Item #03 Approval of the Edward Byrne Memorial Justice Assistance Grant (JAG) FY 2014 Application #2015-H2856-FL-DJ 40/Arr
ocoee
florida
AGENDA ITEM COVER SHEET
Meeting Date: August 18, 2015
Item # 3
Reviewed By:
Cl/Contact Name: Chief Charles J. Brown Department Director: Chief Ch- = . Brown
Contact Number: 407.905.3160 x 3022 City Manager: Rob Frank /,,
Subject: Edward Byrne Memorial Justice Assistance Grant (JAG •
Application #2015-H2856-FL-DJ
Background Summary:
The U.S. Department of Justice(DOJ), Office of Justice Programs' (OW)Bureau of Justice Assistance(BJA)was
seeking applications for funding under the Edward Byrne Memorial Justice Assistance Grant (JAG)Program.
This program furthers the Department's mission by assisting state, local, and tribal efforts to prevent or reduce
crime and violence.
The amount of$10,551 was made available for the City of Ocoee Police Department through the Edward Byrne
Memorial Justice Assistance Grant (JAG). Staff recommends this money be applied to the purchase of four Police
Mobile Incident Command Centers for Watch Commander vehicles. The command center consoles will improve
the Watch Commander's ability to organize the responding personnel to develop a quick plan of action for the
incident in which they are responding. The consoles will be equipped with a map/white board to set perimeters
and document important facts. Drawers in the console will insure that the supervisor and his/her subordinates
have the equipment needed at hand as rapidly as possible.
Issue:
Should the Honorable Mayor and Board of City Commissioners authorize the Ocoee Police Department to accept
the $10,551 grant and purchase 4 mobile command center consoles for the Watch Commanders' vehicles? The
estimated cost prior to bids is $11,700 based on research. The difference to be paid by the City would be $1,149.
Recommendations
Staff recommends that the Honorable Mayor and Board of City Commissioners authorize the Ocoee Police
Department to accept the $10,551 grant and purchase and purchase 4 mobile command center consoles for the
Watch Commanders' vehicles using lowest acceptable bid.
Attachments:
Edward Byrne Memorial Justice Assistance Grant(JAG)FY 2014 application 2015-H2856-FL-DJ.
Photo of example of Command Center Console.
Financial Impact:
$10,551 available to the City of Ocoee Police Department to expend on 4 mobile command center consoles. No
matching funds are required for this grant; however, the total cost of the 4 mobile command center consoles is
estimated to be $11,700. The $1,149 difference will come from the police department operating budget, and the
purchase will be processed after October 1, 2015.
Type of Item: (please mark with an x')
Public Hearing For Clerk's Dept Use:
Ordinance First Reading )( Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
X Commission Approval
Discussion&Direction
Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. 4 N/A
Reviewed by
N/A
•
•
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OMB No. 1121-0329
U.S. Department of Justice Approval Expires 07/31/2016
Office of Justice Programs
Bureau of Justice Assistance
The U.S. Department of Justice (DOJ), Office of Justice Programs' (OJP) Bureau of Justice
Assistance (BJA) is seeking applications for funding under the Edward Byrne Memorial Justice
Assistance Grant (JAG) Program. This program furthers the Department's mission by assisting
state, local, and tribal efforts to prevent or reduce crime and violence.
Edward Byrne Memorial Justice Assistance Grant
(JAG) Program
FY 2015 Local Solicitation
Eligibility
Applicants are limited to units of local government appearing on the FY 2015 JAG Allocations
List. To view this list, go to www.bja.gov/programs/lag/15jagallocations.html. For JAG Program
purposes, a unit of local government is: a town, township, village, parish, city, county, borough,
or other general purpose political subdivision of a state; or, it may also be a federally recognized
Indian tribe that performs law enforcement functions (as determined by the Secretary of the
Interior). Otherwise a unit of local government may be any law enforcement district or judicial
enforcement district established under applicable state law with authority to independently
establish a budget and impose taxes. In Louisiana, a unit of local government means a district
attorney or parish sheriff.
For additional eligibility information, see section C. Eligibility Information.
Deadline
Applicants must register in OJP's Grants Management System (GMS) prior to submitting an
application for this funding opportunity. Registration is required for all applicants, even those
previously registered in GMS. Select the "Apply Online" button associated with the solicitation
title. All registrations and applications are due by 8:00 p.m. eastern time on June 26, 2015.
For additional information, see "How to Apply" in Section D. Application and Submission
Information.
Contact Information
For technical assistance with submitting an application, contact the Grants Management System
Support Hotline at 1-888-549-9901, option 3, or via e-mail to GMS.Hel Desk(c usdoj.gov. The
GMS Support Hotline hours of operation are Monday—Friday from 6:00 a.m. to midnight eastern
time, except federal holidays.
Applicants that experience unforeseen GMS technical issues beyond their control that prevent
them from submitting their application by the deadline must e-mail the BJA contact identified
below within 24 hours after the application deadline and request approval to submit their
application. Additional information on reporting technical issues is found under"Experiencing
Unforeseen GMS Technical Issues" in the How to Apply section.
For assistance with any other requirement of this solicitation, contact the National Criminal
Justice Reference Service (NCJRS) Response Center: toll-free at 1-800-851-3420; via TTY at
301-240-6310 (hearing impaired only); email responsecentera.ncjrs.Qov; fax to 301-240-5830;
or web chat at https://webcontact.ncjrs.gov/ncichat/chat.isp. The NCJRS Response Center
hours of operation are 10:00 a.m. to 6:00 p.m. eastern time, Monday through Friday, and 10:00
a.m. to 8:00 p.m. eastern time on the solicitation close date. You may also contact your State
Policy Advisor.
Release date: May 12, 2015
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Contents
A. Program Description 4
Overview 4
Program-Specific Information 4
Goals, Objectives, and Deliverables 4
Evidence-Based Programs or Practices 4
B. Federal Award Information 7
Type of Award 7
Financial Management and System of Internal Controls 8
Budget Information 9
Cost Sharing or Match Requirement 10
Pre-Agreement Cost Approvals 10
Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs 10
Costs Associated with Language Assistance (if applicable) 11
C. Eligibility Information 13
Cost Sharing or Match Requirement 13
Limit on Number of Application Submissions 13
D. Application and Submission Information 13
What an Application Should Include 13
How to Apply 20
E. Application Review Information 22
Review Process 22
F. Federal Award Administration Information 23
Federal Award Notices 23
Administrative, National Policy, and other Legal Requirements 23
General Information about Post-Federal Award Reporting Requirements 24
G. Federal Awarding Agency Contact(s) 24
H. Other Information 24
Provide Feedback to OJP 24
Application Checklist 25
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Edward Byrne Memorial Justice Assistance Grant (JAG)
Program: FY 2015 Local Solicitation
(CFDA #16.738)
A. Program Description
Overview
The Edward Byrne Memorial Justice Assistance Grant(JAG) Program (42 U.S.C. § 3751(a)) is
the primary provider of federal criminal justice funding to state and local jurisdictions. The JAG
Program provides states and units of local governments with critical funding necessary to
support a range of program areas including law enforcement, prosecution and court programs,
prevention and education programs, corrections and community corrections, drug treatment and
enforcement, crime victim and witness initiatives, and planning, evaluation, and technology
improvement programs.
Program-Specific Information
JAG funds may be used for state and local initiatives, technical assistance, strategic planning,
research and evaluation (including forensics), data collection, training, personnel, equipment,
forensic laboratories, supplies, contractual support, and criminal justice information systems that
will improve or enhance such areas as:
• Law enforcement programs.
• Prosecution and court programs, including indigent defense.
• Prevention and education programs.
• Corrections and community corrections programs.
• Drug treatment and enforcement programs.
• Planning, evaluation, and technology improvement programs.
• Crime victim and witness programs (other than compensation).
*Please note that JAG funding may be utilized in support of:
• Systems upgrades (hardware/software), including potential upgrades necessary for
state, territories, units of local government and/or tribes to come into compliance with the
FBI's UCR Redevelopment Project (UCRRP).
• Developing or sustaining state compatible incident based reporting systems.
Goals, Objectives, and Deliverables
The Chief Executive Officer(CEO) of an eligible unit of local government or other officer
designated by the CEO must submit the application for JAG funds. A unit of local government
receiving a JAG award will be responsible for the administration of the funds including:
distributing the funds; monitoring the award; submitting quarterly financial status (SF-425) and
performance metrics reports and semi-annual programmatic reports; and providing ongoing
oversight and assistance to any subrecipients of the funds.
Evidence-Based Programs or Practices
OJP strongly emphasizes the use of data and evidence in policy making and program
development in criminal justice,juvenile justice, and crime victim services. OJP is committed to:
• Improving the quantity and quality of evidence OJP generates.
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• Integrating evidence into program, practice, and policy decisions within OJP and the
field.
• Improving the translation of evidence into practice.
OJP considers programs and practices to be evidence-based when their effectiveness has been
demonstrated by causal evidence, generally obtained through one or more outcome
evaluations. Causal evidence documents a relationship between an activity or intervention
(including technology) and its intended outcome, including measuring the direction and size of a
change, and the extent to which a change may be attributed to the activity or
intervention. Causal evidence depends on the use of scientific methods to rule out, to the extent
possible, alternative explanations for the documented change. The strength of causal evidence,
based on the factors described above, will influence the degree to which OJP considers a
program or practice to be evidence-based. OJP's CrimeSolutions.gov web site is one resource
that applicants may use to find information about evidence-based programs in criminal justice,
juvenile justice, and crime victim services.
A useful matrix of evidence-based policing programs and strategies is available through the
Center for Evidence-Based Crime Policy at George Mason University. In the reentry field, a
summary of research-based reentry strategies is available on the National Reentry Resource
Center's What Works in Reentry Clearinghouse. BJA offers a number of program models
designed to effectively implement evidence-based strategies including Smart Policing, Smart
Supervision, Smart Pretrial, Smart Defense and Smart Prosecution. BJA encourages states to
use JAG funds to support these "smart on crime" strategies, including effective partnerships with
universities and research partners and with non-traditional criminal justice partners.
JAG Priority Areas
BJA recognizes that there are significant pressures on state and local criminal justice systems.
In these challenging times, shared priorities and leveraged resources can make a significant
impact. In light of this, it is important to make SAAs and local JAG recipients aware of several
areas of priority that may be of help in maximizing the effectiveness of JAG funding at the state
and local level. The following priorities represent key areas where BJA will focus nationally and
invite each state and local JAG recipient to join us in addressing these challenges as a part of
our JAG partnership:
Reducing Gun Violence
Gun violence has touched nearly every state, county, city, town, and tribal government in
America. In an effort to address this continuing need BJA encourages states and localities to
invest valuable JAG funds in programs to: combat gun violence, enforce existing firearms laws,
improve the process used to ensure that those prohibited from purchasing or owning guns are
prevented from doing so, enhance reporting to the Federal Bureau of Investigation's (FBI)
National Instant Criminal Background Check System (NICS) and provide active shooter
response training to law enforcement officers and first responders.
While our nation has made great strides in reducing violent crime over the last decade, some
municipalities and regions continue to experience unacceptable levels of violent crime at rates
far in excess of the national average. In 2014, as part of BJA's longstanding commitment to
support effective strategies to reduce violent crime, BJA launched the Violence Reduction
Network. By the end of FY 2015, 10 VRN sites, working with a broad network of federal, state,
and local partners will be implementing data-driven evidence-based strategies to reduce deeply
entrenched violent crime in those communities. SAAs and localities with VRN sites are strongly
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encouraged to join the VRN and help address funding gaps in violence reduction efforts in those
communities. For information on VRN, see www.bja.aov/Programs/VRN.html.
Body-Worn Cameras, Storage, and Policies
Over the past several years, law enforcement agencies across the country have begun
equipping their officers with body-worn cameras (BWCs). The important benefits of BWCs, and
the challenges in implementing BWC programs, are highlighted in several recent publications:
see the Office of Justice Programs' Diagnostic Center report Police Officer Body-Worn
Cameras:Assessing the Evidence, and the COPS Office and Police Executive Research Forum
paper, Implementing A Body-Worn Camera Program: Recommendations and Lessons Learned.
JAG funding is an important potential source of funding for law enforcement agencies
implementing new BWC programs or enhancing existing programs. JAG funds may be used to
purchase BWCs and for costs associated with the BWC program, such as storage and policy
development. Similarly, SAAs are encouraged to use either their Variable Pass-Through (VPT)
or their"less than $10,000"funding that is added into the state award to set aside funds to
assist small departments in implementing BWC programs.
Agencies using JAG funds to purchase BWC equipment or to implement or enhance BWC
programs should, as a best practice, have policies and procedures in place related to equipment
usage, data storage, privacy, victims, access, disclosure, training, etc. Officers, prosecutors,
defenders, victims and privacy advocates, and community groups should be consulted early in
the BWC policy development process to guide and inform policy and procurement
decisions. BJA plans to release a BWC Toolkit and web site in spring 2015 that will share model
BWC policies, resources, and best practices to assist departments in implementing BWC
programs.
Recidivism Reduction, Pretrial Reform, and Justice System Realignment
In this time of fiscal austerity and smaller state and local budgets, reducing unnecessary
incarceration in a manner that promotes public safety is a paramount goal. Effective community
supervision of non-violent offenders coupled with evidence-based program interventions can
result in significant reductions in recidivism. A priority funding area is the implementation of
effective pretrial services programs. The use of validated risk assessment tools to inform pre-
trial release decisions is critical. For a variety of resources, or to request BJA supported
technical assistance from the Pretrial Justice Institute, see www.pretrial.org. Another priority for
JAG funding is to support innovative programs and approaches in probation and parole
supervision that improve services to offenders and increase collaborative efforts among
community supervision agencies with law enforcement and the courts.
Another promising approach to justice systems reform is the Justice Reinvestment Initiative
(JRI), a public-private partnership between BJA and the PEW Public Safety Performance
Project. Currently, 17 states and 17 local governments are working to control spiraling
incarceration costs through JRI and reinvesting in evidence-based criminal justice programs and
strategies. Strategic investment of JAG funds to implement JRI legislation and policy changes in
those states and localities can augment federal funds and achieve greater cost savings and
reinvestments in programs to promote public safety. (See the Urban Institute's Justice
Reinvestment Initiative State Assessment Report.)
Indigent Defense
Another key priority area is support for indigent defense. BJA continues to encourage states and
SAAs to use JAG funds to support the vital needs of the indigent defense community, as
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indigent defense reform continues to be a concern that needs to be addressed across the
nation. In 2002, the American Bar Association (ABA) published Ten Principles of a Public
Defense Delivery System which represent fundamental building blocks for implementing quality
legal representation for indigent defendants.
Improving Mental Health Services
Disproportionate numbers of people with mental illness are involved in the criminal justice
system often as a result of untreated or undertreated mental illness. This is an issue that
impacts numerous facets of the criminal justice system. BJA encourages states to utilize JAG
funding in support of programs and policy changes aimed at the following: identifying and
treating people with severe mental illness before they reach crisis point; training law
enforcement and correctional officers on mental health and mental health related crisis-
intervention; increasing justice system diversion strategies to divert offenders with mental illness
from unnecessary arrest and incarceration to more appropriate and cost-effective community-
based treatment and supervision; mental health courts, allowing inmates to continue
psychotropic medication in jails; and improving oversight of mental health care in jails,
increasing post-jail housing options and enhancing community mental health services. (See
Adults with Behavioral Health Needs under Correctional Supervision.) BJA provides technical
assistance to states with increasing access to health care benefits. Information can be found at:
www.biatraininq.orq.
B. Federal Award Information
BJA estimates that it will make up to 1,100 Local and 56 State/Territory awards totaling an
estimated $255.7 million.
Awards of at least$25,000 are 4 years in length, and award periods will be from October 1,
2014 through September 30, 2018. Extensions beyond this period may be made on a case-by-
case basis at the discretion of BJA and must be requested via GMS no less than 30 days prior
to the grant end date.
Awards of less than $25,000 are 2 years in length, and award periods will be from October 1,
2014 through September 30, 2016. Extensions of up to 2 years can be requested for these
awards via GMS no less than 30 days prior to the grant end date, and will be automatically
granted upon request.
All awards are subject to the availability of appropriated funds and to any modifications or
additional requirements that may be imposed by law.
Eligible allocations under JAG are posted annually on BJA's JAG web page:
www.bia.aov/ProgramDetails.aspx?Program ID=59.
Type of Award'
BJA expects that it will make any award from this solicitation in the form of a grant.
JAG awards are based on a statutory formula as described below:
1 See generally 31 U.S.C. §§6301-6305(defines and describes various forms of federal assistance relationships,
including grants and cooperative agreements(a type of grant)).
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Once each fiscal year's overall JAG Program funding level is determined, BJA partners with the
Bureau of Justice Statistics (BJS) to begin a four-step grant award calculation process which
consists of:
1. Computing an initial JAG allocation for each state and territory, based on their share of
violent crime and population (weighted equally).
2. Reviewing the initial JAG allocation amount to determine if the state or territory allocation
is less than the minimum ("de minimus") award amount defined in the JAG legislation
(0.25 percent of the total). If this is the case, the state or territory is funded at the
minimum level, and the funds required for this are deducted from the overall pool of JAG
funds. Each of the remaining states receives the minimum award plus an additional
amount based on their share of violent crime and population.
3. Dividing each state's final award amount(except for the territories and District of
Columbia) between state and local governments at a rate of 60 and 40 percent,
respectively.
4. Determining local unit of government award allocations, which are based on their
proportion of the state's 3-year violent crime average. If a local eligible award amount is
less than $10,000, the funds are returned to the state to be awarded to these local units
of government through the state agency. If the eligible award amount is $10,000 or
more, then the local government is eligible to apply for a JAG award directly from BJA.
Financial Management and System of Internal Controls
If selected for funding, the award recipient must:
(a) Establish and maintain effective internal control over the federal award that provides
reasonable assurance that the non-federal entity 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).
(b) Comply with federal statutes, regulations, and the terms and conditions of the federal
awards.
(c) Evaluate and monitor the non-federal entity's compliance with statute, regulations and
the terms and conditions of federal awards.
(d) Take prompt action when instances of noncompliance are identified including
noncompliance identified in audit findings.
(e) Take reasonable measures to safeguard protected personally identifiable information
and other information the federal awarding agency or pass-through entity designates as
sensitive or the non-federal entity considers sensitive consistent with applicable federal, state,
and local laws regarding privacy and obligations of confidentiality.
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In order to better understand administrative requirements and cost principles, award applicants
are encouraged to enroll, at no charge, in the Department of Justice Grants Financial
Management Online Training available here.
Budget Information
Administrative Funds—A unit of local government may use up to 10 percent of the award,
including interest, for costs associated with administering JAG funds.
Disparate Certification—A disparate allocation occurs when a city or municipality is allocated
one-and-one-half times (150 percent) more than the county, while the county bears more than
50 percent of the costs associated with prosecution or incarceration of the municipality's Part 1
violent crimes. A disparate allocation also occurs when multiple cities or municipalities are
collectively allocated four times (400 percent) more than the county, and the county bears more
than 50 percent of the collective costs associated with prosecution or incarceration of each
municipality's Part 1 violent crimes.
• Jurisdictions certified as disparate must identify a fiscal agent that will submit a joint
application for the aggregate eligible allocation to all disparate municipalities. The joint
application must determine and specify the award distribution to each unit of local
government and the purposes for which the funds will be used. When beginning the JAG
application process, a Memorandum of Understanding (MOU) that identifies which
jurisdiction will serve as the applicant/fiscal agent for joint funds must be completed and
signed by the Authorized Representative for each participating jurisdiction. The signed
MOU should be attached to the application. For a sample MOU, go to
www.bja.gov/Funding/JAGMOU.Ddf.
Supplanting—Supplanting is prohibited under JAG. Applicants cannot replace or supplant non-
federal funds that have been appropriated for the same purpose. See the JAG FAQs on BJA's
JAG web page for examples of supplanting.
Leveraging of Grant Funds—Although supplanting is prohibited, the leveraging of federal
funding is encouraged. For example, a city may utilize JAG and Homeland Security Grant
Program (HSGP) money to fund different portions of a fusion center project. In instances where
leveraging occurs, all federal grant funds must be tracked and reported separately and may not
be used to fund the same line items. Additionally, federal funds cannot be used as match for
other federal awards.
Trust Fund— Units of Local government may draw down JAG funds in advance. To do so, a
trust fund must be established in which to deposit the funds. The trust fund may or may not be
an interest-bearing account. If subrecipients draw down JAG funds in advance, they also must
establish a trust fund in which to deposit funds. This trust fund requirement does not apply to
direct JAG award recipients or subrecipients that draw-down on a reimbursement basis rather
than in advance.
Prohibited and Controlled Uses—JAG funds may only be expended within the JAG purpose
areas. Within these purpose areas JAG funds may not be used directly or indirectly for security
enhancements or equipment to nongovernmental entities not engaged in criminal justice or
public safety. In addition, JAG funds may not be used directly or indirectly to purchase
items listed at: www.bia.gov/Funding/JAGControlledPurchaseList.pdf.
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This JAG controlled purchase list represents a combination of BJA controlled items and those
controlled under the Executive Order on "Federal Support for Local Law Enforcement
Equipment Acquisition" that was signed on January 16, 2015. Pursuant to Executive Order
13688 (Federal Support for Local Law Enforcement Equipment Acquisition), a federal inter-
agency working group has been charged with, among other things, `developing a consistent
Government-wide list of controlled equipment allowable for acquisition by LEAs, as well as a list
of those items that can only be transferred with special authorization and use limitations.' The
working group's recommendations, which are due to be delivered to the President in mid-May,
may alter the BJA controlled items list. Grantees are reminded that they must follow the most
current version of the controlled items list in order to purchase the equipment.
No items on this list can be purchased without first submitting a detailed justification that
supports the need for this equipment. Applicants must show both extraordinary and exigent
circumstances that require the purchase of such equipment. Upon approval from the BJA
Director, this equipment may be purchased with JAG funds. Grantees are strongly
encouraged to submit this justification at the time of application. In particular, any justification
that cannot show the exigent nature of the purchase and why it could not be submitted at time of
application will not be approved.
Please note that the Controlled Equipment List also includes items that are strictly prohibited
under JAG.
Additional information on JAG controlled and prohibited items, along with the process for
requesting a waiver to obtain BJA certification for any controlled item, can be found within the
JAG FAQs: www.bia.gov/Funding/JAGFAQ.pdf.
Cost Sharing or Match Requirement
This solicitation does not require a match. However, if a successful application proposes a
voluntary match amount, and OJP approves the budget, the total match amount incorporated
into the approved budget becomes mandatory and subject to audit.
Pre-Agreement Cost Approvals
OJP does not typically approve pre-agreement costs; an applicant must request and obtain the
prior written approval of OJP for all such costs. If approved, pre-agreement costs could be paid
from grant funds consistent with a grantee's approved budget, and under applicable cost
standards. However, all such costs prior to award and prior to approval of the costs are incurred
at the sole risk of an applicant. Generally, no applicant should incur project costs before
submitting an application requesting federal funding for those costs. Should there be
extenuating circumstances that appear to be appropriate for OJP's consideration as pre-
agreement costs, the applicant should contact the point of contact listed on the title page of this
announcement for details on the requirements for submitting a written request for approval. See
the section on Costs Requiring Prior Approval in the Financial Guide, for more information.
Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs
OJP strongly encourages applicants that propose to use award funds for any conference-,
meeting-, or training-related activity to review carefully—before submitting an application—the
OJP policy and guidance on conference approval, planning, and reporting available at
www.oip.qov/financialquide/PostawardReauirements/chapterl 5paciel.htm. OJP policy and
guidance (1) encourage minimization of conference, meeting, and training costs; (2) require
prior written approval (which may affect project timelines) of most such costs for cooperative
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agreement recipients and of some such costs for grant recipients; and (3) set cost limits,
including a general prohibition of all food and beverage costs.
Costs Associated with Language Assistance (if applicable)
If an applicant proposes a program or activity that would deliver services or benefits to
individuals, the costs of taking reasonable steps to provide meaningful access to those services
or benefits for individuals with limited English proficiency may be allowable. Reasonable steps
to provide meaningful access to services or benefits may include interpretation or translation
services where appropriate.
For additional information, see the"Civil Rights Compliance" section under"Solicitation
Requirements" in the OJP Funding Resource Center.
Other JAG Requirements
Body Armor Certification
• Ballistic-resistant and stab-resistant body armor can be funded through two BJA-
administered programs: the JAG Program and the Bulletproof Vest Partnership (BVP)
Program.
• The BVP Program is designed to provide a critical resource to state and local law
enforcement through the purchase of ballistic-resistant and stab-resistant body armor. A
jurisdiction is able to request up to 50 percent of the cost of a vest with BVP funds. For more
information on the BVP Program, including eligibility and application, refer to the BVP web
page.
• JAG funds may also be used to purchase vests for an agency, but they may not be used to
pay for that portion of the ballistic-resistant vest(50 percent) that is not covered by BVP
funds. Unlike BVP, JAG funds used to purchase vests do not require a 50 percent match.
• Vests purchased with JAG funds may be purchased at any threat level, make, or model from
any distributor or manufacturer, as long as the vests have been tested and found to comply
with the latest applicable National Institute of Justice (NIJ) ballistic or stab standards. In
addition, vests purchased must be American-made. Information on the latest NIJ standards
can be found at: www.nii.aov/topics/technoloav/body-armor/safety-initiative.htm.
As is the case in BVP, grantees who wish to purchase vests with JAG funds must certify that
law enforcement agencies receiving vests have a written "mandatory wear" policy in effect.
FAQs related to the mandatory wear policy and certifications can be found at
www.bia.aov/Funding/JAGFAQ.Ddf. This policy must be in place for at least all uniformed
officers before any FY 2015 funding can be used by the agency for vests. There are no
requirements regarding the nature of the policy other than it being a mandatory wear policy for
all uniformed officers while on duty. The certification must be signed by the Authorized
Representative and must be attached to the application. If the grantee proposes to change
project activities to utilize JAG funds to purchase bulletproof vests after the application period
(during the project period), the grantee must submit the signed certification to BJA at that time.
A mandatory wear concept and issues paper and a model policy are available by contacting the
BVP Customer Support Center vests(c�usdoj.gov or toll free at 1-877-758-3787.
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A copy of the certification related to the mandatory wear can be found at:
www.bja.qov/Fundinq/BodyArmorMandatoryWearCert.pdf.
DNA Testing of Evidentiary Materials and Upload of DNA Profiles to a Database
If JAG Program funds will be used for DNA testing of evidentiary materials, any resulting eligible
DNA profiles must be uploaded to the Combined DNA Index System (CODIS, the national DNA
database operated by the FBI by a government DNA lab with access to CODIS. No profiles
generated with JAG funding may be entered into any other non-governmental DNA database
without prior express written approval from BJA. For more information, refer to the NIJ DNA
Backlog Reduction Program, available at www.nii.gov/topics/forensics/lab-operations/evidence-
backloas/Pages/backlog-reduction-program.aspx.
In addition, funds may not be used for purchase of DNA equipment and supplies when the
resulting DNA profiles from such technology are not accepted for entry into CODIS.
Interoperable Communications
Grantees (including subgrantees)that are using FY 2015 JAG Program funds to support
emergency communications activities (including the purchase of interoperable communications
equipment and technologies such as voice-over-internet protocol bridging or gateway devices,
or equipment to support the build out of wireless broadband networks in the 700 MHz public
safety band under the Federal Communications Commission (FCC)Waiver Order) must ensure:
• Compliance with the FY 2015 SAFECOM Guidance on Emergency Communications
Grants(including provisions on technical standards that ensure and enhance
interoperable communications).
• Adherence to the technical standards set forth in the FCC Waiver Order, or any
succeeding FCC orders, rules, or regulations pertaining to broadband operations in the
700 MHz public safety band.
• Projects support the Statewide Communication Interoperability Plan (SCIP) and are fully
coordinated with the full-time Statewide Interoperability Coordinator(SWIC) in the state
of the project. As the central coordination point for their state's interoperability effort, the
SWIC plays a critical role, and can serve as a valuable resource. SWICs are
responsible for the implementation of the SCIP through coordination and collaboration
with the emergency response community. The U.S. Department of Homeland Security
Office of Emergency Communications maintains a list of SWICs for each of the 56
states and territories. Contact OECahq.dhs.gov.
• All communications equipment purchased with grant award funding (plus the quantity
purchased of each item) is identified during quarterly performance metrics reporting.
In order to promote information sharing and enable interoperability among disparate systems
across the justice and public safety community, OJP requires the grantee to comply with DOJ's
Global Justice Information Sharing Initiative guidelines and recommendations for this particular
grant. Grantee shall conform to the Global Standards Package (GSP) and all constituent
elements, where applicable, as described at: www.it.oip.gov/gsp grantcondition. Grantees shall
document planned approaches to information sharing and describe compliance to the GSP and
appropriate privacy policy that protects shared information, or provide detailed justification for
why an alternative approach is recommended.
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{
JAG Showcase
The JAG Showcase was designed to identify and highlight JAG projects that have demonstrated
success or shown promise in reducing crime and positively impacting communities. BJA has
now expanded the concept of the JAG Showcase to other BJA grant programs and created a
new BJA Success Story web page. This web page will be a valuable resource for states,
localities, territories, tribes and criminal justice professionals who seek to identify and learn
about JAG and other successful BJA funded projects linked to innovation, crime reduction, and
evidence based practices.
BJA strongly encourages the recipient to submit annual (or more frequent) JAG success stories.
If you have a JAG Success Story you would like to submit, sign in to your My BJA account to
access the Success Story Submission form. If you do not have a My BJA account, please
Register. Once you register, one of the available areas on your My BJA page will be "My
Success Stories."Within this box, you will see an option to add a Success Story.
Once reviewed and approved by BJA, all success stories will appear on the BJA Success Story
web page.
C. Eligibility Information
For eligibility information, please see the Title Page.
Cost Sharing or Match Requirement
For additional information on cost sharing or match requirement, see Section B. Federal Award
Information.
Limit on Number of Application Submissions
If an applicant submits multiple versions of the same application, BJA will review only the most
recent system-validated version submitted. For more information on system-validated versions,
see How to Apply.
D. Application and Submission Information
What an Application Should Include
Applicants should anticipate that if they fail to submit an application that contains all of the
specified elements, it may negatively affect the review of their application; and, should a
decision be made to make an award, it may result in the inclusion of special conditions that
preclude the recipient from accessing or using award funds pending satisfaction of the
conditions.
Applicants may combine the Budget Narrative and the Budget Detail Worksheet in one
document. However, if an applicant submits only one budget document, it must contain both
narrative and detail information. Please review the "Note on File Names and File Types" under
How to Apply to be sure applications are submitted in permitted formats.
Refer to the BJA Grant Writing and Management Academy and OJP's Grants 101 for an
overview of what should be included in each application requirement. These trainings can be
found at bia.ncirs.gov/awma/index.html and www.ojp.gov/grants101/.
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OJP strongly recommends that applicants use appropriately descriptive file names (e.g.,
"Program Narrative,""Budget Detail Worksheet and Budget Narrative,""Timelines,"
"Memoranda of Understanding,""Resumes') for all attachments. Also, OJP recommends that
applicants include resumes in a single file.
Failure to submit the required information will result in an application being returned in
the Grants Management System (GMS)for inclusion of the missing information OR the
attachment of a withholding of funds special condition at the time of award.
1. Information to Complete the Application for Federal Assistance (SF-424)
The SF-424 is a standard form required for use as a cover sheet for submission of pre-
applications, applications, and related information. GMS takes information from the
applicant's profile to populate the fields on this form.
Intergovernmental Review: This funding opportunity is subject to Executive Order 12372.
Applicants may find the names and addresses of their state's Single Point of Contact
(SPOC) at the following web site: www.whitehouse.qov/omb/grants spoc/. Applicants whose
state appears on the SPOC list must contact their state's SPOC to find out about, and
comply with, the state's process under Executive Order 12372. In completing the SF-424,
applicants whose state appears on the SPOC list are to make the appropriate selection in
response to question 19 once the applicant has complied with their state's E.O. 12372
process. (Applicants whose state does not appear on the SPOC list are to make the
appropriate selection in response to question 19 to indicate that the "Program is subject to
E.O. 12372 but has not been selected by the State for review.")
2. Project Abstract
Applications should include a high-quality project abstract that summarizes the proposed
project in 400 words or less. Project abstracts should be---
• Written for a general public audience and submitted as a separate attachment with
"Project Abstract" as part of its file name.
• Include applicant name, title of the project, a brief description of the problem to be
addressed and the targeted area/population, project goals and objectives, and a
description of the project strategy, any significant partnerships and anticipated
outcomes.
• Identify up to 5 project identifiers that would be associated with proposed project
activities. The list of identifiers can be found at www.bja.gov/funding/JAGldentifiers.pdf.
As a separate attachment, the project abstract will not count against the page limit for the
program narrative.
3. Program Narrative
Applicants must submit a program narrative that generally describes the proposed program
activities for the two or four year grant period. The narrative must outline the type of
programs to be funded by the JAG award and provide a brief analysis of the need for the
programs. Narratives must also identify anticipated coordination efforts involving JAG and
related justice funds. Certified disparate jurisdictions submitting a joint application must
specify the funding distribution to each disparate unit of local government and the purposes
for which the funds will be used.
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A plan for collecting the data required for this solicitation's performance measures should
also be included. To assist the Department with fulfilling its responsibilities under the
Government Performance and Results Act of 1993 (GPRA), Public Law 103-62, and the
GPRA Modernization Act of 2010, Public Law 111-352, applicants that receive funding
under this solicitation must provide data that measure the results of their work done under
this solicitation. Quarterly accountability metrics reports must be submitted through
BJA's PMT, available at www.bjaperformancetools.org. The accountability measures
can be found at: www.biaperformancetools.ora/help/JAGMeasuresQuestionnaire.pdf.
Submission of accountability measures data is not required for the application. Instead,
applicants should discuss in their application their proposed methods for collecting data for
accountability measures.
Note on Project Evaluations
Applicants that propose to use funds awarded through this solicitation to conduct project
evaluations should be aware that certain project evaluations (such as systematic
investigations designed to develop or contribute to generalizable knowledge) may constitute
"research"for purposes of applicable DOJ human subjects protection regulations. However,
project evaluations that are intended only to generate internal improvements to a program or
service, or are conducted only to meet OJP's performance measure data reporting
requirements likely do not constitute "research."Applicants should provide sufficient
information for OJP to determine whether the particular project they propose would either
intentionally or unintentionally collect and/or use information in such a way that it meets the
DOJ regulatory definition of research.
Research, for the purposes of human subjects protections for OJP-funded programs, is
defined as, "a systematic investigation, including research development, testing, and
evaluation, designed to develop or contribute to generalizable knowledge" 28 C.F.R. §
46.102(d). For additional information on determining whether a proposed activity would
constitute research, see the decision tree to assist applicants on the "Research and the
Protection of Human Subjects" section of the OJP Fundina Resource Center Web page
(www.oip.aov/funding/Explore/SolicitationReauirements/EvidenceResearchEvaluationReauir
ements.htm). Applicants whose proposals may involve a research or statistical component
also should review the "Data Privacy and Confidentiality Requirements" section on that Web
page.
4. Budget Detail Worksheet and Budget Narrative
a. Budget Detail Worksheet
A sample Budget Detail Worksheet can be found at
www.oip.aov/fundina/Applv/Resources/BudgetDetailWorksheet.pdf. Applicants that
submit their budget in a different format should include the budget categories listed in
the sample budget worksheet.
For questions pertaining to budget and examples of allowable and unallowable costs,
see the Financial Guide at www.oip.gov/financialquide/index.htm.
b. Budget Narrative
The budget narrative should thoroughly and clearly describe every category of expense
listed in the Budget Detail Worksheet. OJP expects proposed budgets to be complete,
cost effective, and allowable (e.g., reasonable, allocable, and necessary for project
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activities). This narrative should include a full breakdown of administrative costs, as well
as an overview of how funds will be allocated across approved JAG purpose areas.
Applicants should demonstrate in their budget narratives how they will maximize cost
effectiveness of grant 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.
The narrative should be mathematically sound and correspond with the information and
figures provided in the Budget Detail Worksheet. The narrative should explain how the
applicant estimated and calculated all costs, and how they are relevant to the completion
of the proposed project. The narrative may include tables for clarification purposes but
need not be in a spreadsheet format. As with the Budget Detail Worksheet, the Budget
Narrative should be broken down by year.
c. Non-Competitive Procurement Contracts In Excess of Simplified Acquisition
Threshold
If an applicant proposes to make one or more non-competitive procurements of products
or services, where the non-competitive procurement will exceed the simplified
acquisition threshold (also known as the small purchase threshold), which is currently
set at$150,000, the application should address the considerations outlined in the
Financial Guide.
d. Pre-Agreement Costs
For information on pre-agreement costs, see "Pre-Agreement Cost Approvals" under
Section B. Federal Award Information
5. Indirect Cost Rate Agreement(if applicable)
Indirect costs are allowed only if the applicant has a current federally approved indirect cost
rate. (This requirement does not apply to units of local government.)Attach a copy of the
federally approved indirect cost rate agreement to the application. Applicants that do not
have an approved rate may request one through their 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 cost categories.
For the definition of Cognizant Federal Agency, see the "Glossary of Terms" in the Financial
Guide. For assistance with identifying your cognizant agency, please contact the Customer
Service Center at 1-800-458-0786 or at ask.ocfoCa�usdoi.Qov. If DOJ is the cognizant federal
agency, applicants may obtain information needed to submit an indirect cost rate proposal at
www.oiP.aovifundina/Applv/Resources/IndirectCosts.odf.
6. Tribal Authorizing Resolution (if applicable)
Tribes, tribal organizations, or third parties proposing to provide direct services or assistance
to residents on tribal lands should include in their applications a resolution, a letter, affidavit,
or other documentation, as appropriate, that certifies that the applicant has the legal
authority from the tribe(s) to implement the proposed project on tribal lands. In those
instances when an organization or consortium of tribes applies for a grant on behalf of a
tribe or multiple specific tribes, the application should include appropriate legal
documentation, as described above, from all tribes that would receive services or assistance
under the grant. A consortium of tribes for which existing consortium bylaws allow action
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without support from all tribes in the consortium (i.e., without an authorizing resolution or
comparable legal documentation from each tribal governing body) may submit, instead, a
copy of its consortium bylaws with the application.
Applicants unable to submit an application that includes a fully-executed (i.e., signed) copy
of appropriate legal documentation, as described above, consistent with the applicable
tribe's governance structure, should, at a minimum, submit an unsigned, draft version of
such legal documentation as part of its application (except for cases in which, with respect
to a tribal consortium applicant, consortium bylaws allow action without the support of all
consortium member tribes). If selected for funding, BJA will make use of and access to
funds contingent on receipt of the fully-executed legal documentation.
7. Applicant Disclosure of High Risk Status
Any applicants currently designated as high risk by another federal grant making agency
must disclose that status. This includes any status requiring additional oversight by the
federal agency due to past programmatic or financial concerns. If an applicant is designated
high risk by another federal grant making agency, you must email the following information
to OJPComplianceReporting a(�usdoj.gov at the time of application submission:
• The federal agency that currently designated the applicant as high risk
• Date the applicant was designated high risk
• The high risk point of contact name, phone number, and email address, from that federal
agency
• Reasons for the high risk status
OJP seeks this information to ensure appropriate federal oversight of any grant award.
Unlike the Excluded Parties List, this high risk information does not disqualify any
organization from receiving an OJP award. However, additional grant oversight may be
included, if necessary, in award documentation.
8. Additional Attachments
a. Review Narrative
Applicants must submit information documenting that the date the JAG application was
made available for review by the governing body of the state, or to an organization
designated by that governing body, not less than 30 days before the application was
submitted to BJA. The attachment must also specify that an opportunity to comment was
provided to citizens prior to application submission to the extent applicable law or
established procedures make such opportunity available.
Below are notification language templates that can be utilized in completing this
section of the application.
The(provide name of State/Territory) made its Fiscal Year 2015 JAG application
available to the (provide name of governing body)for its review and comment on
(provide date); or intends to do so on (provide date).
The (provide name of State/Territory) made its Fiscal Year 2015 JAG application
available to citizens for comment prior to application submission by (provide means of
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BJA-2015-4167
notification); or the application has not yet been made available for public
review/comment.
b. Memorandum of Understanding (if applicable)
Jurisdictions certified as disparate must identify a fiscal agent that will submit a joint
application for the aggregate eligible allocation to all disparate municipalities. The joint
application must determine and specify the award distribution to each unit of local
government and the purposes for which the funds will be used. When beginning the JAG
application process, a Memorandum of Understanding (MOU) that identifies which
jurisdiction will serve as the applicant/fiscal agent for joint funds must be completed and
signed by the Authorized Representative for each participating jurisdiction. The signed
MOU must be attached to the application. For a sample MOU, go to
www.bia.aov/Funding/JAGMOU.pdf.
c. Applicant Disclosure of Pending Applications
Applicants are to disclose whether they have pending applications for federally funded
grants or subgrants (including cooperative agreements) that include requests for funding
to support the same project being proposed under this solicitation and will cover the
identical cost items outlined in the budget narrative and worksheet in the application
under this solicitation. The disclosure should include both direct applications for federal
funding (e.g., applications to federal agencies) and indirect applications for such funding
(e.g., applications to State agencies that will subaward federal funds).
OJP seeks this information to help avoid any inappropriate duplication of funding.
Leveraging multiple funding sources in a complementary manner to implement
comprehensive programs or projects is encouraged and is not seen as inappropriate
duplication.
Applicants that have pending applications as described above are to provide the
following information about pending applications submitted within the last 12 months:
• The federal or state funding agency
• The solicitation name/project name
• The point of contact information at the applicable funding agency.
Federal or State Solicitation Name/Phone/E-mail for Point of Contact at Funding Agency
Funding Agency Name/Project Name
DOJ/COPS COPS Hiring Program ;Jane.Doe,202/000.0000;jane.doe @usdoj.gov
HHS/Substance Drug Free Communities 1 Johri,"Doe.;2021000-0000;john.doe @hhs.gov
Abuse&Mental Mentoring Program/'''
Health Services North County Youth
Administration Mentoring Program
Applicants should include the table as a separate attachment, with the file name
"Disclosure of Pending Applications,"to their application. Applicants that do not have
pending applications as described above are to include a statement to this effect in the
separate attachment page (e.g., "[Applicant Name on SF-424] does not have pending
applications submitted within the last 12 months for federally funded grants or subgrants
(including cooperative agreements) that include requests for funding to support the same
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BJA-2015-4167
project being proposed under this solicitation and will cover the identical cost items
outlined in the budget narrative and worksheet in the application under this solicitation.").
d. Research and Evaluation Independence and Integrity
If a proposal involves research and/or evaluation, regardless of the proposal's other
merits, in order to receive funds, the applicant must demonstrate research/evaluation
independence, including appropriate safeguards to ensure research/evaluation
objectivity and integrity, both in this proposal and as it may relate to the applicant's other
current or prior related projects. This documentation may be included as an attachment
to the application which addresses BOTH i. and ii. below.
i. For purposes of this solicitation, applicants must document research and evaluation
independence and integrity by including, at a minimum, one of the following two
items:
a. A specific assurance that the applicant has reviewed its proposal to identify any
research integrity issues (including all principal investigators and sub-recipients)
and it has concluded that the design, conduct, or reporting of research and
evaluation funded by BJA grants, cooperative agreements, or contracts will not
be biased by any personal or financial conflict of interest on the part of part of its
staff, consultants, and/or sub-recipients responsible for the research and
evaluation or on the part of the applicant organization;
OR
b. A specific listing of actual or perceived conflicts of interest that the applicant has
identified in relation to this proposal. These conflicts could be either personal
(related to specific staff, consultants, and/or sub-recipients) or organizational
(related to the applicant or any subgrantee organization). Examples of potential
investigator(or other personal) conflict situations may include, but are not limited
to, those in which an investigator would be in a position to evaluate a spouse's
work product(actual conflict), or an investigator would be in a position to
evaluate the work of a former or current colleague (potential apparent conflict).
With regard to potential organizational conflicts of interest, as one example,
generally an organization could not be given a grant to evaluate a project if that
organization had itself provided substantial prior technical assistance to that
specific project or a location implementing the project(whether funded by OJP or
other sources), as the organization in such an instance would appear to be
evaluating the effectiveness of its own prior work. The key is whether a
reasonable person understanding all of the facts would be able to have
confidence that the results of any research or evaluation project are objective
and reliable. Any outside personal or financial interest that casts doubt on that
objectivity and reliability of an evaluation or research product is a problem and
must be disclosed.
ii. In addition, for purposes of this solicitation applicants must address the issue of
possible mitigation of research integrity concerns by including, at a minimum, one of
the following two items:
}
a. If an applicant reasonably believes that no potential personal or organizational
conflicts of interest exist, then the applicant should provide a brief narrative
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BJA-2015-4167
explanation of how and why it reached that conclusion. Applicants MUST also
include an explanation of the specific processes and procedures that the
applicant will put in place to identify and eliminate (or, at the very least, mitigate)
potential personal or financial conflicts of interest on the part of its staff,
consultants, and/or sub-recipients for this particular project, should that be
necessary during the grant period. Documentation that may be helpful in this
regard could include organizational codes of ethics/conduct or policies regarding
organizational, personal, and financial conflicts of interest.
OR
b. If the applicant has identified specific personal or organizational conflicts of
interest in its proposal during this review, the applicant must propose a specific
and robust mitigation plan to address conflicts noted above. At a minimum, the
plan must include specific processes and procedures that the applicant will put in
place to eliminate (or, at the very least, mitigate) potential personal or financial
conflicts of interest on the part of its staff, consultants, and/or sub-recipients for
this particular project, should that be necessary during the grant period.
Documentation that may be helpful in this regard could include organizational
codes of ethics/conduct or policies regarding organizational, personal, and
financial conflicts of interest. There is no guarantee that the plan, if any, will be
accepted as proposed.
Considerations in assessing research and evaluation independence and integrity will
include, but are not be limited to, the adequacy of the applicant's efforts to identify
factors that could affect the objectivity or integrity of the proposed staff and/or the
organization in carrying out the research, development, or evaluation activity; and the
adequacy of the applicant's existing or proposed remedies to control any such factors.
9. Financial Management and System of Internal Controls Questionnaire
In accordance with 2 CFR 200.205, Federal agencies must have in place a framework for
evaluating the risks posed by applicants before they receive a Federal award. To facilitate
part of this risk evaluation, all applicants (other than an individual) are to download,
complete, and submit this form.
10. Disclosure of Lobbying Activities
Any applicant that expends any funds for lobbying activities is to provide the detailed
information requested on the form, Disclosure of Lobbying Activities (SF-LLL).
How to Apply
Applicants must submit applications through the Grants Management System (GMS), which
provides cradle to grave support for the application, award, and management of awards at OJP.
Applicants must register in GMS for each specific funding opportunity. Although the
registration and submission deadlines are the same, OJP urges applicants to register
promptly, especially if this is their first time using the system. Find complete instructions on
how to register and submit an application in GMS at www.oio.aov/amscbt/. Applicants that
experience technical difficulties during this process should e-mail GMS.HelpDeskausdoi.aov or
call 888-549-9901 (option 3), Monday— Friday from 6:00 a.m. to midnight, Eastern Time, except
federal holidays. OJP recommends that applicants register promptly to prevent delays in
submitting an application package by the deadline.
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Note on File Types: GMS does not accept executable file types as application
attachments. These disallowed file types include, but are not limited to, the following
extensions: ".com," ".bat," ".exe," ".vbs," ".cfg," ".dat," ".db," ".dbf," ".dll," ".ini," ".log," ".ora," ".sys,"
and ".zip."
OJP may not make a federal award to an applicant until the applicant has complied with all
applicable DUNS and SAM requirements. If an applicant has not fully complied with the
requirements by the time the federal awarding agency is ready to make a federal award, the
federal awarding agency may determine that the applicant is not qualified to receive a federal
award and use that determination as a basis for making a federal award to another applicant.
All applicants should complete the following steps:
1. Acquire a Data Universal Numbering System (DUNS) number. In general, the Office of
Management and Budget requires that all applicants (other than individuals) for federal
funds include a DUNS number in their application for a new award or a supplement to an
existing award. A DUNS number is a unique nine-digit sequence recognized as the
universal standard for identifying and differentiating entities receiving federal funds. The
identifier is used for tracking purposes and to validate address and point of contact
information for federal assistance applicants, recipients, and subrecipients. The DUNS
number will be used throughout the grant life cycle. Obtaining a DUNS number is a free,
one-time activity. Call Dun and Bradstreet at 866-705-5711 to obtain a DUNS number or
apply online at www.dnb.com. A DUNS number is usually received within 1-2 business days.
2. Acquire registration with the System for Award Management(SAM). SAM is the
repository for standard information about federal financial assistance applicants, recipients,
and subrecipients. OJP requires that all applicants (other than individuals) for federal
financial assistance maintain current registrations in the SAM database. Applicants must
update or renew their SAM registration annually to maintain an active status.
Information about SAM registration procedures can be accessed at www.sam.gov.
3. Acquire a GMS username and password. New users must create a GMS profile by
selecting the "First Time User" link under the sign-in box of the GMS home page. For more
information on how to register in GMS, go to www.ojp.gov/amscbt.
4. Verify the SAM (formerly CCR) registration in GMS. OJP requests that all applicants
verify their SAM registration in GMS. Once logged into GMS, click the "CCR Claim" link on
the left side of the default screen. Click the submit button to verify the SAM (formerly CCR)
registration.
5. Search for the funding opportunity on GMS. After logging into GMS or completing the
GMS profile for username and password, go to the "Funding Opportunities" link on the left
side of the page. Select BJA and the FY 15 Edward Byrne Memorial Justice Assistance
Grant(JAG) Program.
6. Register by selecting the "Apply Online" button associated with the funding
opportunity title. The search results from step 5 will display the funding opportunity title
along with the registration and application deadlines for this funding opportunity. Select the
"Apply Online" button in the "Action" column to register for this funding opportunity and
create an application in the system.
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BJA-2015-4167
7. Follow the directions in GMS to submit an application consistent with this
solicitation. Once submitted, GMS will display a confirmation screen stating the submission
was successful. Important: In some instances, applicants must wait for GMS approval
before submitting an application. OJP urges applicants to submit the application at least 72
hours prior to the application due date.
Note: Duplicate Applications
If an applicant submits multiple versions of the same application, BJA will review only the most
recent system-validated version submitted. See Note on "File Names and File Types" under
How to Apply.
Experiencing Unforeseen GMS Technical Issues
Applicants that experience unforeseen GMS technical issues beyond their control that prevent
them from submitting their application by the deadline must contact the GMS Help Desk or the
SAM Help Desk to report the technical issue and receive a tracking number. Then the applicant
must e-mail the BJA contact identified in the Contact Information section of this solicitation
within 24 hours after the application deadline and request approval to submit their
application. The e-mail must describe the technical difficulties and include a timeline of the
applicant's submission efforts, the complete grant application, the applicant's DUNS number,
and any GMS Help Desk or SAM tracking number(s). Note: BJA does not approve requests
automatically. After the program office reviews the submission, and contacts the GMS Help
Desk to validate the reported technical issues, OJP will inform the applicant whether the request
to submit a late application has been approved or denied. If OJP determines that the applicant
failed to follow all required procedures, which resulted in an untimely application submission,
OJP will deny the applicant's request to submit their application.
The following conditions are generally insufficient to justify late submissions:
• Failure to register in SAM or GMS in sufficient time
• Failure to follow GMS instructions on how to register and apply as posted on the GMS
web site
• Failure to follow each instruction in the OJP solicitation
• Technical issues with the applicant's computer or information technology environment,
including firewalls
Notifications regarding known technical problems with GMS, if any, are posted at the top
of the OJP funding web page at
www.oip.gov/funding/Explore/CurrentFundingOpportunities.htm.
E. Application Review Information
Review Process
OJP is committed to ensuring a fair and open process for awarding grants. BJA reviews the
application to make sure that the information presented is reasonable, understandable,
measurable, and achievable, as well as consistent with the solicitation. BJA will also review
applications to ensure statutory requirements have been met.
OJP reviews applications for potential awards to evaluate the risks posed by applicants before
they receive an award. This review may include but is not limited to the following:
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BJA-2015-4167
1. Financial stability and fiscal integrity
2. Quality of management systems and ability to meet the management standards
prescribed in the Financial Guide
3. History of performance
4. Reports and findings from audits
5. The applicant's ability to effectively implement statutory, regulatory, or other
requirements imposed on non-federal entities
Absent explicit statutory authorization or written delegation of authority to the contrary, the
Assistant Attorney General will make all final award decisions.
F. Federal Award Administration Information
Federal Award Notices
OJP award notification will be sent from GMS. Recipients will be required to login; accept any
outstanding assurances and certifications on the award; designate a financial point of contact;
and review, sign, and accept the award. The award acceptance process involves physical
signature of the award document by the authorized representative and the scanning of the fully-
executed award document to OJP.
Administrative, National Policy, and other Legal Requirements
If selected for funding, in addition to implementing the funded project consistent with the
agency-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 which will be included in the award, incorporated into the award by reference, or are
otherwise applicable to the award. OJP strongly encourages prospective applicants to review
the information pertaining to these requirements prior to submitting an application. To assist
applicants and recipients in accessing and reviewing this information, OJP has placed pertinent
information on its Solicitation Requirements page of the OJP Funding Resource Center
webpages.
Please note in particular the following two forms, which applicants must accept in GMS prior to
the receipt of any award funds, as each details legal requirements with which applicants must
provide specific assurances and certifications of compliance. Applicants may view these forms
in the Apply section of the OJP Funding Resource Center and are strongly encouraged to
review and consider them carefully prior to making an application for OJP grant funds.
• Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility
Matters; and Drug-Free Workplace Requirements
• Standard Assurances
Upon grant approval, OJP electronically transmits (via GMS) the award document to the
prospective award recipient. In addition to other award information, the award document
contains award terms and conditions that specify national policy requirements2 with which
recipients of federal funding must comply; uniform administrative requirements, cost principles,
2 See generally 2 C.F.R.200.300(provides a general description of national policy requirements typically applicable
to recipients of federal awards, including the Federal Funding Accountability and Transparency Act of 2006(FFATA)).
23
BJA-2015-4167
and audit requirements; and program-specific terms and conditions required based on
applicable program (statutory) authority or requirements set forth in OJP solicitations and
program announcements, and other requirements which may be attached to appropriated
funding. For example, certain efforts may call for special requirements, terms, or conditions
relating to intellectual property, data/information-sharing or-access, or information security; or
audit requirements, expenditures and milestones, or publications and/or press releases. OJP
also may place additional terms and conditions on an award based on its risk assessment of the
applicant, or for other reasons it determines necessary to fulfill the goals and objectives of the
program.
Prospective applicants may access and review the text of mandatory conditions OJP includes in
all OJP awards, as well as the text of certain other conditions, such as administrative conditions,
via OJP's Mandatory Award Terms and Conditions page of the OJP Funding Resource Center.
General Information about Post-Federal Award Reporting Requirements
Recipients must submit quarterly financial reports, semi-annual progress reports, final financial
and progress reports, an annual audit report in accordance with 2 CFR Part 200, if applicable,
and Federal Funding Accountability and Transparency Act(FFATA) reports through the FFATA
Sub-award Reporting System (FSRS) as necessary. Future awards and fund drawdowns may
be withheld if reports are delinquent.
Special Reporting requirements may be required by OJP depending on the statutory, legislative
or administrative requirements of the recipient or the program.
G. Federal Awarding Agency Contact(s)
For additional Federal Awarding Agency Contact(s), see Title Page.
For additional contact information for GMS, see the Title page.
H. Other Information
Provide Feedback to OJP
To assist OJP 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 process. Provide feedback to OJPSolicitationFeedback Ausdoj.gov.
IMPORTANT: This e-mail 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 directly contact the appropriate number or e-mail listed on the front of this solicitation
document. These contacts are provided to help ensure that you can directly reach an individual
who can address your specific questions in a timely manner.
If you are interested in being a reviewer for other OJP grant applications, please e-mail your
resume to oippeerreview Almbps.com. The OJP Solicitation Feedback email account will not
forward your resume. Note: Neither you nor anyone else from your organization can be a peer
reviewer in a competition in which you or your organization have submitted an application.
24
BJA-2015-4167
Application Checklist
Edward Byrne Memorial Justice Assistance Grant(JAG) Program:
FY 2015 Local Solicitation
This application checklist has been created to assist in developing an application.
What an Applicant Should Do:
Prior to Registering in GMS:
Acquire a DUNS Number (see page 21)
Acquire or renew registration with SAM (see page 21)
To Register with GMS:
For new users, acquire a GMS username and password* (see page 21)
For existing users, check GMS username and password*to ensure account access
(see page 21)
Verify SAM registration in GMS (see page 21)
Search for correct funding opportunity in GMS (see page 21)
Select correct funding opportunity in GMS (see page 21)
Register by selecting the "Apply Online" button associated with the funding opportunity
title (see page 21)
If experiencing technical difficulties in GMS, contact the NCJRS Response Center(see
page 22)
*Password Reset Notice— GMS users are reminded that while password reset capabilities exist,
this function is only associated with points of contacts designated within GMS at the time the
account was established. Neither OJP nor the GMS Help Desk will initiate a password reset
unless requested by the authorized official or a designated point of contact associated with an
award or application.
General Requirements:
Review Solicitation Requirements webpage in the OJP Funding Resource Center.
Scope Requirement:
The federal amount requested is within the allowable limit(s) of the FY 2015 JAG
Allocations List as listed on BJA's JAG web Pape
Eligibility Requirement:
State/Territory listed as the legal name on the application corresponds with the eligible
State/Territory listed on BJA's JAG web page
What an Application Should Include:
Application for Federal Assistance (SF-424) (see page 14)
Project Abstract (see page 14)
Program Narrative (see page 14)
Budget Detail Worksheet(see page 15)
Budget Narrative (see page 15)
Read OJP policy and guidance on conference approval, planning, and reporting
25
BJA-2015-4167
}
available at
www.oip.aov/financialauide/PostawardReauirements/chapterl 5page1.htm
(see page 10)
Disclosure of Lobbying Activities (SF-LLL) (if applicable) (see page 20)
Indirect Cost Rate Agreement(if applicable) (see page 16)
Tribal Authorizing Resolution (if applicable) (see page 16)
Applicant Disclosure of High Risk Status (see page 16)
Additional Attachments
Review Narrative (see page 17)
Applicant Disclosure of Pending Applications (see page 18)
Research and Evaluation Independence and Integrity (see page 19)
Financial Management and System of Internal Controls Questionnaire (if applicable) (see
page 20)
26
BJA-2015-4167
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