HomeMy WebLinkAboutReports - 2023.04.20 - 38142
AGENDA ITEM: Application to the U.S. Department of Justice for the FY 2023 Law Enforcement
Mental Health and Wellness Act (LEMHWA) Implementation Projects
DEPARTMENT: Sheriff’s Office
MEETING: Board of Commissioners
DATE: Thursday, April 20, 2023 6:00 PM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-2798
Motion to approve the submission of the grant application to the U.S. Department of Justice, Office
of Community Oriented Policing Services in the amount of $198,764 for the period of October 1,
2023 through September 30, 2025.
ITEM CATEGORY SPONSORED BY
Grant Penny Luebs
INTRODUCTION AND BACKGROUND
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 $198,764 for the period of October 1, 2023 through September
30, 2025. 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.
The Sheriff’s Office is requesting funding to purchase a peer support software application that can
manage all aspects of the Peer Support Program (PSP), train all employees on the software and
support services available to them, as well as funding to furnish a resiliency room.
This 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 and a budget amendment is not required at this time.
BUDGET AMENDMENT REQUIRED: No
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.425.5572 or andrewsmb@oakgov.com, or the department contact persons listed for additional
information.
CONTACT
Curtis Childs
Gaia Piir, Sheriff Fiscal Officer
ITEM REVIEW TRACKING
Penny Luebs, Board of Commissioners Created -
AGENDA DEADLINE: 04/20/2023 6:00 PM
ATTACHMENTS
1. Grant Application Sign-Off FY23 LEMHWA
2. Implementation_Projects_Solicitation
3. Grant Package
4. Form SF424_4_0-V4.0_DOJ-FW-GMS-WORK-APPLICATIONTESTCASE A-465479
5. Form SFLLL_2_0-V2.0_DOJ-FW-GMS-WORK-APPLICATIONTESTCASE A-465479
6. FY2023 LEMHWA Application Questions
7. FY 2023 LEMHWA Implementation Project - Timeline
8. FY2023 LEMHWA Implementation Project - Budget Narrative
COMMITTEE TRACKING
2023-04-11 Public Health & Safety - Recommend to Board
2023-04-20 Full Board - Approve
Motioned by: Commissioner Robert Hoffman
Seconded by: Commissioner Michael Gingell
Yes: David Woodward, Michael Spisz, Michael Gingell, Penny Luebs, Karen Joliat, Kristen
Nelson, Christine Long, Robert Hoffman, Philip Weipert, Marcia Gershenson, Janet Jackson,
William Miller III, Yolanda Smith Charles, Charles Cavell, Brendan Johnson, Ajay Raman (16)
No: None (0)
Abstain: None (0)
Absent: Gary McGillivray, Gwen Markham, Angela Powell (3)
Passed
GRANT REVIEW SIGN-OFF – Sheriff’s Office
GRANT NAME: FY 2023 Law Enforcement Mental Health and Wellness Act (LEMHWA) Grant
FUNDING AGENCY: U.S. Department of Justice (US DOJ), Office of Community Oriented Policing
Services
DEPARTMENT CONTACT PERSON: Capt. Todd Hill 248-858-5417
STATUS: Grant Application (Greater than $50,000)
DATE: 04/05/2023
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 REVIEW
Management and Budget:
Approved – Sheryl Johnson (04-04-2023)
Human Resources:
Approved by Human Resources. No position implications – Hailey Matthews on behalf of Heather Mason
(03/30/2023)
Risk Management:
Approved. No general or professional liability requirements included in documents – Robert Erlenbeck
(04/03/2023)
Corporation Counsel:
Approved– Sharon Kessler (04/05/2023)
OMB No. 1103-0098
Expires 4/30/2024
U.S. Department of Justice
Office of Community Oriented Policing Services
FY 2023 Law Enforcement Mental Health and Wellness Act (LEMHWA) Implementation Projects
Assistance Listing Number # 16.710
Grants.gov Opportunity Number: O-COPS-2023-171540
Solicitation Release Date: February 21, 2023 3:00 PM ET
Version: 2
Application Grants.gov Deadline: April 14, 2023 4:59 PM ET
Application JustGrants Deadline: April 21, 2023 4:59 PM ET
Overview
The U.S. Department of Justice, Office of Community Oriented Policing Services (COPS Office,
https://cops.usdoj.gov) is pleased to announce that it is seeking applications for funding for the
COPS Office FY 2023 Law Enforcement Mental Health and Wellness Act (LEMHWA)
Implementation Projects Solicitation. 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.
Existing LEMHWA awardees are eligible to apply but new applications should not be considered
as continuation funding for current or past projects. Proposed work must not duplicate existing
project activities but can expand on existing efforts.
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
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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 credentialing body or have started the
certification process to be allocated FY 2023 DOJ discretionary grant funding, either as a recipient
or a subrecipient. For detailed information on this new certification requirement, please visit
https://cops.usdoj.gov/SafePolicingEO.
Contact Information
Applications must be submitted through both Grants.gov and the JustGrants system.
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 Organization Applicant 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 https://justicegrants.usdoj.gov/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
Registration: To submit an application, all applicants must obtain a Unique Entity Identifier (UEI)
number and register online with the System for Award Management (SAM) and Grants.gov.
Submission: Completing an application is a two-step process:
Applicants are first required to register via https://www.grants.gov, complete the SF-424 form and
if applicable the SF-LLL, and submit it through the Grants.gov website.
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 “How to Apply” section of this solicitation.
All guidance for this program is contained in this Solicitation and can also be found at https://
cops.usdoj.gov/lemhwa. In addition to this Solicitation, the COPS Office “How to Apply” web page
provides additional resources to help guide applicants through the process.
The complete application package (this solicitation, including links to additional documents) is
available on Grants.gov and on the COPS Office website https://cops.usdoj.gov.
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Contents
Overview 1
Contact Information 2
Program Description 7
Statutory Authority 7
Program-Specific Information 7
Program Goals 7
LEMHWA Implementation Projects 8
Projects Out of Scope 8
Additional Requirements 9
Deliverables 9
Federal Award Information 9
Awards, Amounts and Durations 9
Federal Award Information 10
Length of Award 10
Type of Award 10
Cost sharing or match 10
10
Eligibility Information 10
Application and Submission Information 10
Content of Application Submission 10
Content and Form of Application 11
Completing the Application for Federal Assistance (SF-424) and the
Disclosure of Lobbying (SF-LLL) in Grants.gov
12
Intergovernmental Review 12
Disclosure of Lobbying Activities 12
Standard Applicant Information 13
Proposal Abstract 13
Data Requested with Application 14
Budget and Associated Documentation 15
Budget Worksheet and Budget Narrative (Web-based Form)16
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 33
Additional Application Components 33
Timeline 33
Disclosure and Assurances 34
Declaration and Certification to DOJ as to Application Submission 34
Disclosure of Lobbying Activities 34
DOJ Certified Standard Assurances 34
DOJ Certifications Regarding Lobbying; Debarment, Suspension and Other 35
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Responsibility Matters; and Drug-Free Workplace Requirements; Law
Enforcement and Community Policing
How to Apply 35
Submission Dates and Time 40
Late Submissions 40
Application Review Information 40
Review Process 40
Basic Minimum Requirements review 41
BMR review criteria 41
Peer review 41
Review criteria 41
Problem Identification and Project Description (10 percent)42
Project Reach and Impact (20 percent)42
Management and Implementation (50 percent)42
Budget (20 percent)42
Priority Points for Supporting Executive Order 14074 43
Administrative compliance review 43
Senior leadership review 43
Director’s selection 44
Executive Order 14074: Advancing Effective, Accountable Policing and
Criminal Justice Practices to Enhance Public Trust and Public Safety
44
Federal Award Administration Information 44
Award decisions 44
The award package 45
Administrative and national policy requirements 45
Terms, conditions and award requirements 46
Other Requirements 47
Administrative actions and legal remedies related to federal awards 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 49
COPS Other Information 49
Reporting, Monitoring, and Evaluation Requirements 50
Reporting 50
Monitoring 50
Program evaluation 50
Financial Management and System of Internal Controls 51
Audit Requirement 51
Civil rights 51
Equal Treatment of Faith-based Organizations and Safeguarding
Constitutional Protections Related to Religion
52
Section 508 of the Rehabilitation Act 52
Public Reporting Burden-Paper Work Reduction Act Notice 52
Performance Measures 52
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Application Checklist 53
Survey Questions 53
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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.
The COPS Office is committed to advancing work that promotes civil rights and racial equity,
increases access to justice, supports crime victims and individuals impacted by the justice system,
strengthens community safety and protects the public from crime and evolving threats, and build
trust between law enforcement and the community.
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 et 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 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 et seq.
All awards are subject to the availability of appropriated funds and any modifications or
additional requirements that may be imposed by law.
For all identified deliverables, the applicant should adhere to the COPS Office Editorial and
Style 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.m. to 5:00 p.m. ET, except on federal
holidays.
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
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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 Policing Defined.
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.
LEMHWA Implementation Projects
Multiple awards, up to $200,000 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 the stigma often associated with seeking assistance for emotional
and mental health issues have 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, 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 seeking to implement new or enhance existing programs that offer
training and services on officer emotional and mental health, peer mentoring, suicide prevention,
stress reduction, and support services for officers and their families. 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, and 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/mobile applications, or
equipment without offering broader training, programming, or services to support those tools
will not be considered.
Projects that focus solely on on health screenings or fitness programs will not be considered.
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Additional Requirements
The primary goal is to support new or enhanced programs that will that offer training and services
on officer emotional and mental health, peer mentoring, suicide prevention, stress reduction, and
police officer family services in state, local tribal, or territorial law enforcement agencies.
Applicants are strongly encouraged to refer to both the LEMHWA Report to Congress and the
accompanying Eleven Case Studies for ideas in what will 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 project description should address the following objectives:
How the proposed program activities will support wellness in the agency(ies) served
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
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, 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 can
be articles, conference presentations, webinars, brief reports, and 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.
Federal Award Information
Awards, Amounts and Durations
Anticipated Number of Awards
47
Anticipated Maximum Dollar Amount of Awards
$200,000.00
Period of Performance Start Date
10/2/23
Period of Performance Duration (Months)
24
Anticipated Total Amount to be Awarded
Under Solicitation
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$9,500,000.00
Federal Award Information
Depending on the quality of applications received and the availability of funding, the COPS Office
may not fund every topic or subcategory or may make additional or larger awards under one or
more topic area or subcategory. 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 for these awards.
Eligibility Information
This solicitation is open to all local, state, tribal, and territorial law enforcement agencies.
Application and Submission Information
Content of Application Submission
The complete application package (this solicitation, including links to additional documents) is
available on Grants.gov and on the COPS website https://cops.usdoj.gov/.
Completing an application under this program is a two-step process. Applicants must first register
via www.grants.gov and complete an SF-424, the government wide standard application form for
federal assistance and the SF-LLL Lobbying Disclosure Form. The remainder of the application
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will be completed through the JustGrants System at https://justicegrants.usdoj.gov/.
Applicants are strongly recommended to register immediately on https://www.grants.gov. Any
delays in registering with Grants.gov or submitting the SF-424 may result in insufficient time for
processing your application through 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.gov Organization Applicant 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 https://justicegrants.usdoj.gov/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.
Content and Form of Application
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:
Proposal Abstract (must be brief high-level project description that summarizes the proposed
project in 500 words or less)
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)
Timeline of project deliverables, milestones, activities and who will complete the activities.
(must be submitted as an attachment in the "Additional Application Component" section)
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Submit letters of support, if applicable (must be submitted as an attachment in the
“Additional Application Component”- Optional
The following application elements are optional for grants and mandatory for cooperative
agreements:
Résumés/Curricula Vitae of Key Personnel (must be submitted as an attachment in the
“Additional Application Component” section)
Completing the Application for Federal Assistance (SF-424) and the Disclosure of Lobbying
(SF-LLL) in Grants.gov
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 https://www.grants.gov using information on that site.
Intergovernmental Review
Note: Intergovernmental Review (SF-424 Question 19): This solicitation is subject to Executive
Order (E.O.) 12372, Intergovernmental Review of Federal Programs. Applicants must check the
Office of Management and Budget’s website for the names and addresses of Single Points of
Contact (SPOC) under Intergovernmental Review: https://www.whitehouse.gov/wp-content/
uploads/2020/04/SPOC-4-13-20.pdf. If the applicant’s state appears on the SPOC list, the
applicant must contact the state SPOC to find out about, and comply with, the state’s process
under E.O. 12372. In completing the SF-424, such applicant is to make the appropriate selection
in response to question 19 once the applicant has complied with its state E.O. 12372 process. An
applicant whose state does not appear on the SPOC list should answer question 19 by selecting
the following response: “Program is subject to E.O. 12372 but has not been selected by the state
for review.”
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.
Please see the FY23 Reference Guide for Community Policing Advancement (CPA) Programs on
the COPS "How to Apply" webpage for the SF-424 instructions and blank form for reference.
Disclosure of Lobbying Activities
All applicants must complete and submit the Disclosure of Lobbying Activities (SF-LLL) form in
Grants.gov. Applicants that do not expend any funds for lobbying activities should enter “N/A” in
the required highlighted fields. Applicants that expend any funds for lobbying activities must
provide the information requested on the SF-LLL.
Once the SF-424 and SF-LLL has been submitted via Grants.gov, an email will be sent to the
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entity’s E-Business Point of Contact (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.
Standard Applicant Information
Applicants must complete this web-based form in JustGrants, which is prepopulated with the
SF-424 data submitted in Grants.gov. Applicants are required to confirm the two Authorized
Representatives, verify the legal name, address, and enter the ZIP code(s) for the areas affected
by the project. For statewide or nationwide projects, the applicant should enter “State” or
“National” in this field.
In order for applicant to complete this section, the two Authorized Representatives must have
established accounts in JustGrants after the Grants.gov portion of the application is submitted.
Please note: Users assigned as Authorized Representatives must log in into the JustGrants
system to activate their account. Users will not be visible in JustGrants until they have
successfully logged into JustGrants.
The Authorized Representatives are officials who have ultimate and final responsibility for all
programmatic and financial decisions regarding this COPS Office application as representatives of
your agency, as the legal recipient.
For guidance on who should be assigned as Authorized Representatives, please see below:
For law enforcement agencies, COPS Office awards require that both the top law
enforcement executive (e.g., chief of police, sheriff, or equivalent) and the top government
executive (e.g., mayor, board chairman, or equivalent) sign the application, and (if awarded
funding) accept the award package. Both the top law enforcement executive and the top
government executive must be assigned the role of Authorized Representative in Just Grants.
For non–law enforcement agencies, (institutions of higher education, school districts, private
organizations, etc.), COPS Office awards require that both the programmatic official (e.g.,
executive director, chief executive officer, or equivalent) and financial official (e.g., chief financial
officer, treasurer, or equivalent) sign the application, and (if awarded funding) accept the award
package. These two officials must have the ultimate signatory authority to sign contracts on behalf
of your organization. Both the programmatic official and the financial official must be assigned the
role of Authorized Representative in Just Grants.
Please note that nonexecutive positions (e.g., clerks, trustees) are not acceptable Authorized
Representatives.
For further assistance with accessing JustGrants, please visit the JustGrants website. For further
assistance with submitting an application in JustGrants, please visit the JustGrants Training web
page.
Proposal Abstract
Applicants are required to write and submit a proposal abstract, which should be a brief high-level
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project description that summarizes the proposed project in 500 words 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.
Data Requested with Application
Applicants will be required to respond to a series of survey questions. Please be advised there is a
250-word count limit for survey responses. (Note: review panels will not read any information past
the 250-word count limit. Any information provided beyond the word limit will not be counted in
your application.) 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".
PLEASE NOTE: A proposal narrative is not required for this solicitation.
Applicants applying to this solicitation ONLY need to do the following:
Submit a proposal abstract (to be entered into a text box within the Just Grants application)
and respond to the application question
Must respond to the application questions under the” “Data Requested with Application”
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section
Submit a budget narrative (must be submitted as an attachment in the “Budget/Financial
Attachments” section)
Submit budget detail worksheets (must use the web-based forms in “Budget and Associated
Documentation” section)
Submit a timeline of project milestones, activities (include who will complete activities) and
deliverables (must be submitted as an attachment in the “Additional Application Component”
section)
Submit résumés/curricula vitae of key personnel (must be submitted as an attachment in the
“Additional Application Component” -Optional
Submit letters of support, if applicable (must be submitted as an attachment in the “Additional
Application Component”- Optional
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.
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
applicant's response to the application survey questions.
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
applicant's response to the application survey questions. Therefore, it is very important that the
budget narrative be as comprehensive as possible and describe in a narrative format each line
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item requested in the budget. The budget narrative should not be used to explain deliverables or
project activities that are not included in the applicant's response to the application survey
questions. Deliverables and activities that are solely listed in the budget narrative and not
described in the applicant's response to the application survey questions (and vice versa) will be
scored negatively during the peer review process.
Applicants should submit projects that are scalable where appropriate. Note that the COPS Office
may reduce funding for selected projects 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 your organization in developing this required document. You will be able to access
the template (Microsoft Word document) in the FY23 Reference Guide for Community Policing
Advancement (CPA) Programs located at How to Apply web page. 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 the FY23 Reference
Guide for Community Policing Advancement (CPA) Programs.
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 résumés—should
use descriptive file names identified on the attachment(s) such as “[Applicant]. 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)
Budget requests may be made in the following categories:
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Civilian personnel (base salary and fringe benefits)
Travel
Equipment
Supplies
Sub-awards
Procurement contracts
Other costs
Indirect costs
Allowable 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 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 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.
For each request, applicants must complete the web-based budget 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.
Allowable Civilian Personnel:
For Civilian/non-sworn positions:
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 salary table for SES employees is available
at the Office of Personnel Management website: https://www.opm.gov/policy-data-oversight/pay-
leave/salaries-wages/2023/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.
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
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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
Résumés/vitae
Completing civilian base salary
If you are not requesting any civilian base salary, move to the next section.
Allowable Fringe Benefits:
For Civilian/non-sworn positions:
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
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
Completing fringe benefits
If you are not requesting any civilian base salary, move to the next section.
Allowable 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
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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 https://www.gsa.gov/travel/plan-book/per-diem-rates. For all applicants (with or without
a written travel policy), airfare travel costs must be one of the following: 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.
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
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
Completing Travel
If you are not requesting any travel, training, or conferences, move to the next section.
Allowable Equipment:
Necessary equipment must be specifically purchased to implement or enhance the proposed
project. Equipment is tangible personal property (including information technology systems) having
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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.”
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)
Completing Equipment
If you are not requesting any equipment move to the next section.
Allowable 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 cost 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 $50 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.
All supply items must be clearly linked to the enhancement or implementation of the project.
Examples of such items may include the following:
Books
Computer/laptops
General office supplies
Peer support team identification (name badges, pins, lanyards, etc.)
Training manuals/ materials
Wellness on-the-go bags
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.
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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.
Completing Supplies
If you are not requesting any supplies, move to the next section.
Allowable 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. § 200.1, a sub-award is for the purpose
of carrying out a portion of the federal award, and a contract is for the purpose of
purchasing goods and services needed to carry our the program or project under the federal
award. 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. The
same allowable and unallowable costs that apply to the federal award apply to sub-awards.
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 subrecipient spending and monitoring specific performance measures
and outcomes attributable to the use of COPS Office funds. The recipient will ensure that the
award terms and conditions flow down to its subrecipients including all applicable uniform
administrative requirements, cost principles, and audit requirements. The recipient will also ensure
that subrecipients maintain effective control and accountability over all funds, property, and other
assets covered by subawards and that each subrecipient establishes and uses internal fiscal and
program management procedures sufficient to prevent fraud, waste, or abuse.
Completing Sub-awards
If you are not requesting any sub-award costs, move to the next section.
Allowable Procurement Contracts:
All procurement contracts must be clearly linked to the enhancement or implementation of the
project. Examples of such procurement contracts may include the following:
Dietician/Nutrition services
Non-clinical therapeutic programming (services must be provided by mental health
professional)
Yoga/mindfulness Instruction
Counseling/clinical services (officers, civilian staff, families and retirees)
Peer support services/training
Suicide prevention services/training
Stress reduction services/training
Financial literacy services/ training
Retirement readiness services
Guest speakers (mental health and wellness topic areas)
The applicant should distinguish clearly between sub-awards and procurement contracts in
allocating any funds to other entities. Pursuant to 2 C.F.R. § 200.1, a sub-award is for the purpose
of carrying out a portion of the federal award, and a contract is for the purpose of purchasing
goods and services needed to carry out the program or project under the federal award. Contracts
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must directly contribute to the implementation or enhancement of the project. 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. The same allowable and unallowable
costs that apply to the federal award apply to sub-awards. 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– 200.327, and the
issuance of sub-awards must meet the requirements of 2 C.F.R. § 200.331.
Consultant expenses include the procurement of 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 the simplified acquisition threshold amount (currently $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. The same guidelines as previously stated in the above sections will apply.
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 résumés/vitae
Organizational travel policy
Sole Source Justification (see the Sole Source Justification fact sheet for further guidance)
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Completing Procurement Contracts
If you are not requesting any procurement contract costs, move to the next section.
Allowable 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:
Mental health and wellness applications/platforms
Psychological screenings
Sworn officer overtime
Sworn officer overtime fringe benefits for FICA, worker’s compensation, and unemployment
compensation
Rent (see next paragraph for more details)
Software purchases
Van rentals
Train-the-trainer programs for mental health and wellness (peer support, suicide prevention,
mental health first aid, etc.)
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.
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".
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.
Completing Other Costs
If you are not requesting any other costs, move to the next section.
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 project. 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
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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 minimis 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 800-458-0786 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
https://www.ojp.gov/funding/Apply/Resources/IndirectCosts.pdf.
Exception: If 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.
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 the “Sub-awards” or
“Procurement Contracts" sections.
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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.F.R. §
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 § 200.1. 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
https://ojp.gov/financialguide/doj/pdfs/DOJ_FinancialGuide.pdf .
If you need additional information on an indirect cost rate negotiated agreement, go to the DOJ
Grants Financial Guide at https://ojp.gov/financialguide/doj/index.htm.
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.
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Additional documentation that may need to be uploaded in the “Budget/Financial 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.
Ensure that each type of indirect cost rate (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.
Unallowable Costs: Requests will not be funded
There are no allowable costs in this section. For allowable costs, please see the “Allowable Costs"
section above. The items listed in this section are generally considered unallowable and are rarely
approved by the COPS Office. Before including any of these items in your budget and application,
please contact the COPS Office at 800-421-6770. This is not an exhaustive unallowable costs list,
and items not listed below will be reviewed on a case-by-case basis. The COPS Office reserves
the right to deny funding for items not included on this unallowable cost list. Requests for
reimbursement of items purchased, expenses incurred, or individuals hired prior to the award start
date will not be funded.
Unallowable Civilian personnel (base salary and fringe benefits)
Base salary
Typically, unallowable civilian personnel costs include, but are not limited to, 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)
Clerical (e.g., secretary or administrative assistant)
Accounting (e.g., controller or bookkeeper)
Procurement (e.g., purchasing director or stockroom clerk)
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 (including exempt employees) that are already
budgeted with state, local, or Bureau of Indian Affairs (BIA) funds and 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.
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Salaries and benefits for contract or consultant personnel (these should be placed under
”Sub-awards” or "Procurement Contracts", as applicable).
Unallowable Fringe benefits
Typically, unallowable fringe benefit costs include, but are not limited to, 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 costs
directly to the project
Unallowable Travel
Typically, unallowable travel costs include, but are not limited to, the following (Note: these are
typically unallowable no matter which category they are placed under):
Bar charges/alcoholic beverages
Commuting costs to include to and from program location
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, 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)
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
Unallowable Equipment
Typically, unallowable equipment/technology costs include, but are not limited to, the following
(Note: these are typically unallowable no matter which category they are placed under):
3D printers and associated equipment
Ammunition (live and training)
Bayonets
Bikes and associated equipment
Biometric technology
Body armor
Body-worn cameras
Bomb detection technology
Bulletproof vests and accessories
Buses/shuttles/transit vans (purchasing or leasing)
Camouflage uniforms
Closed-circuit televisions (CCTV)
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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) and associated software
Manned aircraft
Metal detectors
Mobile data terminals (MDT)
Militarized Equipment
Non-motorized vehicles
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)
Weaponized aircraft, vessels, and vehicles of any kind
Unallowable Supplies
Typically, unallowable supply costs include, but are not limited to, the following (Note: these are
typically unallowable no matter which category they are placed under):
Body metric equipment such as blood pressure monitors and FitBits
Conference exhibit displays such as backdrops and retractable banners
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
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(i.e. 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
Fitness and yoga supplies
Floor and wall mats/pads
Narcan
Promotional items and memorabilia, including challenge coins, 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)
Trophies, medals, certificates, and other awards
Unallowable Sub-awards
The same unallowable costs identified across the different budget categories are also unallowable
under sub-awards.
Unallowable Procurement Contracts
Typically, unallowable costs under procurement contracts include, but are not limited to, the
following (Note: these are typically unallowable no matter which category they are placed under):
Compensation of federal employees—this category of unallowable costs includes salary
payments, consulting fees, or other compensation to full-time federal employees.
Conference exhibit displays such as backdrops and retractable banners
Conference or event swag, including t-shirts, bags, or mugs
Construction costs
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)
Food/meal subscriptions
Food and beverages at conferences, meetings, or trainings your organization is hosting
Martial Arts Training
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 challenge coins, 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)
Unallowable Other costs
Typically, unallowable other costs include, but are not limited to, the following (Note: these are
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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
Food/meal subscriptions
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
Militarized equipment
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 challenge coins, pins, models, gifts, and
souvenirs
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.
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.
Scholarships, fellowships, and other programs for student aid (exceptions are for institutions
for higher education)
Servers
Sworn officer salaries and fringe benefits (except sworn overtime and related overtime FICA,
worker’s compensation, and unemployment compensation fringe benefits – see allowable
other costs section above)
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Trophies, medals, certificates, and other awards
Uniforms (including helmets, boots)
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 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 résumés—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 résumés—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 résumés—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
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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.
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
applicant's response to the application survey questions.
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
applicant’s response to the application survey questions. 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 applicant’s response to the application survey
questions. Deliverables and activities that are solely listed in the budget narrative and not
described in the applicant’s response to the application survey questions (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 résumés—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
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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 résumés—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.
Additional Application Components
The following attachments are optional. Applicants can attach the following additional application
attachments in this section:
Curriculum Vitae or résumés (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)
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 résumés—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.
Timeline
Applicants must attach a separate timeline of project deliverables, which are mapped to the goals
and objectives of the proposed initiative, and include milestones, activities and who will complete
the activities. The timeline attachment should be uploaded in the "Additional Application
Components" section of this application. If awarded funding, the information provided in the
timeline attachment 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.
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 résumés—should
use descriptive file names identified on the attachment(s) such as “[Applicant]. Resume.”
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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.
Disclosure and Assurances
Declaration and Certification to DOJ as to Application Submission
Applicants must read and acknowledge the statements in the Declaration and Certification.
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.
Disclosure of Lobbying Activities
Important – all applicants must complete the SF-LLL Disclosure of Lobbying Activities in
Grants.gov prior to beginning the application process in JustGrants. NOTE: Applicants that do
not expend any funds for lobbying activities should enter “N/A” in the required highlighted fields.
This disclosure form shall be completed by the reporting entity, whether subawardee or prime
federal recipient, at the initiation or receipt of a covered federal action, or a material change to a
previous filing, pursuant to title 31 U.S.C. § 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 from
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 the FY23 Reference Guide for Community Policing Advancement (CPA) programs
under the COPS Office "How to Apply" webpage 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 FY23 Reference Guide for Community Policing Advancement (CPA) Programs under
the COPS Office “How to Apply” webpage for a copy of the SF-LLL with instructions for completing
this form.
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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,” and full assurances and
certifications, which can all be found in the FY23 Reference Guide for Community Policing
Advancement (CPA) programs under the COPS Office "How to Apply" webpage.
DOJ Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility
Matters; and 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,” and full assurances and
certifications, which can all be found in the FY23 Reference Guide for Community Policing
Advancement (CPA) programs under the COPS Office "How to Apply" webpage.
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 applicable)—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 the FY23 Reference Guide for
Community Policing Advancement (CPA) programs under the COPS Office "How to Apply" web
page for a copy of this Certifications form.
a. 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
b. the applicant and any required or identified official partner(s) listed in this application
mutually agreed to this partnership prior to submission.
How to Apply
Federal regulations require that an applicant for federal funding: (1) be registered in SAM before
submitting its application; (2) provide a valid unique entity identifier in its application; and (3)
continue to maintain an active SAM registration with current information at all times during which it
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has an active federal award or an application or plan under consideration by a federal awarding
agency. The COPS Office may not make an award to an applicant until the applicant has complied
with all applicable unique entity identifier and SAM requirements and, if an applicant has not fully
complied with these requirements by the time the COPS Office is ready to make an award, then
the COPS office may determine that the applicant is not qualified to receive an award. See 2
C.F.R. §§ 25.200, 25.205 and the Award Terms and Conditions for further information.
Please follow the steps listed below to ensure your application is submitted by the deadline for this
solicitation. Applicants should register online with SAM and with Grants.gov well in advance of the
JustGrants deadline.
Step 1: Register with SAM database/Confirm Unique Entity Identifier (UEI) Number
The Unique Entity ID issued by SAM is a 12-character alphanumeric value and once
issued will not change. Entities that are currently registered in SAM.gov already have a
Unique Entity ID (SAM) which can be viewed in SAM.gov. The transition to UEI (SAM)
will not impact an entity’s registration expiration date or when renewal is necessary.
System of Award Management (SAM) registration and renewal can take as long as 10
business days to complete .
If you do not have an Employer Identification Number (EIN), the process can take up to
5 weeks to obtain an EIN from the Internal Revenue Service. There is no fee
associated with these processes. These processes cannot be expedited.
SAM registration procedures can be accessed at www.sam.gov.
The person registering with SAM will be the designated SAM E-Business Point of
Contact, who can assign the people who submit applications for the organization (your
Authorized Organization Representatives). In addition, you must review your SAM
registration once a year.
Step 2: Acquire an Authorized Organization Representative (AOR) and a Grants.gov
username and password.
Complete the AOR profile on Grants.gov and create a username and password. An
applicant entity’s “unique entity identifier” must be used to complete this step. For more
information about the registration process for organizations and other entities, visit the
Grants.gov registration page. Individuals registering with Grants.gov may visit the
Applicant Registration page.
Step 2: Register with SAM database/Confirm SAM number
System of Award Management (SAM) registration and renewal can take as long as 10
business days to complete.
If you do not have an Employer Identification Number (EIN), the process can take up to
5 weeks.
SAM registration procedures can be accessed at www.sam.gov. The person
registering with SAM will be the designated SAM E-Business Point of Contact, who can
assign the people who submit applications for the organization (your Authorized
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Organization Representatives). You must have a DUNS number to submit a SAM
registration. In addition, you must review your SAM registration once a year.
Step 3: Acquire confirmation for the AOR from the E-Business Point of Contact (E-Biz
POC).
The SAM E-Biz POC at the applicant organization must log into Grants.gov to confirm
the applicant organization’s AOR. The E-Biz POC will need the Marketing Partner
Identification Number (MPIN) password obtained when registering with SAM to
complete this step. Note that an organization can have more than one AOR.
Step 4: Search for the funding opportunity on Grants.gov.
Search using the Assistance Listing title and the funding opportunity number from the
solicitation.
Step 5: Access Funding Opportunity and Application Package from Grants.gov.
Select “Apply for Grants” under the “Applicants” column. Enter your email address to
be notified of any changes to the opportunity package before the closing date. Click the
Workspace icon to use Grants.gov Workspace.
Step 6: Complete and Submit the SF-424 and SF-LLL via Grants.gov.
Within 48 hours after submitting the SF-424 and SF-LLL, the applicant should receive
two notifications from Grants.gov. The first will confirm the receipt of the SF-424 and
SF-LLL. The second will state whether the SF-424 and SF-LLL has been validated and
successfully submitted, or whether it has been rejected due to errors, with an
explanation. It is possible to first receive a message indicating that the application is
received, and then receive a rejection notice a few minutes or hours later. Submitting
the SF-424 and the SF-LLL well ahead of the Grants.gov deadline provides time to
correct the problem(s) that caused the rejection.
Important: DOJ urges each applicant to submit the SF-424 and the SF-LLL at least 72
hours prior to the Grants.gov due date, to allow time to receive validation messages or
rejection notifications from Grants.gov, and to correct in a timely fashion any problems
that may have caused a rejection notification. Verify the application deadline (date and
time) in the solicitation.
Step 7: Register the Entity Administrator (E-Biz POC) and the Application Submitter
with DOJ’s Justice Grants System (JustGrants).
New Entity without a JustGrants Account
Within 24 hours of JustGrants receiving an application from Grants.gov, the user
submitting the application in Grants.gov and SAM E-Biz POC will receive an email to
register for a JustGrants account. The email is from DOJ’s secure user management
system (DIAMD) and will include instructions on how to create an account.
To ensure that you receive these emails and that they are not flagged as spam, we
recommend adding “DIAMD-NoReply@usdoj.gov” to the trusted sender list in your
email settings.
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The E-Biz POC at the applicant organization serves as the Entity Administrator and
must log-in to JustGrants to confirm the entity’s profile, add users, and assign the two
required Authorized Representatives (Law Enforcement Executive/Program Official
and Government Executive/Financial Official). The Authorized Representatives are
officials who have ultimate and final responsibility for all programmatic and financial
decisions for your agency, as the legal recipient. For guidance on who should be
assigned as Authorized Representatives, please see below:
For law enforcement agencies, COPS Office awards require that both the top law
enforcement executive (e.g., chief of police, sheriff, or equivalent) and the top
government executive (e.g., mayor, board chairman, or equivalent) sign the
application, and (if awarded funding) accept the award package. Both the top law
enforcement executive and the top government executive must be assigned the role of
Authorized Representative in Just Grants.
For non–law enforcement agencies (institutions of higher education, school districts,
private organizations, etc.), COPS Office awards require that both the programmatic
official (e.g., executive director, chief executive officer, or equivalent) and financial
official (e.g., chief financial officer, treasurer, or equivalent) sign the application, and (if
awarded funding) accept the award package. These two officials must have the
ultimate signatory authority to sign contracts on behalf of your organization. Both the
programmatic official and the financial official must be assigned the role of Authorized
Representative in Just Grants.
Please note that nonexecutive positions (e.g., clerks, trustees) are not acceptable
Authorized Representatives.
The user who submitted the application in Grants.gov serves as the Application
Submitter. Within minutes of completing your JustGrants account registration, the
Application Submitter and the E-Biz POC (Entity Administrator) users will receive an
email from JustGrants with a link to the application started in Grants.gov.
Application Submitters and E-Biz POC Users with a JustGrants Account
Step 8: Review and Invite the Two Required Authorized Representatives in JustGrants
The Entity Administrator will need to log-in to JustGrants to review and assign the
required two Authorized Representatives (Law Enforcement Executive/Program Official
and Government Executive/Financial Official).The Authorized Representatives are
officials who have ultimate and final responsibility for all programmatic and financial
decisions for your agency, as the legal recipient. For guidance on who should be
assigned as Authorized Representatives, please see guidance above:
If an Authorized Representative needs to be invited, the Entity Administrator will need
to invite the individual to receive a JustGrants account. These actions are required
before an application can be submitted.
Within minutes of being invited to be an Authorized Representative, the individual will
receive an email from DIAMD-NoReply@usdoj.gov with instructions on how to create
an account in DOJ’s secure user management system.
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Once the Authorized Representatives receives the email and completes the steps to
create an account, the Authorized Representative will be available in JustGrants.
Review the “JustGrants User Roles Guide “ to become familiar with the various
JustGrants Entity User roles.
Step 9: Complete and Submit the JustGrants Application
The Application Submitter will complete the application by entering data into web-
based forms, uploading attachments, and accepting assurances and certifications.
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.
The Application Submitter will also need to confirm the required two Authorized
Representatives (Law Enforcement Executive/Program Official and Government
Executive/Financial Official).
The Application Submitter will need to select two authorized representatives via
dropdown field in the “Confirm Authorized Representative” section of the application.
The dropdown will display all authorized representatives that have been assigned for
your entity ( the Application Submission Job Aid Reference Guide for this step).
If you do not see authorized representatives for your entity in the dropdown field within
the “Confirm Authorized Representative” section of the application, you will need to add
and assign the role for each authorized representative for your entity. Please note: the
COPS Office requires two authorized representatives (Law Enforcement Executive/
Program Official and Government Executive/Financial Official) for its grant applications.
Users will not be visible in JustGrants until they have successfully logged into
JustGrants. If you need assistance adding users and assigning roles for your entity,
please refer to the Entity Management Job Aid Reference Guide.
Once all sections are completed, the application submitter will submit the application.
Upon successful submission of an application, the Application Submitter, Entity
Administrator, and the two Authorized Representatives will receive an email from
JustGrants confirming submission of the application. The COPS Office will not accept
applications submitted via mail or email.
Step 10: Confirm Receipt of JustGrants Application
The Application Submitter should closely monitor their email and JustGrants accounts
for any notifications from Grants.gov or JustGrants about a possible failed submission.
The user who is authorized to submit applications on behalf of the organization is the
one who will receive these notifications. The COPS Office does not send out these
notifications, nor does the COPS Office receive a copy of these notifications. It is the
applicant’s responsibility to notify the COPS Office of any problems with the application
submission process. Submitting the application components at least 48 hours prior to
the solicitation deadline will enable the applicant to receive notice of a failed
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submission and provide an opportunity to correct the error before the applicable
deadline.
Submission Dates and Time
All completed applications must be submitted by the deadline.
Late Submissions
The COPS Office will review on a case-by-case basis requests for late submission due to
unforeseen technical issues or extraordinary events such as extreme weather emergencies or
mass casualty events.
Requests for an extension of the Grants.gov deadline must be received prior to the close of the
solicitation in Grants.gov. Requests for an extension of the JustGrants deadline must be made
prior to the close of the solicitation in JustGrants. No late submission requests will be considered
once the solicitation closes. Extension of deadlines is rare and is not guaranteed.
To be considered for an extension, applicants must contact the COPS Office Response Center via
email at AskCopsRC@usdoj.gov detailing the technical/extraordinary issues that impact
application submission. This must be submitted prior to the deadline for which the applicant is
requesting an extension. The applicant’s email must include the following information: UEI
number, Organization name, Point of contact name and information, Application ID, and the nature
of the issue/disaster and how it affected the applicant’s ability to submit an application on time.
The email subject line should read “LEMHWA Extraordinary Circumstances: UEI number,
Agency Name, Application ID”; with your UEI number and organization name included in the
subject line.
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,
the application will be rejected.
The following conditions are not valid reasons to request an extension: (1) failure to begin the
registration process in sufficient time; (2) failure to follow instructions on Grants.gov or JustGrants;
(3) failure of the two assigned authorized representatives, with the proper authority, to activate
accounts in JustGrants prior to application submission; (4) failure to follow all of the instructions in
the solicitation; (5) failure to register or update information on the SAM website; and (6) failure to
register or complete the SF-424 and SF-LLL in grants.gov.
Application Review Information
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.
Review Process
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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 work, with all mandatory attachments.
BMR 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.
Did the applicant respond to 80% or more of the application questions?1.
Did the applicant provide a separate budget narrative that is 60 percent or more allowable?2.
Is the applicant eligible to submit an application under this solicitation: State, local, tribal, or
territorial law enforcement agency?
3.
Is the proposed project within scope of the solicitation?4.
Peer review
Peer Review will evaluate applications that meet the eligibility 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 criteria. 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’ feedback is advisory only, although reviewer
views are considered carefully.
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 Reviewers will recommend applications that should
advance to Senior Leadership Review.
Review criteria
Applications will be evaluated based on the following merit criteria, which the applicant addresses
in their application, 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
evaluated accordingly. Although not an exhaustive list, at a minimum, reviewers will be asked to
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evaluate applications according to the following criteria:
Problem Identification and Project Description (10 percent)
Provides a comprehensive description and rationale of the activities and/or services the
agency will implement for their officer Mental Health and Wellness efforts
Includes a detailed description of the services that are already provided (if any)
Explains how this project will assist the applying agency in implementing or institutionalizing
community policing
Clearly identifies how the project fulfills a specific public safety need and advances the goals
and requirements of the program
Demonstrates a clear need for Federal funding
Project Reach and Impact (20 percent)
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)
Incorporates multiple agencies and/or includes regional partnerships to increase services
and coordination to provide services to other agencies in the field
Identification of specific project outcomes and a plan to track or measure the success of the
program
Identifies any current governmental, community or agency initiatives that complement or will
be coordinated with the proposed initiative
Explains how project will be sustained after Federal funding
Management and Implementation (50 percent)
Includes a detailed project/work plan that is aligned to solicitation goals and requirements
Includes a timeline of project milestones, deliverables, activities and who will complete the
activities in their application
Identifies key team members and stakeholder partners (community groups, private and/or
public agencies) who will support the proposed initiative, and clearly defines their roles,
tasks, and services they will be provide under the award
Project incorporates an evaluation component to measure the success of the program
Project will take the appropriate steps to ensure confidentiality of participants and service
recipients
Description of a marketing plan for the proposed services to increase program awareness
and promote participation of the program
Budget (20 percent)
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
Provides a budget narrative that adequately justifies the budget and matches the feasibility
and intent of the proposed project
Provides a detailed budget that matches the tasks and deliverable(s) outlined in their
application
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
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Provides appropriate budget justification documentation which may include a current indirect
cost rate agreement, sole source justification, and consultant rate justification
Priority Points for Supporting Executive Order 14074
In addition to the criteria listed above, the COPS will provide priority points for agencies complying
with activities that support Executive Order 14074: Advancing Effective, Accountable Policing and
Criminal Justice Practices to Enhance Public Trust and Public Safety. To receive this
consideration, COPS Office applicants must respond to the Supporting Executive Order 14074
survey questions at the time of application in JustGrants. For more details, please refer to the
section below on the Executive Order 14074.
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
(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
The Senior Leadership Review is conducted by senior-ranking federal employees. During this
process all advancing applications from Peer Review are evaluated based on Peer Review
feedback, administrative compliance review, past performance, project scope, and budget.
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Senior Leadership 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.
Executive Order 14074: Advancing Effective, Accountable Policing and Criminal Justice Practices to
Enhance Public Trust and Public Safety
Executive Order 14074, Advancing Effective, Accountable Policing and Criminal Justice Practices
to Enhance Public Trust and Public Safety requires the Attorney General, through discretionary
grantmaking and training and technical assistance, to encourage and support State, Tribal, local,
and territorial governments and law enforcement agencies to adopt the policies, best practices,
and guidelines addressed in the executive order, including, but not limited to: (i) investigating
deaths in custody; (ii) recruiting and retaining diverse and service-oriented law enforcement
professionals; (iii) collecting and reporting use of force and misconduct data; (iv) improving
community and law enforcement dialogue; (v) responding to individuals in mental health crisis or
with disabilities; (vi) the proper and responsible use of technology; (vii) restrictions on
unannounced entries and certain restraints; (viii) addressing implicit bias; (ix) restricting the use of
militarized equipment; (x) broader criminal justice reform; and, (xi) officer wellness and mental
health.
As such guidance is developed in accordance with the executive order, and where the guidance is
applicable to the specific solicitation, DOJ will identify specific opportunities for training and
technical assistance and priority consideration for applications that demonstrate or seek to support
the policies of the Executive Order.
For the purposes of this solicitation, COPS will provide priority consideration for the following
items, where appropriate, for which the DOJ has already issued policies, guidance, and/or best
practices:
participation in the collection and reporting to DOJ of data on law enforcement use of force
and deaths in custody;
1.
participation in the collection and reporting to DOJ of data on officer suicides and officers
killed and assaulted;
2.
restrictions on unannounced entries and neck/carotid restraints; and,3.
restrictions on the possession and use of militarized equipment.4.
To receive this consideration, COPS Office applicants must respond to questions at the time of
application in JustGrants.
Federal Award Administration Information
Award decisions
It is anticipated that awards will be announced on or after October 1, 2023. Award notification will
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be sent electronically. Any public announcements will be posted on the COPS Office website.
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
https://justgrants.usdoj.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. The two assigned Authorized
Representatives described above (Law Enforcement Executive/Program Official and Government
Executive/Financial Official) are required to sign the award package. If the Authorized
Representative(s) changes between the time of application submission and award receipt, the
Entity Administrator will need to update the Authorized Representative(s) in JustGrants. 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
Training 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 package
The award package is the document indicating your official award funding amount, the award
number, the award terms and conditions, and award start and end dates.
The award start date indicated on the award package 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 2023 award number is in the following format: 15JCOPS-23-XX-XXXXX-XXXX. 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 UEI number) readily available when
corresponding with the COPS Office.
The award terms and conditions are listed in the award package. In limited circumstances, your
award package may include additional 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.
By accepting the 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 all applicable award terms and conditions including any special or high-risk
conditions.
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
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applicable to the award.
Please see general terms and conditions in the FY23 Reference Guide for Community Policing
Advancement (CPA) Programs, which is located on the COPS Office "How to Apply " web page.
Terms, conditions and award requirements
Table 1 lists the terms, conditions, and award requirements that applicants should be aware of
before applying to this COPS Office program Please review carefully the FY23 Reference Guide
for Community Policing Advancement (CPA) Programs, found under the COPS Office “How to
Apply ” web page, for a full description of each of the listed terms, conditions, and other
requirements for this COPS Office program. 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.
Table 1. Terms, conditions, and award requirements
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Section number Award term, condition, or requirement
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.)
III Disclosure of Lobbying Activities
IV Supplementing, Not Supplanting
V Procurement and Sole Source Justification
VI System for Award Management (SAM) and Universal Identifier Requirements
VII Federal Funding Accountability and Transparency Act (FFATA)—Reporting
Subaward and Executive Compensation
VIII Contract Provisions
IX Prior Approval Planning and Reporting of Conference/Meeting/Training Costs
X Restriction on Internal Confidentiality Agreements
XI Mandatory Disclosure
XII Debarment and Suspension
XIII Recipient Integrity and Performance Matters
XIV False Statements
XV Duplicative Funding
XVI Additional High-Risk Recipient Requirements
XVII Modifications
XVIII Evaluations
XIX Allowable Costs
XX Equal Employment Opportunity Plan
XXI Employment Eligibility
XXII Enhancement of Contractor Protection from Reprisal for Disclosure of Certain
Information
XXIII Federal Civil Rights
XXIV Conflict of Interest
XXV Reports/Performance Goals
XXVI Extensions
XXVII Computer Network Requirement
XXVII Award Monitoring Activities
XXIX Public Release Information
XXX Paperwork Reduction Act
XXXI Copyright
XXXII Human Subjects Research
XXXIII Domestic Preferences in Procurement
XXXIV Prohibition on Certain Telecommunications and Video Surveillance Services or
Equipment
XXXV Termination
XXXVI Award Owner’s Manual
XXXVII Travel Costs
XXXVIII Authorized Representative Responsibility
XXXIX Determination of Suitability for Youth-Centered Awards
XL Information Data Breach
Other Requirements
Please review carefully the FY23 Reference Guide for Community Policing Advancement (CPA)
Programs, located on the COPS "How to Apply" webpage, which provides a full description of
each of the listed requirements below for this COPS Office program.
Curriculum development
Federal Leadership on Reducing Text Messaging While Driving
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Increasing Seat Belt Use in the United States
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,https://
oig.justice.gov/hotline/index.htm, or 800-869-4499.
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:
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.
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.
Wholly or partly suspend or terminate the Federal award.
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).
Withhold further Federal awards for the project or program.
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
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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.gov Organization Applicant 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 https://justicegrants.usdoj.gov/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.
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 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.
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 “FY23 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
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Reporting, Monitoring, and Evaluation Requirements
Reporting
If awarded, your organization will be required to submit quarterly Federal Financial Reports as well
as semiannual Programmatic Performance 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 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 coordinated by the U.S. Department of Justice.
Awarded organizations will be responsible for submitting Programmatic Performance 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
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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.
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:
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.
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 https://www.ecfr.gov/
cgi-bin/text_idx?tpl=/ecfr.brose/Title02/2cfr200_main_02.tpl, 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.
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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.
Equal Treatment of Faith-based Organizations and Safeguarding Constitutional Protections Related to
Religion
For guidance on the protections provided in law for faith-based or religious organizations, please
see the Office for Civil Rights website at https://www.ojp.gov/program/civil-rights/partnerships-
faith-based-and-other-neighborhood-organizations.
In addition, all recipients and subrecipients (at any tier) must comply with the applicable
requirements of the DOJ regulation entitled “Partnerships with Faith-Based and Other
Neighborhood Organizations” at 28 C.F.R. Part 38, which, among other things, prohibits using
DOJ financial assistance to fund explicitly religious activities and also prohibits discrimination in
the provision of DOJ-funded services on the basis of a beneficiary’s religion, religious belief, a
refusal to hold a religious belief, or a refusal to attend or participate in a religious practice. For
more detailed information about the regulation, please see the Office of Civil Right website at
https://www.ojp.gov/program/civil-rights/partnerships-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 David Neely, COPS Office Paperwork Reduction Act Program Manager, at
202-514-8553.
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 04/30/2024.
Performance Measures
To assist in fulfilling the U.S. Department of Justice's responsibilities under the Government
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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 are as shown in table 2.
Table 2. Performance measures
Objective Performance measures Data recipient provides
Increase the capacity of law
enforcement agencies to
implement community policing
strategies that strengthen
partnerships for safer
communities and enhance law
enforcement’s capacity to
prevent, solve, and control crime
through funding for personnel,
technology, equipment, and
training.
Extent to which COPS Office
award funding (e.g., officers,
equipment, training, technical
assistance) has increased your
agency’s community policing
capacity?
Extent to which COPS Office
knowledge resources (e.g.,
publications, podcasts, training)
have increased your agency’s
community policing capacity?
Recipients will rate the
effectiveness of the COPS Office
funding in increasing community
policing capacity. Data will be
collected on a periodic basis
through performance reports.
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, 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 Policing Defined.
As part of the programmatic 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 Application Submission Checklist.
Survey Questions
FY23 LEMHWA Grants Elig
FY23 LEMHWA Implementation Projects 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
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LEMHWA program and will not receive consideration for funding.
Please indicate if your jurisdiction is primarily considered rural, urban, or suburban.
Enter the current number of sworn officers for your agency below.
A law enforcement agency is established and operational if the jurisdiction has passed authorizing
legislation and it has a current operating budget.
Based on the definition above, is your agency established and currently operational?
An agency with primary law enforcement authority is defined as the first responder to calls for
service for all types of criminal incidents within its jurisdiction. Agencies are not considered to have
primary law enforcement authority if they only: respond to or investigate specific type(s) of crime
(s), respond to or investigate crimes within a correctional institution, serve warrants, provide
courthouse security, transport prisoners, have cases referred to them for investigation or
investigational support or only some combination of these.
Based on the definition above, does your agency have primary law enforcement authority? [Or, if
contracting to receive services, does the agency that will be providing law enforcement services
have primary law enforcement authority for the population to be served?]
FY23 CPA Solicitation Ques
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 a purpose of some or all of
the activities to be carried out under (whether by the recipient, or a subrecipient at any tier) is to
benefit a set of individuals under 18 years of age. NOTE: An 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 interact with participating minors
under the age of 18 years old in the course of activities funded under the award.
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Could any activities under your project benefit a set of individuals under 18 years of age?
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 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. 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?
U.S. Attorney's District Office
Please select your U.S. Attorney’s District Office from the below drop-down options.
Executive/Contact Information
Please provide the name and contact information for the highest ranking Law Enforcement or
Program Official and Government Executive or Financial Official for your agency or organization,
please see instructions below.
LAW ENFORCEMENT EXECUTIVE/PROGRAM OFFICIAL
This position will ultimately be responsible for the programmatic management of the award.
Instructions for Law Enforcement Agencies:
For law enforcement agencies, the Law Enforcement Executive is the highest ranking official in the
jurisdiction (Chief of Police, Sheriff, or equivalent). Before this application can be submitted, the
Entity Administrator in JustGrants must invite this individual to apply for a JustGrants account with
the role of Authorized Representative, and this individual must log in to JustGrants to review the
application.
Instructions for Non-Law Enforcement Agencies:
For non-law enforcement agencies (e.g., institutions of higher education, school districts, private
organizations, etc.), the Program Official is the highest-ranking official in the jurisdiction (e.g.,
executive director, chief executive officer, or equivalent). Please note that information for non-
executive positions (e.g., clerks, trustees) is not acceptable. Before this application can be
submitted, the Entity Administrator in JustGrants must invite this individual to apply for a
JustGrants account with the role of Authorized Representative, and this individual must log in to
JustGrants to review the application.
Title:
First name:
Last name:
Phone:
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Email address:
GOVERNMENT EXECUTIVE/FINANCIAL OFFICIAL
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.
Instructions for Law Enforcement Agencies:
For law enforcement agencies, this is the highest ranking government official within your
jurisdiction (e.g., Superintendent, Mayor, City A dministrator, or equivalent). Before this application
can be submitted, the Entity Administrator in JustGrants must invite this individual to apply for a
JustGrants account with the role of Authorized Representative, and this individual must log in to
JustGrants to review the application.
Instructions for Non-Law Enforcement Agencies and Non-Government Agencies:
For non-law enforcement agencies and 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). Please note that information for non-executive positions (e.g.,
clerks, trustees) is not acceptable. Before this application can be submitted, the Entity
Administrator in JustGrants must invite this individual to apply for a JustGrants account with the
role of Authorized Representative, and this individual must log in to JustGrants to review the
application.
Title:
First name:
Last name:
Phone:
Email address:
Instructions for Application Submitter Contact:
Enter the application point of contact's name and contact information.
Title:
First name:
Last name:
Phone:
Email address:
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
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of crime. Please refer to the COPS Office website (https://cops.usdoj.gov/RIC/
ric.php?page=detail&id=COPS-P157) 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 Financial 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 250 word count.]
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.
FY23 LEMHWA App Questions
Problem Identification and Project Description
Please list the specific activities and/or services that your agency would implement or provide if
awarded funding. (Max 250 words)
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For the activities and/or services identified above, please describe why you chose these for your
agency. Discuss any research, peer observations, successful peer agency efforts, personal
exposure, personal conversations, conferences, newsletters, etc. (Max 250 words)
Please explain how federal funding will enable you to create or enhance officer Mental Health and
Wellness efforts for your agency. (Max 250 words)
Please describe the current mental health and wellness services your agency provides. (e.g.
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 or Other). (Max 250 words)
How will the actions proposed in this application assist your agency in implementing or
institutionalizing community policing (organizational transformation, community partnerships, and
problem solving)? (Max 250 words)
How does this project fulfill a specific public safety need and advance the goals and requirements
of the LEMHWA Program? (Max 250 words)
Please provide local data or describe circumstances that indicate your need for Federal funding.
(Max 250)
Project Reach and Impact
Please enter the approximate total number of individuals who will be eligible to receive mental
health and wellness services after full implementation of this grant. If your project serves multiple
agencies or a regional partnership, please include the total number of individuals eligible from all
participating agencies.
Please enter the total number of employees (civilian and non-civilian) for your agency.
Will your project service multiple agencies or include regional partnerships?
If yes, please list the agencies that will be impacted and/or your regional partnerships. (Max 250
words)
What specific outcomes does your agency expect to accomplish with this funding and how will the
project team track or measure them? (e.g. 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, change in rates of use of force, or Other-please describe). (Max 250 words)
Are there any current governmental, community or agency initiatives that complement or will be
coordinated with the proposed initiative?
If yes, Please describe the inititatives that complement or will be coordinated with the proposed
initiative. (Max 250 words)
Please describe how these efforts will be sustained once the award ends. (Max 250 words)
Management and Implementation
Describe the overall management and implementation plan for the project. Note: A timeline of
project deliverables, activities and who will complete the activities, and milestones will need to be
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uploaded in the “Additional Application Components” section. (Max 250 words)
Please identify the key team members from your agency and any community or stakeholder
partnerships (community groups, private and/or public agencies) who will support this project.
Please include a description of the responsibilities and role of each team member and partner.
(Max 250 words)
Will your agency incorporate an evaluation component to your project?
If yes, please describe the evaluation component your agency plans to implement. (Max 250
words)
Please describe how you will ensure confidentiality of participants and service recipients. (Max
250 words)
Please provide a short description of your marketing plan, focusing on what new or enhanced
options you will use to increase program awareness (Max 250 words)
FY23_CPA_EO14074
Supporting Executive Order 14074
Instructions: To support Executive Order 14074, Advancing Effective, Accountable Policing and
Criminal Justice Practices to Enhance Public Trust and Public Safety, the following questions will
help the U.S. Department of Justice determine eligibility for priority consideration, if applicable, and
identify potential gaps in training and technical assistance.
Does your agency collect and report data on law enforcement use of force to the FBI’s National
Use-of-Force Data Collection (including deaths in custody incident to an official use of force)?
Does your agency collect and report data on officer suicides to the FBI’s Law Enforcement Suicide
Data Collection?
Does your agency collect and report data on officers killed and assaulted to the FBI’s Law
Enforcement Officers Killed and Assaulted Data Collection?
Does your agency prohibit the use of chokeholds and carotid restraints except in those situations
where the use of deadly force is authorized by law?
Does your agency limit the use of unannounced entries, often referred to as “no knock entries,”
except where knocking and announcing an officer’s presence would create an imminent threat of
physical violence to the officer and/or another person?
Does your agency possess and use any of the following military equipment obtained via property
transfer contracts or grants with the Federal government acquired through property transfers or
purchases with federal funds or from federal agencies or contractors?
Applicable military equipment includes: (i) firearms of .50 or greater caliber; (ii) ammunition of .50
or greater caliber; (iii) firearm silencers, as defined in 18 U.S.C. 921(a)(24); (iv) bayonets; (v)
grenade launchers; (vi) grenades (including stun and flash-bang); (vii) explosives (except for
explosives and percussion actuated non-electric disruptors used for accredited bomb squads and
explosive detection canine training); (viii) any vehicles that do not have a commercial application,
including all tracked and armored vehicles (except for vehicles used exclusively for disaster-
related emergencies; active shooter scenarios; hostage or other search and rescue operations; or
anti-terrorism preparedness, protection, prevention, response, recovery, or relief); (ix) weaponized
drones and weapons systems covered by DOD Directive 3000.09 of November 21, 2012, as
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amended (Autonomy in Weapon Systems); (x) aircraft that are combat-configured or combat-
coded, have no established commercial flight application, or have no application for disaster-
related emergencies; active shooter scenarios; hostage or other search and rescue operations; or
antiterrorism preparedness, protection, prevention, response, recovery, or relief; and (xi) long-
range acoustic devices that do not have a commercial application.
FY23 CPA Information
Type of Agency Organization
Type of Agency (select one)
From the list below, please select the type of agency which best describes the applicant.
From the list below, please select the type of agency which best describes the applicant.
Duplication of Funding
Instructions:
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.
Do you have any current, active non-COPS Office award with any other federal funding source
(e.g., direct federal funding or indirect federal funding through state subawarded federal funds)
that supports the same or similar activities or services as being proposed in this COPS Office
application?
If Yes, for each potentially duplicative non-COPS Office award, provide the following detailed
information: name of federal awarding agency, or state agency for subawarded federal funding;
award number; program name; award start and end dates; award amount; and description of how
this project differs from the application for COPS office funding.
Do you have any pending non-COPS Office grant applications with any other federal funding
source (e.g., direct federal funding or indirect federal funding through state subawarded federal
funds)that support the same or similar activities or services as being proposed in this COPS Office
application?
If Yes, for each potentially duplicative non-COPS Office grant application, provide the following
detailed information: application number (if known); program name; project length; total requested
amount; items requested; and describe how this project differs from the application for COPS
Office funding.
Certification of Review of 28 CFR Part 23/Criminal Intelligence
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REVIEWS AND CERTIFICATIONS
Certification of Review of 28 C.F.R. Part 23/Criminal Intelligence Systems:
If your agency is requesting COPS Office funding for equipment or technology that will be used to
operate an interjurisdictional criminal intelligence system that receives, stores, analyzes,
exchanges, or disseminates data regarding ongoing criminal activities, you must agree to comply
with the operating principles at 28 C.F.R Part 23.
If you are requesting 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.
Please review the FY23 CPA Programs Reference Guide for additional information.
Please check one of the following, as applicable to your agency’s intended use of COPS Office
funds.
CERTIFICATION OF REVIEW AND REPRESENTATION OF COMPLIANCE
By checking the box, the applicant indicates he or she understands that the signatures of the Law
Enforcement Executive /Program Official, Government Executive / Financial Official, and the
Person Submitting this Application on the Reviews and Certifications represent to the COPS Office
that: 1. 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 and Reference Guides, the COPS Office award owner's manual, the DOJ
Grants Financial Guide, Assurances, Certifications and all other applicable program regulations,
laws, orders, and circulars; 2. 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 3. the applicant and any required or identified official partner(s) listed in this application
mutually agreed to this partnership prior to submission.
Acknowledgement of Electronic Signatures
By checking the box, the applicant indicates that he or she understands that “clicking to agree” in this
application and the required forms, including the Assurances, Certifications, and Disclosure of Lobbying
Activities form are just as legally enforceable as physical signatures.
I understand.
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Project Title
FY2023 Law Enforcement Mental Health and
Wellness Act (LEMHWA) Implementation Project
- Oakland County Sheriff's Office
Federal Estimated Funding (Federal
Share)
198764.0
Total Estimated Funding
198764.0
Oakland County, MI
Proposed Project Start Date
10/1/23
Applicant Estimated Funding (Non-
Federal Share)
0.0
Proposed Project End Date
9/30/25
Program Income Estimated Funding
0.0
Type of Applicant 1: Select Applicant Type:
B: County Government
Type of Applicant 2: Select Applicant Type:
——
Type of Applicant 3: Select Applicant Type:
——
Other (specify):
——
Application POC Prefix Name
——
Application POC First Name
Katie
Application POC Middle Name
——
Application POC Last Name
West
Application POC Suffix Name
——
Organizational Affiliation
——
Title
Supervisor, Sheriff Contracts and Accounts
Email ID
westca@oakgov.com
Phone Number Fax Number
Standard Applicant Information
Project Information
Areas Affected by Project (Cities, Counties, States, etc.)
Type Of Applicant
Application Submitter Contact Information
248-452-2110 ——
ORINumber
——
Is Application Subject to Review by State Under Executive Order 12372?
b. Program is subject to E.O. 12372 but has not been selected by the State for review
Is the Applicant Delinquent on Federal Debt?
No
Name
manifest.txt
Date Added
3/24/23
Name
Form SF424_4_0-V4.0.pdf
Date Added
3/24/23
Name
Form SFLLL_2_0-V2.0.pdf
Date Added
3/24/23
Name
SF424_4_0-1234-
MI_AllDistricts_byCounty_Oakland.pdf
Date Added
3/24/23
Name
GrantApplication.xml
Date Added
3/24/23
Load more
Authorized Representative
Title
Sheriff
Prefix Name
——
First Name
Michael
Middle Name
——
Last Name
Bouchard
Title
Oakland County Commission Chairman
Prefix Name
——
First Name
David
Middle Name
T.
Last Name
Woodward
Executive Order and Delinquent Debt Information
SF424 Attachments (5)
Law Enforcement Executive Information Government Executive Information
Suffix Name
——
Suffix Name
——
Verify Legal Name, Doing Business As, and Legal Address
Legal Name
OAKLAND, COUNTY OF
Doing Business As
UEI
HZ4EUKDD7AB4
Street 1
1200 N TELEGRAPH RD DEPT 470
Street 2
City
PONTIAC
State
MI
Zip/Postal Code
48341
CongressionalDistrict
11
Country
USA
The legal name + Doing Business As (DBA) and legal address define a unique entity in the system as represented in its entity profile. The profile legal
name and address is applicable to ALL applications and awards associated to this fiscal agent.
1. If this information is correct confirm/acknowledge to continue with completion of this application.
I confirm this is the correct entity.
Signer Name
Katie West
Certification Date / Time
03/24/2023 02:37 PM
2. If the information displayed does not accurately represent the legal entity applying for federal assistance:
a. Contact your Entity Administrator.
b. Contact the System for Award Management (SAM.gov) to update the entity legal name/address.
3. If the above information is not the entity for which this application is being submitted, Withdraw/Delete this application. Please initiate a new
application in Grants.gov with using the correct UEI/SAM profile.
Legal Addess
Certification
Proposal Abstract
The well-being and mental health of employees is a top priority of the Oakland County Sheriff’s Office (OCSO). The LEMHWA project will expand
and strengthen the agency’s existing Peer Support Program (PSP) as part of the overall wellness strategy. While peer support is a proven
evidence-based model, managing and tracking requests for support has proven to be difficult. The OCSO has built a strong framework for the PSP
that could greatly benefit from the addition of a peer support software application. The application will provide the peer support team the ability to
connect with employees, disseminate wellness information and resources, and collect deidentified statistics to empower coordinators to make
educated decisions and identify the stresses that employees are facing. Utilizing the application, the team will proactively schedule peer support
sessions with employees to address emerging mental health and wellness issues. A multifaceted approach will allow the peer support team to
address the issues that employees are experiencing, as well as address organizational culture and create an environment where employees are
aware of the resources available to them and understand how and when to access those resources. The peer support software will reduce the
required time to coordinate and connect employees with the existing support network, provide accurate reporting on utilization and key
performance indicators and ensure 100% coverage while protecting the anonymity of employees. Additionally, a peer support application will assist
in the management of the peer support team ensuring timely response to agency members and monitoring “compassion fatigue” that often
plagues hard working teams.
Employees need to feel the PSP is strongly supported by leadership and offers a safe environment. This environment needs to be free of
distractions, decrease stress, and allow for increased focus, enhanced creativity and improved decision making. Resiliency rooms are increasingly
being utilized in high-stress fields such as healthcare and law enforcement. The creation of a resiliency room will provide a safe space for
employees to decompress and relax away from the often hectic and intense atmosphere that is part of the law enforcement profession. Intense
emergency calls and emotional scenes of fatal accidents don’t just disappear when the next call comes in, but there is an expectation that
emergency personnel will be able to handle any situation that comes their way. Officers need time to process and deal with their emotions and a
resiliency room will provide them with a safe space to do so. A resiliency room will provide employees a space to meet with the peer support team
in a welcoming and open environment and serve as a location for staff and peer support to evaluate available resources, utilize interactive training
aids and tools, or meet with mental health personnel whether in person or via telehealth.
By adding a peer support application that can manage all aspects of the PSP, training all employees on the peer support services available to
them, and creating a resiliency room, OCSO will have the tools necessary for a wraparound Peer Support and Employee Wellness Program.
FY23 LEMHWA Implementation Projects 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.
Suburban
Enter the current number of sworn officers for your agency below.
1145
A law enforcement agency is established and operational if the jurisdiction has passed authorizing legislation and it has a current operating
budget. Based on the definition above, is your agency established and currently operational?
Yes
An agency with primary law enforcement authority is defined as the first responder to calls for service for all types of criminal incidents within
its jurisdiction. Agencies are not considered to have primary law enforcement authority if they only: respond to or investigate specific type(s)
of crime(s), respond to or investigate crimes within a correctional institution, serve warrants, provide courthouse security, transport prisoners,
have cases referred to them for investigation or investigational support or only some combination of these. Based on the definition above,
does your agency have primary law enforcement authority? [Or, if contracting to receive services, does the agency that will be providing law
enforcement services have primary law enforcement authority for the population to be served?]
Yes
Data Requested with Application
FY23 LEMHWA Grants Elig
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?
No
Youth-Centered Project
Instructions: For the purposes of this solicitation, please select “yes” if a purpose of some or all of the activities to be carried out under
(whether by the recipient, or a subrecipient at any tier) is to benefit a set of individuals under 18 years of age. NOTE: An 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 interact with participating minors under the age of 18 years old in the course of activities funded under the award.
——
Could any activities under your project benefit a set of individuals under 18 years of age?
No
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 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. 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?
No
U.S. Attorney's District Office
Please select your U.S. Attorney’s District Office from the below drop-down options.
Michigan, Eastern
Executive/Contact Information
Please provide the name and contact information for the highest ranking Law Enforcement or Program Official and Government Executive or
Financial Official for your agency or organization, please see instructions below. LAW ENFORCEMENT EXECUTIVE/PROGRAM OFFICIAL
This position will ultimately be responsible for the programmatic management of the award. Instructions for Law Enforcement Agencies: For
law enforcement agencies, the Law Enforcement Executive is the highest ranking official in the jurisdiction (Chief of Police, Sheriff, or
equivalent). Before this application can be submitted, the Entity Administrator in JustGrants must invite this individual to apply for a
JustGrants account with the role of Authorized Representative, and this individual must log in to JustGrants to review the application.
Instructions for Non-Law Enforcement Agencies: For non-law enforcement agencies (e.g., institutions of higher education, school districts,
FY23 CPA Solicitation Ques
private organizations, etc.), the Program Official is the highest-ranking official in the jurisdiction (e.g., executive director, chief executive
officer, or equivalent). Please note that information for non-executive positions (e.g., clerks, trustees) is not acceptable. Before this
application can be submitted, the Entity Administrator in JustGrants must invite this individual to apply for a JustGrants account with the role
of Authorized Representative, and this individual must log in to JustGrants to review the application.
——
Title:
Sheriff
First name:
Michael
Last name:
Bouchard
Phone:
248-858-5000
Email address:
ocso@oakgov.com
GOVERNMENT EXECUTIVE/FINANCIAL OFFICIAL 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. Instructions for Law Enforcement Agencies:
For law enforcement agencies, this is the highest ranking government official within your jurisdiction (e.g., Superintendent, Mayor, City
Administrator, or equivalent). Before this application can be submitted, the Entity Administrator in JustGrants must invite this individual to
apply for a JustGrants account with the role of Authorized Representative, and this individual must log in to JustGrants to review the
application. Instructions for Non-Law Enforcement Agencies and Non-Government Agencies: For non-law enforcement agencies and 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). Please note that information for non-executive positions (e.g., clerks, trustees) is not acceptable.
Before this application can be submitted, the Entity Administrator in JustGrants must invite this individual to apply for a JustGrants account
with the role of Authorized Representative, and this individual must log in to JustGrants to review the application.
——
Title:
Chairperson, Board of Commissioners
First name:
David
Last name:
Woodward
Phone:
248-858-0100
Email address:
woodwardd@oakgov.com
Instructions for Application Submitter Contact: Enter the application point of contact's name and contact information.
——
Title:
Supervisor, Sheriff Contracts and Accounts
First name:
Katie
Last name:
West
Phone:
248-452-2110
248 452 2110
Email address:
westca@oakgov.com
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
(https://cops.usdoj.gov/RIC/ric.php?page=detail&id=COPS-P157) 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?
High level of support
If awarded, to what extent will the award activities impact the other components of the criminal justice system in your jurisdiction?
Potentially increased impact
Explanation of Need for Financial 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 250 word count.]
The Oakland County Sheriff's Office currently uses the full general fund training budget and looks for the most cost-effective way to cover as
many officer trainings as possible, but the need for officer wellness and peer support has been identified and is not supported within the
existing budget.
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?
Yes
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
No
Issue bonds or raise taxes
No
Private sources and donations
Yes
Non-federal asset forfeiture funds (subject to approval from the state or local oversight agency)
No
State, local, or other non-federal grant funding
Yes
Fundraising efforts
No
Other
No
If “other” is selected in the above question, please provide a brief description of the source(s) of funding.
——
Problem Identification and Project Description
Please list the specific activities and/or services that your agency would implement or provide if awarded funding. (Max 250 words)
The well-being and mental health of employees is a top priority of the Oakland County Sheriff’s Office (OCSO) and the LEMHWA project will
help expand and strengthen the agency’s existing Peer Support Program (PSP) as part of the overall wellness strategy.
While peer support is a proven evidence-based model, managing and tracking requests for support has proven to be difficult. By adding a
peer support software application that can manage all aspects of the PSP, training all employees on the software and peer support services
available to them, and creating a resiliency room, OCSO will have the tools and space necessary to accommodate a wraparound Peer
Support and Wellness Program.
The peer support software will reduce the required time to coordinate and connect employees with the existing support network, provide
accurate reporting on utilization and key performance indicators and ensure 100% coverage while protecting the anonymity of the employees.
The creation of a resiliency room for OCSO will provide a safe space for employees to de-stress and relax away from the often hectic and
intense atmosphere that is part of the law enforcement profession. Intense emergency calls and emotional scenes of fatal accidents don’t just
disappear when the next call comes in, but there is an expectation that emergency personnel will be able to handle any situation that comes
their way. Officers need time to process and deal with their emotions and a resiliency room will provide them with a safe space to do so.
For the activities and/or services identified above, please describe why you chose these for your agency. Discuss any research, peer
observations, successful peer agency efforts, personal exposure, personal conversations, conferences, newsletters, etc. (Max 250 words)
The LEHMWA case study for Charlotte-Mecklenburg Police Department, demonstrates their holistic approach to health and wellness,
including mental health support programs that offer a myriad of services to officers. They provide a multifaceted benefits package for their
employees including access to physical health, mental health, financial support, career support, and personal support is critical to establishing
a culture of wellness in the agency.
They designed a peer support program to offer voluntary and confidential support to employees dealing with stress, emotional difficulties, or
other personal and job-related circumstances. Peer support officers attend training prior to joining the team. Although, the team is thoroughly
trained, they are knowledgeable of the boundaries of their role and are equipped with referral skills and resources. According to the peer
support program policy, the promotion of trust and confidentiality is of utmost importance for the success of the program. The number of
officers accessing peer support services increased, and informal contacts with members of the peer support team by officers in crisis also
increased. This increase indicates the success of the team and program and is seen as a reflection of a culture in which officers feel safe
reaching out and seeking assistance.
OCSO’s implementation plan includes a peer support application that manages all aspects of the peer support program, training of
employees on the software and all available resources, as well as a resiliency room for a safe space to decompress and meet with the peer
support team or other mental health providers.
Please explain how federal funding will enable you to create or enhance officer Mental Health and Wellness efforts for your agency. (Max 250
words)
Federal funding for the purchase, deployment and training of a peer support application will enhance the existing Peer Support Program
(PSP) and reduce the time and resources needed to effectively manage peer support. The peer support team will have the ability to connect
with employees, disseminate wellness information and resources, and collect deidentified statistics to empower coordinators to make
educated decisions and identify the stresses that employees are facing. The team can proactively schedule peer support sessions with
employees to address emerging mental health and wellness issues. A multifaceted approach will allow the peer support team to address the
issues that employees are experiencing, as well as address organizational culture and create an environment where employees are aware of
the resources that are available to them and understand how and when to access those resources.
Employees need to feel the PSP is strongly supported by leadership and offers a safe environment. This environment needs to be free of
distractions, decrease stress, and allow for increased focus, enhanced creativity and improved decision making. Resiliency rooms are
increasingly being utilized in high-stress fields such as healthcare and law enforcement. Funding to create a resiliency room will provide
employees a space to meet with the peer support team in a welcoming and open environment. The resiliency room will serve as a location for
staff and peer support to evaluate available resources, utilize interactive training aids and tools, or to meet with additional mental health
personnel whether in person or via telehealth.
FY23 LEMHWA App Questions
Please describe the current mental health and wellness services your agency provides. (e.g. 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 or Other). (Max 250 words)
The OCSO operates a confidential Peer Support Program designed to aid all employees in times of personal or professional stress. The peer
support team also assists employees in finding additional resources that may not be offered with employment. The OCSO offers the following
mental health and wellness programs: Critical Incident Stress Management and De-briefings, a Functional Fitness Program, and Mental
Health First Aid. Oakland County also has a robust Employee Assistance Program (EAP) available to all county employees.
How will the actions proposed in this application assist your agency in implementing or institutionalizing community policing (organizational
transformation, community partnerships, and problem solving)? (Max 250 words)
The Department of Justice, COPS Office identifies organizational transformation as one of the three key components of community policing. A
peer support application will support organizational transformation in three critical ways: 1) by providing the tools to effectively manage the
peer support program, OCSO will increase the amount of time and resources that can be allotted to other areas or initiatives of the agency, 2)
by supporting officer mental health and wellness, the addition of the peer support application and resiliency room will help strengthen the
resilience of both individual employees and the broader team, allowing staff to put more mental focus into the processes needed to continue
efforts on strengthening a community policing model. Resources are often sought for individuals involved in tragic incidents in order to cope
and deal with the emotion stress and officers are all too familiar with the emotions that come along with witnessing those tragic situations. In
order to effectively serve the community, officers must first take care of their own mental health and wellness. And 3) the peer support
application and training provide an opportunity to disseminate information directly to community members to keep them up to date and
informed about ways OCSO is improving services that benefit the entire community.
How does this project fulfill a specific public safety need and advance the goals and requirements of the LEMHWA Program? (Max 250
words)
The well-being and mental health of employees is a top priority of the Oakland County Sheriff’s Office (OCSO) and the LEMHWA project will
help expand and strengthen the agency’s existing Peer Support Program (PSP) as part of the overall wellness strategy.
While peer support is a proven evidence-based model, managing and tracking requests for support has proven to be difficult. By adding a
peer support software application that can manage all aspects of the PSP, training all employees on the software and peer support services
available to them, and creating a resiliency room, OCSO will have the tools and space necessary to accommodate a wraparound Peer
Support and Wellness Program.
The peer support software will reduce the required time to coordinate and connect employees with the existing support network, provide
accurate reporting on utilization and key performance indicators and ensure 100% coverage while protecting the anonymity of the employees.
Please provide local data or describe circumstances that indicate your need for Federal funding. (Max 250)
The Sheriff’s Office utilizes current resources and staff time for the Peer Support Program but doesn’t have the financial capability to expand
or enhance the program. Federal funding will provide the ability to add the peer support application to the Peer Support Program, train all
employees on the program, as well as fund the resiliency room to provide a space for employees to decompress.
Project Reach and Impact
Please enter the approximate total number of individuals who will be eligible to receive mental health and wellness services after full
implementation of this grant. If your project serves multiple agencies or a regional partnership, please include the total number of individuals
eligible from all participating agencies.
1430
Please enter the total number of employees (civilian and non-civilian) for your agency.
1381
Will your project service multiple agencies or include regional partnerships?
No
If yes, please list the agencies that will be impacted and/or your regional partnerships. (Max 250 words)
need to complete
What specific outcomes does your agency expect to accomplish with this funding and how will the project team track or measure them? (e.g.
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, change in rates of use of force, or Other-please describe). (Max 250 words)
The peer support application will allow for automated tracking of de-identified data allowing for reports to be created while protecting the
anonymity and confidentiality of our employees. Process-driven contact reports ensure mandatory information is collected avoiding the loss of
critical information.Peer support team members will have the ability to submit electronic post-contact forms for the agency.The forms will
critical information. Peer support team members will have the ability to submit electronic post contact forms for the agency. The forms will
populate live reporting; create wellness KPIs and metrics that simplify reporting over any time period. Metrics around usage will be broken
down based on specific populations such as new hires, minorities, members of an internal team, etc. allowing OCSO to more accurately
assess the impact of the program on specific roles within the agency.
Are there any current governmental, community or agency initiatives that complement or will be coordinated with the proposed initiative?
Yes
If yes, Please describe the inititatives that complement or will be coordinated with the proposed initiative. (Max 250 words)
The Oakland County Employee Assistance Program (EAP), ENCOMPASS, compliments OCSO’s mental health and wellness programs by
offering 24/7 phone support and video counseling in order to assist with family conflict, anxiety, relationship issues, work related conflicts,
substance abuse, work/life balance, and legal/financials resources, medical advocacy, life coaching and personal assistant to help individuals
with their “to do” lists. The EAP also offers Backing the Badge support led by professionals that include military veterans, former law
enforcement officers, and retired firefighters and clinicians that are skilled in dealing specifically with first responders and their loved ones.
This team understands the stressors placed on first responders and the demand placed on their families and loved ones.
OCSO’s Functional Fitness Program also compliments this initiative because a healthy body leads to a healthy mind. Maintaining a level of
physical fitness and a balanced diet are beneficial to both your physical and mental health.
Please describe how these efforts will be sustained once the award ends. (Max 250 words)
The efforts of this project will be sustained once the award ends by providing the County Administration and the Board of Commissioners with
the metrics that demonstrate the positive impact of the program and justify the necessity of continued funding for the peer support application
beyond the initial grant period.
Management and Implementation
Describe the overall management and implementation plan for the project. Note: A timeline of project deliverables, activities and who will
complete the activities, and milestones will need to be uploaded in the “Additional Application Components” section. (Max 250 words)
The peer support application will be placed out for competitive bid within the first quarter of the grant. Information will also be gathered from
employees in the first quarter regarding what items would be best received for the resiliency room and how they envision the space. The
vetting and training of peer support members will occur within the first 6 months after a contract is awarded for the peer support application.
Once a cohort of trained peer supporters has been established, the digital component of the peer support program (app/system) will be
implemented for the entire OCSO workforce, and this will occur within the second and third quarter of the grant. This includes training for
system administrators, managers, and all users/employees. Quarterly reports will be generated to help understand the efficacy of the program
and to see where adjustments and additional resources may be needed.
Please identify the key team members from your agency and any community or stakeholder partnerships (community groups, private and/or
public agencies) who will support this project. Please include a description of the responsibilities and role of each team member and partner.
(Max 250 words)
The OCSO has a Critical Incident Stress Management (CISM) Peer Support Program (PSP) within all areas of the agency – Patrol,
Investigations, Corrections, Dispatch, and Administration. There are three categories of responsibilities with the first being the Peer Support
Program (PSP) Supervisors – Captain Todd Hill and Sergeant Jeff Cardinal. The supervisors oversee all aspects of the program and provide
guidance to other PSP Team members to ensure proper assistance is being provided to all employees. The supervisors work directly with the
fulltime PSP Coordinator – Deputy Casey Crampton. Deputy Crampton self-initiates assistance by reviewing all the daily Patrol and
Corrections Major Incidents, along with responding to referrals, and individual requests for assistance. The PSP Coordinator also conducts
Critical Incident Stress Debriefings (CISD’s) on a regular basis for traumatic incidents experienced by employees. The PSP Coordinator and
Supervisors are the lead instructors for the agency’s Deputy & Dispatcher Wellness Initiative, taught to all employees including new hires. The
final category of the PSP are the additional 26 PSP Team members that are trained in the International Critical Incident Stress Foundation
(ICISF) Group and Individual (GRIN) Crisis Intervention. The PSP Team members work with the agency’s Employee Assistance Program
(EAP) and agency vetted clinicians in the tri-county area to ensure appropriate and efficient mental health services are provided to the
employees. The PSP Team members also link employees with other community partners, such as the Oakland County Health Network
(OCHN), the National Alliance for Mental Illness (NAMI), Autism Alliance, and several other community resources.
Will your agency incorporate an evaluation component to your project?
Yes
If yes, please describe the evaluation component your agency plans to implement. (Max 250 words)
The OCSO has distributed several surveys to employees to evaluate their needs and identify where they would like the agency to dedicate
available resources, willingness to utilize the resources, and organizational culture. Those survey results can be used as a benchmark to
compare future surveys in order to evaluate the overall success of this initiative. Reports generated from the peer support application can also
provide metrics to evaluate the usage of the program over specific timeframes. The Peer Support Program remains confidential, however,
data for use and types of services are being evaluated. This program will utilize the same tracking methods in order to ensure that employees
are reaching the objectives outlined.
Please describe how you will ensure confidentiality of participants and service recipients (Max 250 words)
Please describe how you will ensure confidentiality of participants and service recipients. (Max 250 words)
The digital component of the peer support program will be structured to maintain anonymity by using aggregated and de-identified reports.
Clinician support and certified trained peers support members will be vetted and fully understand the importance of ensuring confidentiality of
all participants receiving services. The agency will use enhanced password protection for any digital components to ensure the anonymity
and confidentiality of members.
Please provide a short description of your marketing plan, focusing on what new or enhanced options you will use to increase program
awareness (Max 250 words)
The OCSO will distribute information using several different marketing methods including, but not limited to, on-site/hands on training,
publishing of training bulletins, benefits fliers, and computer data use reports. Training bulletins and benefits flyers will be distributed by email
and posted on bulletin boards within the office.
Supporting Executive Order 14074
Instructions: To support Executive Order 14074, Advancing Effective, Accountable Policing and Criminal Justice Practices to Enhance Public
Trust and Public Safety, the following questions will help the U.S. Department of Justice determine eligibility for priority consideration, if
applicable, and identify potential gaps in training and technical assistance.
——
Does your agency collect and report data on law enforcement use of force to the FBI’s National Use-of-Force Data Collection (including
deaths in custody incident to an official use of force)?
Yes
Does your agency collect and report data on officer suicides to the FBI’s Law Enforcement Suicide Data Collection?
Yes
Does your agency collect and report data on officers killed and assaulted to the FBI’s Law Enforcement Officers Killed and Assaulted Data
Collection?
Yes
Does your agency prohibit the use of chokeholds and carotid restraints except in those situations where the use of deadly force is authorized
by law?
Yes
Does your agency limit the use of unannounced entries, often referred to as “no knock entries,” except where knocking and announcing an
officer’s presence would create an imminent threat of physical violence to the officer and/or another person?
Yes
Does your agency possess and use any of the following military equipment obtained via property transfer contracts or grants with the Federal
government acquired through property transfers or purchases with federal funds or from federal agencies or contractors?
No
Applicable military equipment includes: (i) firearms of .50 or greater caliber; (ii) ammunition of .50 or greater caliber; (iii) firearm silencers, as
defined in 18 U.S.C. 921(a)(24); (iv) bayonets; (v) grenade launchers; (vi) grenades (including stun and flash-bang); (vii) explosives (except
for explosives and percussion actuated non-electric disruptors used for accredited bomb squads and explosive detection canine training);
(viii) any vehicles that do not have a commercial application, including all tracked and armored vehicles (except for vehicles used exclusively
for disaster-related emergencies; active shooter scenarios; hostage or other search and rescue operations; or anti-terrorism preparedness,
protection, prevention, response, recovery, or relief); (ix) weaponized drones and weapons systems covered by DOD Directive 3000.09 of
November 21, 2012, as amended (Autonomy in Weapon Systems); (x) aircraft that are combat-configured or combat-coded, have no
established commercial flight application, or have no application for disaster-related emergencies; active shooter scenarios; hostage or other
search and rescue operations; or antiterrorism preparedness, protection, prevention, response, recovery, or relief; and (xi) long-range
acoustic devices that do not have a commercial application.
——
FY23_CPA_EO14074
Type of Agency Organization
Type of Agency (select one)
Law Enforcement
From the list below, please select the type of agency which best describes the applicant.
Sheriff
From the list below, please select the type of agency which best describes the applicant.
——
Duplication of Funding
Instructions: 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.
——
Do you have any current, active non-COPS Office award with any other federal funding source (e.g., direct federal funding or indirect federal
funding through state subawarded federal funds) that supports the same or similar activities or services as being proposed in this COPS
Office application?
No
If Yes, for each potentially duplicative non-COPS Office award, provide the following detailed information: name of federal awarding agency,
or state agency for subawarded federal funding; award number; program name; award start and end dates; award amount; and description of
how this project differs from the application for COPS office funding.
——
Do you have any pending non-COPS Office grant applications with any other federal funding source (e.g., direct federal funding or indirect
federal funding through state subawarded federal funds)that support the same or similar activities or services as being proposed in this COPS
Office application?
No
If Yes, for each potentially duplicative non-COPS Office grant application, provide the following detailed information: application number (if
known); program name; project length; total requested amount; items requested; and describe how this project differs from the application for
COPS Office funding.
——
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: If your agency is requesting
COPS Office funding for equipment or technology that will be used to operate an interjurisdictional criminal intelligence system that receives,
stores, analyzes, exchanges, or disseminates data regarding ongoing criminal activities, you must agree to comply with the operating
principles at 28 C.F.R Part 23. If you are requesting 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. Please review the FY23
CPA Programs Reference Guide for additional information.
——
Please check one of the following, as applicable to your agency’s intended use of COPS Office funds.
No, my agency will not use these COPS Office funds (if awarded) to operate an interjurisdictional criminal intelligence system.
FY23 CPA Information
CERTIFICATION OF REVIEW AND REPRESENTATION OF COMPLIANCE
By checking the box, the applicant indicates he or she understands that the signatures of the Law Enforcement Executive /Program Official,
Government Executive / Financial Official, and the Person Submitting this Application on the Reviews and Certifications represent to the
COPS Office that: 1. 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 and Reference Guides, the COPS Office award
owner's manual, the DOJ Grants Financial Guide, Assurances, Certifications and all other applicable program regulations, laws, orders, and
circulars; 2. 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 3. the applicant and any required or identified official partner(s) listed in this application mutually agreed
to this partnership prior to submission.
true
Acknowledgement of Electronic Signatures
By checking the box, the applicant indicates that he or she understands that “clicking to agree” in this application and the required forms,
including the Assurances, Certifications, and Disclosure of Lobbying Activities form are just as legally enforceable as physical signatures.
——
I understand.
true
Sworn Officer Positions $0.00
Civilian or Non-Sworn Personnel $0.00
Travel $0.00
Equipment $0.00
Supplies $55,000.00
SubAwards $0.00
Procurement Contracts $104,900.00
Other Costs $38,864.00
Indirect Costs $0.00
Total Project Costs $198,764.00
Federal Funds:$198,764.00 100.00%
Match Amount:$0.00 0.00%
Program Income:$0.00 0.00%
Proposal Narrative
Budget and Associated Documentation
Budget Summary
Budget Category Total Cost
No documents have been uploaded for Non-Competitive Justification
No documents have been uploaded for Indirect Cost Rate Agreement
No documents have been uploaded for Consultant Rate Justification
Name
FY2023 LEMHWA
Implementation Project -
Budget Narrative.docx
Category
Budget Narrative
Created by
Katie West
Application
Number
——
Date
Added
03/29/2023
Budget and Associated Documentation
DOES THIS BUDGET CONTAIN CONFERENCE COSTS WHICH IS DEFINED BROADLY TO INCLUDE MEETINGS, RETREATS, SEMINARS, SYMPOSIA,
AND TRAINING ACTIVITIES?——
Budget / Financial Attachments
Non-competitive Justification
Indirect Cost Rate Agreement
Consultant Rate Justification
Additional Attachments
Base Salary and Fringe Benefits for Sworn Officer
Personnel
List each position by title and name of employee, if available. Show the annual salary rate and the percentage of time to be devoted to the project.
Compensation paid for employees engaged in grant activities must be consistent with that paid for similar work within the applicant organization. In the
narrative section, please provide a specific description of the responsibilities and duties for each position, and explain how the responsibilities and duties
support the project goals and objectives outlined in your application.
Fringe benefits should be based on the actual known costs or an approved negotiated rate by a Federal Agency. If not based on an approved negotiated rate,
list the composition of the fringe benefit package. Fringe benefits are for the personnel listed in Personnel budget category listed and only for the percentage
of time devoted to the project. In the narrative section, please provide a specific description for each item
Itemize travel expenses of staff personnel (e.g. staff to training, field interviews, advisory group meeting, etc.). Describe the purpose of each travel
expenditure in reference to the project objectives. Show the basis of computation (e.g., six people to 3-day training at $X airfare, $X lodging, $X
subsistence). In training projects, travel and meals for trainees should be listed separately. Show the number of trainees and the unit costs involved.
Identify the location of travel, if known; or if unknown, indicate "location to be determined." Indicate whether applicant's formal written travel policy or the
Federal Travel Regulations are followed. Note: Travel expenses for consultants should be included in the “Consultant Travel” data fields under the
“Subawards (Subgrants)/Procurement Contracts” category. For each Purpose Area applied for, the budget should include the estimated cost for travel
d d ti f t t ff t tt d t th d l ti ith i W hi t D C d i th i i ith th ti f
No items
Personnel Total Cost
$0
Additional Narrative
No items
Fringe Benefits Total Cost
$0
Additional Narrative
Instructions
Year 1
Year 1
Personnel Detail
Name Position Salary Rate Time
Worked
Percentage
of Time (%)
Total
Cost
Fringe Benefits
Instructions
Year 1
Fringe Benefit Detail
Name Base Rate (%)Total Cost
Travel
Instructions
and accommodations for two staff to attend two three-day long meetings, with one in Washington D.C. and one in their region, with the exception of
Purpose Area 1, which should budget for one meeting in Washington D.C, and Purpose Areas 6 and 7, which should budget for 3 meetings within a 3
year period, with 2 in Washington D.C, and 1 within their region. All requested information must be included in the budget detail worksheet and budget
narrative.
List non-expendable items that are to be purchased (Note: Organization’s own capitalization policy for classification of equipment should be used).
Expendable items should be included in the “Supplies” category Applications should analyze the cost benefits of purchasing versus leasing equipment,
especially high cost items and those subject to rapid technological advances. Rented or leased equipment costs should be listed in the “Contracts” data fields
under the “Sub awards” (Sub grants)/Procurement Contracts” category. In the budget narrative, explain how the equipment is necessary for the success In
the budget narrative, explain how the equipment is necessary for the success of the project, and describe the procurement method to be used. All requested
information must be included in the budget detail worksheet and budget narrative.
List items by type (office supplies, postage, training materials, copy paper, and expendable equipment items costing less than $5,000, such as books,
hand held tape recorders) and show the basis for computation. Generally, supplies include any materials that are expendable or consumed during the
course of the project. All requested information must be included in the budget detail worksheet and budget narrative.
No items
Travel Total Cost
$0
No items
Equipment Total Cost
$0
Year 1
Travel Detail
Purpose
of
Travel
Location Type of
Expense
Basis Cost Quantity # Of
Staff
# Of
Trips
Total Cost Non-Federal
Contribution
Federal
Request
Equipment
Instructions
Year 1
Equipment Detail
Equipment
Item
# of
Items Cost Total
Cost
Non-Federal
Contribution
Federal
Request
Supply Items
Instructions
As a rule, construction costs are not allowable. In some cases, minor repairs or renovations may be allowable. Consult with the DOJ grant-making
component before budgeting funds in this category. In the narrative section, please provide a specific description for each item, and explain how the item
supports the project goals and objectives outlined in your application.
Subawards (see "Subaward"definition at 2 CFR 200 92):Provide a description of the Federal Award activities proposed to be carried out by any
Resiliency Room
Furnishings 1.00 $25,000.00 $25,000.00 $25,000.00
Resiliency Room
Technology 1.00 $30,000.00 $30,000.00 $30,000.00
Supplies Total Cost
$55,000
Additional Narrative
Supplies – Resiliency Room Furnishings Furnishing costs for the resiliency room include debriefing chairs $1,500, shelving units $1,000, zero-gravity
therapeutic chair $4,500, secure/confidential filing cabinet $1,500, therapy couch $1,500, additional equipment includes: sound strips, white
noise/ambient sound machine, signage, wall décor, clock, tables, flooring (rugs/carpet), lamps, aroma therapy tools, etc. The peer support team will
seek input from employees regarding the items purchased for the resiliency room so quantities and cost are listed as beginning estimates, but the
furnishings will stay within the $25,000 budget and individual supplies would be less than $5,000 and remain in the supply budget category. Supplies
– Resiliency Room Technology Technology costs for the resiliency room will support learning and mental health and include items to facilitate online
visits or telehealth as well as supplement relaxation and mindfulness. These costs include a video conferencing package with soundbar, control unit,
camera’s - for telehealth/counseling $5,000, interactive multi-touch all-in-one video conferencing displays $14,000, computer technology $3,000, and
additional audio-visual equipment (speakers, connections, cords, etc.). The peer support team will seek input from employees regarding some of the
technology items purchased for the resiliency room so quantities and cost are listed as beginning estimates, but the technology purchases will stay
within the $30,000 budget and individual supplies would be equal or less than $5,000 and remain in the supply budget category. If any items are
identified as costing $5,000 or more, OCSO would consult with the COPS project manager on moving the item to an equipment budget category.
No items
Construction Total Cost
$0
Year 1
Supply Item Detail
Purpose of
Supply Items
# of
Items Unit Cost Total Cost
Non-Federal
Contribution
Federal
Request
Construction
Instructions
Year 1
Construction Detail
Purpose of
Construction
Description
of Work
# of
Items Cost Total
Cost
Non-Federal
Contribution
Federal
Request
Subawards
Instructions
Subawards (see Subaward definition at 2 CFR 200.92) : Provide a description of the Federal Award activities proposed to be carried out by any
subrecipient and an estimate of the cost (include the cost per subrecipient, to the extent known prior to the application submission). For each
subrecipient, enter the subrecipient entity name, if known. Please indicate any subaward information included under budget category Subawards
(Subgrants) Contracts by including the label "(subaward)" with each subaward category.
Procurement contracts (see “Contract” definition at 2 CFR 200.1): Provide a description of the product or service to be procured by contract and an
estimate of the cost. Indicate whether the applicant’s formal, written Procurement Policy or the Federal Acquisition Regulation is followed. Applicants are
encouraged to promote free and open competition in awarding procurement contracts. A separate justification must be provided for noncompetitive
procurements in excess of the Simplified Acquisition Threshold set in accordance with 41 U.S.C. 1908 (currently set at $250,000).
Consultant Fees: For each consultant enter the name, if known, service to be provided, hourly or daily fee (8-hour day), and estimated time on the
project. Written prior approval and additional justification is required for consultant fees in excess of the DOJ grant-making component's threshold for an
8-hour day.
In the narrative section, please provide a specific description for each item, and explain how the item supports the project goals and objectives outlined
in your application.
No items
Subawards Total Cost
$0
Add Consultant Travel
——
Software Peer Support
Application No United
States Michigan $104,900.00 $104,900.00
Do you need Consultant Travel?
Year 1
Subaward (Subgrant) Detail
Description Purpose Consultant Country State/U.S.
Territory City Total
Cost
Non-Federal
Contribution
Federal
Request
Procurement contracts (see “Contract” definition at 2 CFR 200.22): Provide a description of the product or service to be
procured by contract and an estimate of the cost. Indicate whether the applicant’s formal, written Procurement Policy or the
Federal Acquisition Regulation is followed. Applicants are encouraged to promote free and open competition in awarding
procurement contracts. A separate justification must be provided for sole source procurements in excess of the Simplified
Acquisition Threshold set in accordance with 41 U.S.C. 1908 (currently set at $250,000) for prior approval. Please provide a
specific description for each item, and explain how the item supports the project goals and objectives outlined in your
application. Consultant Fees: For each consultant enter the name, if known, service to be provided, hourly or daily fee (8-
hour day), and estimated time on the project. Unless otherwise approved by the COPS Office, approved consultant rates will
be based on the salary a consultant receives from his or her primary employer. Consultant fees in excess of $650 per day
require additional written justification, and must be pre-approved in writing by the COPS Office if the consultant is hired via
a noncompetitive bidding process. Please provide a specific description for each item, and explain how the item supports
the project goals and objectives outlined in your application. Please visit https://cops.usdoj.gov/grants for a list of allowable
and unallowable costs for this program.
Instructions
Year 1
Procurement Contract Detail
Description Purpose Consultant Country State/U.S.
Territory City Total Cost
Non-Federal
Contribution
Federal
Request
List items (e.g., rent, reproduction, telephone, janitorial or security services, and investigative or confidential funds) by type and the basis of the
computation. For example, provide the square footage and the cost per square foot for rent, or provide a monthly rental cost and how many months to
rent. All requested information must be included in the budget detail worksheet and budget narrative.
Indirect costs are allowed only if: a) the applicant has a current, federally approved indirect cost rate; or b) the applicant is eligible to use and elects to
use the “de minimis” indirect cost rate described in 2 C.F.R. 200.414(f). (See paragraph D.1.b. in Appendix VII to Part 200—States and Local
Government and Indian Tribe Indirect Cost Proposals for a description of entities that may not elect to use the “de minimis” rate.) An applicant with a
current, federally approved indirect cost rate must attach a copy of the rate approval, (a fully-executed, negotiated agreement). If the applicant does not
h d t b t d b t ti th li t’i t F d l hi h ill i ll d t ti d
Do you need Consultant Travel?
No
Procurement Cost
$104,900
Additional Narrative
Procurement Contracts – Wellness/Peer Support App. The estimated cost of a Wellness/Peer Support Application for 1,430 users is $54,200 for the
first year and $50,700 for the second year. The grant request includes the cost of the software application for a two-year period totaling $104,900.
Overtime - Lieutenant
(program setup)12.00 hours $93.57 1.00 $1,122.84 $1,122.84
Overtime - Sergeant
(program setup)12.00 hours $85.07 1.00 $1,020.84 $1,020.84
Overtime - Deputy II
(training)250.00 hours $79.54 1.00 $19,885.00 $19,885.00
Overtime - Dispatch
(training)250.00 hours $67.34 1.00 $16,835.00 $16,835.00
Other Costs Total Cost
$38,864
Additional Narrative
Overtime Costs for program setup and peer support training (including training for peer support application) for employees. Other Costs – Overtime-
Lieutenant The annual salary of a Lieutenant is $97,920 with an hourly salary rate of $47.08. The fringe benefit rate for overtime is 32.5% of the
salary, of which 77% is allocated to retirement and 23% to FICA. The hourly overtime rate including fringe benefits for a Lieutenant is $93.57. (Salary
$47.08 x 1.5 = $70.62; Fringe Benefits $70.62 x .325 = $22.95) Other Costs - Overtime - Sergeant The annual salary of a Sergeant is $89,018 with
an hourly salary rate of $42.80. The fringe benefit rate for overtime is 32.5% of the salary, of which 77% is allocated to retirement and 23% to FICA.
The hourly overtime rate including fringe benefits for a Sergeant is $85.07. (Salary $42.80 x 1.5 = $64.20; Fringe Benefits $64.20 x .325 = $20.87)
Other Costs – Overtime: Deputy II The annual salary of a Deputy II is $83,241 with an hourly salary rate of $40.02. The fringe benefit rate for overtime
is 32.5% of the salary, of which 77% is allocated to retirement and 23% to FICA. The hourly overtime rate including fringe benefits for a Deputy II is
$60.03. (Salary $40.02 x 1.5 = $60.03; Fringe Benefits $60.03 x .325 = $19.51) Other Costs – Overtime: Dispatch Specialist The annual salary of a
Dispatch Specialist is $70,463 with an hourly salary rate of $33.88. The fringe benefit rate for overtime is 32.5% of the salary, of which 77% is
allocated to retirement and 23% to FICA. The hourly overtime rate including fringe benefits for a Dispatch Specialist is $50.82. (Salary $33.88 x 1.5 =
$50.82; Fringe Benefits $50.82 x .325 = $16.52)
Other Direct Costs
Instructions
Year 1
Other Cost Detail
Description Quantity Basis Costs
Length
of
Time Total Costs Non-Federal
Contribution
Federal
Request
Indirect Costs
Instructions
have an approved rate, one can be requested by contacting the applicant’s cognizant Federal agency, which will review all documentation and approve a
rate for the applicant organization, or if the applicant’s accounting system permits, costs may be allocated in the direct costs categories. (Applicant Indian
tribal governments, in particular, should review Appendix VII to Part 200—States and Local Government and Indian Tribe Indirect Cost Proposals
regarding submission and documentation of indirect cost proposals.) All requested information must be included in the budget detail worksheet and
budget narrative. In order to use the “de minimis” indirect rate an applicant would need to attach written documentation to the application that advises
DOJ of both the applicant’s eligibility (to use the “de minimis” rate) and its election. If the applicant elects the de minimis method, costs must be
consistently charged as either indirect or direct costs, but may not be double charged or inconsistently charged as both. In addition, if this method is
chosen then it must be used consistently for all federal awards until such time as the applicant entity chooses to negotiate a federally approved indirect
cost rate.
Upload
The recommended files to upload are PDF, Microsoft Word and Excel.
No items
Indirect Costs Total Cost
$0
Additional Narrative
Name
FY 2023 LEMHWA
Implementation Project -
Timeline.docx
Category
Timeline
Created by
Katie West
Application
Number
——
Date
Added
03/29/2023
Year 1
Indirect Cost Detail
Description Base
Indirect
Cost
Rate Total Cost
Non-Federal
Contribution
Federal
Request
Memoranda of Understanding (MOUs) and Other Supportive Documents
Memoranda of Understanding (MOUs) and Other Supportive Documents
Additional Application Components
Additional Attachments
Disclosure of Lobbying Activities
Name
Form SFLLL_2_0-V2.0.pdf
Category
LobbyingActivitiesDisclosur
e
Created by
——
Application
Number
——
OMB APPROVAL NUMBER 1121-0140
EXPIRES 05/31/2019
U.S. DEPARTMENT OF JUSTICE
CERTIFIED STANDARD ASSURANCES
On behalf of the Applicant, and in support of this application for a grant or cooperative agreement, I certify under penalty of perjury to the U.S. Department
of Justice ("Department"), that all of the following are true and correct:
(1) I have the authority to make the following representations on behalf of myself and the Applicant. I understand that these representations
will be relied upon as material in any Department decision to make an award to the Applicant based on its application.
(2) I certify that the Applicant has the legal authority to apply for the federal assistance sought by the application, and that it has the
institutional, managerial, and financial capability (including funds sufficient to pay any required non-federal share of project costs) to plan,
manage, and complete the project described in the application properly.
(3) I assure that, throughout the period of performance for the award (if any) made by the Department based on the application--
a. the Applicant will comply with all award requirements and all federal statutes and regulations applicable to the award;
b. the Applicant will require all subrecipients to comply with all applicable award requirements and all applicable federal statutes and
regulations; and
c. the Applicant will maintain safeguards to address and prevent any organizational conflict of interest, and also to prohibit employees
from using their positions in any manner that poses, or appears to pose, a personal or financial conflict of interest.
(4) 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.C. § 10228(c)); section 1407(e) of the Victims of Crime Act of 1984 (34
U.S.C. § 20110(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 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.
(5) 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
Disclosures and Assurances
DOJ Certified Standard Assurances
(y )(g y )(g g g g
participating in federal financial assistance programs), and 46 (human subjects protection).
(6) I assure that the Applicant will assist the Department as necessary (and will require subrecipients and contractors to assist as necessary)
with the Department's compliance with section 106 of the National Historic Preservation Act of 1966 (54 U.S.C. § 306108), the Archeological
and Historical Preservation Act of 1974 (54 U.S.C. §§ 312501-312508), and the National Environmental Policy Act of 1969 (42 U.S.C.
§§ 4321-4335), and 28 C.F.R. Parts 61 (NEPA) and 63 (floodplains and wetlands).
(7) I assure that the Applicant will give the Department and the Government Accountability Office, through any authorized representative,
access to, and opportunity to examine, all paper or electronic records related to the award (if any) made by the Department based on the
application.
(8) If this application is for an award from the National Institute of Justice or the Bureau of Justice Statistics pursuant to which award funds
may be made available (whether by the award directly or by any subaward at any tier) to an institution of higher education (as defined at 34
U.S.C. § 10251(a)(17)), I assure that, if any award funds actually are made available to such an institution, the Applicant will require that,
throughout the period of performance--
a. each such institution comply with any requirements that are imposed on it by the First Amendment to the Constitution of the United
States; and
b. subject to par. a, each such institution comply with its own representations, if any, concerning academic freedom, freedom of inquiry
and debate, research independence, and research integrity, at the institution, that are included in promotional materials, in official
statements, in formal policies, in applications for grants (including this award application), for accreditation, or for licensing, or in
submissions relating to such grants, accreditation, or licensing, or that otherwise are made or disseminated to students, to faculty, or
to the general public.
(9) I assure that, if the Applicant is a governmental entity, with respect to the award (if any) made by the Department based on the
application--
a. it will comply with the requirements of the Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (42 U.S.C.
§§ 4601-4655), which govern the treatment of persons displaced as a result of federal and federally-assisted programs; and
b. it will comply with requirements of 5 U.S.C. §§ 1501-1508 and 7324-7328, which limit certain political activities of State or local
government employees whose principal employment is in connection with an activity financed in whole or in part by federal
assistance.
(10) If the Applicant applies for and receives an award from the Office of Community Oriented Policing Services (COPS Office), I assure that
as required by 34 U.S.C. § 10382(c)(11), it will, to the extent practicable and consistent with applicable law--including, but not limited to, the
Indian Self- Determination and Education Assistance Act--seek, recruit, and hire qualified members of racial and ethnic minority groups and
qualified women in order to further effective law enforcement by increasing their ranks within the sworn positions, as provided under 34
U.S.C. § 10382(c)(11).
(11) If the Applicant applies for and receives a DOJ award under the STOP School Violence Act program, I assure as required by 34 U.S.C.
§ 10552(a)(3), that it will maintain and report such data, records, and information (programmatic and financial) as DOJ may reasonably
require.
I acknowledge that a materially false, fictitious, or fraudulent statement (or concealment or omission of a material fact) in this certification, or
in the application that it supports, may be the subject of criminal prosecution (including under 18 U.S.C. §§ 1001 and/or 1621, and/or 34
U.S.C. §§ 10271-10273), and also may subject me and the Applicant to civil penalties and administrative remedies for false claims or
otherwise (including under 31 U.S.C. §§ 3729-3730 and 3801-3812). I also acknowledge that the Department's awards, including
certifications provided in connection with such awards, are subject to review by the Department, including by its Office of the Inspector
General.
Please Acknowledge
Not Signed
SignerID
——
Signing Date / Time
——
U.S. DEPARTMENT OF JUSTICE
CERTIFICATIONS REGARDING LOBBYING; DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS; DRUG-FREE WORKPLACE
REQUIREMENTS; LAW ENFORCEMENT AND COMMUNITY POLICING
Applicants should refer to the regula ons and other requirements cited below to determine the cer fica on to which they are required to a est.
Applicants should also review the instruc ons for cer fica on included in the regula ons or other cited requirements before comple ng this form.
The cer fica ons shall be treated as a material representa on of fact upon which reliance will be placed when the U.S. Department of Jus ce
(“Department”) determines to award the covered transac on, grant, or coopera ve agreement.
1. LOBBYING
As required by 31 U.S.C. § 1352, as implemented by 28 C.F.R. Part 69, the Applicant cer fies and assures (to the extent applicable) the following:
(a) No Federal appropriated funds have been paid or will be paid, by or on behalf of the Applicant, to any person for influencing or a emp ng 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 connec on with the making of any Federal grant, the entering into of any coopera ve agreement, or the extension, con nua on, renewal,
amendment, or modifica on of any Federal grant or coopera ve agreement;
(b) If the Applicant ’s request for Federal funds is in excess of $100,000, and any funds other than Federal appropriated funds have been paid or will
be paid to any person for influencing or a emp ng 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 connec on with this Federal grant or coopera ve agreement, the Applicant shall complete
and submit Standard Form - LLL, “Disclosure of Lobbying Ac vi es” in accordance with its (and any DOJ awarding agency’s) instruc ons; and
(c) The Applicant shall require that the language of this cer fica on be included in the award documents for all subgrants and procurement contracts
(and their subcontracts) funded with Federal award funds and shall ensure that any cer fica ons or lobbying disclosures required of recipients of
such subgrants and procurement contracts (or their subcontractors) are made and filed in accordance with 31 U.S.C. § 1352.
2. DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS
A. Pursuant to Department regula ons on nonprocurement debarment and suspension implemented at 2 C.F.R. Part 2867, and to other related
requirements, the Applicant cer fies, with respect to prospec ve par cipants in a primary er “covered transac on,” as defined at 2 C.F.R. §
2867.20(a), that neither it nor any of its principals--
(a) is presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of Federal benefits by a State or Federal
court, or voluntarily excluded from covered transac ons by any Federal department or agency;
(b) has within a three-year period preceding this applica on been convicted of a felony criminal viola on under any Federal law, or been convicted or
had a civil judgment rendered against it for commission of fraud or a criminal offense in connec on with obtaining, a emp ng to obtain, or
performing a public (Federal, State, tribal, or local) transac on or private agreement or transac on; viola on of Federal or State an trust statutes or
commission of embezzlement, the , forgery, bribery, falsifica on or destruc on of records, making false statements, tax evasion or receiving stolen
property, making false claims, or obstruc on of jus ce, or commission of any offense indica ng a lack of business integrity or business honesty that
seriously and directly affects its (or its principals’) present responsibility;
(c) is presently indicted for or otherwise criminally or civilly charged by a governmental en ty (Federal, State, tribal, or local) with commission of any
of the offenses enumerated in paragraph (b) of this cer fica on; and/or
(d) has within a three-year period preceding this applica on had one or more public transac ons (Federal, State, tribal, or local) terminated for cause
or default.
B. Where the Applicant is unable to cer fy to any of the statements in this cer fica on, it shall a ach an explana on to this applica on. Where the
Applicant or any of its principals was convicted, within a three-year period preceding this applica on, of a felony criminal viola on under any Federal
law, the Applicant also must disclose such felony criminal convic on in wri ng to the Department (for OJP Applicants, to OJP at
Ojpcompliancerepor ng@usdoj.gov; for OVW Applicants, to OVW at OVW.GFMD@usdoj.gov; or for COPS Applicants, to COPS at
AskCOPSRC@usdoj.gov), unless such disclosure has already been made.
3. FEDERAL TAXES
A. If the Applicant is a corpora on, it cer fies either that (1) the corpora on has no unpaid Federal tax liability that has been assessed, for which all
judicial and administra ve remedies have been exhausted or have lapsed, that is not being paid in a mely manner pursuant to an agreement with
the authority responsible for collec ng the tax liability, or (2) the corpora on has provided wri en no ce of such an unpaid tax liability (or liabili es)
to the Department (for OJP Applicants, to OJP at Ojpcompliancerepor ng@usdoj.gov; for OVW Applicants, to OVW at OVW.GFMD@usdoj.gov; or for
COPS Applicants to COPS at AskCOPSRC@usdoj gov)
DOJ Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters; and Drug-Free
Workplace Requirements; Law Enforcement and Community Policing
COPS Applicants, to COPS at AskCOPSRC@usdoj.gov).
B. Where the Applicant is unable to cer fy to any of the statements in this cer fica on, it shall a ach an explana on to this applica on.
4. DRUG-FREE WORKPLACE (GRANTEES OTHER THAN INDIVIDUALS)
As required by the Drug-Free Workplace Act of 1988, as implemented at 28 C.F.R. Part 83, Subpart F, for grantees, as defined at 28 C.F.R. §§ 83.620
and 83.650:
A. The Applicant cer fies and assures that it will, or will con nue to, provide a drug-free workplace by--
(a) Publishing a statement no fying employees that the unlawful manufacture, distribu on, dispensing, possession, or use of a controlled substance
is prohibited in its workplace and specifying the ac ons that will be taken against employees for viola on of such prohibi on;
(b) Establishing an on-going drug-free awareness program to inform employees about--
(1) The dangers of drug abuse in the workplace;
(2) The Applicant’s policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilita on, and employee assistance programs; and
(4) The penal es that may be imposed upon employees for drug abuse viola ons occurring in the workplace;
(c) Making it a requirement that each employee to be engaged in the performance of the award be given a copy of the statement required by
paragraph (a);
(d) No fying the employee in the statement required by paragraph (a) that, as a condi on of employment under the award, the employee will--
(1) Abide by the terms of the statement; and
(2) No fy the employer in wri ng of the employee’s convic on for a viola on of a criminal drug statute occurring in the workplace no later than five
calendar days a er such convic on;
(e) No fying the Department, in wri ng, within 10 calendar days a er receiving no ce under subparagraph (d)(2) from an employee or otherwise
receiving actual no ce of such convic on. Employers of convicted employees must provide no ce, including posi on tle of any such convicted
employee to the Department, as follows:
For COPS award recipients - COPS Office, 145 N Street, NE, Washington, DC, 20530;
For OJP and OVW award recipients - U.S. Department of Jus ce, Office of Jus ce Programs, ATTN: Control Desk, 810 7th Street, N.W., Washington,
D.C. 20531.
No ce shall include the iden fica on number(s) of each affected award;
(f) Taking one of the following ac ons, within 30 calendar days of receiving no ce under subparagraph (d)(2), with respect to any employee who is so
convicted:
(1) Taking appropriate personnel ac on against such an employee, up to and including termina on, consistent with the requirements of the
Rehabilita on Act of 1973, as amended; or
(2) Requiring such employee to par cipate sa sfactorily in a drug abuse assistance or rehabilita on program approved for such purposes by a
Federal, State, or local health, law enforcement, or other appropriate agency; and
(g) Making a good faith effort to con nue to maintain a drug-free workplace through implementa on of paragraphs (a), (b), (c), (d), (e), and (f).
5. LAW ENFORCEMENT AGENCY CERTIFICATION REQUIRED UNDER DEPARTMENT OF JUSTICE DISCRETIONARY GRANT PROGRAMS (“SAFE POLICING
CERTIFICATION”)
If this applica on is for a discre onary award pursuant to which award funds may be made available (whether by the award directly or by any
subaward at any er) to a State, local, college, or university law enforcement agency, the Applicant cer fies that any such law enforcement agency to
which funds will be made available has been cer fied by an approved independent creden aling body or has started the cer fica on process. To
become cer fied, a law enforcement agency must meet two mandatory condi ons:
(a) the agency’s use of force policies adhere to all applicable federal, State, and local laws; and
(b) the agency’s use of force policies prohibit chokeholds except in situa ons where use of deadly force is allowed by law.
For detailed informa on on this cer fica on requirement, see https://cops.usdoj.gov/SafePolicingEO .
The Applicant acknowledges that compliance with this safe policing cer fica on requirement does not ensure compliance with federal, state, or local
law, and that such cer fica on shall not cons tute a defense in any federal lawsuit. Nothing in the safe policing cer fica on process or safe policing
requirement is intended to be (or may be) used by third par es to create liability by or against the United States or any of its officials, officers, agents
or employees under any federal law. Neither the safe policing cer fica on process nor the safe policing cer fica on requirement is intended to (or
does) confer any right on any third-person or en ty seeking relief against the United States or any officer or employee thereof. No person or en ty is
intended to be (or is) a third-party beneficiary of the safe policing cer fica on process, or, with respect to the safe policing cer fica on requirement,
such a beneficiary for purposes of any civil, criminal, or administra ve ac on.
6. COORDINATION REQUIRED UNDER PUBLIC SAFETY AND COMMUNITY POLICING PROGRAMS
As required by the Public Safety Partnership and Community Policing Act of 1994, at 34 U.S.C. § 10382(c)(5), if this applica on is for a COPS award,
the Applicant cer fies that there has been appropriate coordina on with all agencies that may be affected by its award. Affected agencies may
include, among others, Offices of the United States A orneys; State, local, or tribal prosecutors; or correc onal agencies.
I acknowledge that a materially false, fic ous, or fraudulent statement (or concealment or omission of a material fact) in this cer fica on, or in the
applica on that it supports, may be the subject of criminal prosecu on (including under 18 U.S.C. §§ 1001 and/or 1621, and/or 34 U.S.C. §§ 10271-
10273), and also may subject me and the Applicant to civil penal es and administra ve remedies for false claims or otherwise (including under 31
U.S.C. §§ 3729-3730 and 3801-3812). I also acknowledge that the Department’s awards, including cer fica ons provided in connec on with such
awards, are subject to review by the Department, including by its Office of the Inspector General.
Please Acknowledge
Not Certified
SignerID
——
Signing Date / Time
——
No documents have been uploaded for Other Disclosures and Assurances
Declaration and Certification to the U.S. Department of Justice as to this Application Submission
By [taking this action], I --
1. Declare the following to the U.S. Department of Justice (DOJ), under penalty of perjury: (1) I have authority to make this declaration and
certification on behalf of the applicant; (2) I have conducted or there was conducted (including by the applicant’s legal counsel as
appropriate, and made available to me) a diligent review of all requirements pertinent to and all matters encompassed by this declaration
and certification.
2. Certify to DOJ, under penalty of perjury, on behalf of myself and the applicant, to the best of my knowledge and belief, that the following
are true as of the date of this application submission: (1) I have reviewed this application and all supporting materials submitted in
connection therewith (including anything submitted in support of this application by any person on behalf of the applicant before or at the
time of the application submission and any materials that accompany this declaration and certification); (2) The information in this
application and in all supporting materials is accurate, true, and complete information as of the date of this request; and (3) I have the
authority to submit this application on behalf of the applicant.
3. Declare the following to DOJ, under penalty of perjury, on behalf of myself and the applicant: (1) I understand that, in taking (or not
taking) any action pursuant to this declaration and certification, DOJ will rely upon this declaration and certification as a material
representation; and (2) I understand that any materially false, fictitious, or fraudulent information or statement in this declaration and
certification (or concealment or omission of a material fact as to either) may be the subject of criminal prosecution (including under 18
Other Disclosures and Assurances
U.S.C. §§ 1001 and/or 1621, and/or 34 U.S.C. §§ 10271-10273), and also may subject me and the applicant to civil penalties and
administrative remedies under the federal False Claims Act (including under 31 U.S.C. §§ 3729-3730 and/or §§ 3801-3812) or otherwise.
Not Signed
SignerID
——
Signing Date / Time
——
No documents have been uploaded for Other
Not Certified
Other
OMB Number: 4040-0004
Expiration Date: 11/30/2025
* 1. Type of Submission:* 2. Type of Application:
* 3. Date Received: 4. Applicant Identifier:
5a. Federal Entity Identifier:5b. Federal Award Identifier:
6. Date Received by State:7. State Application Identifier:
* a. Legal Name:
* b. Employer/Taxpayer Identification Number (EIN/TIN):* c. UEI:
* Street1:
Street2:
* City:
County/Parish:
* State:
Province:
* Country:
* Zip / Postal Code:
Department Name:Division Name:
Prefix:* First Name:
Middle Name:
* Last Name:
Suffix:
Title:
Organizational Affiliation:
* Telephone Number:Fax Number:
* Email:
* If Revision, select appropriate letter(s):
* Other (Specify):
State Use Only:
8. APPLICANT INFORMATION:
d. Address:
e. Organizational Unit:
f. Name and contact information of person to be contacted on matters involving this application:
Application for Federal Assistance SF-424
Preapplication
Application
Changed/Corrected Application
New
Continuation
Revision
03/24/2023
County of Oakland
38-6004876 HZ4EUKDD7AB4
1200 N. Telegraph Rd.
Pontiac
MI: Michigan
USA: UNITED STATES
48341-1023
Sheriff's Office
Katie
West
Supervisor, Sheriff Contracts and Accounts
248-452-2110
westca@oakgov.com
Funding Opportunity Number:O-COPS-2023-171540 Received Date:Mar 24, 2023 10:32:08 AM EDTTracking Number:GRANT13838469
* 9. Type of Applicant 1: Select Applicant Type:
Type of Applicant 2: Select Applicant Type:
Type of Applicant 3: Select Applicant Type:
* Other (specify):
* 10. Name of Federal Agency:
11. Catalog of Federal Domestic Assistance Number:
CFDA Title:
* 12. Funding Opportunity Number:
* Title:
13. Competition Identification Number:
Title:
14. Areas Affected by Project (Cities, Counties, States, etc.):
* 15. Descriptive Title of Applicant's Project:
Attach supporting documents as specified in agency instructions.
Application for Federal Assistance SF-424
B: County Government
Community Oriented Policing Services
16.710
Public Safety Partnership and Community Policing Grants
O-COPS-2023-171540
FY 2023 Law Enforcement Mental Health and Wellness Act (LEMHWA) Implementation Projects
FY2023 Law Enforcement Mental Health and Wellness Act (LEMHWA) Implementation Project - Oakland
County Sheriff's Office
View AttachmentsDelete AttachmentsAdd Attachments
View AttachmentDelete AttachmentAdd Attachment
Funding Opportunity Number:O-COPS-2023-171540 Received Date:Mar 24, 2023 10:32:08 AM EDTTracking Number:GRANT13838469
* a. Federal
* b. Applicant
* c. State
* d. Local
* e. Other
* f. Program Income
* g. TOTAL
.
Prefix:* First Name:
Middle Name:
* Last Name:
Suffix:
* Title:
* Telephone Number:
* Email:
Fax Number:
* Signature of Authorized Representative:* Date Signed:
18. Estimated Funding ($):
21. *By signing this application, I 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. I am aware that any false, fictitious, or fraudulent statements or claims may
subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 18, Section 1001)
** 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:
Application for Federal Assistance SF-424
* a. Applicant
Attach an additional list of Program/Project Congressional Districts if needed.
* b. Program/Project
* a. Start Date:* b. End Date:
16. Congressional Districts Of:
17. Proposed Project:
MI-11 MI-11
1234-MI_AllDistricts_byCounty_Oakland.pdf Add Attachment Delete Attachment View Attachment
10/01/2023 09/30/2025
200,000.00
0.00
0.00
0.00
0.00
0.00
200,000.00
a. 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.
Yes No
Add Attachment Delete Attachment View Attachment
** I AGREE
David
T.
Woodward
Chairperson, Board of Commissioners
248-858-0100
woodwardd@oakgov.com
Katie West
* 20. Is the Applicant Delinquent On Any Federal Debt? (If "Yes," provide explanation in attachment.)
* 19. Is Application Subject to Review By State Under Executive Order 12372 Process?
03/24/2023
If "Yes", provide explanation and attach
Funding Opportunity Number:O-COPS-2023-171540 Received Date:Mar 24, 2023 10:32:08 AM EDTTracking Number:GRANT13838469
10. a. Name and Address of Lobbying Registrant:
9. Award Amount, if known:
$
* Street 1
* City State Zip
Street 2
* Last Name
Prefix * First Name Middle Name
Suffix
DISCLOSURE OF LOBBYING ACTIVITIES
Complete this form to disclose lobbying activities pursuant to 31 U.S.C.1352 OMB Number: 4040-0013
Expiration Date: 02/28/2025
1. * Type of Federal Action:
a. contract
b. grant
c. cooperative agreement
d. loan
e. loan guarantee
f. loan insurance
2. * Status of Federal Action:
a. bid/offer/application
b. initial award
c. post-award
3. * Report Type:
a. initial filing
b. material change
4. Name and Address of Reporting Entity:
Prime SubAwardee
* Name County of Oakland
* Street 1 1200 N. Telegraph Rd.Street 2
* City Pontiac State MI: Michigan Zip 48341-1032
Congressional District, if known:
5. If Reporting Entity in No.4 is Subawardee, Enter Name and Address of Prime:
6. * Federal Department/Agency:
U.S. Department of Justice, COPS
7. * Federal Program Name/Description:
Public Safety Partnership and Community Policing Grants
CFDA Number, if applicable: 16.710
8. Federal Action Number, if known:
N/A
N/A
N/A
N/A
b. Individual Performing Services (including address if different from No. 10a)
Prefix * First Name Middle Name
* Street 1
* City State Zip
Street 2
N/A
N/A
N/A
N/A
11.
* Last Name Suffix
Information requested through this form is authorized by title 31 U.S.C. section 1352. This disclosure of lobbying activities is a material representation of fact upon which
reliance was placed by the tier above when the transaction was made or entered into. This disclosure is required pursuant to 31 U.S.C. 1352. This information will be reported to
the Congress semi-annually and will be available for public inspection. Any person who fails to file the required disclosure shall be subject to a civil penalty of not less than
$10,000 and not more than $100,000 for each such failure.
* Signature:
03/24/2023
Katie West
*Name:Prefix * First Name David Middle Name T.
* Last Name Woodward Suffix
Title:Telephone No.:2488580100 Date:
Federal Use Only: Authorized for Local Reproduction
Standard Form - LLL (Rev. 7-97)
Funding Opportunity Number:O-COPS-2023-171540 Received Date:Mar 24, 2023 10:32:08 AM EDTTracking Number:GRANT13838469
Project Abstract (Max 500 words)
The well-being and mental health of employees is a top priority of the Oakland County Sheriff’s Office (OCSO).
The LEMHWA project will expand and strengthen the agency’s existing Peer Support Program (PSP) as part of
the overall wellness strategy. While peer support is a proven evidence-based model, managing and tracking
requests for support has proven to be difficult. The OCSO has built a strong framework for the PSP that could
greatly benefit from the addition of a peer support software application. The application will provide the peer
support team the ability to connect with employees, disseminate wellness information and resources, and
collect deidentified statistics to empower coordinators to make educated decisions and identify the stresses
that employees are facing. Utilizing the application, the team will proactively schedule peer support sessions
with employees to address emerging mental health and wellness issues. A multifaceted approach will allow the
peer support team to address the issues that employees are experiencing, as well as address organizational
culture and create an environment where employees are aware of the resources available to them and
understand how and when to access those resources. The peer support software will reduce the required time
to coordinate and connect employees with the existing support network, provide accurate reporting on
utilization and key performance indicators and ensure 100% coverage while protecting the anonymity of
employees. Additionally, a peer support application will assist in the management of the peer support team
ensuring timely response to agency members and monitoring “compassion fatigue” that often plagues hard
working teams.
Employees need to feel the PSP is strongly supported by leadership and offers a safe environment. This
environment needs to be free of distractions, decrease stress, and allow for increased focus, enhanced
creativity and improved decision making. Resiliency rooms are increasingly being utilized in high-stress fields
such as healthcare and law enforcement. The creation of a resiliency room will provide a safe space for
employees to decompress and relax away from the often hectic and intense atmosphere that is part of the law
enforcement profession. Intense emergency calls and emotional scenes of fatal accidents don’t just disappear
when the next call comes in, but there is an expectation that emergency personnel will be able to handle any
situation that comes their way. Officers need time to process and deal with their emotions and a resiliency
room will provide them with a safe space to do so. A resiliency room will provide employees a space to meet
with the peer support team in a welcoming and open environment and serve as a location for staff and peer
support to evaluate available resources, utilize interactive training aids and tools, or meet with mental health
personnel whether in person or via telehealth.
By adding a peer support application that can manage all aspects of the PSP, training all employees on the
peer support services available to them, and creating a resiliency room, OCSO will have the tools necessary
for a wraparound Peer Support and Employee Wellness Program.
Problem Identification and Project Description
Please list the specific activities and/or services that your agency would implement or provide if
awarded funding. (Max 250 words)
The well-being and mental health of employees is a top priority of the Oakland County Sheriff’s Office (OCSO)
and the LEMHWA project will help expand and strengthen the agency’s existing Peer Support Program (PSP)
as part of the overall wellness strategy.
While peer support is a proven evidence-based model, managing and tracking requests for support has proven
to be difficult. By adding a peer support software application that can manage all aspects of the PSP, training
all employees on the software and peer support services available to them, and creating a resiliency room,
OCSO will have the tools and space necessary to accommodate a wraparound Peer Support and Wellness
Program.
The peer support software will reduce the required time to coordinate and connect employees with the existing
support network, provide accurate reporting on utilization and key performance indicators and ensure 100%
coverage while protecting the anonymity of the employees.
The creation of a resiliency room for OCSO will provide a safe space for employees to de-stress and relax
away from the often hectic and intense atmosphere that is part of the law enforcement profession. Intense
emergency calls and emotional scenes of fatal accidents don’t just disappear when the next call comes in, but
there is an expectation that emergency personnel will be able to handle any situation that comes their way.
Officers need time to process and deal with their emotions and a resiliency room will provide them with a safe
space to do so.
For the activities and/or services identified above, please describe why you chose these for your
agency. Discuss any research, peer observations, successful peer agency efforts, personal exposure,
personal conversations, conferences, newsletters, etc. (Max 250 words)
The LEHMWA case study for Charlotte-Mecklenburg Police Department, demonstrates their holistic approach
to health and wellness, including mental health support programs that offer a myriad of services to officers.
They provide a multifaceted benefits package for their employees including access to physical health, mental
health, financial support, career support, and personal support is critical to establishing a culture of wellness in
the agency.
They designed a peer support program to offer voluntary and confidential support to employees dealing with
stress, emotional difficulties, or other personal and job-related circumstances. Peer support officers attend
training prior to joining the team. Although, the team is thoroughly trained, they are knowledgeable of the
boundaries of their role and are equipped with referral skills and resources. According to the peer support
program policy, the promotion of trust and confidentiality is of utmost importance for the success of the
program. The number of officers accessing peer support services increased, and informal contacts with
members of the peer support team by officers in crisis also increased. This increase indicates the success of
the team and program and is seen as a reflection of a culture in which officers feel safe reaching out and
seeking assistance.
OCSO’s implementation plan includes a peer support application that manages all aspects of the peer support
program, training of employees on the software and all available resources, as well as a resiliency room for a
safe space to decompress and meet with the peer support team or other mental health providers.
Please explain how federal funding will enable you to create or enhance officer Mental Health and Wellness efforts
for your agency. (Max 250 words)
Federal funding for the purchase, deployment and training of a peer support application will enhance the
existing Peer Support Program (PSP) and reduce the time and resources needed to effectively manage peer
support. The peer support team will have the ability to connect with employees, disseminate wellness
information and resources, and collect deidentified statistics to empower coordinators to make educated
decisions and identify the stresses that employees are facing. The team can proactively schedule peer support
sessions with employees to address emerging mental health and wellness issues. A multifaceted approach will
allow the peer support team to address the issues that employees are experiencing, as well as address
organizational culture and create an environment where employees are aware of the resources that are
available to them and understand how and when to access those resources.
Employees need to feel the PSP is strongly supported by leadership and offers a safe environment. This
environment needs to be free of distractions, decrease stress, and allow for increased focus, enhanced
creativity and improved decision making. Resiliency rooms are increasingly being utilized in high-stress fields
such as healthcare and law enforcement. Funding to create a resiliency room will provide employees a space
to meet with the peer support team in a welcoming and open environment. The resiliency room will serve as a
location for staff and peer support to evaluate available resources, utilize interactive training aids and tools, or
to meet with additional mental health personnel whether in person or via telehealth.
Please describe the current mental health and wellness services your agency provides. (e.g. 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 or Other). (Max 250
words)
The OCSO operates a confidential Peer Support Program designed to aid all employees in times of personal
or professional stress. The peer support team also assists employees in finding additional resources that may
not be offered with employment. The OCSO offers the following mental health and wellness programs: Critical
Incident Stress Management and De-briefings, a Functional Fitness Program, and Mental Health First Aid.
Oakland County also has a robust Employee Assistance Program (EAP) available to all county employees.
How will the actions proposed in this application assist your agency in implementing or institutionalizing community
policing (organizational transformation, community partnerships, and problem solving)? (Max 250 words)
The Department of Justice, COPS Office identifies organizational transformation as one of the three key
components of community policing. A peer support application will support organizational transformation in
three critical ways: 1) by providing the tools to effectively manage the peer support program, OCSO will
increase the amount of time and resources that can be allotted to other areas or initiatives of the agency, 2) by
supporting officer mental health and wellness, the addition of the peer support application and resiliency room
will help strengthen the resilience of both individual employees and the broader team, allowing staff to put
more mental focus into the processes needed to continue efforts on strengthening a community policing model.
Resources are often sought for individuals involved in tragic incidents in order to cope and deal with the
emotion stress and officers are all too familiar with the emotions that come along with witnessing those tragic
situations. In order to effectively serve the community, officers must first take care of their own mental health
and wellness. And 3) the peer support application and training provide an opportunity to disseminate
information directly to community members to keep them up to date and informed about ways OCSO is
improving services that benefit the entire community.
How does this project fulfill a specific public safety need and advance the goals and requirements of the LEMHWA
Program? (Max 250 words)
The well-being and mental health of employees is a top priority of the Oakland County Sheriff’s Office (OCSO)
and the LEMHWA project will help expand and strengthen the agency’s existing Peer Support Program (PSP)
as part of the overall wellness strategy.
While peer support is a proven evidence-based model, managing and tracking requests for support has proven
to be difficult. By adding a peer support software application that can manage all aspects of the PSP, training
all employees on the software and peer support services available to them, and creating a resiliency room,
OCSO will have the tools and space necessary to accommodate a wraparound Peer Support and Wellness
Program.
The peer support software will reduce the required time to coordinate and connect employees with the existing
support network, provide accurate reporting on utilization and key performance indicators and ensure 100%
coverage while protecting the anonymity of the employees.
Please provide local data or describe circumstances that indicate your need for Federal funding. (Max 250)
The Sheriff’s Office utilizes current resources and staff time for the Peer Support Program but doesn’t have the
financial capability to expand or enhance the program. Federal funding will provide the ability to add the peer
support application to the Peer Support Program, train all employees on the program, as well as fund the
resiliency room to provide a space for employees to decompress.
Problem Identification and Project Description
Please enter the approximate total number of individuals who will be eligible to receive mental health and wellness
services after full implementation of this grant. If your project serves multiple agencies or a regional partnership,
please include the total number of individuals eligible from all participating agencies.
1,430
Please enter the total number of employees (civilian and non-civilian) for your agency.
1,381
Will your project service multiple agencies or include regional partnerships?
No
What specific outcomes does your agency expect to accomplish with this funding and how will the project team track
or measure them? (e.g. 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, change in rates of use of force, or Other-please
describe). (Max 250 words)
The peer support application will allow for automated tracking of de-identified data allowing for reports to be
created while protecting the anonymity and confidentiality of our employees. Process-driven contact reports
ensure mandatory information is collected avoiding the loss of critical information. Peer support team members
will have the ability to submit electronic post-contact forms for the agency. The forms will populate live
reporting; create wellness KPIs and metrics that simplify reporting over any time period. Metrics around usage
will be broken down based on specific populations such as new hires, minorities, members of an internal team,
etc. allowing OCSO to more accurately assess the impact of the program on specific roles within the agency.
Are there any current governmental, community or agency initiatives that complement or will be coordinated with the
proposed initiative?
Yes
If yes, Please describe the initiatives that complement or will be coordinated with the proposed
initiative. (Max 250 words)
The Oakland County Employee Assistance Program (EAP), ENCOMPASS, compliments OCSO’s mental
health and wellness programs by offering 24/7 phone support and video counseling in order to assist with
family conflict, anxiety, relationship issues, work related conflicts, substance abuse, work/life balance, and
legal/financials resources, medical advocacy, life coaching and personal assistant to help individuals with their
“to do” lists. The EAP also offers Backing the Badge support led by professionals that include military veterans,
former law enforcement officers, and retired firefighters and clinicians that are skilled in dealing specifically with
first responders and their loved ones. This team understands the stressors placed on first responders and the
demand placed on their families and loved ones.
OCSO’s Functional Fitness Program also compliments this initiative because a healthy body leads to a healthy
mind. Maintaining a level of physical fitness and a balanced diet are beneficial to both your physical and mental
health.
Please describe how these efforts will be sustained once the award ends. (Max 250 words)
The efforts of this project will be sustained once the award ends by providing the County Administration and
the Board of Commissioners with the metrics that demonstrate the positive impact of the program and justify
the necessity of continued funding for the peer support application beyond the initial grant period.
Management and Implementation
Describe the overall management and implementation plan for the project. Note: A timeline of project deliverables,
activities and who will complete the activities, and milestones will need to be uploaded in the “Additional Application
Components” section. (Max 250 words)
The peer support application will be placed out for competitive bid within the first quarter of the grant.
Information will also be gathered from employees in the first quarter regarding what items would be best
received for the resiliency room and how they envision the space. The vetting and training of peer support
members will occur within the first 6 months after a contract is awarded for the peer support application. Once
a cohort of trained peer supporters has been established, the digital component of the peer support program
(app/system) will be implemented for the entire OCSO workforce, and this will occur within the second and
third quarter of the grant. This includes training for system administrators, managers, and all users/employees.
Quarterly reports will be generated to help understand the efficacy of the program and to see where
adjustments and additional resources may be needed.
Please identify the key team members from your agency and any community or stakeholder partnerships
(community groups, private and/or public agencies) who will support this project. Please include a description of the
responsibilities and role of each team member and partner. (Max 250 words)
The OCSO has a Critical Incident Stress Management (CISM) Peer Support Program (PSP) within all areas of
the agency – Patrol, Investigations, Corrections, Dispatch, and Administration. There are three categories of
responsibilities with the first being the Peer Support Program (PSP) Supervisors – Captain Todd Hill and
Sergeant Jeff Cardinal. The supervisors oversee all aspects of the program and provide guidance to other
PSP Team members to ensure proper assistance is being provided to all employees. The supervisors work
directly with the fulltime PSP Coordinator – Deputy Casey Crampton. Deputy Crampton self-initiates
assistance by reviewing all the daily Patrol and Corrections Major Incidents, along with responding to referrals,
and individual requests for assistance. The PSP Coordinator also conducts Critical Incident Stress Debriefings
(CISD’s) on a regular basis for traumatic incidents experienced by employees. The PSP Coordinator and
Supervisors are the lead instructors for the agency’s Deputy & Dispatcher Wellness Initiative, taught to all
employees including new hires. The final category of the PSP are the additional 26 PSP Team members that
are trained in the International Critical Incident Stress Foundation (ICISF) Group and Individual (GRIN) Crisis
Intervention. The PSP Team members work with the agency’s Employee Assistance Program (EAP) and
agency vetted clinicians in the tri-county area to ensure appropriate and efficient mental health services are
provided to the employees. The PSP Team members also link employees with other community partners, such
as the Oakland County Health Network (OCHN), the National Alliance for Mental Illness (NAMI), Autism
Alliance, and several other community resources.
Will your agency incorporate an evaluation component to your project?
Yes
If yes, please describe the evaluation component your agency plans to implement. (Max 250 words)
The OCSO has distributed several surveys to employees to evaluate their needs and identify where they would
like the agency to dedicate available resources, willingness to utilize the resources, and organizational culture.
Those survey results can be used as a benchmark to compare future surveys in order to evaluate the overall
success of this initiative. Reports generated from the peer support application can also provide metrics to
evaluate the usage of the program over specific timeframes. The Peer Support Program remains confidential,
however, data for use and types of services are being evaluated. This program will utilize the same tracking
methods in order to ensure that employees are reaching the objectives outlined.
Please describe how you will ensure confidentiality of participants and service recipients. (Max 250 words)
The digital component of the peer support program will be structured to maintain anonymity by using
aggregated and de-identified reports. Clinician support and certified trained peers support members will be
vetted and fully understand the importance of ensuring confidentiality of all participants receiving services. The
agency will use enhanced password protection for any digital components to ensure the anonymity and
confidentiality of members.
Please provide a short description of your marketing plan, focusing on what new or enhanced options you will use to
increase program awareness (Max 250 words)
The OCSO will distribute information using several different marketing methods including, but not limited to,
on-site/hands on training, publishing of training bulletins, benefits fliers, and computer data use reports.
Training bulletins and benefits flyers will be distributed by email and posted on bulletin boards within the office.
Proposal Timeline
P a g e 1 | 5
FY 2023 Law Enforcement Mental Health and Wellness Act (LEMHWA) Implementation
Project
Oakland County Sheriff’s Office
This timeline will be used to ensure complete program implementation and track the success of
the grant program.
Grant Period: October 1, 2023 – September 30, 2025
Year 1 (October 1, 2023 – September 30, 2024)
1st Quarter:
- Competitively bid a two-year contract for peer a support application/software for 1,430
users (or current employee count at that time). Award bid and create contract.
- Gather information from employees regarding what items they would like included in a
resiliency room and determine how they envision the space. Procure necessary items
(furnishings, technology, etc.)
- Programmatic Reports in JustGrants prepared for the quarter. Financial report and
drawdown request prepared.
2nd Quarter
- Vet and train peer support members on the new peer support application.
- Complete any additional purchases for the resiliency room, create space and install all
technology.
- Create a training calendar to train and implement the peer support program (app/system)
for all OCSO staff.
Proposal Timeline
P a g e 2 | 5
- Begin training OCSO staff on peer support program and all available resources (including
the new resiliency room).
- Programmatic Reports in JustGrants prepared for the quarter. Financial report and
drawdown request prepared.
3rd Quarter
- Continue and complete training for OCSO staff on peer support program and available
resources (including the new resiliency room).
- Programmatic Reports in JustGrants prepared for the quarter. Financial report and
drawdown request prepared.
4th Quarter
- Peer support team members will submit electronic post-contact forms for the agency. The
forms will populate live reporting; create wellness KPIs and metrics that simplify
reporting over any time period. Metrics around usage will be broken down based on
specific populations such as new hires, minorities, members of an internal team, etc.
allowing OCSO to more accurately assess the impact of the program on specific roles
within the agency.
- Quarterly reports will be generated to help understand the efficacy of the program and to
see where adjustments and additional resources may be needed.
- Programmatic Reports in JustGrants prepared for the quarter. Financial report and
drawdown request prepared.
Proposal Timeline
P a g e 3 | 5
Year 2 (October 1, 2024 – August 31, 2025)
1st Quarter
- Peer support team members will submit electronic post-contact forms for the agency. The
forms will populate live reporting; create wellness KPIs and metrics that simplify
reporting over any time period. Metrics around usage will be broken down based on
specific populations such as new hires, minorities, members of an internal team, etc.
allowing OCSO to more accurately assess the impact of the program on specific roles
within the agency.
- Quarterly reports will be generated to help understand the efficacy of the program and to
see where adjustments and additional resources may be needed.
- Programmatic Reports in JustGrants prepared for the quarter. Financial report and
drawdown request prepared.
2nd Quarter
- Peer support team members will submit electronic post-contact forms for the agency. The
forms will populate live reporting; create wellness KPIs and metrics that simplify
reporting over any time period. Metrics around usage will be broken down based on
specific populations such as new hires, minorities, members of an internal team, etc.
allowing OCSO to more accurately assess the impact of the program on specific roles
within the agency.
- Quarterly reports will be generated to help understand the efficacy of the program and to
see where adjustments and additional resources may be needed.
Proposal Timeline
P a g e 4 | 5
- Programmatic Reports in JustGrants prepared for the quarter. Financial report and
drawdown request prepared.
3rd Quarter
- Peer support team members will submit electronic post-contact forms for the agency. The
forms will populate live reporting; create wellness KPIs and metrics that simplify
reporting over any time period. Metrics around usage will be broken down based on
specific populations such as new hires, minorities, members of an internal team, etc.
allowing OCSO to more accurately assess the impact of the program on specific roles
within the agency.
- Quarterly reports will be generated to help understand the efficacy of the program and to
see where adjustments and additional resources may be needed.
- The overall program data will be reviewed to determine the success of the program and
OCSO will discuss future funding of the peer support application with the County
Administration and Board of Commissioners.
- Programmatic Reports in JustGrants prepared for the quarter. Financial report and
drawdown request prepared.
4th Quarter
- Peer support team members will submit electronic post-contact forms for the agency. The
forms will populate live reporting; create wellness KPIs and metrics that simplify
reporting over any time period.
Proposal Timeline
P a g e 5 | 5
Metrics around usage will be broken down based on specific populations such as new
hires, minorities, members of an internal team, etc. allowing OCSO to more accurately
assess the impact of the program on specific roles within the agency.
- Quarterly reports will be generated to help understand the efficacy of the program and to
see where adjustments and additional resources may be needed.
- Programmatic Reports in JustGrants prepared for the quarter. Financial report and
drawdown request prepared.
Budget Narrative
FY2023 Law Enforcement Mental Health and Wellness Act (LEMHWA) Implementation Projects
Oakland County Sheriff’s Office
Budget Category: Description: Unit
Cost:
Quantity: Total Cost:
Other Costs – Overtime Lieutenant (program setup) $93.57 12 $1,122.84
Other Costs – Overtime Sergeant (program setup)$85.07 12 $1,020.84
Other Costs - Overtime Deputy II (training)$79.54 250 $19,885.00
Other Costs – Overtime Dispatch Specialist (training)$67.34 250 S16,835.00
Procurement Contracts Wellness/Peer Support App. 1,500 users $45,000 1st Year $54,200.00
Procurement Contracts Wellness/Peer Support App. 1,500 users $45,000 2nd Year $50,700.00
Supplies Resiliency Room Furnishing $25,000.00
Supplies Resiliency Room Technology $30,000.00
Total $198,763.68
Overtime Costs for program setup and peer support training (including training for peer support application) for
employees.
Other Costs – Overtime- Lieutenant
The annual salary of a Lieutenant is $97,920 with an hourly salary rate of $47.08. The fringe benefit rate for overtime is
32.5% of the salary, of which 77% is allocated to retirement and 23% to FICA. The hourly overtime rate including fringe
benefits for a Lieutenant is $93.57. (Salary $47.08 x 1.5 = $70.62; Fringe Benefits $70.62 x .325 = $22.95)
Other Costs – Overtime: Sergeant
The annual salary of a Sergeant is $89,018 with an hourly salary rate of $42.80. The fringe benefit rate for overtime is
32.5% of the salary, of which 77% is allocated to retirement and 23% to FICA. The hourly overtime rate including fringe
benefits for a Sergeant is $85.07. (Salary $42.80 x 1.5 = $64.20; Fringe Benefits $64.20 x .325 = $20.87)
Other Costs – Overtime: Deputy II
The annual salary of a Deputy II is $83,241 with an hourly salary rate of $40.02. The fringe benefit rate for overtime is
32.5% of the salary, of which 77% is allocated to retirement and 23% to FICA. The hourly overtime rate including fringe
benefits for a Deputy II is $60.03. (Salary $40.02 x 1.5 = $60.03; Fringe Benefits $60.03 x .325 = $19.51)
Other Costs – Overtime: Dispatch Specialist
The annual salary of a Dispatch Specialist is $70,463 with an hourly salary rate of $33.88. The fringe benefit rate for
overtime is 32.5% of the salary, of which 77% is allocated to retirement and 23% to FICA. The hourly overtime rate
including fringe benefits for a Dispatch Specialist is $50.82. (Salary $33.88 x 1.5 = $50.82; Fringe Benefits $50.82 x .325 =
$16.52)
Procurement Contracts – Wellness/Peer Support App.
The estimated cost of a Wellness/Peer Support Application for 1,430 users is $54,200 for the first year and $50,700 for
the second year. The grant request includes the cost of the software application for a two-year period totaling $104,900.
Budget Narrative
Supplies – Resiliency Room Furnishings
Furnishing costs for the resiliency room include debriefing chairs $1,500, shelving units $1,000, zero-gravity therapeutic
chair $5,000, secure/confidential filing cabinet $1,500, therapy couch $1,500, additional equipment includes: sound
strips, white noise/ambient sound machine, signage, wall décor, clock, tables, flooring (rugs/carpet), lamps, aroma
therapy tools, etc. The peer support team will seek input from employees regarding the items purchased for the
resiliency room so quantities and cost are listed as beginning estimates, but the intent is to stay within the $25,000
budget and individual supplies would be equal or less than $5,000 and remain in the supply budget category.
Supplies – Resiliency Room Technology
Technology costs for the resiliency room will support learning and mental health and include items to facilitate online
visits or telehealth as well as supplement relaxation and mindfulness. These costs include a video conferencing package
with soundbar, control unit, camera’s - for telehealth/counseling $5,000, interactive multi-touch all-in-one video
conferencing displays $14,000, computer technology $3,000, and additional audio-visual equipment (speakers,
connections, cords, etc.). The peer support team will seek input from employees regarding some of the technology items
purchased for the resiliency room so quantities and cost are listed as beginning estimates, but the intent is to stay within
the $30,000 budget and individual supplies would be equal or less than $5,000 and remain in the supply budget
category. If any items are identified as costing $5,000 or more, OCSO would consult with the COPS project manager on
moving the item to an equipment budget category.