk Award Recipient Requirements
43
XVIII. Modifications
43
XIX. Evaluations
44
XX Allowable Costs
44
XXI. Equal Employment Opportunity Plan
44
XXII. Employment Eligibility
44
XXIII. Enhancement of Contractor Protection from Reprisal for Disclosure of Certain Information
44
XXIV Federal Civil Rights
44
Page 4 of 60
O-COPS 2021-75013
XXV Conflict of Interest
45
XXVI. Reports/Performance Goals
45
XXVII. Extensions
45
XXVIII. Computer Network Requirement
45
XXIX Award Monitoring Activities
45
XXX. Travel Costs
45
XXXI. Paperwork Reduction Act Clearance and Privacy Act Review
46
XXXII. Copyright
46
XXXIII. Human Subjects Research
46
XXXIV. Prohibition on Certain Telecommunications and Video Surveillance Services or Equipment
46
XXXV. Domestic Preferences in Procurement
46
XXXVI. Termination
46
XXXVII. State Information Technology Point of Contact
47
XXXVIII Public Release Information
47
XXXIX. News Media
47
Other requirements
47
Prior approval, planning, and reporting of conference/meetings/training costs
47
Curriculum development
48
Federal Leadership on Reducing Text Messaging While Driving
48
Increasing Seat Belt Use in the United States
48
Remedies for noncompliance
48
Federal Awarding Agency Contact(s)
49
Freedom of Information Act and Privacy Act (5 U.S C § 552 and 5 U.S.C. § 552a)
49
Feedback to the COPS Office
50
COPS Other Information
50
Reporting, Monitoring, and Evaluation Requirements
50
Reporting
50
Monitoring
50
Program evaluation
51
Audit Requirement
51
Civil rights
51
28 C.F.R. Part 38 Equal Treatment for Faith -Based Organizations
51
Section 508 of the Rehabilitation Act
52
Public Reporting Burden- Paper Work Reduction Act Notice
52
Performance Measures
52
Application Checklist
53
Survey Questions
53
Page 5 of 60
O-CUPS-2021-75013
Program Description
Community policing is a philosophy that promotes organizational strategies that support the systematic use of
partnerships and problem -solving techniques to proactively address the immediate conditions that give rise to
public safety issues such as violent crime, nonviolent crime, and fear of crime.
Law Enforcement Mental Health and Wellness Act (LEMHWA) program funds are used to improve the delivery of
and access to mental health and wellness services for law enforcement officers through the implementation of
peer support, training, family resources, suicide prevention, and other promising practices for wellness programs.
With this funding, the COPS Office supports projects that allow for the identification and expansion of promising
practices and produces knowledge products that follow the principles of good guidance:
• Quality -driven, with an emphasis on action statements to drive promising practices and reduce variations in
performance
• Evidence -based, with recommendations that are consistent with the weight of the best available evidence
identified through systematic review
• Accessible, with clear language and manageable lengths that are appropriate and relevant for the law
enforcement field
• Memorable, to encourage immediate actions or aid for the complex situations law enforcement
professionals face
To read an overview of the principles of community policing, please see the COPS Office publication Community
Podcmo Dehned.
The Department of Justice is committed to advancing work that promotes civil rights, increases access to justice,
supports crime victims, protects the public from crime and evolving threats, and builds trust between law
enforcement and the community Law enforcement plays a vital role in each of these areas, through developing
and maintaining meaningful relationships with all segments of their communities, and working in partnership with
those communities to provide effective crime prevention, intervention, and response services and resources. For
all Fiscal Year 2021 COPS Office grant solicitations, applicants should consider these priorities when applying for
COPS Office funding to advance community policing, and address these strategic planning priorities within their
applications as applicable.
Statutory authority
This program is authorized under the Omnibus Crime Control and Safe Streets Act of 1968, as amended, and the
Violent Crime Control and Law Enforcement Act of 1994, Title I, Part Q, Public Law 103-322, 34 U.S.C. § 10381
at seq.
All awards are subject to the availability of appropriated funds and any modifications or additional requirements
that may be imposed by law
Program -specific information
This solicitation is being announced as an open competition.
Please note that applicants may submit multiple applications, but you must submit a separate application for each
project. Any application that does not clearly state the solicitation, may not pass the basic minimum requirement
phase of the review process.
The following sections will provide further background, requirements, and details for your application. In addition,
all applicants should keep the following general requirements in mind
Page 6 of 60
O-COPS-2021-75013
• All award recipients will be expected to begin work immediately upon selection and notification of award.
• For all identified deliverables, the applicant must adhere to the requirements set forth in the COPS Office
Curriculum Standards and Review Process Guides, which can be found at httos:llcoos.usdoi oov/training.
• For all identified deliverables, the applicant must adhere to the requirements set forth in the COPS Office
conference request approval process.
• For all identified deliverables, the applicant should adhere to the COPS Office Editorial and Stvle Manual.
• For projects that propose site -specific work, letters of support from the targeted agencies are strongly
encouraged.
With any programmatic questions, please contact the COPS Office Response Center at 800-421-6770 or send
questions via email to AskCopsRC@usdoj.gov. The COPS Office Response Center operates Monday through
Friday, 9:00 a in to 5 00 p.m. ET, except on federal holidays.
LEMHWA Implementation Projects
Multiple awards, up to $125,000 each
Good mental and psychological health is just as essential as good physical health for law enforcement officers to
be effective in keeping our communities safe from crime and violence The Law Enforcement Mental Health and
Wellness Act (LEMHWA) program supports efforts to protect the mental health and well-being of law enforcement
officers and deputies. Unfortunately, the stress of officers' work and stigma associated with seeking assistance
for emotional and mental health issues has led to negative consequences such as divorce, alcoholism, injury,
and even an increase in suicides for officers across the country.
As part of the act, Congress authorized the COPS Office to fund state, local, and tribal law enforcement agencies
to implement new or enhance existing programs that offer training and services on officer emotional and mental
health such as peer mentoring, suicide prevention, stress reduction, and police officer family services.
The LEMHWA Implementation Projects topic area aims to support state, local, tribal, or territorial law enforcement
agencies. Proposed projects may serve one agency, a consortium of agencies, or personnel from agencies
located within a county or state.
Projects out of scope
• Applicants that are not state, local, tribal, or territorial law enforcement agencies will not be considered.
• Projects that do not develop or enhance training, programming, or support services focused on officer
emotional and mental health, suicide prevention, and peer and officer family support services will not be
considered.
Projects that exclusively seek to purchase technology, software or mobile applications, or equipment
without offering broader training, programming, or services to support those tools will not be considered.
Projects that focus on health screenings or fitness programs will not be considered.
Additional requirements
Applicants are strongly encouraged to refer to both the LEMHWA Renort to Congress and the accompanying
Eleven Case Studies for ideas to assist them in designing new or enhanced programs in support of wellness and
resiliency in their agency. Programs must focus on providing training, programming, and support services in law
enforcement emotional and mental health, including such things as suicide prevention, peer mentoring, clinical
support, and family support services. Programs may also serve agency civilian staff such as crime scene
technicians, dispatchers, and others who may regularly experience some of the same trauma exposure
The application questions should also address the following:
• How the proposed program activities will support wellness in the agency(ies) served
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• The intended service area and size of the program (e g., one agency, more than one agency)
• The privacy protections that will be put in place for anyone using the support services
• The subject matter expertise of the project leadership
• Reported outcomes of the program activities
Deliverables
The primary deliverable of these awards will be the provision of training, programming, and support services
focused on officer emotional and mental health, including suicide prevention efforts, peer support, and clinical
and family support services for the target markets.
Other deliverables that document the applicants' efforts, lessons learned, and promising practices and can be
shared with the broader law enforcement field are encouraged These deliverables may be articles, conference
presentations, webinars, brief reports, or other tools that benefits other law enforcement agencies.
Successful applicants may have the opportunity to participate in a community of practice with other award
recipients to promote the exchange of promising practices and help the COPS Office share ideas and lessons
learned with the broader field.
Program Goals
Under this solicitation, the COPS Office seeks to support projects that allow for the identification and expansion
of promising practices and produces knowledge products that follow the principles of good guidance
• Quality -driven, with an emphasis on action statements to drive promising practices and reduce variations in
performance
• Evidence -based, with recommendations that are consistent with the weight of the best available evidence
identified through systematic review
• Accessible, with clear language and manageable lengths that are appropriate and relevant for the law
enforcement field
• Memorable, to encourage immediate actions or aid for the complex situations law enforcement
professionals face
Project -Specific Goals
Applicants should explain in the application questions how they will accomplish the following general categories
when developing their own specific project goals. Applicants should cite any relevant research or methodology as
appropriate.
Develop knowledge. Please explain how you will develop new knowledge or leverage existing knowledge about
community policing activities and strategies that show promise.
Increase awareness. Please explain how you will increase the number of agencies and individuals who are
aware of the most effective community policing strategies.
Increase skills and abilities. Please explain how you will increase the skills and abilities of law enforcement
agencies, relevant stakeholders, and individuals to engage in proven community policing practices.
Increase practice. Please explain how you will increase the number of law enforcement agencies, relevant
stakeholders, and individuals using proven community policing practices.
Institutionalize practice. Please explain how you will increase the number of law enforcement agencies,
relevant stakeholders, and individuals that systematically use and integrate proven community policing strategies
as part of their routine business and will continue to engage in these practices for the foreseeable future.
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Applicants should also consider the COPS Office performance measures when developing their own specific
project goals and activities, which can be found in the "Performance Measures' section of this application
Federal Award Information
Awards, Amounts and Durations
Anticipated Number of Awards
57
Anticipated Maximum Dollar Amount of Awards
$125,000.00
Period of Performance Start Date
9/1/21 12 00 AM
Period of Performance Duration (Months)
24
Anticipated Total Amount to be Awarded Under Solicitation
$8,000,000.00
Federal Award Information
Depending on the quality of applications received and the availability of funding, the COPS Office may not fund
every subcategory or may make additional or larger awards under one or more subcategories. In addition, the
COPS Office reserves the right to revise the scope of the project in your application submission and modify the
associated budget proposal accordingly.
All awards are subject to the availability of appropriated funds and any modifications or additional requirements
that may be imposed by law. With limited funding, the COPS Office expects a competitive solicitation.
Length of award
The COPS Office expects to make the project period for all awards 24 months.
Type of award
The COPS Office will make all awards from the LEMHWA solicitation in the form of grants, which does not
provide for substantial involvement between the federal awarding agency and the nonfederal entity in carrying out
the activity contemplated by the federal award Grant recipients will be responsible for day-to-day project
management and may reach out to the COPS Office with assistance in implementing the award However, grant
recipients will need to work with the COPS Office program manager in situations stated in the terms and
conditions, such as scope changes, extensions, or conference request approvals.
Cost sharing or match
There is no requirement for cost sharing or a local match these awards
Financial management and system of internal controls
Award recipients and subrecipients must, as set out in the Uniform Guidance at 2 C.F.R. § 200.303, do the
following:
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. Establish and maintain effective internal control over the federal award that provides reasonable assurance
that [the recipient (and any subrecipient)] is managing the federal award in compliance with federal statutes,
regulations, and the terms and conditions of the federal award. These internal controls should be in
compliance with guidance in "Standards for Internal Control in the Federal Government" issued by the
Comptroller General of the United States and the "Internal Control Integrated Framework" issued by the
Committee of Sponsoring Organizations of the Treadway Commission (COSO).
Comply with federal statutes, regulations, and the terms and conditions of the federal awards
Evaluate and monitor [the recipient's (and any subrecipient's)] compliance with statutes, regulations, and
the terms and conditions of federal awards.
. Take prompt action when instances of noncompliance are identified including noncompliance identified in
audit findings.
. Take reasonable measures to safeguard protected personally identifiable information and other information
the federal awarding agency designates as sensitive or [the recipient (and any subrecipient)] considers
sensitive consistent with applicable federal, state, local, and tribal laws regarding privacy and obligations of
confidentiality.
Administrative actions and legal remedies related to federal awards
Please be advised that an application may not be funded or, if awarded, a hold may be placed on this application
if it is deemed that the applicant is not in compliance with federal civil rights laws, is not cooperating with an
ongoing federal civil rights investigation, or is not cooperating with a U S. Department of Justice award review or
audit.
Misuse of COPS Office funds or failure to comply with all COPS Office award requirements may result in legal
sanctions including suspension and termination of award funds, the repayment of expended funds, ineligibility to
receive additional COPS Office funding, and other remedies available by law.
Under the False Claims Act, any credible evidence that a person has submitted a false claim or has committed a
criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar misconduct
involving COPS Office funds may be referred to the Office of Inspector General (OIG). The OIG may be
contacted at oig.hotline@usdoj.gov, httos://oio iustice.00v/hotline/index him, or 800-869-4499.
Eligibility Information
This solicitation is open to all local, state, tribal, and territorial law enforcement agencies
Application and Submission Information
This section describes in detail what an application must include. Failure to submit an application that contains all
of the specified elements may negatively affect the review of its application; and, should a decision be made to
make an award, such failure may result in the inclusion of award conditions that prevent the recipient from
accessing or using award funds until the recipient satisfies the special conditions and the COPS Office makes the
funds available. Applicants must comply with any word and field limit requirements described in this solicitation.
Moreover, applicants should anticipate that an application that the COPS Office determines does not address the
scope of the solicitation or does not include the application elements that the COPS Office has designated to be
critical will neither proceed to peer review nor receive further consideration. For this solicitation, the COPS Office
has designated the following application elements as mandatory.
. Application Questions (must respond to the application questions under the "Data Requested with
Application' section
. Budget Narrative (must be submitted as an attachment in the "Budget/Financial Attachments" section)
. Budget Detail Worksheets (must use the web -based forms in "Budget and Associated Documentation"
section)
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RBsumes/Curricula Vitae of Key Personnel (must be submitted as an attachment in the "Additional
Application Component' section)
Do not wait until the application deadline date to begin the application process. The application may take
several days to complete, and if you wait until the application deadline date, you may be unable to submit
your application by the deadline. Applications must first be submitted through Grants.gov. Once the
Grants gov portion of the application is complete and processed, applicants will submit the full application via
JustGrants No other form of application will be accepted. Applications with errors or missing information may be
disqualified or rated accordingly. Please note that the application system will not accept incomplete applications
or applications with errors.
For technical assistance with submitting the SF-424, please call the Grants gov customer service hotline at
800-518-4726, send questions via email to support@Grants.gov, or consult the Grants oov Oroanrzation
Aonlicanl User Guide The Grants gov Support Hotline operates 24 hours a day, 7 days a week, except on
federal holidays.
For technical support with the Justice Grants System (JustGrants) application, please contact the JustGrants
Support at JustGrants.Support@usdoj.gov or 833-872-5175. The JustGrants Support operates Monday
through Friday between the hours of 5:00 a.m. and 9:00 p.m. Eastern Time (ET) and Saturday, Sunday, and
federal holidays from 9:00 a.m. to 5 00 p.m. ET. Training on JustGrants can also be found at
hitos.//iusticearants usdoi.aov/tramina-resources,
For programmatic assistance with the requirements of this program, please call the COPS Office Response
Center at 800-421-6770 or send questions via email to AskCopsRC@usdoj.gov. The COPS Office Response
Center operates Monday through Friday, 9:00 a.m. to 5 00 p.m ET, except on federal holidays.
1. Obtain or confirm a DUNS number
Estimated timeframe. up to five business days to obtain the DUNS number
The Federal Government requires that all applicants for federal awards, with the exception of individuals other
than sole proprietors, have a Data Universal Numbering System (DUNS) number prior to application submission.
The DUNS number is used to identify related organizations that are receiving funding under awards and to
provide consistent name and address data for electronic award application systems. A DUNS number may be
obtained by telephone at 866-705-5711 or via the Internet at httns //fedoov.dnb com/webform
Data Universal Numbering System (DUNS) number
. The DUNS number is a unique nine- or thirteen -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 different 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, or agency that applies for an award may be sufficient.
. 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 awards.
. If you already have a DUNS number. If you, as the entity applying for a federal award 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 or validate the information associated with the number.
If you are not sure whether you have a DUNS number, call D&B using the toll -free number
866-705-5711 and indicate that you are a federal award 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
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information listed in the following section and will immediately assign you a number free of charge.
To obtain your DUNS number
The requester may obtain a DUNS number via the Internet at runs'//fedoov dnb.com/webform.
The requester may also obtain a DUNS number via telephone at 866-705-5711. The phone is staffed from
8'00 a.m.to 6:00 p.m. (local time of the caller when calling from within the contiguous United States). Calls
placed 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 5-10 minutes A DUNS number will be
assigned at the conclusion of the call. You will need to provide the following information:
• Legal name of your organization
• 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
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 or 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 or 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 or 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 award and cooperative agreement applicants or prospective applicants and federal
contractors. Be certain to identify yourself as a federal award applicant or prospective applicant.
2. Register in the SAM database or confirm SAM number
Estimated timetrameup to 10 business days to complete (if you do not have an EIN, the process can take up to
5 weeks)
In addition, all applicants are required to maintain current registrations in the System for Award Management
(SAM) database. The SAM database replaces the Central Contractor Registration (CCR) database as the
repository for standard information about federal financial assistance applicants, recipients, and subrecipients.
DOJ requires that all applicants (other than individuals) for federal financial assistance maintain current
registrations in the SAM database. Applicants must update or renew their SAM registration annually to maintain
an active status. If your organization already has an Employer Identification Number (EIN), your SAM registration
will take up to two weeks to process. If your organization does not have an EIN, you should allow two to five
weeks for obtaining the information from the IRS when requesting the EIN via phone, fax, mail, or Internet.
Applicants that were previously registered in the CCR database must at a minimum
• create a SAM account,
. log in to the SAM database and migrate permissions to the SAM account (all the entity registrations and
records should already have been migrated).
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Applicants that were not previously registered in the CCR database must register in the SAM database prior to
registering in Grants.gov. Please contact the SAM Service Desk at 866-606-8220 or view or update your
registration information at https://www samoov. If your SAM registration is set to expire prior to September 30,
2021, please renew your SAM registration prior to completing this application.
To register in SAM, follow the next steps
Step 1.
Obtain a DUNS number at httos://fedgov, dnb.com/webform or call 866-705-5711.
Step 2
Access the SAM online registration through the SAM home page at rhos //www sam.00v and follow the online
instructions for new SAM users.
Step 3
Complete and submit the online registration. If you already have the necessary information on hand, the online
registration takes approximately 30 minutes to complete, depending upon the size and complexity of your
business or organization. Please note that organizations must update or renew their SAM registration at least
once a year to maintain an active status.
To migrate your legacy system user account from Central Contractor Registration (CCR), Fed Reg, ORCA, or
EPLS, you must first create a personal account in SAM by clicking on "Create an Account" on the homepage. An
individual account is required to manage entity registrations in SAM. You will not be able to manage your
registration unless you create a system account in SAM. Once you validate that you have access to the email
address you provided during the registration process and login, you will see a message on the user dashboard
(My SAM) that will ask you, "Would you like to migrate a legacy system account?" Click "Yes" to begin the
migration process. Alternatively, you may click on "Manage My User Roles," then on "Migrate Legacy Account'
link to begin the migration process The roles you had with the legacy system will be mapped to your SAM
account.
To update your entity's SAM registration, follow the next steps:
Step 1
Go to the SAM homenare, enter your username and password, and then click the "Log In" button.
Step 2
Select "Complete Registrations' under Registration/Update Entity" in the left navigation pane
Step 3.
Select the entity record that you want to update and click the "Update" button.
For more details on updating your registration, please refer to the SAM User Guide.
If awarded funds, your organization must maintain the currency of your information in the SAM database until you
submit the final financial report required under this award or receive the final payment, whichever is later. This
requires that you review and update the information at least annually after the initial registration, and more
frequently if required by changes in your information or another award term.
Please see ADpendix J in the FY 2021 COPS Office Communitv Policino Advancement (CPA) Programs -
Aopendices addressing the SAM and Universal Identifier Award Term.
3. Register with Grants.gov I Confirm registration
Estimated timeframe: up to two weeks for your registration to become active
All COPS Office applicants are required to submit the first part of the application through the Grants.gov website
If your organization has previously applied for awards using Grants.gov and you already have an account set up
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with your username and password, please skip this step and move to step #4
Otherwise, please click this link for details on how to register with Grants.gov
httDs://www orants oov/help/html/help/index htm?calhnciApD=custom#t=GetStarted % 2FGetStarted,htm,
For additional instructions on how to register with Grants gov, please visit
Mips//www.arants.ciov/web/grants/applicants/oroamzation-registration html
For technical assistance with submitting the SF-424, please call the Grants.gov customer service hotline at
800-518-4726, send questions via email to support@Grants.gov, or consult the Grants gov Oroanization
Aoolicant User Guide. The Grants.gov Support Hotline operates 24 hours a day, 7 days a week, except on
federal holidays
4. Obtain or confirm authorized organization representative (AOR) role
Estimated timeframe up to one business day
The authorized organization representative (AOR) is the individual responsible for submitting the SF-424 in
Grants gov. To set up the AOR, please follow the instructions at
httnss//www.arants.gov/web/grants/applicants/registration/authorize-roles html
For technical assistance with submitting the SF-424, please call the Grants.gov customer service hotline at
800-518-4726, send questions via email to support@Grants.gov, or consult the Grants.00v Organization
Aonitcant User Guide. The Grants.gov Support Hotline operates 24 hours a day, 7 days a week, except on
federal holidays.
Information to Complete the Application for Federal Assistance (SF-424)
The SF-424 is a required standard form used as a cover sheet for submission of pre -applications, applications,
and related information under discretionary programs. Applicants must complete and submit the SF-424 via
hltDS,//www.arants oov.
Public reporting burden for this collection of information is estimated to average 60 minutes per response
including time for reviewing instructions, searching existing data sources, gathering and maintaining the data
needed, and completing and reviewing the collection of information. Send comments regarding the burden
estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to
the Office of Management and Budget, Paperwork Reduction Project (0348-0043), Washington, DC 20503.
PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET.
SUBMIT IT VIA GRANTS.GOV.
Instructions: Application for Federal Assistance SF-424
The Instructions for the Application for Federal Assistance SF-424 is a standard form (including the continuation
sheet) required for use as a cover sheet for submission of pre -applications and applications and related
information under discretionary programs. Some of the items are required and some are optional at the discretion
of the applicant or the COPS Office. Please see Aooendix Ain the Fv 2021 COPS Office COmmallltV Polrcmct
Advancement rCPAU Roarams - ADoendrees for a blank SF-424 for reference.
Required items are identified with an asterisk on the form and are specified in the instructions that follow.
Applicants must follow these instructions.
1 Type of Submission (required). Select one type of submission in accordance with agency instructions.
. Pre -application
. Application (select this one for this solicitation)
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• Changed/corrected application —If requested by the agency, check if this submission is to change or correct
a previously submitted application. Unless requested by the agency, applicants may not use this to submit
changes after the closing date.
2. Type of Application (required). Select one type of application in accordance with agency instructions.
• New —An application that is being submitted to an agency for the first time. (Select this one for this
solicitation )
• Continuation —An extension for an additional funding/budget period for a project with a projected
completion date. This can include renewals.
• Revision —Any change in the Federal Government's financial obligation or contingent liability from an
existing obligation. If a revision, enter the appropriate letter(s) More than one may be selected. If "other" is
selected, please specify in text box provided
• Increase award
• Decrease award
• Increase duration
• Decrease duration
• Other (specify)
3 Date Received. Leave this Feld blank. This date will be assigned by the federal agency
4. Applicant Identifier. Enter the entity identifier assigned by the federal agency, if any, or the applicant's control
number if applicable.
5a. Federal Entity Identifier. Enter the number assigned to your organization by the federal agency, if any.
5b. Federal Award Identifier. For new applications, leave blank. For a continuation or revision to an existing
award, enter the previously assigned federal award identifier number. If you are submitting a changed or
corrected application, enter the federal identifier in accordance with agency instructions.
6. Date Received by State. Leave this field blank. This date will be assigned by the state, if applicable.
7. State Application Identifier. Leave this field blank. This identifier will be assigned by the state, if applicable.
8. Applicant Information. Enter the following in accordance with agency instructions
• Legal name (required). Enter the legal name of the applicant who will undertake the assistance activity. This
is what the organization has registered with the System for Award Management (SAM). Information on
registering with SAM may be obtained by visiting the Grants.gov website.
• Employer/Taxpayer number (EIN/TIN) (required) Enter the Employer or Taxpayer Identification Number
(EIN or TIN) as assigned by the Internal Revenue Service. If your organization is not in the United States,
enter 44-4444444.
• Organizational DUNS (required). Enter the organization's DUNS or DUNS+4 number received from Dun
and Bradstreet Information on obtaining a DUNS number may be obtained by visiting the Grants gov
website.
• Address (required). Enter the complete address as follows: Street address (line 1 required), City (required),
County, State (required, if country is United States), Province, Country (required), ZIP/Postal Code
(required, if country is United States).
• Organizational unit. Enter the name of the primary organizational unit (and department or division, if
applicable) that will undertake the assistance activity, if applicable.
• Name and contact information of person to be contacted on matters involving this application (required) and
organizational affiliation (if affiliated with an organization): Enter the name (first and last name, then the
applicant organization), telephone number (required), fax number, and email address (required) of the
person to contact on matters related to this application.
9 Type of Applicant (required). Select up to three applicant type(s) in accordance with agency instructions.
• State government
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• County government
• City or township government
• Special district government
• Regional organization
• U.S. territory or possession
• Independent school district
• Public/state controlled institution of higher education
• Indian/Native American Tribal Government (federally recognized)
• Indian/Native American Tribal Government (other than federally recognized)
• Indian/Native American tribally designated organization
• Public/Indian housing
• Nonprofit
• Private institution of higher education
• Individual
• For -profit organization (other than small business)
• Small business
• Hispanic -serving institution
• Historically Black colleges and universities (HBCU)
• Tribally controlled colleges and universities (TCCU)
• Alaska Native and Native Hawaiian serving institutions
• Nondomestic (non-U.S.) entity
• Other (specify)
10 Name of Federal Agency (required). Enter the name of the federal agency from which assistance is being
requested with this application
11. Catalog of Federal Domestic Assistance Number/Title. Enter the Catalog of Federal Domestic Assistance
number and title of the program under which assistance is requested, as found in the program announcement, if
applicable.
12 Funding Opportunity Number/Title (required). Enter the Funding Opportunity Number and title of the
opportunity under which assistance is requested, as found in the program announcement.
13. Competition Identification Number/Title. Enter the Competition Identification Number and title of the
competition under which assistance is requested, if applicable
14. Areas Affected by Project. List the areas or entities using the categories (e.g., cities, counties, states)
specified in agency instructions. Use the continuation sheet to enter additional areas, if needed.
15. Descriptive Title of Applicant's Project (required). Enter a brief descriptive title of the project. If
appropriate, attach a map showing project location (e g , construction or real property projects). For pre -
applications, attach a summary description of the project.
16. Congressional Districts Of (required).
16a Enter the applicant's congressional district.
16b. Enter all district(s) affected by the program or project. Enter in the following format
• Two -character state abbreviation followed by three -character district number, e.g., CA-005 for California 5th
district, CA-012 for California 12th district, NC-103 for North Carolina 103rd district
• If all congressional districts in a state are affected, enter "all" for the district number, e.g., MD -all for all
congressional districts m Maryland.
• If nationwide, i.e., all districts within all states are affected, enter U.S.-all.
• If the program/project is outside the United States, enter 00-000.
17. Proposed Project Start and End Dates (required). Enter the proposed start date and end date of the
project For the purposes of this solicitation, please use October 1, 2021 to September 30, 2023
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18 Estimated Funding (required). Enter the amount requested or to be contributed during the first
funding/budget period by each contributor. Value of in -kind contributions should be included on appropriate lines,
as applicable. If the action will result in a dollar change to an existing award, indicate only the amount of the
change. For decreases, enclose the amounts in parentheses
19 Is Application Subject to Review by State under Executive Order 12372 Process? Applicants should
contact the state single point of contact (SPOC) for Federal Executive Order 12372 to determine whether the
application is subject to the state intergovernmental review process. Select the appropriate box. If "a" is selected,
enter the date the application was submitted to the state.
20. Is the Applicant Delinquent on Any Federal Debt? (required) Select the appropriate box This question
applies to the applicant organization, not to the person who signs as the authorized representative. Categories of
debt include delinquent audit disallowances, loans, and taxes. If yes, include an explanation on the continuation
sheet.
21 Authorized Representative (required). To be signed and dated by the authorized representative of the
applicant organization. Enter the name (first and last name required), title (required), telephone number
(required), fax number, and email address (required) of the person authorized to sign for the applicant A copy of
the governing body's authorization for you to sign this application as the official representative must be on file in
the applicant's office. (Certain federal agencies may require that this authorization be submitted as part of the
application.)
It is strongly recommended that applicants register immediately on httos'//www.arants aov. In addition, applicants
are strongly encouraged to complete the SF-424, section 1, and if applicable, the SF-LLL on Grants.gov as
quickly as possible. Any delays in registering with Grants.gov or submitting the SF-424 may result in insufficient
time for processing your application through Grants gov or JustGrants.
For technical assistance with submitting the SF-424, call Grants.gov Customer Service Hotline at 800-518-4726,
email support@grants.gov, or consult the Grants.cov Aoollcant User Guide.
Standard Applicant Information (JustGrants 424 and General Agency Information)
Once the SF-424 has been submitted via Grants.gov, an email will be sent to the entity's E-Biz POC (also
referred to as the JustGrants Entity Administrator) from DIAMD-NoReply@usdoj.gov. This email will contain
registration instructions to create an account in DOJ's secure user management system —the Digital Identity and
Access Management Directory (DIAMD) or instructions on how to complete the second part of the online
application through the JustGrants website. Applicants must complete the entire application in JustGrants, which
is pre -populated with the SF-424 data submitted in Grants gov. Applicants are required to confirm the AOR and
verify the legal name and address. Applicants are also required to provide the areas affected by the project by
entering applicable zip codes. For statewide or nationwide projects, the applicant should enter "State" or
"National" in this field
For further assistance with accessing JustGrants, please visit the JustGrants website. For further assistance with
submitting an application in JustGrants, please visit the JustGrants Tramma web cane.
Proposal Abstract
Applicants are required to write and submit a brief high-level project abstract that summarizes the proposed
project in 2,000 characters or less. Project abstracts should explain to the reader about the projects' purpose,
scope, activities, and key partners, if applicable An abstract should be coherent, concise, and able to stand
alone as a summary of the project. You should write your project abstract for a general public audience without
any personally identifiable or law enforcement sensitive information as this abstract, along with other federal
award information, may be published on publicly available governmentwide websites. The abstract, which is to be
entered into a text box in JustGrants, will not be scored but is used throughout the review process.
The COPS Office will only make the abstracts publicly available if the application is funded.
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Data Requested with Application
Applicants will be required to respond to a series of survey questions. Applicants will be limited to a 500 character
count response for all survey narrative questions.
Please refer to the following steps to help guide you through initiating, completing, modifying, and obtaining the
status of solicitation surveys in the JustGrants system:
• To initiate a survey, please click on the survey title to open.
• When you have completed the survey, please click the "Finish" button on the lower right corner of the
screen. The system will direct you to a review screen displaying your survey responses.
Please be advised: You may notice survey responses are not displayed properly in the survey response
review screen. This is a known system bug, which is being corrected. Please be assured, your data
is captured and saved in the JustGrants system.
• To go back to the initial list of surveys, go to the "Actions' menu at the top right corner of the screen
and select "Close" to exit the survey review screen. The survey you just completed will still display an
"Open" status.
• To confirm the completed status of your survey, go back to the "Actions' menu and select
"Refresh " The status of your completed survey will change to "Resolved -Completed."
• If you would like to verify the survey responses of a completed survey, you may click the survey title to
reopen the selected survey and view your saved responses.
• If you would like to change and/or update the survey responses of a completed survey, you may click
the "Re -open' option to update your saved responses.
• Remember, to confirm the status of a completed survey, you will need to click the "Actions' menu
and "Refresh."
Proposal Narrative
Goals, Objectives, Deliverables, and Timeline
Applicants must complete the web -based goal, objectives, deliverables, and timeline section by providing at least
one entry in each section. If awarded funding, the information provided in this section will be used in performance
reporting and recipients will have to provide a status on the goals, objectives, deliverables, timeline. The COPS
Office encourages applicants to review and link their goals and objectives to the solicitation goals and
requirements.
Budget and Associated Documentation
Applicants must complete the web -based budget sheets in JustGrants and attach a separate budget narrative in
the "Budget/Financial Attachments" section. The organization must create and attach a budget narrative that
describes each item requested or group of similar items requested and links each item or group of items to the
proposed project. All items will be reviewed on a case -by -case basis and in context of the allowable and
unallowable costs lists. Budget narratives do not count toward the page limit of the project narrative.
Applicants must submit reasonable budgets based on the resources needed to implement then proposed
projects The budget should display a clear link between the specific project activities and the proposed budget
items. It should not contain any items that are not detailed in the project narrative.
The separate budget narrative should thoroughly and clearly describe every category of expense listed in the
budget detail worksheets contained in this application. The COPS Office expects proposed budgets to be
complete, cost effective, and allowable (e.g., reasonable, allocable, and necessary for project activities)
An applicant should demonstrate in its separate budget narrative how it will maximize cost effectiveness of award
expenditures. Budget narratives should generally describe cost effectiveness in relation to potential alternatives
and the goals of the project For example, a budget narrative should detail why planned in -person meetings are
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necessary, or how technology and collaboration with outside organizations could be used to reduce costs,
without compromising quality. Consideration will be given to budget proposals that maximize the direct funding
that supports project activities
The budget narrative should be mathematically sound and correspond clearly with the information provided in the
budget detail worksheets. The narrative should explain how the applicant estimated and calculated all costs and
how those costs are necessary to the completion of the proposed project. The narrative may include tables for
clarification purposes but need not be in a spreadsheet format. The budget should describe costs by year and
should cover the full project period of two years.
In some circumstances, the budget and budget narrative will be reviewed separately from the proposed project
narrative. Therefore, it is very important that the budget narrative be as comprehensive as possible and describe
in a narrative format each line item requested in the budget. The budget narrative should not be used to explain
deliverables or project activities that are not included In the project narrative. Deliverables and activities that are
solely listed in the budget narrative and not described in the project narrative (and vice versa) will be scored
negatively during the peer review process.
Budget requests may be made in the following categories:
• Civilian personnel (base salary and fringe benefits)
• Travel
• Equipment
• Supplies
• Sub -awards
• Procurement contracts
• Other costs
• Indirect costs
All items requested will be considered on a case -by -case basis during the budget review process. Items under
the program must be purchased using the legislative guidelines established by the appropriations legislation that
governs this funding. In addition, each item requested must programmatically link to the activities described in
your application. To the extent permitted by law and to the greatest extent practicable under a federal award,
recipients and subrecipients must provide a preference for the purchase, acquisition, or use of goods, products,
or materials produced in the United States. See 2 C.F.R. 200 322.
Applicants should submit scalable proposals where appropriate Note that the COPS Office may reduce funding
for selected proposals based on the number of awards selected. The COPS Office may revise the proposed
scope and modify the associated budget proposal accordingly.
Each requested budget item must be allowable, necessary, allocable, and reasonable to the project activities
Pre -agreement costs are costs incurred by the applicant prior to the start date of the period of performance of the
federal award. Requests for reimbursement of items purchased or expenses incurred prior to the award start date
will not be funded. All such costs incurred prior to award and prior to approval of the costs are incurred at the sole
risk of the applicant. NOTE: For awards made to states or units of local government (including law
enforcement agencies), 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 this COPS Office award (see award condition IV, "Nonsupplanting requirement").
For -profit organizations (as well as other recipients) must forgo any profit or management fee.
Each of the categories that follows includes definitions as well as information on frequent requests as well as
typically allowable and unallowable costs. The unallowable lists are not exhaustive and are generally considered
unallowable for the entire solicitation, irrespective of where the applicant adds the requested item in the budget.
The COPS Office reserves the right to deny funding for any items that may not be included in this
solicitation.
The COPS Office is providing a template for the budget narrative that can be used as a voluntary tool to assist
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your organization in developing this required document. You will be able to access the template (Microsoft Word
document) at httos'//coos usdoi aov/Supplemental-Applications-Materials-and-Additional-Support Note that
instructions in the template are provided in italics. If you choose to use this template, please make sure to delete
the instructions before submitting so that they do not factor in your page count. In addition, the COPS Office is
providing an example budget narrative, which can also be found in Auuendix K in the FY2021 COPS Off¢e
Community Polrcino Advancement (CPA) Proorarns - Anpendl6Ps
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant
organization name and the file contents to ensure that reviewers can easily locate application documents All
other attachments —such as letters of support and resum6s—should use descriptive file names identified on the
attachment(s) such as"[Applroant].Budget Narrative."
Recommended file formats are PDF, Microsoft Word, and Microsoft Excel. The system may reject applications
with other formats.
Budget Worksheet and Budget Narrative (Web -based Form)
Sworn personnel (base salary and fringe benefits)
Salaries of sworn officer positions are not allowable under this solicitation, with the exception of overtime. All
overtime requests should be in the "Other Costs" section.
Civilian personnel (base salary and fringe benefits)
Base salary
Salaries of personnel are costs based on the percentage of time spent (full time equivalent [FTE]) working
directly on the project. The total salary percentage should be comparable and consistent with organizational
policy. The total amount paid is comparable to industry standards and the type of work being performed.
A recipient may not use federal funds to pay total cash compensation to any employee of the recipient at a rate
that exceeds 110 percent of the maximum annual salary payable to a member of the Federal Government's
Senior Executive Service (SES) at an organization with a Certified SES Performance Appraisal System for that
year. The 2020 salary table for SES employees is available at the Office of Personnel Management website
htmss//www opm aov/DOlicv-data-oversioht/pav-leave/salaries-waoes/2020/executive-senior-level Note A
recipient may compensate an employee at a greater rate, provided the amount in excess of this compensation
limitation is paid with nonfederal funds. (Nonfederal funds used for any such additional compensation will not be
considered matching funds.) If only a portion of an employee's time is charged to a COPS Office award, the
maximum allowable compensation is equal to the percentage of time worked times the maximum salary
limitation.
Typically, unallowable civilian personnel costs include the following (Note these are typically unallowable no
matter which category they are placed under).
. If your organization charges an indirect cost, those costs normally include the following positions and
therefore these positions should not be charged as personnel costs to avoid possible duplication'
• Administration (e g., director or program head)
o Clerical (e.g , secretary or administrative assistant)
o Accounting (e.g., controller or bookkeeper)
. Procurement (e.g., purchasing director or stockroom clerk)
a Housekeeping and maintenance (e.g., custodial and janitorial, repairman, or grounds keeper)
NOTE. These positions can be charged directly if the individual is working a significant amount of time on
the project. This will be approved on a case -by -case basis and your narrative should significantly articulate
the need to charge these directly if applicable.
For awards made to states or units of local government (including law enforcement agencies), salaries and
benefits for positions that are already budgeted with state, local, or Bureau of Indian Affairs (BIA) funds and
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would be funded in the absence of this COPS Office award are also not allowed.
Salaries and benefits of personnel that do not work directly on the project.
• Salaries and benefits for contract or consultant personnel (these should be placed under "Sub -awards").
Completing civilian base salary
If you are not requesting any civilian base salary, move to the next section. For each civilian personnel request,
applicants must complete the web -based form If the individual will be working more than one year on the project,
applicants will have the option to copy a year.
The "additional narrative" section should be used to describe the employee's roles, responsibilities, and activities
related to the work to be completed on the project. If the salary increases from one budget year to another
because of cost of living increases, be sure to detail these increases in the budget description.
Additional documentation that may need to be uploaded in the "Budget/Financial Attachments' section includes
the following
• Job description
• Organizational pay scales or written annual salary per position
• Resumes/vitae
Fringe benefits
Fringe benefits are allowances and services provided by the organization to its employees as compensation in
addition to regular salary. Fringe benefits should be based on actual known costs or an established formula.
Typical fringe benefits include the following
• Federal Insurance Contributions Act (FICA) taxes —includes Social Security and Medicare and cannot
exceed 7.65 percent (6.2 and 1.45 percent respectively)
• Health insurance —individual or family
• Life insurance
• Vacation
• Sick leave
• Retirement
. State unemployment compensation insurance
. Federal unemployment tax
• Worker's Compensation insurance
• Other fringe benefits may include holidays, military leave, bereavement leave, sabbatical leave, severance
pay, jury duty, state disability insurance, pension plan, 401(k) plan
Typically unallowable fringe benefit costs include the following (Note these are typically unallowable no matter
which category they are placed under):
• Bonuses or commissions
• If your indirect cost rate agreement includes fringe benefits, you may not charge these casts directly to the
project
Completing fringe benefits
If you are not requesting any civilian base salary, move to the next section. Applicants will need to provide the
appropriate percentage for each fringe benefit that the individual is allocated per the employee benefits. Note, the
system will not allow more than 6.2%for Social Security and 1.45 % for Medicare.
Additional documentation that may need to be uploaded in the "Budget/Financial Attachments" section includes
the following:
• Written organization policies regarding fringe benefits
• Organizational fringe rate agreement
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Travel
Travel costs include the costs of transportation, lodging, meals, temporary dependent care, and incidental
expenses incurred by personnel while on official business, such as attendance at an award -related meeting or
conference when travel is further than 50 miles from program location. Travel and subsistence estimates are
based on the contemplated number of trips, places to be visited, length of stay, transportation costs, subsistence
allowances, and the recipient's own travel policies. For additional guidance, please see the Uniform Guidance 2
C.F.R. § 200.475.
When charging travel costs to federal awards, award recipients must indicate the source of travel policies applied
(applicant or federal travel regulations). If a recipient does not have a written travel policy, it must adhere to the
Federal Travel Regulations (FTR). For information on the FTR and U.S Government General Service
Administration (GSA) per diem rates by geographic area, please visit Wins//www.asa aov/travel/olan-book/oer-
diem-rates For all applicants (with or without a written travel policy), airfare travel costs must be one of the
foitowing: the lowest discount commercial airfare, standard coach airfare, or the Federal Government contract
airfare (if authorized and available).
Temporary dependent care costs above and beyond regular dependent care that directly results from conference
travels are allowable as long as the costs incurred (1) are a direct result of the individual's travel for the federal
award; (2) are consistent with the recipient's documented travel policy for all entity travel; and (3) are only
temporary during the travel period.
The only individuals traveling who should be charged in this section are those listed in "Civilian personnel." All
other individuals traveling for the project, including participant and consultant travel, should be listed under "Sub -
awards" or "Procurement Contracts." This section should also include any training costs for the primary applicant,
all other training costs should be listed under "Sub -Awards," "Procurement Contracts," or "Other Costs" as
appropriate.
Typically unallowable travel costs include the following (Note: these are typically unallowable no matter which
category they are placed under)
• Bar charges/alcoholic beverages
• Costs exceeding Federal Travel Regulations if no other organizational written policy is supplied that
supersedes these established rates
• Credit card fees
• Entertainment, including amusement, diversion, social activities, and any associated costs (i.e. tickets to
shows or sports events, meals, )odging, rentals, transportation, and gratuities)
• Food and beverages at conferences, meetings, or trainings your organization is hosting
• Foreign travel
• GPS and Easy Pass rentals (when renting a car)
• Laundry services while on travel
• Local travel costs (lodging, meals, per diem, or transportation costs) within a 50-mile radius of the project
location
• Mileage reimbursement, rental cars, parking fees, and/or taxi fare for local travel within a 50-mile radius of
the project location
• Paying for meals other than your own
• Tips/gratuity
Completing Travel
If you are not requesting any travel, training, or conferences, move to the next section. For each travel request,
applicants must complete the web -based form. Each trip should be entered as an individual entry rather than a
group of trips
The "additional narrative" section should be used to describe the purpose of the trip, proposed destination, trip
duration by day/night, and list of individuals traveling as well as a detailed cost breakdown for each travel
category (lodging, per diem, etc.). The cost breakdown should include
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• mode of transportation and proposed fare per trip (airfare, train, etc.) broken down by day;
• mileage allowances if private vehicle will be used;
• per diem rates for the destination per day (including full per diem and travel day per diem),
lodging costs per night;
. transportation fees per day;
• parking fees per day.
Additional documentation that may need to be uploaded in the "Budget/Financial Attachments' section includes
the following.
• Organizational travel policy
Equipment
Necessary equipment must be specifically purchased to implement or enhance the proposed project. Equipment
is tangible personal property (including information technology systems) having a useful life of more than one
year and a per -unit acquisition cost that equals or exceeds $5,000 Applicants should analyze the cost benefits of
purchasing versus leasing equipment, especially high -cost items and those subject to rapid technical advances.
Rented or leased equipment costs should be listed in "Procurement Contracts."
Typically unallowable equipmentitechnology costs include the following (Note. these are typically unallowable no
matter which category they are placed under)
• 3D printers and associated equipment
• Ammunition (live and training)
• Automatic license plate recognition software
• Bayonets
• Bikes and associated equipment
. Biometric technology
• Body armor
• Body -worn cameras
• Bomb detection technology
• Bulletproof vests and accessories
• Buses/shuttles/transit vans
. Camouflage uniforms
• Closed-circuit televisions (CCTV)
• Communication boxes
• Computer aided dispatch (CAD) systems/records management systems (RMS)
• Copiers
. Criminal intelligence systems
• Electronic control weapons (ECw)/Tasers
• Explosives
• Firearm investigation equipment
• Firearms (including training firearms)
• Fitness equipment (including yoga equipment)
• General law enforcement vehicles (including patrol cars and leased vehicles)
• Golf carts/motorized personal vehicles
• GPS devices
• Grenade launchers
• Gunshot detection equipment and technology
• Handcuffs, weapons, and ammunition (including training ammunition)
. Laser spectroscopy devices
• License plate readers (LPR)
• Manned aircraft
• Metal detectors
• Mobile data terminals (MDT)
• Non -motorized vehicles
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• Radios
• Recreation equipment (including tents and coolers)
• Robotic cameras
Servers
• Shared items between projects —if equipment is to be used for concurrent projects, this should be captured
in your indirect costs. If your organization does not have an indirect cost rate agreement, this may be
proportionally charged as direct with prior approval.
• Simulators/augmented reality programs
• Surveillance equipment
• Tactical gear
• Thermal imaging devices
• Tracked (armored) vehicles
• Traffic equipment (such as cones, message boards)
• Trailers
• Unmanned aerial vehicles (drones)
• Video surveillance (including security systems)
• Weapomzed aircraft, vessels, and vehicles of any kind
Completing Equipment
If you are not requesting any equipment or technology, move to the next section For each equipment request,
applicants must complete the web -based form.
The "additional narrative' section should be used to describe the type of equipment with a description and
justification explaining why the equipment is necessary for the success of the project. The description should
provide any additional calculations that make up the base cost and the justification should explain that this
equipment is not available or accessible to project personnel without specifically purchasing through this award.
Additional documentation that may need to be uploaded in the "Budget/Financial Attachments" section includes
the following'
• Narrative of the procurement method
• Sole Source Justification (see the Sole Source Justification fact sheet for further guidance)
Supplies
Supplies means all tangible personal property other than those items described under "Equipment" Supplies
costs consist of those incurred for purchased goods and fabricated parts directly related to an award proposal.
Supplies differ from equipment in that they are consumable, expendable, and of a relatively low unit cost, defined
as less than $5,000 per unit. Such costs may include paper, printer ink, pens, pencils, laptops, etc A computing
device is a supply if the acquisition cast is less than $5,000, regardless of the length of its useful life
For broad category requests (such as "office supplies"), explanation for project amounts should be provided with
calculations. Broad grouping of items under supplies will be limited to $40 per month; otherwise items must be
individually captured and justified in the budget request
For any training awards, the COPS Office allows the purchase of flash drives or USB devices to distribute training
materials with approval prior to purchasing
Typically unallowable supply costs include (Note. these are typically unallowable no matter which category they
are placed under):
• Body metric equipment such as blood pressure monitors and FitBits
• Conference or event swag, including t-shirts, bags, or mugs
• COVID-19 test kits
• Displays, demonstrations, or exhibits
• Entertainment, including amusement, diversion, social activities, and any associated costs (i.e. tickets to
shows or sports events, meals, lodging, rentals, transportation, and gratuities)
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• Extracurricular expenses for youth programs, including t-shirts, meal plans, giveaways, swag bags, and
games
. Fitness and yoga supplies
Narcan
• Promotional items and memorabilia, including models, gifts, and souvenirs
• Recreational supplies (such as Frisbees)
• Shared items between projects —if supplies are to be used for concurrent projects, then this should be
captured in your indirect charges or you should only charge the percentage allocated to this project (for
example, if a laptop is being purchased for a research assistant who works 40 percent of their time on this
project, then only charge 40 percent of the laptop cost to this project)
Completing Supplies
If you are not requesting any supplies, move to the next section For each supply request, applicants must
complete the web -based form. The cost should be broken down to the lowest form; therefore, if you are
requesting $30 per month for office supplies, the calculation should be 12 x $30 and not 1 x $360
The "additional narrative" section should be used to describe and justify why the supplies are necessary for the
success of the project. Provide any additional calculations that make up the base cost.
Sub -awards
The applicant should distinguish clearly between sub -awards and procurement contracts in allocating any funds
to other entities. Pursuant to 2 C.F.R. § 200,331, a sub -award is for the purpose of carrying out a portion of the
federal award, and a contract is for the purpose of obtaining goods and services for the recipient's own use. The
substance of the relationship is more important than the form of the agreement in determining whether the
recipient of the pass -through funds is a subrecipient or a contractor. Keep in mind that the awarding and
monitoring of contracts must follow documented procurement procedures, including full and open competition,
pursuant to the procurement standards in 2 C.F.R. §§ 200.318- 200.327, and the issuance of sub -awards must
meet the requirements of 2 C.F.R. § 200,332.
Any recipient of an award will be responsible for monitoring sub -awards and contracts in accordance with all
applicable statutes, regulations, and guidelines. Primary recipients will be responsible for oversight of
subrecipienUpartner spending and monitoring specific performance measures and outcomes attributable to the
use of COPS Office funds.
Consultant expenses include goods or services that directly contribute to the implementation or enhancement of
the project. The use of a consultant should be more economical than direct employment Compensation for
individual consultant services procured under a COPS Office award must be reasonable and allocable in
accordance with Office of Management and Budget (OMB) cost principles, and consistent with that paid for
similar services in the marketplace. The services should be commensurate with the rate or salary paid by the
primary employer
Unless otherwise approved by the COPS Office, independent consultant rates will be approved based on the
salary a consultant receives from his or her primary employer, as applicable, up to $650 per day (or $81.25 per
hour). Please note that this does not mean that the rate can or should be as high as $650 for all consultants If
individuals receive fringe benefits from their primary employer, such fringe benefit costs should not be included in
the calculation of consultant rates. A consultant rate justification will need to be submitted for review and approval
to the COPS Office for any consultants paid more than $650 per day prior to incurring any costs. Determinations
of approval will be made on a case -by -case basis.
Consultant travel costs follow the same guidelines as "Travel" but should be costs associated with consultant
travel. These costs should not be reflected in the "Civilian Personnel" or "Travel" categories.
All sole source procurements of goods and services (those not awarded competitively) in excess of $250,000
require prior approval from the COPS Office.
All other consultant -related expenses should be included in this section such as supply and equipment requests
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The same guidelines as previously stated in the above sections will apply.
If an applicant proposes a program or activity that would deliver services or benefits to individuals, the costs of
taking reasonable steps to provide meaningful access to those services or benefits for individuals with limited
English proficiency may be allowable. Reasonable steps to provide meaningful access to services or benefits
may include interpretation or translation services, where appropriate. For additional information, see the "Civil
Rights Compliance "
Typically unallowable sub -awards include the following (Note these are typically unallowable no matter which
category they are placed under)
Bar charges/alcoholic beverages
. Compensation of federal employees —this category of unallowable costs includes salary payments,
consulting fees, or other compensation to full-time federal employees
• Conference or event swag, including t-shirts, bags, or mugs
• Construction costs
• Costs exceeding Federal Travel Regulations if no other organizational written policy is supplied that
supersedes these established rates
• Credit card fees
• Displays, demonstrations, or exhibits
• Entertainment, including amusement, diversion, social activities, and any associated costs (e.g , tickets to
shows or sports events, meals, lodging, rentals, transportation, and gratuities)
• Food and beverages at conferences, meetings, or trainings your organization is hosting
• Foreign travel
• GPS and Easy Pass rentals (when renting a car)
• Honoraria when the primary intent is to confer distinction on or to symbolize respect, esteem, or admiration
for the recipient of the honorarium (a payment for services rendered, such as speaker's fee under an
award, is allowable)
. Laundry services while on travel
• Local travel costs (lodging, meals, per diem, or transportation costs) within a 50-mile radius of the project
location
• Maintenance and/or service contracts that extend the life of the award period (multiyear contracts and
extended warranties are allowable but must be paid in full within the initial award period and must not
exceed the award period)
Mileage reimbursement, rental cars, parking fees, and/or taxi fare for local travel within a 50-mile radius of
the project location
• Narcan
• Paying for meals other than your own
• Promotional items and memorabilia, including models, gifts, and souvenirs
• Shared items between projects —if supplies are to be used for concurrent projects, then this should be
captured in your indirect charges or you should only charge the percentage allocated to this project (for
example, if a laptop is being purchased for a research assistant who works 40 percent of their time on this
project, then only charge 40 percent of the laptop cost to this project)
• Tips/gratuities
Completing Sub -awards
If you are not requesting any sub -award costs, move to the next section. For each sub -award request, applicants
must complete the web -based form.
The "additional narrative' section should be used to describe and justify the product or services to be procured by
sub -award including the nature and scope of goods purchased, price proposals, and length of contract. Sub -
award travel requests should follow the same guidance as the "travel" section. Provide any additional calculations
that make up the base cost.
Additional documentation that may need to be uploaded in the "Budget/Financial Attachments" section includes
the following:
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• Consultant Rate Justification (see the Consultant Rate Justification fact sheet for further guidance)
• Consultant r6sumbs/vitae
• Organizational travel policy
• Sole Source Justification (see the Sole Source Justification fact sheet for further guidance)
Procurement Contracts
The applicant should distinguish clearly between sub -awards and procurement contracts in allocating any funds
to other entities. Contracts include goods or services that directly contribute to the implementation or
enhancement of the project. The applicant should distinguish clearly between sub -awards and procurement
contracts in allocating any funds to other entities. The substance of the relationship is more important than the
form of the agreement in determining whether the recipient of the pass -through funds is a subrecipient or a
contractor Keep in mind that the awarding and monitoring of contracts must follow documented procurement
procedures, including full and open competition, pursuant to the procurement standards in 2 C F R §§ 200.317-
200.326, and the issuance of sub -awards must meet the requirements of 2 C.F.R. § 200 331
All sole source procurements of goods and services (those not awarded competitively) in excess of $250,000
require prior approval from the COPS Office. 2 C.F.R § 200.324(b)(2).
Typically unallowable procurement contracts include the following (Note: these are typically unallowable no
matter which category they are placed under):
. Conference or event swag, including t-shirts, bags, or mugs
• Construction costs
. Criminal intelligence systems
• Displays, demonstrations, or exhibits
. Entertainment, including amusement, diversion, social activities, and any associated costs (e g , tickets to
shows or sports events, meals, lodging, rentals, transportation, and gratuities)
• Food and beverages at conferences, meetings, or trainings your organization is hosting
• Maintenance and/or service contracts that extend the life of the award period (multiyear contracts and
extended warranties are allowable but must be paid in full within the initial award period and must not
exceed the award period)
• Promotional items and memorabilia, including models, gifts, and souvenirs
Servers
• Shared items between projects —if supplies are to be used for concurrent projects, then this should be
captured in your indirect charges or you should only charge the percentage allocated to this project (for
example, if a laptop is being purchased for a research assistant who works 40 percent of their time on this
project, then only charge 40 percent of the laptop cost to this project)
Completing Procurement contracts
If you are not requesting any procurement contract costs move to the next section. For each procurement
contract request, applicants must complete the web -based form.
The "additional narrative' section should be used to describe and justify the product or services to be procured by
sub -award including the nature and scope of goods purchased, price proposals, and length of contract.
Procurement contract travel requests should follow the same guidance as the "travel" section Provide any
additional calculations that make up the base cost.
Additional documentation that may need to be uploaded in the "Budget/Financial Attachments' section includes
the following
• Consultant Rate Justification (see the Consultant Rate Justification fact sheet for further guidance)
• Consultant r6sumes/vitae
• Organizational travel policy
• Sole Source Justification (see the Sole Source Justification fact sheet for further guidance)
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Other costs
Items not included in the previous categories but that have a direct correlation to the overall success of a
recipient's project objectives and are necessary for the project to reach full implementation will be considered on
a case -by -case basis by the COPS Office. Requests that may fall under the "other" category include officer
overtime, rent (see next paragraph for more details), or software purchases.
Rental costs are generally allowable under this solicitation when the costs are not included in indirect costs.
Applicants should list square footage cost in the budget The amount must be based on the space that will be
allocated to implement the COPS Office project, not the costs of the entire rental space Rental costs are not
allowable for property owned by the applicant or if the applicant has a financial interest in the property. In
this case only the costs of ownership, including maintenance costs, insurance, depreciation, utilities, etc , are
allowable costs. The applicant must indicate in the budget narrative whether or not they own the space that will
be rented.
For applicants that anticipate using COPS Office funds to cover only a portion of a particular service they provide,
the budget should prorate operational costs like rent and phone service accordingly
Typically unallowable other costs include the following (Note. these are typically unallowable no matter which
category they are placed under):
• Advertising and public relations designed solely to promote the recipient
• Body metric equipment such as blood pressure monitors and FitBits
• Conference or event swag, including t-shirts, bags, or mugs
• Construction costs
• Corporate formation (startup costs)
• Costs for audits not required or performed in accordance with the Office of Management and Budget (OMB)
Circular A-133 or 2 C.F R. Part 200 Subpart F —Audit Requirement are unallowable. If the applicant
organization did not meet the applicable expenditure threshold during the organization's fiscal year, the cost
of any audit performed may not be charged to the award.
• Costs incurred for intramural activities, student publications, student clubs, and other student activities
• Criminal intelligence systems
• Entertainment, including amusement, diversion, social activities, and any associated costs (e g , tickets to
shows or sports events, meals, lodging, rentals, transportation, and gratuities)
• Extracurricular expenses for youth programs, including t-shirts, meal plans, giveaways, swag bags, and
games
• Fuel for general patrol vehicles
• Gym memberships and subscriptions
• Health screenings
• Land acquisition including renting, leasing, or construction of buildings or other physical facilities
• Live animals (including dogs and horses) including associated supplies, food, transportation, and veterinary
expenses
• Maintenance of vehicles and enhancements (such as mounts)
Massages
• Membership fees to organizations whose primary activity is lobbying
• Office rental/lease space, except for costs proportionate to work conducted under this solicitation (if
included within an indirect cost rate negotiated agreement)
• Personal protective equipment or gear
• Promotional items and memorabilia, including models, gifts, and souvenirs
• Psychological screenings
• Publishing services —the COPS Office provides editing, graphic design, and printing services for
deliverables and other project materials; therefore, these costs cannot be directly charged unless approved
on a case -by -case basis.
• Scholarships, fellowships, and other programs for student aid (exceptions are for institutions for higher
education)
Servers
• Uniforms (including helmets, boots)
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Completing Other Costs
If you are not requesting any other costs, move to the next section For each request, applicants must complete
the web -based form. The cost should be broken down to the lowest form.
The "additional narrative' section should be used to describe and justify why the item is necessary for the
success of the project. Provide any additional calculations that make up the base cost
Indirect costs
Overview of indirect costs
Indirect costs means those costs incurred for a common or joint purpose benefiting more than one cost objective
and not readily assignable to a particular project but necessary to the operation of the organization and the
performance of the protect. Examples of costs usually treated as indirect include those incurred for facility
operation and maintenance, depreciation, and administrative salaries.
If a cognizant federal agency has approved your negotiated indirect cost rate, the negotiated rate must be
accepted by all federal awarding agencies, unless otherwise capped by federal statute or regulation.
Indirect cost rates may vary depending on your cognizant federal agency determinations. In some cases, project
budgets may include more than one rate, particularly when offsite activity is conducted at a location other than
the organizations premises. Note: Ensure the indirect calculation is in accordance with your organization's
indirect cost rate agreement.
Expired Indirect Cost Rate Agreement
If your indirect cost rate agreement has expired, you should either renegotiate the rate or request a one-time
extension from your cognizant agency. The negotiated cost rate may be extended for up to four years. Once the
cognizant federal agency has approved your extension, you must abide by the rate for the agreed -upon time
period. No further negotiations regarding indirect cost rates may occur until the extension has expired. At the end
of the extension period, you must then negotiate a new indirect cost rate.
De Minimis Indirect Cost Rate
If you do not have a current negotiated or provisional indirect cost rate, except for those nonfederal entities
described in 2 C.F.R. Part 200, Appendix VII to Part 200, paragraph D.1.b., you may elect to charge a de mimmis
rate of 10 percent of modified total direct costs (MTDC) which may be used indefinitely. When using this method,
cost must be consistently charged as either indirect or direct costs, but may not be double charged or
inconsistently charged as both. Also, if this method is chosen, then it must be used consistently for all federal
awards until such time as you choose to negotiate an indirect cost rate (which may be done at any time) No
documentation is required to justify the 10 percent de minimis indirect cost rate. See 2 C.F.R. § 200.414(f).
If you elect to negotiate an indirect cost rate with your cognizant federal agency, a special condition will be added
to the award prohibiting the obligation, expenditure, or drawdown of funds reimbursement for indirect costs until
an indirect cost rate has been approved by your cognizant federal agency, and the appropriate notification has
been made retiring the special condition
For assistance with identifying the appropriate cognizant federal agency for indirect costs, please contact the
OCFO Customer Service Center at 800-468-0786 or at ask.ocfo@usdoj.gov. If DOJ is the cognizant federal
agency, applicants may obtain information needed to submit an indirect cost rate proposal at
httus.//www.Oi D.pov/fLmdino/Apply/Resources/IndirectCosts pelf.
ExceptionIf you are a unit of local government in which the Office of Management and Budget (OMB) has not
assigned a cognizant federal agency, then you are not required to submit your indirect cost proposal, unless the
awarding agency requires a copy of the proposal. Please see the appropriate appendix section in 2 C.F.R. Part
200 as listed above.
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Approval of indirect cost rates for subrecipients
As the direct recipient, you are responsible for approving indirect cost rates for your subrecipients if funded Such
rates must be consistent with the requirements of 2 C.F.R. Part 200. The COPS Office will not approve indirect
cost rates beyond the direct recipient level; however, subrecipients who are also direct recipients of federal
awards may already have a federally approved indirect cost rate. If your subrecipient has negotiated an indirect
cost rate with the Federal Government, then that rate applies
The subrecipient rates should not be included in this section, but rather under "Sub -awards" or "Procurement
Contracts."
Calculating direct cost base
The following direct cost bases may be used as a distribution base:
. Modified total direct cost (MTDC)—This base includes all direct salaries and wages, applicable fringe
benefits, materials and supplies, services, travel, and subawards up to the first $25,000 of each subaward
(regardless of the period of performance of the subawards under the award). MTDC excludes equipment,
capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships,
participant support costs, and the portion of each subaward in excess of $25,000 Other items may only be
excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the
approval of the cognizant agency.
. Direct salaries and wages —This base includes only the costs of direct salaries and wages incurred by the
organization.
. Direct salaries and wages plus fringe benefits —This base includes the costs of direct salary, wages and
fringe benefits incurred by the organization.
Exclusions in direct cost bases
Applicants should pay particular attention to the two areas listed below to ensure that their indirect cost rate
application is in compliance with the existing requirements of the government -wide award rules set out in the
Office of Management and Budget (OMB) circular and regulations:
$25,000 Subcontract/Subaward limitation. For institutions of higher education and nonprofit
organizations, indirect cost rates negotiated on the basis of modified total direct costs may only be applied
against the first $25,000 of any subcontract or subaward under the agreement. This limitation must be
applied to all conference related subcontracts and subawards, including those with hotels and travel agents.
(Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2
C FIR § 200.400 et seq.)
Participant support costs. For nonprofit organizations, in accordance with 2 C.F.R. part 200, Appendix IV
to 2 Part 200, paragraph B.2.c.—Indirect (F&A) Costs Identification and Assignment and Rate
Determination for Nonprofit Organizations "The distribution base may be total direct costs (excluding capital
expenditures and other distorting items, such as [contracts or] subawards for $25,000 or more), direct
salaries and wages, or other base which results in an equitable distribution. The distribution base must
exclude participant support costs as defined in § 200.75 Participant support costs."
Please note that only employees of the nonprofit organization are excluded from the definition of participant
support costs, Costs related to contractors of the nonprofit organization who are acting in the capacity of a
conference trainer/instructor/presenter/facilitator are considered participant support costs. For more information
on allowable costs for conferences and training, please visit
httos//oio.00v/financialouide/doilodfs/DOJ FinanaalGuide.odf.
If you need additional information on an indirect cost rate negotiated agreement, go to the DOJ Grants Financial
Guide at httosY/oio aov/financialouide/doi/index.htm.
Completing Indirect Costs
If you are not requesting any indirect costs, move to the next section. Ensure that each type of indirect cost rate
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(provisional, final, predetermined, fixed, etc ) is identified. For institutions of higher education and other
institutions where multiple indirect rates are applied, please enter each indirect rate as a separate line item with
calculation breakdown and description for which each rate applies.
The "additional narrative" section should be used to describe the breakdown of the calculation as well as provide
any additional calculations that make up the base cost. Include the expiration date and the cognizant agency
name
Additional documentation that may need to be uploaded in the "Budget(Financiai Attachments" section includes
the following
• Current, signed, federally approved indirect cost rate negotiated agreement
If your organization does not have a provisional or current indirect cost rate negotiated agreement or it
is expired and under review, the applicant must submit supporting documents to show the applicant's
cognizant federal agency is reviewing the request. The COPS Office may disallow or freeze access to
indirect funds until a provisional or current indirect cost rate negotiated agreement is provided.
Consolidated Category Summary
You will be able to review the category totals and the total project costs under this section. To make any changes
to a particular category, please use the navigation on the right of the screen.
Non-competitive Justification
As applicable, applicants will attach the noncompetitive justification (or sole source justification) Additional
guidance can be found in the Sole Source Juslificatlon fact sheet
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant
organization name and the file contents to ensure that reviewers can easily locate application documents. All
other attachments —such as letters of support and resumes —should use descriptive file names identified on the
attachment(s) such as "[Applicant].Sole Source "Recommended file formats are PDF, Microsoft Word, and
Microsoft Excel The system may reject applications with other formats. If an applicant submits multiple
versions of the same document, the COPS Office will review only the most recent system -validated
version submitted.
Indirect Cost Rate Agreement (if applicable)
As applicable, applicants will attach the indirect cost rate agreement Additional guidance can be found in the
Indirect Cost Rate Agreement fact sheet.
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant
organization name and the file contents to ensure that reviewers can easily locate application documents. All
other attachments —such as letters of support and resumes —should use descriptive file names identified on the
attachment(s) such as "[Applicant].Sole Source;' Recommended file formats are PDF, Microsoft Word, and
Microsoft Excel. The system may reject applications with other formats. If an applicant submits multiple
versions of the same document, the COPS Office will review only the most recent system -validated
version submitted.
Consultant Rate
As applicable, applicants will attach the consultant rate justification Additional guidance can be found in the
Consultant Rate Justification fact sheet
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant
organization name and the file contents to ensure that reviewers can easily locate application documents. All
other attachments —such as letters of support and resumes —should use descriptive file names identified on the
attachment(s) such as "[Applicant].Sole Source." Recommended file formats are PDF, Microsoft Word, and
Microsoft Excel The system may reject applications with other formats. If an applicant submits multiple
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versions of the same document, the COPS Office will review only the most recent system -validated
version submitted.
Budget Narrative
Applicants must attach a separate budget narrative The organization must create and attach a budget narrative
that describes each item requested or group of similar items requested and links each item or group of items to
the proposed project. All items will be reviewed on a case -by -case basis and in context of the allowable and
unallowable costs lists Budget narratives do not count toward the page limit of the project narrative.
Applicants must submit reasonable budgets based on the resources needed to implement their proposed
projects The budget should display a clear link between the specific project activities and the proposed budget
items. It should not contain any items that are not detailed in the project narrative.
The separate budget narrative should thoroughly and clearly describe every category of expense listed in the
budget detail worksheets contained in this application The COPS Office expects proposed budgets to be
complete, cost effective, and allowable (e.g., reasonable, allocable, and necessary for project activities).
An applicant should demonstrate in its separate budget narrative how it will maximize cost effectiveness of award
expenditures. Budget narratives should generally describe cost effectiveness in relation to potential alternatives
and the goals of the project. For example, a budget narrative should detail why planned in -person meetings are
necessary, or how technology and collaboration with outside organizations could be used to reduce costs,
without compromising quality. Consideration will be given to budget proposals that maximize the direct funding
that supports project activities.
The budget narrative should be mathematically sound and correspond clearly with the information provided in the
budget detail worksheets. The narrative should explain how the applicant estimated and calculated all costs and
how those costs are necessary to the completion of the proposed project. The narrative may include tables for
clarification purposes but need not be in a spreadsheet format. The budget should describe costs by year and
should cover the full project period of two years.
In some circumstances, the budget and budget narrative will be reviewed separately from the proposed project
narrative Therefore, it is very important that the budget narrative be as comprehensive as possible and describe
in a narrative format each line item requested in the budget. The budget narrative should not be used to explain
deliverables or project activities that are not included in the project narrative. Deliverables and activities that are
solely listed in the budget narrative and not described in the project narrative (and vice versa) will be scored
negatively during the peer review process.
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant
organization name and the file contents to ensure that reviewers can easily locate application documents. All
other attachments —such as letters of support and resumes —should use descriptive file names identified on the
attachment(s) such as "[Applicant].Sole Source." Recommended file formats are PDF, Microsoft Word, and
Microsoft Excel. The system may reject applications with other formats. If an applicant submits multiple
versions of the same document, the COPS Office will review only the most recent system -validated
version submitted.
Memoranda of Understanding (MOUs) and Other Supportive Documents
As applicable, applicants will attach the any memoranda of understanding or partner agreements in this section.
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant
organization name and the file contents to ensure that reviewers can easily locate application documents. All
other attachments —such as letters of support and resumes —should use descriptive file names identified on the
attachment(s) such as "[Applicant].MOU " Recommended file formats are PDF, Microsoft Word, and Microsoft
Excel. The system may reject applications with other formats. If an applicant submits multiple versions of the
same document, the COPS Office will review only the most recent system -validated version submitted.
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Additional Application Components
As applicable, applicants will attach the following additional application attachments in this section:
Curriculum Vitae or resumes (up to three key project staff detailing work and educational history and
highlighting any experience that is relevant to their ability to successfully carry out the proposed project)
Timeline
. Letters of Support
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant
organization name and the file contents to ensure that reviewers can easily locate application documents. All
other attachments —such as letters of support and resumes —should use descriptive file names identified on the
attachment(s) such as "[Applicant].Resume," Recommended file formats are PDF, Microsoft Word, and Microsoft
Excel. The system may reject applications with other formats If an applicant submits multiple versions of the
same document, the COPS Office will review only the most recent system -validated version submitted.
Curriculum Vitae or Resumes
As applicable, applicants will attach the Curriculum Vitae or resumes for up to three key project staff detailing
work and educational history and highlighting any experience that is relevant to their ability to successfully carry
out the proposed project).
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant
organization name and the file contents to ensure that reviewers can easily locate application documents All
other attachments —such as letters of support and resumes —should use descriptive file names identified on the
attachment(s) such as "[Applroant].Resume" Recommended file formats are PDF, Microsoft Word, and Microsoft
Excel. The system may reject applications with other formats. If an applicant submits multiple versions of the
same document, the COPS Office will review only the most recent system -validated version submitted.
Timeline Form
As applicable, applicants will attach the timeline
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant
organization name and the file contents to ensure that reviewers can easily locate application documents. All
other attachments —such as letters of support and resumes —should use descriptive file names identified on the
attachment(s) such as "[Applicantl.Resume." Recommended file formats are PDF, Microsoft Word, and Microsoft
Excel. The system may reject applications with other formats. If an applicant submits multiple versions of the
same document, the COPS Office will review only the most recent system -validated version submitted.
Letters of Support
As applicable, applicants will attach letters of support.
The COPS Office strongly recommends that uploaded files be clearly named to indicate the applicant
organization name and the file contents to ensure that reviewers can easily locate application documents. All
other attachments —such as letters of support and resumes —should use descriptive file names identified on the
attachment(s) such as "[Applicant].Resume " Recommended file formats are PDF, Microsoft Word, and Microsoft
Excel. The system may reject applications with other formats. If an applicant submits multiple versions of the
same document, the COPS Office will review only the most recent system -validated version submitted.
Disclosures and Assurances
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
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U.S C. § 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. Complete all items that apply for both the initial filing and material change report Refer to the
implementing guidance published by the Office of Management and Budget for additional information.
If this applies to your organization, you are required to complete the disclosure form via grants.gov. If you need to
submit additional forms, please submit them as attachments to your application online in the "Additional
Application Components" Section
Please see Acoendix D in the FY 2021 COPS Office Commumty Pohcrno Advancement tCPA) Prourams - Aooenchces
for a blank SF-LLL, Disclosure of Lobbying Activities form
The filing of a SF-LLL 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.
Please see ADDendix Din the FY 2021 COPS Office Conununrty PN)cino Advancement tCPA) Ptowams - Aooendires
for a copy of the SF-LLL with instructions for completing this form.
An explanation when the applicant is unable to certify to certain statements in the "Certifications Regarding
Lobbying; Debarment, Suspension and Other Responsibility Matters; Drug -Free Workplace Requirements; Law
Enforcement and Community Policing" form (if applicab(e)—When the applicant is unable to certify to specific
statements identified in this Certifications form, the applicant must attach an explanation. The applicant is still
required to sign the Certifications form to certify to all the other applicable statements. Please see Appendix C m
the FY 2021 COPS Office Community Pohmna Advancement XPA) Prootams - Aooend)ces for a copy of this
Certifications form.
DOJ Certified Standard Assurances
Applicants to COPS Office programs are required to sign and acknowledge the standard Assurances form in
JustGrants. Signing this document assures the COPS Office that you have read and understood and that you
accept the award terms and conditions as outlined in the Assurances.
Please read this document carefully, as signatures on this document is treated as material representation of fact
upon which reliance will be placed when the U.S. Department of Justice determines to award the covered award.
See "Terms and Conditions," appendix B, and appendix C for the full assurances and certifications, which can all
be found at httns://coos usdoi oov/SLmDlemental-AoDlications-Materials-and-Additional-Sunnort.
Declaration and Certification to DOJ as to Application Submission
Applicants must read and acknowledge the statements in this section.
Review and Certifications
Federal Civil Rights and Award Review
Please be advised that an application may not be funded and, If awarded, a hold may be placed on the award if it
is deemed that the applicant is not in compliance with federal civil rights laws, and/or is not cooperating with an
ongoing federal civil rights investigation, and/or is not cooperating with a U.S. Department of Justice award
review or audit.
Certification of Review and Representation of Compliance with Requirements
By submitting your application, your organization represent to the COPS Office that:
a) the applicant will comply with all legal, administrative, and programmatic requirements that govern the
applicant for acceptance and use of federal funds as outlined in the applicable COPS Office Solicitation
Guide; DOJ Grants Financial Guide; the COPS Office award owner's manual; Assurances; Certifications;
and all other applicable program regulations, laws, orders, and circulars
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b) the applicant understands that as a general rule COPS Office funding may not be used for the same item
or service funded through another funding source? and
c) the applicant and any required or Identified official partner(s) listed in this application mutually agreed to
this partnership prior to submission.
DOJ Certifications Regarding Lobbying; Debarment, Suspension and Other
Responsibility Matters; Drug -Free Workplace Requirements; Law Enforcement and
Community Policing
Applicants to COPS Office programs are required to sign and acknowledge the standard Certifications form in JustGrants
Signing this document assures the COPS Office that you have read and understood and that you accept the award terms
and conditions as outlined in the Certifications
Please read this document carefully, as signatures on this document is treated as material representation of fact upon
which reliance will be placed when the U.S. Department of Justice determines to award the covered award. See "Terms
and Conditions," appendix B, and appendix C for the full assurances and certifications, which can all be found at
httos.//cons usdoi oov/Sunolemental-AODIICafions-Materials-and-Additional-Support
How to Apply
Upon completing your Grants.gov SF-424 and the full application in JustGrants as outlined here, you will need to
submit the application. Before you submit your application, each section much be completed and free of
validation errors. If not, please return to each identified page using the table of contents on the right side of the
page. If any required fields are unanswered, they will be flagged with warning messages. In this case, answer
these required fields You will not be able to submit your application until all validation issues are
corrected and the application is certified.
After completing the application and clicking "Submit," applicants will receive a confirmation message.
The COPS Office will not accept applications submitted via mail or email.
Submission Dates and Time
All completed applications must be submitted by June 3, 2021 at 7:59 p m ET. Applications submitted after 7.59
p m. ET on June 3, 2021 will not be considered for funding
Late submissions
The COPS Office offers a process for applicants to provide advance notice to the COPS Office if receipt of their
application will be delayed due to unforeseen JustGrants technical Issues. Applicants must provide notice
prior to the close of the solicitation. If applicants do not provide advance notice to the COPS Office about an
issue that may cause a delay in the submission of the application, the application will not be considered for
funding If applicants follow the steps outlined as follows, submission may be considered. Extension of deadlines
is not guaranteed
Experiencing unforeseen JustGrants technical issues
If you experience unforeseen JustGrants technical issues beyond your control that prevent you from submitting
your application by the deadline, please immediately contact the COPS Office Response Center at 800-421-6770
to create a record of the issue. You will need to provide the following information to the COPS Office Response
Center:
• DUNS number
• Organization name
• Point of contact name and contact information
• Application ID
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• Nature of technical issues
The COPS Office will respond to each applicant as soon as possible with an approval and instructions for
submission, or a rejection. If the technical issues you reported cannot be validated, your request for an extension
will be rejected. Any requests to submit applications after the deadline because of technical issues will be
rejected as untimely
To ensure a fair competition for limited discretionary funds, the following conditions are not valid reasons for
extensions of the submission deadline (1) failure to begin the registration process in sufficient time, (2) failure to
follow the JustGrants instructions on how to register and apply as posted on its website, (3) failure to follow all of
the instructions in the solicitation and associated materials, (4) failure to register or update information on the
SAM website, and (5) failure to register or complete SF-424 in Grants.gov
No late submission requests will be considered once the application closes.
Extraordinary natural or manmade disasters
In cases of extraordinary natural or manmade disasters, such as extreme weather emergencies or mass casually
events, applicants may request to submit late applications by sending an email to AskCopsRC@usdoj.gov
Applicants will need to follow these directions
• Send email directly to AskCopsRC@usdoj.gov
• The subject line should read "FY21 LEMHWA Extraordinary Circumstances. DUNS Number, Organization
Name, Application ID," with your specific DUNS number, organization name, and application ID included in
the subject line.
• Message. The message should include the following information:
• DUNS number
• Organization name
• Application ID
• Nature of the disaster and how it affected the applicant's ability to submit an application on time
The email message must be sent by the deadline or as soon as possible given the specific emergency. The
COPS Office will respond to each applicant as soon as possible with an approval and instructions for submission
or a rejection of the request for late submission.
Application Review Information
Review Process
The COPS Office is committed to ensuring a fair and open process for making awards. The COPS Office will
review the application to make sure that the information presented is reasonable, understandable, measurable,
achievable, and consistent with the solicitation.
To maintain the integrity of the competitive solicitation process, the COPS Office can provide publicly available
technical assistance regarding the mechanics of the application but cannot evaluate the merits of an application
during the open solicitation period.
Applications will undergo a standard review and selection process, which includes a review of basic minimum
requirements, peer review panel ratings, administrative compliance review, a senior leadership review and
recommendation panel, and director's selection. A description of each phase is provided in the following sections.
Applicants are encouraged to review their own applications prior to submission, with particular attention given to
the Basic Minimum Requirements and each of the Review Criteria specified in the descriptions that follow
Basic Minimum Requirements review
Once the solicitation closes, COPS Office staff screen and score applications for compliance with basic minimum
requirements (BMR). Applications should be written with clarity, organization, and soundness in the proposed
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work, with all mandatory attachments
BIVIR review criteria
Applications that are missing any of the following basic minimum requirements will be disqualified, without
exception, and therefore not scored by review panels.
1. Did the applicant respond to all questions?
2. Did the applicant provide a separate budget narrative that is 60 percent or more allowable?
3. Is the applicant eligible to submit an application under this solicitation: State, local, tribal, or territorial law
enforcement agency
4 Is the proposed project listed under the "projects out of scope" in the solicitation?
Peer review panel
Peer Review Panels will evaluate, score, and rank applications that meet the basic minimum requirements. The
COPS Office may use internal peer reviewers, external peer reviewers, or a combination to assess applications
on technical merit using the solicitation's review An external peer reviewer is an expert in the subject matter of a
given topic area who is not a current federal employee. An internal peer reviewer is a current federal employee
who is well -versed or has expertise in the subject matter of the subcategory. Peer reviewers' ratings are advisory
only, although reviewer views are considered carefully.
Applications that meet eligibility and basic minimum requirements will be evaluated and ranked by peer
reviewers. Peer reviewers will be asked to review applications based on the application subcategory and the goal
of the solicitation to develop the capacity of law enforcement to implement community policing strategies by
providing guidance on promising practices through the development and testing of innovative strategies, building
knowledge about effective practices and outcomes; and supporting new, creative approaches to preventing crime
and promoting safe communities. Reviewers will also be asked to consider the subcategory -specific solicited
goals, requirements, and deliverables described in the solicitation language
Upon completion of their reviews, Peer Review Panels will recommend highly rated applications to advance to
the Senior Leadership Review and Recommendation Panel.
Review criteria
Applications will be evaluated based on the following merit criteria, which the applicant addresses in their
application, application questions, budget narrative, budget worksheets, and other attachments. Applications that
are not responsive to the solicitation or duplicative of past or ongoing federally funded work will be scored
accordingly. Although not an exhaustive list, at a minimum, reviewers will be asked to evaluate applications
according to the following criteria:
. Issue Identification and Solicitation Responsiveness (10 percent)
• Clearly identifies how the project responds to the goals and requirements of the solicitation
o Includes a description of the deliverables and/or services that are already provided (if any) and those
that will be provided with federal funding
a Provides a comprehensive, logical, and clear description of how the deliverable(s) and/or services will
be feasibly developed or deployed
o Explains why this project is necessary to address a gap in knowledge, services, or practice
o Explains how this project will assist the applying agency in implementing or institutionalizing
community policing
. Impact on the Agency/Agencies (15 percent)
o Estimates number of law enforcement personnel, family members, and other individuals that will
directly benefit from the services (for example, number of individuals receiving services, number of
individuals receiving training)
o Project will take the appropriate steps to ensure confidentiality of participants and service recipients
Identifies relevant performance measures and clearly describes approach for collecting, analyzing,
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and reporting the measures
o Includes a reasonable assessment of level of engagement (buy -in) from staff and partners
o Explains how project will not result in unnecessary duplication of other efforts by the COPS Office or
other DOJ components
Project Management Plan, Strategy, and Feasibility (30 percent)
• Presents the relevant and appropriate research, case studies, or other resources thatwere utilized in
the development of the project management plan and strategy
• Identifies the relevant recommendations from the IEMWHA Report to Congress upon which the
application is based
• Includes a detailed project/work plan that is aligned to solicitation goals and requirements
o Provides detailed breakdown of clearly defined roles, tasks, and deliverables that are supported by
feasible timelines and align with the proposed budget
o Description of an outreach plan for the roll -out of deliverable(s) and/or services to facilitate
participation with the deliverables and/or services to the target audience(s), where applicable
e Outlines the current policies or proposed changes to policies and procedures to promote officer safety
and wellness and facilitate organizational change
Experience and Capacity (25percent)
o Inclusion of resumes or vitae for key staff (up to three) who possess the necessary experience to
successfully manage the project
o Project staff, contractors, or consultants have relevant subject matter expertise, knowledge, skills, and
appropriate licensure (when necessary) to achieve project goals and produce proposed deliverable(s)
and/ or deploy services
• Identification of any key partnerships or stakeholders, should include their role in the implementation
of this project, responsibilities, and level of commitment
Budget (20 percent)
o Provides a detailed budget narrative with costs that are allowable, appropriate, and reasonable
relative to the level of effort and critical to the completion of the project
o Provides a budget narrative that adequately justifies the budget and matches the feasibility and intent
of the proposed project
a Provides a detailed budget that matches the tasks and deliverable(s) outlined in the project narrative
o Provides detailed breakdowns of each budget category and justification for total costs, such as per
unit over time or reasonable estimate at time of application submission
o Provides appropriate budget justification documentation which may include a current indirect cost rate
agreement, sole source justification, and consultant rate justification
o Identifies how strategy makes use of time and cost saving methods for conducting project work to
achieving goals and objectives while not sacrificing quality outcomes
Administrative compliance review
All advancing applications will undergo an administrative compliance review. Past financial and programmatic
performance with DOJ award funding will be considered in this review process. Past performance may affect the
overall rating and ranking of an application. Factors that may be included in the past performance review are: the
extent to which the applicant has adhered to all special conditions in the prior awards, the extent to which the
applicant has complied with programmatic and financial reporting requirements, the extent to which the applicant
has completed closeout of prior awards in a timely manner, whether the applicant has received financial
clearances in a timely manner, whether the applicant has resolved any issues identified in an audit or on -site
monitoring visit in a timely manner, whether the applicant has adhered to single audit requirements and the
extent to which the applicant has completed work and spent prior award funds in a timely manner.
Pursuant to 2 C.F R. Part 200 ("Uniform Guidance'), before award decisions are made, the COPS Office also
reviews information related to the degree of risk posed by applicants. Among other things to help assess whether
an applicant with one or more prior federal awards has a satisfactory record with respect to performance,
integrity, and business ethics, the COPS Office checks whether the applicant is listed in SAM as excluded from
receiving a federal award. The COPS Office also must review and consider any information about the applicant
that appears in the nonpublic segment of the integrity and performance system accessible through SAM
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(currently, the Federal Awardee Performance and Integrity Information System, "FAPIIS'). Applicants may review
and comment on any information about them in SAM that a federal awarding agency previously entered in the
designated integrity and performance system, and such applicant comments will also be reviewed and
considered.
The COPS Office may contact applicants regarding budget and financial questions as part of the review process
This outreach is not an indication of funds or awarding decisions.
Senior Leadership Review and Recommendation Panel
The Senior Leadership Review and Recommendation Panel is composed of senior -ranking federal employees.
The panel will review all advancing applications from the Peer Review Panel and make recommendations for
funding based on Peer Review Panel scores, administrative compliance review, past performance, project scope,
and budget.
The Senior Leadership Review and Recommendation Panel will submit formal recommendations for funding to
the COPS Office Director
Director's selection
Absent explicit statutory authorization or written delegation of authority to the contrary, all final award decisions
will be made by the Director of the COPS Office, who may also give consideration to factors including prior
funding history, current award balances, underserved populations, population served, geographic diversity,
strategic priorities, past performance, significant concerns regarding ability of the applicant to administer federal
funds, and available funding when making awards.
All award decisions are final and not subject to appeal.
Federal Award Administration Information
Award decisions
It is anticipated that awards will be announced on or after October 1, 2021 Award notification will be sent
electronically. Any public announcements will be posted on the COPS Office websge
All award decisions are final and not subject to appeal.
To officially accept and begin your award, your organization must access your award package at
htlps //usto rants. usdoi.gov/. Once you access your account, you will review and electronically sign the award
document (including award terms and conditions) and, if applicable, the special award conditions or high risk
conditions within 45 days of the date shown on the award congratulatory letter, unless an extension is requested
and granted Your organization will not be able to draw down award funds until the COPS Office receives your
signed award document For more information on accepting your award, please visit the JustGrants Trainina
page for step-by-step instructions.
For technical support with JustGrants, please call JustGrants Support at JustGrants.Support@usdoj.gov, or
833-872-5175, For programmatic assistance, please contact the COPS Office Response Center at
AskCopsRC@usdoj.gov or 800-421-6770.
The award document
The award document is the document indicating your official award funding amount, the award number, the
award terms and conditions, and award start and end dates
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The award start date indicated on the award document/cooperative agreement means that your organization may
be reimbursed for any allowable costs incurred on or after this date The duration of awards is 24 months.
Your FY 2021 award number is in the following format: 2021-MH-WX-K000. The COPS Office tracks award
information based upon this number Therefore, it is important to have your organization's award number (or your
organization's DUNS number) readily available when corresponding with the COPS Office.
The award conditions are listed on your organization's Award Document and, if applicable, the Award Document
Supplement. By accepting this award, you are acknowledging that you are obtaining federal funds from the
COPS Office As part of that agreement, if awarded funds, your organization will acknowledge that it will comply
with these conditions (and, if applicable, additional special conditions or high risk conditions in the Award
Document Supplement specific to your organization)
In limited circumstances, your award may be subject to special conditions or high risk conditions that prevent your
organization from drawing down or accessing award funds until the special conditions or high risk conditions are
satisfied as determined by the COPS Office Any special conditions or high risk conditions will be included in your
Award Document Supplement
Administrative and national policy requirements
If selected for funding, in addition to implementing the funded project consistent with the approved project
proposal and budget, the recipient must comply with award terms and conditions, and other legal requirements
including, but not limited to, OMB, DOJ, or other federal regulations that will be included in the award or
incorporated into the award by reference or are otherwise applicable to the award
Please see general terms and conditions in the following section
Terms and conditions
The following section describes the compliance terms, conditions, and other requirements that applicants should
be aware of before applying to COPS Office programs. Please review this section carefully. By submitting your
application, your organization assures the COPS Office that you agree to the below terms, conditions, and
requirements. If awarded funds, by accepting your COPS Office award, your organization agrees to comply with
all of the terms, conditions, and other requirements in your award package and any additional special or high risk
conditions that may be imposed on your award.
I. & II. Assurances and Certifications (also refer to "U.S. Department of Justice Certified
Standard Assurances and U.S. Department of Justice Certifications Regarding Lobbying;
Debarment, Suspension and Other Responsibility Matters; Drug -Free Workplace
Requirements; Law Enforcement and Community Policing" of this Guide and Standard
Application forms.)
Applicants to COPS Office programs are required to sign the standard Assurances and Certifications forms.
Signing these documents assures the COPS Office that you have read and understood and that you accept the
terms and conditions as outlined in the Assurances and Certifications. Please read these documents carefully, as
signatures on these documents are treated as material representation of fact upon which reliance will be placed
when the U.S. Department of Justice determines to make an award.
III. Disclosure of Lobbying Activities (also refer to "Disclosure of lobbying activities" of
this Guide and Standard Application forms.)
This disclosure form shall be completed by the reporting entity, whether subrecipient 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
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U.S C § 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. Complete all items that apply for both the initial filing and material change reports. Refer to the
implementing guidance published by the Office of Management and Budget for additional information.
If this applies to your organization, you are required to complete the disclosure form in the "Disclosures and
Assurances" section of the application. If you need to complete and submit additional forms, please complete and
submit them as attachments in the "Additional Application Components" section
Please be advised that all recipients and subrecipients must comply with the provisions of 2 C.F.R. § 200,450
Lobbying, as appropriate, regarding unallowable costs under the federal award associated with lobbying or
influencing activities Additional restrictions in 2 C.F R. § 200.450(c) are applicable to nonprofit organizations and
institutions of higher education
IV. Criminal intelligence systems/28 C.F.R. Part 23 compliance
If your agency is receiving COPS Office funding for equipment or 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 interjurisdictionai criminal intelligence system is generally defined as a system that receives,
stores, analyzes, exchanges, or disseminates data regarding ongoing criminal activities (such activities may
include 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 that protect individual privacy and
constitutional rights.
If you are simply using the COPS Office 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 award
V. Award Owner's Manual
If awarded funding, the recipient agrees to comply with the terms and conditions in the Award Owner's Manual;
DOJ Grants Financial Guide; COPS Office statute (34 U.S C § 10381, at seq.), 2 C.F.R. Part 200 (Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards); 48 C.F.R. Part 31
(Contract Cost Principles and Procedures) as applicable; the Cooperative Agreement as applicable,
representations made in the application, and all other applicable requirements, laws, orders, regulations, or
circulars.
VI. Nonsupplanting requirement
COPS Office funds awarded to states or units of local government (including law enforcement agencies) may not
be used to supplant (replace) state, local, or Bureau of Indian (BIA) funds that would, in the absence of federal
assistance, be made available for award purposes (hiring, training, purchases, and/or other activities). Instead,
COPS Office funds must be used to supplement (increase) the total amount of funds that would otherwise be
made available for award purposes. 34 U.S.C. § 10384(a).
A recipient may not use COPS Office funds to pay for any item or cost associated with this funding request that
the recipient is already obligated to pay. Nonfederal funds allocated to pay for award purposes may not be
reallocated to other purposes or refunded should COPS Office funding be awarded. Nonfederal funds must
remain available for and devoted to that purpose, with COPS Office funds supplementing those nonfederal funds.
Funding awarded cannot be obligated until after the award start date (unless an exception is authorized in writing
by the COPS Office). This means that COPS Office funds cannot be applied to any agency cost incurred prior to
the award start date.
The possibility of supplanting will be the subject of careful application review, possible pre -award review, and
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post -award monitoring and audit. Any supplanting of nonfederal funds by COPS Office funds may be grounds for
potential suspension or termination of award funding, recovery of misused funds, and/or other applicable legal
sanctions.
If you have questions concerning the nonsupplanting requirement while completing this application, please
contact the COPS Office Response Center at 800-421-6770 or AskCopsRC@usdoj.gov for further information
VII. Sole source
Recipients who plan to use award funds for the noncompetitive procurement of an item (or group of items) or
service in excess of $250,000 must provide a written sole source justification to the COPS Office for approval
prior to obligating, expending, or drawing down award funds for that item or service. 2 C.F.R. § 200 325(b)(2).
Vlll. System for Award Management (SAM) and Universal Identifier requirements
Unless exempted from this requirement under 2 C F R. § 25.110, the recipients must maintain the currency of
their information in the SAM until submission of the final financial report required under this award or receipt of
the final payment, whichever is later. This requires recipients to review and update the information at least
annually after the initial registration and more frequently if required by changes in information or other award
term.
To review the System forAward Management and Universal Identifier Award Term, please see Aooendix J in the
FY 2021 COPS Office Comrmmdv Policmo Advancement (CP10 Piograins - Anoendices
IX. Federal Funding Accountability and Transparency Act (FFATA)—Reporting subaward
and executive compensation information
The Federal Funding Accountability and Transparency Act of 2006 (FFATA) requires, among other things, that
information on federal awards (federal financial assistance and expenditures) be made available to the public via
a single, searchable website, which is https://www.USASpending gov
Applicants should note that all recipients of awards of $30,000 or more under this solicitation, consistent with
FFATA, will be required to report award information on any first -tier subawards totaling $30,000 or more and, in
certain cases, to report information on the names and total compensation of the five most highly compensated
executives of the recipient and first -tier subrecipients. If applicable, the FFATA Subaward Reporting System
(FSRS), accessible via the Internet at https'//www.fsrs.gov, is the reporting tool recipients under this solicitation
will use to capture and report subaward information and any executive compensation data required by FFATA.
The subaward information entered in FSRS will then be displayed on httos://www,USASi)endinq qov, associated
with the prime award, furthering federal spending transparency.
Each applicant entity must ensure that it has the necessary processes and systems in place to comply with the
applicable reporting requirements should it receive funding
To review the FFATA Reporting Subaward and Executive Compensation Award Term, please see Appendix I in
Me FY 2021 COPS Ofke Community Po6nnn Advancement XPA) Pmwams-AooemYices
X. Contract provision under federal award
All contracts made by the recipients under the federal award must contain the provisions required under 2 C.F.R
part 200 (Appendix II to Part 200—Contract Provisions for Non -Federal Entity Contracts Under Federal Awards.)
The full text of the contract provision may be found in Annendix E in the FY 2021 COPS Office Comir¢iruty Policinq
Advancement (CPA) Pi'ourams -.Appendices.
XI. Restrictions on internal confidentiality agreements
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Recipients, subrecipients, or entities that receive a contract or subcontract with any funds under this award may
not require any employee or contractor to sign an internal confidentiality agreement or statement that prohibits or
otherwise restricts the lawful reporting waste, fraud, or abuse to an investigative or law enforcement
representative of a federal department or agency authorized to receive such information. Consolidated
Appropriations Act, 2021, Public Law 116-260, Division E, Title VII, Sec 742.
XII. Mandatory disclosure
Under 2 C.F.R. § 200 113, recipients and subrecipients are required to timely disclose in writing to the COPS
Office or pass -through entity, as applicable, all federal criminal law violations involving fraud, bribery, or gratuity
that may potentially affect the awarded federal funding. Recipients that receive an award of more than $500,000
must also report certain civil, criminal, or administrative proceedings in SAM, and are required to comply with the
Term and Condition for Recipient Integrity and Performance Matters as set out in 2 C.F.R. Part 200, Appendix XII
to Part 200 Failure to make required disclosures can result in any of the remedies, including suspension and
debarment, described in 2 C F.R. § 200.339,
XIII. Debarment and Suspension
Recipients agree not to award federal funds under this program to any party which is debarred or suspended
from participation in federal assistance programs 2 C.F.R. Part 180 (Governmentwide Nonprocurement
Debarment and Suspension) and 2 CT R Part 2867 (DOJ Nonprocurement Debarment and Suspension).
XIV. Recipient Integrity and Performance Matters
Recipients that received $500,000 or more in a federal award agree to comply with the terms and conditions
outlined in 2 C.F.R. Part 200, Appendix XII to part 200 — Award Term and Condition for Recipient Integrity and
Performance Matters
For the full text of 2 C.F.R. Part 200, Appendix XII to part 200, please refer to ADDendix F in the FV 2021 COPS
Office Community Policoa Advancement fCPA) Proorarns-Aooendrees
XV. False Statements
False statements or claims made in connection with COPS Office awards may result in fines, imprisonment, or
debarment from participating in federal awards or contracts, and/or any other remedy available by law
XVI. Duplicative Funding
Recipients agree to notify the COPS Office if they receive, from any other source, funding for the same item(s) or
service(s) also funded under this award.
XVII. Additional High -Risk Award Recipient Requirements
Recipients agree to comply with any additional requirements that may be imposed during the award performance
period if the awarding agency determines that the recipient is a high -risk award recipient (Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 C.F.R. § 200.208).
XVIII. Modifications
Award modifications are evaluated on a case -by -case basis in accordance with 2 C F R § 200.308(f). For federal
awards in excess of $250,000, any modification request involving the reallocation of funding between budget
categories that exceed or are expected to exceed 10 percent of the total approved budget requires prior written
approval by the COPS Office Regardless of the federal award amount or budget modification percentage, any
reallocation of funding is limited to approved budget categories. In addition, any budget modification that changes
the scope of the project requires prior written approval by the COPS Office. The COPS Office will not approve
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any modification request that results in an increase of federal funds.
XIX. Evaluations
The COPS Office may conduct monitoring or sponsor national evaluations of COPS Office award programs.
Recipients agree to cooperate with the monitors and evaluators. 34 U.S C. § 10385(b).
XX, Allowable Costs
The funding under this award is for the payment of approved costs identified in the Financial Clearance
Memorandum (FCM). Recipients must forgo any profit or management fees in accordance with 2 C.F R §
200.400(g).
XXI. Equal Employment Opportunity Plan
Recipients agree to comply with the federal regulations pertaining to the development and implementation of an
Equal Employment Opportunity Plan 28 C.F.R Part 42 subpart E.
XXIL Employment Eligibility
Recipients agree to complete and keep on file, as appropriate, the Department of Homeland Security, U.S.
Citizenship and Immigration Services (USCIS) Employment Eligibility Verification Form (1-9). This form is to be
used by recipients of federal funds to verify that persons are eligible to work in the United States. See
Immigration Reform and Control Act of 1986 (IRCA), Public Law 99-603
XXIII. Enhancement of Contractor Protection from Reprisal for Disclosure of Certain
Information
Recipients agree not to discharge, demote, or otherwise discriminate against an employee as reprisal for the
employee disclosing information that he or she reasonably believes is evidence of gross mismanagement of a
federal contract or grant; a gross waste of federal funds; an abuse of authority relating to a federal contract or
grant; a substantial and specific danger to public health or safety; or a violation of law, rule, or regulation related
to a federal contract (including the competition for or negotiation of a contract) or grant. Recipients also agree to
provide to their employees in writing (in the predominant native language of the workforce) of the rights and
remedies provided in 41 U S.C. § 4712. Please see Anoendix G in the FY 202I COPS Office Cominnntiv PoOcma
Advancement iCPAI Pwarams - Anuendices for a full text of the statute.
XXIV. Federal Civil Rights
The Applicant understands that the federal statutes and regulations applicable to the award (if any) made by the
Department based on the application specifically include statutes and regulations pertaining to civil rights and
nondiscrimination, and, in addition —
a the Applicant understands that the applicable statutes pertaining to civil rights will include section 601
of the Civil Rights Act of 1964 (42 U.S C. § 2000d); section 504 of the Rehabilitation Act of 1973 (29 U.S.C.
§ 794); section 901 of the Education Amendments of 1972 (20 U S C. § 1681); and section 303 of the Age
Discrimination Act of 1975 (42 U.S.C. § 6102);
b, the Applicant understands that the applicable statutes pertaining to nondiscrimination may include
section 809(c) of Title I of the Omnibus Crime Control and Safe Streets Act of 1968 (34 U.S.0 § 10228(c));
section 1407(e) of the Victims of Crime Act of 1984 (34 U.S.C. § 2D110(e)); section 299A(b) of the Juvenile
Justice and Delinquency Prevention Act of 2002 (34 U.S C. § 11182(b)); and that the grant condition set out
at section 40002(b)(13) of the Violence Against Women Act (34 U.S.C. § 12291(b)(13)), which will apply to
all awards made by the Office on Violence Against Women, also may apply to an award made otherwise;
c, the Applicant understands that it must require any subrecipient to comply with all such applicable
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statutes (and associated regulations); and
d. on behalf of the Applicant, I make the specific assurances set out in 28 C.F.R. §§ 42.105 and 42.204
The Applicant also understands that (in addition to any applicable program -specific regulations and to applicable
federal regulations that pertain to civil rights and nondiscrimination) the federal regulations applicable to the
award (if any) made by the Department based on the application may include, but are not limited to, 2 C.F.R. Part
2800 (the DOJ "Part 200 Uniform Requirements") and 28 C.F.R. Parts 22 (confidentiality - research and statistical
information), 23 (criminal intelligence systems), 38 (regarding faith -based or religious organizations participating
in federal financial assistance programs), and 46 (human subjects protection).
XXV. Conflict of Interest
Recipients must disclose in writing to the COPS Office or pass -through entity, as applicable, any potential conflict
of interest affecting the awarded federal funding in accordance with the Uniform Administrative Requirements,
Cost Principles, and Audit Requirements for Federal Awards, 2 C.F.R. § 200,112.
XXVI. Reports/Performance Goals
Recipients are responsible for submitting semiannual programmatic progress reports that describe project
activities during the reporting period and quarterly Federal Financial Reports using Standard Form 425 (SF-425)
2 C.F.R. §§ 200.328 and 200.329 The progress report is used to track recipients' progress toward implementing
community policing strategies and to collect data to gauge the effectiveness of increasing your agency's
community policing capacity through COPS Office funding The Federal Financial Report is used to track the
expenditures of the recipient's award funds on a cumulative basis throughout the life of the award.
XXVII. Extensions
Recipients may request an extension of their award period to receive additional time to implement their award
Such extensions do not provide additional funding. Only recipients that can provide a reasonable justification for
delays will be granted no -cost extensions. Extension requests must be received prior to the end date of the
award and should be requested in JustGrants.
XXVIII. Computer Network Requirement
Recipients agree that no award funds may be used to maintain or establish a computer network unless such
network blocks the viewing, downloading, and exchanging of pornography. Nothing in this requirement limits the
use of funds necessary for any federal, state, tribal, or local law enforcement agency or any other entity carrying
out criminal investigations, prosecution, or adjudication activities. Consolidated Appropriations Act, 2021, Public
Law 116-260, Division B, Title V, Sec 527.
XXIX. Award Monitoring Activities
Federal law requires that recipients receiving federal funding from the COPS Office must be monitored to ensure
compliance with their award conditions and other applicable statutes and regulations. The COPS Office is also
interested in tracking the progress of our programs and the advancement of community policing. Both aspects of
award implementation —compliance and programmatic benefits —are part of the monitoring process coordinated
by the U S. Department of Justice. Award monitoring activities conducted by the COPS Office may include site
visits, enhanced office -based award reviews, alleged noncompliance reviews, financial and programmatic
reporting, and audit resolution Recipients agree to cooperate with and respond to any requests for information
pertaining to their award. This includes all financial records, such as general accounting ledgers and all
supporting documents. All information pertinent to the implementation of the award is subject to agency review
throughout the life of the award, during the close-out process and for three -years after submission of the final
expenditure report. 34 U.S.C. § 10385(a) and 2 C.F.R §§ 200.334 and 200.337.
XXX. Travel Costs
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Travel costs for transportation, lodging and subsistence, and related items are allowable under this program with
prior approval from the COPS Office. Payment for allowable travel costs will be in accordance with 2 C F.R. §
200.474,
XXXI. Paperwork Reduction Act Clearance and Privacy Act Review
Recipients agree, if required, to submit all surveys, interview protocols, and other information collections to the
COPS Office for submission to the Office of Management and Budget (OMB) for clearance under the Paperwork
Reduction Act (PRA). Before submission to OMB, all information collections that request personally identifiable
information must be reviewed by the COPS Office to ensure compliance with the Privacy Act. The Privacy Act
compliance review and the PRA clearance process may take several months to complete. 44 U.S.0 §§
3501-3520 and 5 U.S C. § 552a.
XXXII. Copyright
In accordance with 2 C.F.R § 200.315(b), recipients may copyright any work that is subject to copyright and was
developed, or for which ownership was purchased, under an award. The COPS Office reserves a royalty -free,
nonexclusive, and irrevocable license to reproduce, publish, or otherwise use the work, in whole or in part
(including create derivative works), for Federal Government purposes and to authorize others to do so. The
COPS Office license applies to (1) the copyright in any work developed under the award including any related
subaward or contract and (2) any rights of copyright to which the recipient, including its subrecipient or contractor,
purchases ownership with award funds.
Recipients agree that they are responsible for acquiring the rights, and ensuring that their
subrecipients/contractors/authors acquire the rights, to copyrighted material for inclusion in U.S. Department of
Justice publications and other deliverables developed under the award, including the payment of required fees.
The COPS Office may make available for reproduction material produced under the award by any means,
including a DOJ website, a hard copy, or in electronic form, without restriction. The COPS Office reserves the
right, at its discretion, not to publish products and deliverables developed under the award as a U S. Department
of Justice resource. Products and deliverables developed with award funds and published as a U.S. Department
of Justice resource will contain the following copyright notice: "This resource was developed under a federal
award and may be subject to copyright. The U S Department of Justice reserves a royalty -free, nonexclusive,
and irrevocable license to reproduce, publish, or otherwise use the work for Federal Government purposes and to
authorize others to do so. This resource may be freely distributed and used for noncommercial and educational
purposes only."
XXXIII. Human Subjects Research
Recipients agree to comply with 28 C.F.R. Part 46 Protection of Human Subjects prior to expending award funds
to perform human subjects research. Recipients also agree to comply with 28 C F R. Part 22 Confidentiality of
Identifiable Research and Statistical Information to safeguard certain personally identifiable information.
XXXIV. Prohibition on Certain Telecommunications and Video Surveillance Services or
Equipment
Award funds may not be used to procure or obtain any covered telecommunication and video surveillance
services or equipment as described in 2 C.F.R § 200.216,
XXXV. Domestic Preferences in Procurement
To the extent practicable and consistent with applicable law under the award, recipients and subrecipients will
provide a preference for the procurement or use of goods produced and services offered in the United States as
described in 2 C.F.R. § 200,322 and Executive Order 14005 Ensuring the Future is Made in All of America by All
of America's Worker (January 25, 2021).
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XXXVI. Termination
The award may be terminated, in whole or in part, to the extent such termination is authorized by law for the
reasons set forth in 2 C.F.R. § 200.340 including, but not limited to, failure to comply with award terms and
conditions or when the award no longer effectuates program goals or agency priorities.
XXXVIL State Information Technology Point of Contact
Recipients agree to ensure that the appropriate State Information Technology Point of Contact receives written
notification regarding any information sharing or technology project funded by a COPS Office award This is to
facilitate communication among local and state governmental entities regarding various information technology
projects being conducted with these award funds. In addition, recipients agree to maintain an administrative file
documenting the meeting of this requirement. For a list of State Information Technology Points of Contact, go to
httos /At.oiD cov/technoloov-contacts
XXXVIII. Public Release Information
Recipients agree to submit one copy of all reports and proposed publications resulting from the award ninety (90)
days prior to public release. Any publications (written, curricula, visual, sound, or websites) or computer
programs, whether or not published at government expense, shall contain the following statement.
This project was supported, in whole or in part, by federal award number 2021-XX-XX-XXXX awarded to I
entity] by the U. S. Department of Justice, Office of Community Oriented Policing Services. The opinions
contained herein are those of the author(s) or contributor(s) and do not necessarily represent the official
position or policies of the U S. Department of Justice. References to specific individuals, agencies,
companies, products, or services should not be considered an endorsement by the author(s) or the U.S.
Department of Justice. Rather, the references are illustrations to supplement discussion of the issues
The Internet references cited in this publication were valid as of the date of publication. Given that URLs
and websites are in constant flux, neither the author(s) nor the COPS Office can vouch for their current
validity.
XXXIX. News Media
Recipients agree to comply with the COPS Office policy on contact with the news media. The policy establishes
the COPS Office Communications Division as the principal point of contact for the news media for issues relevant
to the COPS Office and/or parameters of the award. Recipients agree to refer all media inquiries on these topics
directly to the COPS Office Communications Division at 202-514-9079
Other requirements
Prior approval, planning, and reporting of conference/meetings/training costs
Recipients are required to obtain written approval from the COPS Office prior to entering into any contract,
agreement or other obligation for costs related to any conference, meeting, retreat, seminar, symposium, training
activity, or similar event funded under this award. Submit all request to the Conference Cost Request mailbox at
COPS.Conferencecosts@usdoj.gov and copy your program manager.
For more information on allowable costs, please visit
httos/loin oov/financialawde/doi/Ddfs/DOJ FinancialGuide.Ddf
Submit the Conference Cost Request/Reporting Form (CCR) at least 90 days prior to event The document will
have you breakout each event or training deliveries and ensures that all costs comply with current guidelines and
policies on event/training planning, food and beverages, minimizing costs Training or events should not be
scheduled or delivered prior to receiving notice from your program manager that the CCR is approved.
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All cooperative agreement award recipients must submit reports on conferences with total costs that exceed
$20,000, exceed cost thresholds, or for any conference at which more than 50 percent of the attendees were
U.S. Department of Justice employees. The report must be submitted within 45 days of the end of the event.
Award recipients are encouraged to establish policies regarding timely submission of invoices to ensure that they
can meet the conference reporting deadline
The reporting form is on the same form as the conference request
Curriculum development
The COPS Office defines training as the teaching and learning activities carried out for the primary purpose of
helping members of an organization acquire and apply the knowledge, skills, abilities, and attitudes needed by a
particular job or organization. Training is driven by specific goals and objectives; it is not a single event but rather
an ongoing process that requires continuous self -reflection and evaluation
The COPS Office trainings are national in scope and should have a specific law enforcement audience:
executives, first line supervisors, line officers, dispatchers, joint community and officers, etc COPS Office training
supports the needs of the law enforcement field and strives to increase public safety.
The COPS Office has a series of requirements for the development and delivery of in -person and online training.
These requirements can be found in the Curriculum Standards. Review, and Approval Guides, which were
established to provide guidance to COPS Office training providers and program managers on instructional
design, promising practices, and the process by which curricula will be reviewed and approved by the COPS
Office. There are two guides separated by training type: (1) online training and (2) in -person training. They can be
found at httos //coos.usdoi.00v/trainino.
The COPS Office also has a series of requirements that instructors must meet prior to becoming instructors for
COPS Office courses and for the duration of their instructor tenure. Those requirements can be found in the
COPS Office Instructor Quality Assurance Guide, which can be accessed at httos //c0os.usdoi.aov/train1na.
In addition, the COPS Office has a series of technical requirements for online courses. Those requirements can
be found at httos.//cons.usdoi oov/trainina.
Applicants that propose the development and/or delivery of in -person training or development and/or online
launch of training should clearly articulate the steps they propose to ensure all content, instructors, and technical
requirements meet the requirements set forth by the COPS Office. Applicants should not assume that reviewers
are experts in the course they are proposing in the application and should provide specific process steps and
information pertinent to achieve effective training outcomes.
If awarded funds to develop and/or deliver training under a cooperative agreement, recipients will be required to
follow these guides and comply with all terms outlined in the cooperative agreement.
Federal Leadership on Reducing Text Messaging While Driving
Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving;' the COPS
Office encourages recipients of U S Department of Justice funds to adopt and enforce policies that ban text
messaging while driving and to establish workplace safety policies to decrease crashes caused by distracted
drivers.
Increasing Seat Belt Use in the United States
Pursuant to Executive Order 13043, "Increasing Seat Belt Use in the United States;' the COPS Office
encourages recipients of U.S. Department of Justice funds to adopt and enforce on-the-job seat belt policies and
programs for their employees when operating company -owned, rented, or personally owned vehicles.
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Remedies for noncompliance
Under 2 C F.R. § 200,339, if the recipient fails to comply with award terms and conditions, the Federal awarding
agency may impose additional conditions or take one or more of the following actions as appropriate in the
circumstances.
(a) Temporarily withhold cash payments pending correction of the deficiency by the non -Federal entity or
more severe enforcement action by the Federal awarding agency or pass -through entity.
(b) Disallow (that is, deny both use of funds and any applicable matching credit for) all or part of the cost of
the activity or action not in compliance.
(c) Wholly or partly suspend or terminate the Federal award
(d) Initiate suspension or debarment proceedings as authorized under 2 CFR part 180 and Federal
awarding agency regulations (or in the case of a pass -through entity, recommend such a proceeding be
initiated by a Federal awarding agency).
(e) Withhold further Federal awards for the project or program.
(f) Take other remedies that may be legally available
Prior to imposing sanctions, the COPS Office will provide reasonable notice to the recipient 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 C.F.R. Part 18.
Awards terminated due to noncompliance with the federal statutes, regulations, or award terms and conditions
will be reported to the integrity and performance system accessible through SAM (currently FAPIIS).
False statements or claims made in connection with COPS Office awards may result in fines, imprisonment,
debarment from participating in federal awards or contracts, and any other remedy available by law.
Please be advised that recipients may not use COPS Office funding for the same item or service also funded by
another U S. Department of Justice award
Federal Awarding Agency Contact(s)
For technical assistance with submitting the SF-424, please call the Grants gov customer service hotline at
800-518-4726, send questions via email to support@Grants.gov, or consult the Grants oov Oruanizanon
Aouficant User Guide. The Grants.gov Support Hotline operates 24 hours a day, 7 days a week, except on
federal holidays.
For technical support with the Justice Grants System (JustGrants) application, please contact the JustGrants
Support at JustGrants.Support@usdoj.gov, or 833-872-5175. The JustGrants Support operates Monday
through Friday between the hours of 5'00 a m and 9.00 p.m. Eastern Time (ET) and Saturday, Sunday, and
federal holidays from 9:00 a.m. to 5:00 p.m. ET. Training on JustGrants can also be found at
hims//wsncearants.usdoi.00v/tramino-resources.
For programmatic assistance with the requirements of this program, please call the COPS Office Response
Center at 800-421-6770 or send questions via email to AskCopsRC@usdoj.gov. The COPS Office Response
Center operates Monday through Friday, 9:00 a.m. to 5'00 p an. ET, except on federal holidays.
Freedom of Information Act and Privacy Act (5 U.S.C. § 552 and 5
U.S.C. § 552a)
All applications submitted to the COPS Office (including all attachments to applications) are subject to the federal
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Freedom of Information Act (FOIA) and to the Privacy Act. By law, DOJ may withhold information that is
responsive to a request if DOJ determines that the responsive information is protected from disclosure under the
Privacy Act or falls within the scope of one or more of the nine statutory exemptions under FOIA DOJ cannot
agree in advance of a request pursuant to the FOIA not to release some or all portions of an application/award
file.
In its review of records that are responsive to a FOIA request, the COPS Office will withhold information in those
records that plainly falls within the scope of the Privacy Act or one of the statutory exemptions under FOIA.
(Some examples include certain types of information in budgets and names and contact information for project
staff other than certain key personnel ) In appropriate circumstances, the COPS Office will request the views of
the applicant/recipient that submitted a responsive document.
For example, if the COPS Office receives a request pursuant to the FOIA for an application submitted by a
nonprofit organization, for -profit organization, or an institution of higher education or a request for an application
that involves research, the COPS Office typically will contact the applicant/recipient that submitted the
application. The COPS Office will ask the applicant/recipient to identify —quite precisely —any particular
information in the application that the applicant/recipient believes falls under a FOIA exemption, the specific
exemption it believes applies, and why After considering the submission by the applicant/recipient, the COPS
Office will make an independent assessment regarding withholding information.
Feedback to the COPS Office
To assist the COPS Office in improving its application and award processes, we encourage applicants to provide
feedback on this solicitation, the application submission process, and/or the application review/peer review
process Provide feedback via email to AskCopsRC@usdoj gov with the following subject line"FY21 LEMHWA
Program Feedback."
IMPORTANT: This email is for feedback and suggestions only. Replies are not sent from this mailbox. If you
have specific questions on any program or technical aspect of the solicitation, you must contact the COPS Office
Response Center at AskCopsRC@usdoj.gov or 800-421-6770.
COPS Other Information
Reporting, Monitoring, and Evaluation Requirements
Reporting
If awarded, your organization will be required to submit quarterly Federal Financial Reports as well as semiannual
Programmatic Progress Reports. Recipient should be prepared to track and report program award funding
separately from other funding sources (including other COPS Office federal awards) to ensure accurate financial
and programmatic reporting on a timely basis. Recipients should ensure that they have financial internal controls
in place to monitor the use of program funding and ensure that its use is consistent with the award terms and
conditions. Good stewardship in this area includes written accounting practices, and use of an accounting system
that tracks all award drawdowns and expenditures, and the ability to track when award -funded positions are filled
or approved purchases are made. Failure to submit complete reports or submit them in a timely manner may
result in the suspension and possible termination of a recipient's COPS Office award funding or other remedial
actions
Monitoring
Federal law requires that law enforcement agencies receiving federal funding from the COPS Office be monitored
to ensure compliance with their award conditions and other applicable statutory regulations. The COPS Office is
also interested in tracking the progress of our programs and the advancement of community policing. Both
aspects of award implementation —compliance and programmatic benefits —are part of the monitoring process
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coordinated by the U S. Department of Justice
Awarded organizations will be responsible for submitting Programmatic Progress Reports on a semiannual basis
and Federal Financial Reports on a quarterly basis. In addition, awarded organizations will be responsible for the
timely submission of a final Closeout Report and any other required final reports. All COPS Office recipients will
be required to participate in such award monitoring activities of the U.S. Department of Justice, including but not
limited to the COPS Office, the Office of the Inspector General, or any entity designated by the COPS Office
Please note that the COPS Office may take a number of monitoring approaches, such as site visits, enhanced
office -based award reviews, alleged noncompliance reviews, and periodic surveys to gather information and to
ensure compliance The COPS Office may seek information including, but not limited to, your organization's
compliance with nonsupplanting and both programmatic and financial requirements of the award, and your
organization's progress toward achieving your community policing strategy. Program and monitoring specialists
as well as auditors are particularly interested in confirming that the purchase of items and/or services is
consistent with the applicant's approved award budget as reflected on the Financial Clearance Memorandum and
Final Funding Memorandum.
If awarded funds, you agree to cooperate with and respond to any requests for information pertaining to your
award in preparation for any of the above -referenced award monitoring activities.
Please feel free to contact your COPS Office Program Manager to discuss any questions or concerns you may
have regarding the monitoring, reporting, and evaluation requirements.
Program evaluation
Though a formal assessment is not a requirement, awarded organizations are strongly encouraged to conduct an
independent assessment of their respective award -funded projects Project evaluations have proven to be
valuable tools in helping organizations identify areas in need of improvement, providing data of successful
processes, and reducing vulnerabilities
Selected award recipients shall be evaluated on the local level or as part of a national evaluation, pursuant to
guidelines established by the Attorney General. Such evaluations may include assessments of individual program
implementations. In selected jurisdictions that are able to support outcome evaluations, the effectiveness of
funded programs, projects, and activities may be required. Outcome measures may include crime and
victimization indicators, quality of life measures, community perceptions, and police perceptions of their own
work.
Audit Requirement
The Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2
C.F R Part 200, Subpart F —Audit Requirements, available at htmss//www.ecfr oov/coi-
bin/text Idx7tDl=/ecfr bmse/Tnle02/2cfr200 main 02.tol, establish the requirements for organizational audits that
apply to COPS Office award recipients. Recipients must arrange for the required organization -wide (not award -
by -award) audit in accordance with the requirements of Subpart F.
Civil rights
All recipients are required to comply with nondiscrimination requirements contained in various federal laws. A
memorandum addressing federal civil rights statutes and regulations from the Office for Civil Rights, Office of
Justice Programs will be included in the award package for award recipients. 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 organization is
not in compliance with federal civil rights law or is not cooperating with an ongoing federal civil rights
investigation.
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28 C.F.R. Part 38 Equal Treatment for Faith -Based Organizations
Recipients and subrecipients (at any tier) must comply with ail applicable requirements of the DOJ regulation
entitled "Equal Treatment for Faith -Based Organizations" at 28 C.F.R. Part 38.
For more Information on the regulation, please see the Office for Civil Rights website at
httDs://www.oii) ciov/nrociram/civil-rights/oartnershios-faith-based-and-other-neighborhood-organizations.
Section 508 of the Rehabilitation Act
If you are an applicant using assistive technology and you encounter difficulty when applying, please contact the
COPS Office Response Center at AskCopsRC@usdoj.gov or 800-421-6770.
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 awards using the JustGrants System.
Public Reporting Burden- Paper Work Reduction Act Notice
The public reporting burden for this collection of information is estimated to be up to 11.3 hours per response,
depending upon the COPS Office program being applied for, which includes time for reviewing instructions. Send
comments regarding this burden estimate or any other aspects of the collection of this information, including
suggestions for reducing this burden, to the Office of Community Oriented Policing Services, U.S. Department of
Justice, 145 N Street NE, Washington, DC 20530; and to the Public Use Reports Project, Office of Information
and Regulatory Affairs, Office of Management and Budget, Washington, DC 20503. For any questions or
comments, please contact Lashon Hillard, COPS Office Paperwork Reduction Act Program Manager, at
202-514-6563,
You are not required to respond to this collection of information unless it displays a valid OMB control number
The OMB control number for this application is 1103-0098, and the expiration date is 04/30/2021
Performance Measures
To assist in fulfilling the U.S Department of Justice's responsibilities under the Government Performance and
Results Act Modernization Act (GPRA Modernization Act) of 2010, P.L. 111-352), recipients who receive funding
from the Federal Government must measure the results of work that funding supports. This act specifically
requires the COPS Office and other federal agencies to set program goals, measure performance against those
goals, and publicly report progress in the form of funding spent, resources used, activities performed, services
delivered, and results achieved
Performance measures fare as shown in the below table.
Objective
Performance measures
Data recipient
provides
Increase the capacity of law
to which COPS Office award
enforcement agencies to
implement community
(Extent
funding (e.g., officers, equipment,
cents will rate the
Recipients
policing strategies that
''training, technical assistance) has
effectiveness of the
strengthen partnerships for
increased your agency's community
COPS Office funding
In
',safer communities and
'enhance
policing capacity?
increasing
community policing
law enforcement's
Extent to which COPS Office
capacity Data will be
capacity to prevent, solve,
knowledge resources (e g ,
collected on a periodic
and control crime through
publications, podcasts, training) have
basis through progress
g for personnel,
funding
increased your agency's community
reports.
technology, equipment, and
to
policing capacity?
raining
COPS Office awards target increasing recipient 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 applicants to describe how the personnel, technology, equipment,
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supplies, travel, or training requested will assist the applicant in implementing community policing strategies
To read an overview of the principles of community policing, please see the COPS Office publication Community
Po6cina Defined.
As part of the programmatic progress performance reports, all recipients will be required to report on their
progress toward implementing community policing strategies. Based on the data collected from recipients, the
COPS Office may make improvements to the program to better meet the program's objective and law
enforcement agency needs.
Application Checklist
Please refer to the JustGrants DOJ AuDhCabon Submission Checklist.
Survey Questions
FY21 LEMHWA Elig
Applicant Eligibility
Instructions: The following questions will be used to determine eligibility for the LEMHWA program. NOTE: If you
select "no" to any of the below questions, you will be considered ineligible for the LEMHWA program and will not
receive consideration for funding.
Please indicate if your jurisdiction is primarily considered rural, urban, or suburban.
Is your agency established and currently operational? A law enforcement is established and operational if the
jurisdiction has passed authorizing legislation and it has a current operating budget.
FY 2021 CPA Solicitation Questions
Research and Development
Instructions: For the purposes of this solicitation, R&D as defined by 2 C.F.R. §200 87 means all research
activities, both basic and applied, and all development activities that are performed by nonfederal entities. The
term "research' also includes activities involving the training of individuals in research techniques where such
activities use the same facilities as other research and development activities and where such activities are not
included in the instruction function. "Research' is defined as a systematic study directed toward fuller scientific
knowledge or understanding of the subject studied. "Development" is the systematic use of knowledge and
understanding gained from research directed toward the production of useful materials, devices, systems, or
methods, including design and development of prototypes and processes.
Please select "yes" if any part of your project could be considered R&D or "no" if no portion of your project would
support R&D.
Could any portion of your project be considered research and development (R&D) as defined by 2 C.F.R.
§200.87?
Youth -Centered Project
Instructions: For the purposes of this solicitation, please select "yes" if any part of your project involves
interactions with minors under the age of 18 years. NOTE: A special award condition will apply to all
youth?centered awards. This condition will require recipients and subrecipients to make determinations of
suitability before certain covered individuals interactwith participating minors under the age of 18 years old in the
course of activities funded under the award.
Could any activities under your project involve interactions with minors under the age of 18 years?
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Training
Instructions: The COPS Office defines training as the teaching and learning activities carried out for the primary
purpose of helping members of an organization other than your own acquire and apply the knowledge, skills,
abilities, and attitudes needed by a particularjob or organization Training is driven by specific goals and
objectives? it is not a single event but rather an ongoing process that requires continuous self -reflection and
evaluation Guides, webinars, articles, conference presentations, toolkits, podcasts, videos, blogs, and news
feeds (to provide a few examples) can serve as support material in trainings or as standalone materials to
increase knowledge, but on their own they are not defined as training by the COPS Office. Please select "yes" if
any part of your project fits within the definition of training or "no" if no portion of your project fits within the
definition of training.
Could any portion of your project be considered training?
Law Enforcement/Organization Executive
Instructions for Law Enforcement Aaencies:
The Law Enforcement Executive is the highest ranking official in the jurisdiction (Chief of Police, Sheriff, or
equivalent) and must be assigned the role: "Authorized Representative V in JustGrants.
Instructions for Non -Law Enforcement Aaencies:
For non -law enforcement agencies, the Law Enforcement Executive is the highest ranking program official in the
jurisdiction and must be assigned the role. "Authorized Representative 1" in JustGrants If the award is awarded,
this position will ultimately be responsible for the programmatic management of the award Please note that
information for non -executive positions (e.g., clerks, trustees) is not acceptable
Title:
First Name:
Last Name:
Phone:
Email Address:
Instructions for Government Aaencies:
This is the highest ranking government official within your jurisdiction (e.g., Superintendent, Mayor, City A
dministrator, or equivalent) and must be assigned the role "Authorized Representative 2" in JustGrants.
Instructions for Non -Government Agencies:
This is the financial official who has the authority to apply for this award on behalf of the applicant agency (e.g.,
Chief Financial Officer, Treasurer, or equivalent) and must be assigned the role "Authorized Representative 2" in
JustGrants. If the award is awarded, this position will ultimately be responsible for the financial management of
the award. Please note that information for non -executive positions (e.g., clerks, trustees) is not acceptable.
Title
First Name
Last Name
Phone:
Email Address:
Instructions for Application Contact:
Enter the application contact's name and contact information.
Title.
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First Name:
Last Name
Phone
Email Address:
Please select your U.S. Attorney's District Office from the below drop -down options.
Law enforcement and community policing strategy
Instructions: The following is the COPS Office definition of community policing that emphasizes the primary
components of community partnerships, organizational transformation, and problem solving: Community policing
is a philosophy that promotes organizational strategies that support the systematic use of partnerships and
problem solving techniques to proactively address the immediate conditions that give rise to public safety issues
such as crime, social disorder, and fear of crime Please refer to the COPS Office website (
htlDs //CODS usdoi.00v/RIC/ric. oh D?Daae=detail&id=COPS-P157r for further information regarding this definition
and its sub -elements.
Please answer the following questions regarding your community support and impact on the jurisdiction.
To what extent is there community support in your jurisdiction for implementing the proposed award activities?
If awarded, to what extent will the award activities impact the other components of the criminal justice system in
your jurisdiction?
Explanation of need for federal assistance
All applicants are required to explain their inability to address the need for this award without federal assistance.
Please do so in the space below. [Please limit your response to a maximum of 1,000 characters.]
Continuation of support after federal funding ends
Instructions: The questions in this section will be used for programs without a retention requirement to report any
plans to continue the program or activity after the conclusion of federal funding.
Does your agency or organization plan to obtain necessary support and continue the program, project, or activity
following the conclusion of federal support?
Please identify the source(s) of funding that your agency plans to utilize to continue the program, project, or
activity following the conclusion of federal support. General funds
Issue bonds or raise taxes
Private sources and donations
Non-federal asset forfeiture funds (subject to approval from the state or local oversight agency)
State, local, or other non-federal grant funding
Fundraising efforts
Other
If "other" is selected in the above question, please provide a brief description of the source(s) of funding.
FY21 CPA Information
Type of Agency/Organization
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Tvoe of Aaencv (select one)
From the list below, please select the type of agency which best describes the applicant. Law Enforcement
Entities
From the list below, please select the type of agency which best describes the applicant. Non -Law Enforcement
Entities
U S. Department of Justice and other federal funding
Applicants are required to disclose whether they have pending applications for federally funded assistance or
active federal awards that support the same or similar activities or services for which funding is being requested
under this application.
Be advised that as a general rule, COPS Office funding may not be used for the same item or service funded
through another funding source. However, leveraging multiple funding sources in a complementary manner to
implement comprehensive programs or projects is encouraged and is not seen as inappropriate. To aid the
COPS Office in the prevention of awarding potentially duplicative funding, please indicate whether your agency
has a pending application or an active award with any other federal funding source (e.g., direct federal funding or
indirect federal funding through state sub -awarded federal funds) which supports the same or similar activities or
services as being proposed in this COPS Office application.
Please list any current, active non -COPS Office awards that support the same or similar activities or services as
being proposed in this application.
. Federal Awarding Agency or State Agency for Sub -awarded Federal Funding
• Award Number
. Program Name
• Award Start Date (mm/dd/yyyy)
• Award End Date (mm/dd/yyyy)
• Award Amount
• Describe How This Project Differs From The Application For COPS Office Funding
Describe How This Project Differs From The Application For COPS Office Funding:
Please list any pending non -COPS Office grant applications that support the same or similar activities or services
as being proposed in this application.
• Federal Awarding Agency or State Agency for Sub -awarded Federal Funding
• Application Number (if known)
• Program Name
• Project Length
• Total Requested Amount
• Items Requested
• Describe How This Project Differs From The Application For COPS Office Funding
Describe How This Project Differs From The Application For COPS Office Funding.
If you have more than one pending application or active award with any other federal funding source (e.g., direct
federal funding or indirect federal funding through state sub -awarded federal funds) which supports the same or
similar activities or services as being proposed in this COPS Office application, please provide the above
information in the below text box.
Certification of Review of 28 CFR Part 23/Criminal Intelligence
REVIEWS AND CERTIFICATIONS
Certification of Review of 28 C.F.R. Part 23/Criminal Intelligence Systems:
Please review the "Terms and Conditions" section of this application for additional information
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Please check one of the following, as applicable to your agency's intended use of this award
Acknowledgement of Electronic Signatures
By checking the box below, the applicant indicates that he or she understands that the use of typed names in this
application and the required forms, including the Assurances, Certifications, and Disclosure of Lobbying Activities
form, constitute electronic signatures and that the electronic signatures are the legal equivalent of handwritten
signatures I understand.
FY21 LEMH WA_AppQuestions
Proposed Project Demographics
What is the total number of employees who will be eligible for services under this program?
Which of the following best describes your projects service area?
• Urban a densely populated environment with extensive infrastructure and commercial centers
• Suburban a populated environment immediately adjacent to an urban center but less densely populated than the urban
center
• Esw ban: an area of varied population density within commuting distance of but not Immediately adjacent to an urban
center
• Rural: an area of low population density at some distance removed fmm an urban center
• School district or educational institution, a law enforcement agency whose jurisdiction includes only a school, school
district, or institution of higher education
• Correctional facility. Please use the definition officially used by your agency.
• Special units: such as (but not limited to) SWAT, human trafficking, K mil, etc.
Please explain how federal funding will create or enhance your current officer Mental Health and Wellness
efforts. Please also provide local data or describe circumstances that indicate your need for Federal funding.
How will the actions proposed in this application assist your agency in implementing or institutionalizing
community policing?
Anticipated Reach and Impact
Please identify the groups served by this project
Please describe the anticipated reach of your program and the impact on your agency
Within each selected category, indicate the current and proposed number of persons per year who are or will be
receiving health and wellness services when the program is fully operational. Estimates are acceptable.
For each group being served, please enter one of the following choices:
• Currently served: The number currently served per year by existing mental health and wellness
programming
• Proposed number served. The total number that would be served if awarded LEMWHA funding
If the following positions overlap (for example, deputies and correctional officers) please enter numbers for only
one category.
Sworn officers/deputies
Civilian staff
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Retired officers/deputies
Retired staff
Correctional officers/staff
Family members / Significant others
Other
If you selected "Other," please provide a brief explanation.
Please indicate below the mental health and wellness services that your agency currently provides and the
services that you would implement or enhance if awarded LEMHWA funding
Regularly scheduled mental health check -ins
On -site counseling
Off -site counseling
Virtual counseling
Debriefing and/or Critical Incident Stress Management (CISM) program
Trained peer counselors
Chaplaincy / Spiritual Support
Suicide prevention programming
Mental health awareness training
Mindfulness practice
Quiet room
Other (please explain below)
If you selected "Other," please provide a brief explanation.
Please identify any recommendations from the LEMHWA Report to Congress and Case Studies upon which your
application is based, as well as any other research or resources you plan to use to implement your LEMHWA
project.
Please describe your LEMWHA project How will this program advance the goals and requirements of the
LEMHWA program? What are the goals of this project? What steps will be taken to achieve those goals? Please
note that a detailed timeline with milestones will be required in the "Additional Application Components' section of
this application.
Agency Policies and Partnerships
Please describe your current and proposed officer health and wellness related policies and partnerships and how
they will impact the proposed LEMWHA Project.
Please indicate below the mental health and wellness partnerships that your agency currently has and the
partnerships that you would implement or enhance if awarded LEMHWA funding.
Institutions of higher education
Behavioral and mental health providers
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Physical health providers
Labor union or affinity groups
Community -based organization
Faith -based organization
Employee assistance program
Peer first responder agencies
Other (please explain below)
If you selected "Other," please provide a brief explanation
Please identify the key team members from your agency who will support this project and any interagency
resources that will ensure the successful implementation of this project. Please include a description of the
responsibilities and role of each team member and partner.
Leadership and Staff Buy -in
Community and law enforcement executive partnerships are critical components in developing and implementing
programs designed to include community policing advancement and officer wellness initiatives. From the list
below, please select all parties who were involved in the development of your proposed wellness program
If you selected "Other," please explain.
To increase program awareness and engagement, please indicate how staff will be informed that this project is
available for their use in the agency.
Daily/Weekly roll call
Email notifications
Agency text messages
Regularly scheduled discussions with supervisors
Bulletin posting
App-based notification
Peer support introduction during union meetings
Other (please explain below)
If you selected "Other," please provide a brief but detailed explanation.
Please provide a short description of your marketing plan, focusing on what new or enhanced options you will
use to increase program awareness
Performance Metrics
What method(s) do you intend to use to measure the success or value of your proposed LEMH WA program?
Please select all that apply.
• Internal survey(s) of job satisfaction
• Internal survey(s) of work -related stress
• Community survey(s) of topics such as trust in or satisfaction with the agency
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. Change in rates of use of force
Change in turnover rates (e.g., early retirement, employees leaving for other agencies, or employees
leaving for other careers prior to standard retirement age/service time)
Change in rates of sick leave taken for nonphysical ailments
Change in rates of sick leave taken for physical ailments
Change in rate of non—use of force internally investigated incidents (e.g., officers/deputies accused of
committing criminal offenses or policy violations)
Change in rates of citizen complaints
Other
If you selected "Other," please provide a brief but detailed explanation.
Please describe how you intend to use these methods to assess program performance.
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Resolution #21208
May 26, 2021
Moved by Moss seconded by Luebs the resolutions on the amended Consent Agenda be adopted (with
accompanying reports being accepted).
AYES: Charles, Gershenson, Hoffman, Jackson, Joliat, Kochenderfer, Kowall, Kuhn, Long, Luebs,
Markham, McGillivray, Miller, Moss, Nelson, Powell, Spisz, Weipert, Woodward, Cavell. (20)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions on the amended Consent Agenda were adopted
(with accompanying reports being accepted).
I HEREBY APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANT TO MCL 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on May 26, 2021,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the Circuit Court at Pontiac,
Michigan this 26'h day of May, 2021.
Lisa Brown, Oakland County