Agenda 06/26/2018 Item #16J106/26/2018
EXECUTIVE SUMMARY
Recommendation to provide after the fact approval to designate the Sheriff as the official applicant
and point of contact for the U.S. Department of Justice, Office of Justice Programs, Bureau of
Justice Assistance Body-Worn Camera Policy and Implementation Program Grant (BWC) FY2018.
Authorize the acceptance of the grant when awarded, approve associated budget amendments and
approve the Collier County Sheriff’s Office to receive and expend 2018 JAG BWC grant funds.
OBJECTIVE: To request after the fact approval from the Board of County Commission to designate the
Sheriff as the official applicant and point of contact for the U.S. Department of Justice, Office of Justice
Programs, Bureau of Justice Assistance Body-Worn Camera Policy and Implementation Program Grant
(BWC) FY2018. Authorize the acceptance of the grant when awarded, approve associated budget
amendments and approve the Collier County Sheriff’s Office to receive and expend 2018 JAG BWC
grant funds.
CONSIDERATION: The Sheriff’s Office has prepared a grant application requesting $589,714.40 to
design and implement a body-worn camera program (BWC) for 36 months.
FISCAL IMPACT: If awarded, the U.S. Department of Justice will provide $589,714.40 in BWC grant
funds. CCSO will need to match 50% of project for a total of $589,714.40 from the Operating Budget
(salaries and equipment).
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to
form and legality, and requires majority vote for approval. -JAK
GROWTH MANAGEMENT: There are no Growth Management Plan impacts resulting from this
grant.
RECOMMENDATION: That the Board of County Commissioners provide after the fact approval to
designate the Sheriff as the official applicant and point of contact for the U.S. Department of Justice,
Office of Justice Programs, Bureau of Justice Assistance Body-Worn Camera Policy and Implementation
Program Grant (BWC) FY2018. Authorize the acceptance of the grant when awarded, approve associated
budget amendments and approve the Collier County Sheriff’s Office to receive and expend 2018 JAG
BWC grant funds.
PREPARED BY: Stephanie Driscoll, Acting Finance Director
APPROVED BY: Kevin Rambosk, Sheriff
DATE: June 26, 2018
ATTACHMENT(S)
1. Grant Application (PDF)
2. Body Worn Camera (PDF)
06/26/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.J.1
Doc ID: 5929
Item Summary: Recommendation to provide after the fact approval to designate the Sheriff as the
official applicant and point of contact for the U.S. Department of Justice, Office of Justice Programs,
Bureau of Justice Assistance Body-Worn Camera Policy and Implementation Program Grant (BWC)
FY2018. Authorize the acceptance of the grant when awarded, approve associated budget amendments
and approve the Collier County Sheriff’s Office to receive and expend 2018 JAG BWC grant funds.
Meeting Date: 06/26/2018
Prepared by:
Title: Executive Secretary to County Manager – County Manager's Office
Name: MaryJo Brock
06/12/2018 12:04 PM
Submitted by:
Title: County Manager – County Manager's Office
Name: Leo E. Ochs
06/12/2018 12:04 PM
Approved By:
Review:
County Attorney's Office MaryJo Brock Level 2 Attorney Review Skipped 06/12/2018 3:03 PM
Grants Erica Robinson Level 2 Grants Review Completed 06/13/2018 12:24 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 06/13/2018 1:20 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 06/14/2018 8:48 AM
Grants Therese Stanley Additional Reviewer Completed 06/18/2018 7:44 AM
County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 06/18/2018 9:15 AM
Board of County Commissioners MaryJo Brock Meeting Pending 06/26/2018 9:00 AM
.{BSTRACT
Collier Countv Sheriffs Office
Collier Counlv. Florida
Body-Wom Cameras Policy and Implementation Program
The Collier Countv Sheriffs Otrice (CCSO) seeks Bureau of Justice Assistance funding
to build on our current community engagement tradition with the implementation of a Body-
Wom Camera Program. This innovative program will allow the agency to expand on its current
accountability, transparcncy practice, reducing complaints, resolving officer involved incidents,
and producing enhanced evidence documentation. With sufficient protection for Domestic
Violence Victims and Sexual Abuse cases, digital media evidence can be leveraged to improve
collection of evidence. This would eventually lead to bener conviction rates and save time in
court with increased guilty pleas.
The primary goal of the CCSO BwC program is to improve mnsparcncy and accountabiliry in
encounters between CCSO and the public. Another goal of the program is to improve evidence
collection to be used in criminal proceedings and administrative investigations.
BJA fimding is utilized to pay for the 50% of the PC Specialist and Office Specialisr positions
and for the 300 Camera bundles. The Sheriffs operating budget will be used to pay for the
remaining cost for the PC Specialist and Office Specialist and IT infrastructure needed for the
project.
FY 2018 BODY‐WORN CAMERA POLICY AND IMPLEMENTAT10NPROGRAM GRANT APPLICAT10N
Colller Counw SherifPS Ofrlce
3319 Tamiami Trail E
Naples,FL 34112
Grant Contrct: Marien Ruiz
Phone: 239-252-11852
Email: marien.rulz@colliersheriff.org
Bureau OfJusdce Assistance Crant
Funding Opportunity:CFDA 16.835
App∥cation Number:BJA-2018‐13574
FY 2018 Body Wom Camera Policy and lmplementation Program Grant Application
Strtement of the Problem
The Collier County Sheriffs Oftice (CCSO) provides law enforcement and community
crime prevention to all citizens living in Collier Counry and works in collaboration with rwo
local police departrnents (Naples and Marco lsland). Situated in Southwest Floridq with 2,305
square miles, Collier is the largest county in Florida geographically, and the I 76 most populous.
The population estimate in 20t7 was 372,880, with most concenffited along the Gulf Coast. In
the span of 30 years Collier County $ew from 85,000 permanent residents in 1980 to an
estimated more than 372,880 in 2017. As can be expected, the population increases during our
winter months with returning seasonal residents and tourists from around the world. The influx
of this culturally diverse group often requires immediate and specialized assistance.
Coltier County includes the incorporated cities of Naples and Marco Island as well as the
agricultural and fishing communities of lmmokalee and Everglades City. A sharp contmst in
population characteristics exist between the city of Naples, on the Gulf Coast, and Immokalee, a
largely migrant farm worker cornmunity located inland. Naples is often cited as having more
millionaires per capita than most other places in the United States. In Immokalee, 45% of the
residents are at or below the poverty level, while in Naples, the poverty level is 8.9%' Collier
County overall has a high number of uninsured adults at 2l.6Vo compared to state population of
15.4% (US Census Estimates, 2017).
An estimated 89.5Yo of Collier County residents identi$ as White, Non-Hispanic or
Latino and neady 7.3Yo identiff as African American, Non-Hispanic or Latino. Just over 27olo of
Collier County's population identifies as Hispanic or Latino of any race.
FY 2018 Body Wom Camera Policy and lmplementation Program Grant Application
Collier Countv Sherllfs Oltice and oeed for bodv-worn cameres (BWC)
The Collier County Sheriffs Office (CCSO) has 518 deputies that serve the residents of
Collier County in a law enforcement capacity.
Shown below is the Collier County Sheriffs Office Uniform Crime Data Statistics
submitted to the Florida Departrnent of Law Enforcement for Part I Crimes. BWC would be
helpful in documenting all the police-citizen contact in these activities.
Teble 1: CCSO UCR Pert I Date
UCR Data 2017 2016 2015
Cdminal Homicide67,Forcible Rape 77 65 100
Robbery 152 166 163
Aggmvated Assault 722 703 685
Burgiary 639 742 847
Larceny (except
motor vehicle theft)
Motor Vehicle Theft
3025
209
3028
224
3045
256
3500
30∞
25∞
20∞
1500
1000
6000
H omiclde Robbary AgE !v!t.d BrngLry
43!ault
MdOF
V●hidO Th●It|__「_|1回 :■
…Rape
FY 2018 Body Worn Camera Policy and lmplementation Program Grant Application
The Collier County Sheriffs Office (CCSO) seeks Bureau of Justice Assistance funding
to build on our current community engagement tradition with the implementation of a Body-
Wom Camera Program. This innovative prograrn will allow lhe agency to expand on its current
accountability, transparency practice, reducing complaints, resolving officer involved incidents,
and producing enhanced evidence documentation. With sufficient protection for Domestic
Violence Victims and Sexual Abuse cases, digital media evidence can be leveraged to improve
collection of evidence. This would evenrually lead to better conviction rates and save time in
court with increased guilty pleas.
Over the past three years, CCSO has documented 1.598 use of force repons by Deputies
in the performance of their duties. In these incidents, 269 citizens reported injuries. Deputies
reponed injuries in 148 incidents. The majority of incidents in which force was used related to
crimes in progress, domestic disturbances and traftic stops. Other agencies have shown that
police use of force incidents decreases following the start of their body-wom camera progmm.
Although it is unclear how much of the overall decrease can be explained by improved deputy
behavior versus improved citizen behavior, both are perceived as benefits of the body-wom
cameras. A reduction in use of force in Collier County Sheriffs Of6ce will reduce deputy and
citizen injuries. thus reducing worker's compensation payments and settlements with citizens for
injuries. A reduction in use of force incidents will also result in increased efficiency, as it will
reduce the time spent on calls involving use of force as wells as time spent on the investigation
and documentation of these incidents.
FY 2018 Body Wom Camera Policy and lmplementation Program Grant Application
The CCSO policy is that each individual deputy must submit a Blue Team Response to
Resistance report. Over the past three years, the number of citizendeputy complaints received by
CCSO was 219. Digital multimedia evidence would have been beneficial to the investigation of
all these cases. Without digital evidence, citizendeputy complains can be challenging to
investigate and resolve. CCSO can expect a number of improvements once CCSO implemens a
BWC program, including less citizen-deputy complaints.
Proiect Dcsien and Imolemcntation of BWC for the Collier Countv Sheriffs OIIice
Collier County Sheriffs Oftice currently has a total of 1,230 members, 816 swom
Certified Deputy positions in CCSO. to include line level and supervisory roles. Of these, 298
are assigned to the Naples or Immokalee Jail. In the Operations Departnent there are 317 swom
assigned with Patrol duties. If awarded, CCSO will use these firnds to purchase 300 camera
bundles (2 camera.si and storage) to equip 300 Deputies with BWCs. Each Deputy will receive 2
cameras, so they can utilize one while the other one is charging at the docking station. Also we
will need spares camefts in the event a BWC rurit must be replaced/repair.
BWCs will be assigned to fte following units both line level and first line supervisors:
Patrol, Safety Traftic Enforcement Bureaq Gang Unit and Youth Relations Bureau.
CCSO has developed the following timeline for implementation of the BWC Program.
Table 2: CCSO Implementation Timeline
YEAR 1 YEAR 2 YEAR 3
Competitive Procurement
Process to Award Contract for
Purchase
Deploy BWC to selected law
enforcement deputies
Continue stakeholder and
community meetings
Design/Purchase/lmplement
IT related i n frastnrcture for
Train incrcmental positions Continue partrrership with
Prosecutor and allied criminal
data collection storage iustice agencies
Develop policies for
implementation of BWC
Implement policy and
procedures
Evaluate program
Derformarces
Recruit incremental program
positions
Continue partnership with
Prosecutor and allied criminal
iustice asencies
Evaluate full implementation
Establish baseline
performance measures
Evaluate program
performances
Conduct stakeholder and
community meetings and seek
feedback on BWC program
implementation
Continue stakeholder and
community meetings
Finalizc MOU哺 th PЮ secutor
FY 2018 Body Worn Camera Poliry and lmplementation Program Grant Application
-'io develoo policies and tracking mechanisms that include legal liabilities such as public
disclosure of recordings, storage, retention redaction and expungement" CCSO will work closely
with the CCSO Legal Department and the State Attomey's Oftice (SAO). The CCSO Legal
Departnent is the legal counsel to the CCSO and assists in dealing with matters of legal liability.
The SAO will advise CCSO on matters as they pertain to evidence in criminal investigations and
prosecutions,
The best method for assuring all privacy concems in development of this program is to
receive input from diverse sources. CCSO has already a$ended several community meetings in
pursuit of seeking guidance on its own policy development.
In addition, CCSO has extensive community partnerships with agencies and advocacy groups
that will allow us to encourage BWC program objectives and efficiently use digital multimedia
evidence in ways to benefit the community and the Organization. Please see Table 3 below for
some of the partnerships.
Tablc 3: CCSO Community Partnerships
Police - Naples and Marco PD
The Greater Naples Chamber
of Commerce
Children's Advocacy Center
ofSW Florida
CCSO‐Volunteer Program
Shelter for Abused Women
and Childrcn
Sourhwest Florida Crime
Prevention Association
Citizen's Academy and Teen
Academy
Healthy Start Coalition of SW
FloHda
Collier County Police Ac6宙 ty
Lcague
Citizen's Review Panel
These groups meel regularly with rhe CCSO Community Engagement Deparlmenl.
FY 2018 Body Wom Camera Policy and lmplementation Program Grant Application
The primary goal of the CCSO BWC program is to improve transparency and accountabiliry rn
encounters between CCSO and the public. Another goal of the program is to improve evidence
collection to be used in criminal proceedings and administrative investigations. The progxam
objectives that support these goals are described below in Table 4.
Table 4: BWC Program Objectives end Performance Meesures1
To improve policing through officer adherence to agency
policy and procedures, officer professional conduct and
officer training and conect structural problems within their
departmenls
Number of new policies
developed that address the key
BWC policy and procedures
areas
Train perrcnnel on appropriate BWC policies and
procedures
Percent of law enforcement
officers trained on the BWC
policies and procedures
including usage, analysis and
management3
To improve community perception of policing by providing
ransparency and accountsbil ity
Percent decrease in number of
citizen-offi cer complaints;
percent decrease in number of
use of force4
To ensure sufficient stafiing to implement maintenance and
rctrieval of BWC rrcordings
New starposiJons created PC
Specialist and Omce
Specialist as a restJt ofthe
BWC prorrn
FY 20'18 Body Worn Camera Policy and tmplementation Program Grant Application
CCSO Ceoabililles and Competencies
CCSO will use the funding rmder this grant to establish a new BWC program at the Collier
Countv Sheriffs Office. outfitting 300 of our sworn officers serving in patrol activities with
catneras.
The Collier County Sherifs Office (CCSO) has a fully stafu professional Informalion
Technology Division that includes Networking and Network Security staff, Softwarc Developers
and Systems Analysts, and PC SPecialists and Help Desk Support. The CCSO has
approximately 850 desktop PCs in 16locations across the County and approximately 750 laptops
that are connected wirelessly through the Verizon networ{<. We operate a main data center with
Cisco blade servers and Net App SANS, in a VMware viftual environment supporting almost
100 virtual servers. We also operate a DR (Disaster Recovery) Facility werc ow most criticd
servers are replicated and all our s€rvers are backed up. In addition to the DR, we have
significant redundancy built into our network to ensure sustainability of our critical law
enforcement systems during emergencies.
The IT Division has significant experience with implementation of computer systems.
During the past 3 years, we have implemented a new CAD system, a new Finance/ERP system
and a new Field Reporting/Case Management System. The CAD system services the entire
County, to include law enforcement, fire and EMS. In addition to the basic dispatch system used
by CCSO, this included a separate module esablished for use by the City of Naples with all of
the added complexity of a separate domain at a remote location and a s€parate govemmental
body. The system also included CAD Mobile deployed to over 600 CCSO deputies, 35 Marco
Island PD officers, 80 Naples PD ofticers, 90 Fire units and over 45 EMS units. It was also
FY 2018 Body Wom Camera Policy and lmplementation Program Grant Application
complicated by a variety of interfaces, including FCIC/NCIC, Locution (FifelEMS alening..
ProQA (medical emergency dispatch), Deccan (Firt/EMS move up), Fire RMS, Law RMS' and
Alarm Company Auto Reporting. The Finance/ERP system included General [rdger, Accounts
Payable, Accounts Receivable, Fixed Assets, Requisitions and Procurement. We afe currently
working on implementation of the HR and Payroll modules.
Finally, we replaced several older in-house systems for field reporting and case
management with systems that are fully integrated with our RMS. This involved major
enhancements and impmvements in automation. The new systems run on the deputies laptops,
and while designed to firnction in a connected mode can also function disconnected. Over 600
deputies and detectives had to be trained on the new systems and the new software had to loaded
and configured on $eir laptops.
The Collier County SherifPs Office has extensive experience with successful
deployments of mobite technology. Our deputies have been using mobile data laptops for over
15 years for report writing and other law enforcement applications. We currently have over 600
Panasonic laptops connected over a Verizon wireless network, using a Netrnotion VPN.
Approximately 2 years ago, we upgraded our CAD Mobile to Motorola's latest technology' Pl
CAD Mobile. Within the last 6 months, we have implemented a new report writing system that
fully integrates with our RMS and includes a case management system and crime analysis
module. We have also deployed both an electronic citation and electronic crash reporting
systems. Our deputies have full access to the agency network over their laptops, to include
applications like time entry, Operation Manuals, agency reports, etc. The laptops are secured
FY 2018 Body Wom Camera Policy and lmplementation Program Grant Application
with advanced authentication and the hard drives ale encrypted. All CJIS security poiicies ars
complied with.
Proerlm Contlnuitv
CCSO has planned for financial support of the BWC system after federal funding ends.
Funds will be earmarked with each budgetary cycle to support the progfam. This gra$t will
provide much-needed funding for Collier County Sheriffs Office to implement the BWC
program in 2019.
Ptan for Collectine Deta
ccso has standsrd procedures for measurement and reporting of grant project
pertbrmance. When the final performance metrics are received, the program manager and grants
coordinator will build reporting templates to be used. In addition, the grants coordinator will
calendar the deadlines and will provide electronic rtminders. The program manager is
responsible for submitting a draft of the required grant report in advance of the deadline; the
draft is reviewed by fie director and will be submitted by the Grants Coordinator.
, Performance Data Collected Frequency
Number of staff hained on usage of BWCs Monthly
Results of Citizen's Survey
Descriptions of community meetings and
estimated attendance
Number of Officers using BWC cameras
Number of policies and procedures created
Number of complaints
As completed
FY 2018 Body Wom Camera Poliry and lmplementation Program Grant Application
Number of Use of Force Reports
Budget Detail Worksheet
( I ) purpose: The Budget Detail Worksheet is provided for your use in the preparalion of the budget and budget narrative. Al!
.
required informatioi (including the budget narative) must be provided. Any category of expense not applicable to your budget
may be left blank. lndicate any non-fede rr l( rulc-h ) omount in the appropriate category, if applicable'
② Cener.I Instructions &Resollrces
■■日
“
Budmmm・ Ey OMB APPROVAl.NO■1121‐0329
EXPIRES 7′3:/2016
For each budget category, you csn see a sample by clicking 1'I'o vicw a n E:(l m Ple, ('lick Ilere) 8t the end ofeach description'
There are various hot link listed in red in the budget categories thst will provide additional information via documenG on the intemel'
Record Retentlon: ln accordance with the rcquirements set fonh in Z-CIB-E!It?00.5tr, all finoncial records, supporiing
documents, statistical records, and all other records pertinent to the award shall be retained by each organization for Bt least three
years follorving the closure ofthe audit report covering the grant period'
The information disclosed in this form is subject to the Freedom of lnformation Act under 5 U'S'C' 55'2'(5)
A, Prnola:l - List cach position by title 0d ounc ofcmploycc, ifovailoblc. Show thc atmurl salory rate ood th€ perccrL!8e oftirnc lo bc dcvolcd lo thc pmi.{r
rcsponsibllltics 0nddmics ofsarh position io El.tio$hip to fullilling thc projcct gools md objcclivcs. (Nac: Use vhole nambers ot tlc pqcemage oftlne, an eronplc i5
75.50/o thould be sharn ot 75.!0) Illiee nn trtfltrlle-Clir]LBrc
PER.SONNEL fEDERALI
Nsrnc Position
Complnstioo
Cost
Salary Bcsis Pcrccntagc of Timc Lcngth of Timc
TBD rc Spccialisl 543.45120 Yqr 50.m2 S4345
rBD Dflicc Spccislist S43.45120 Yqor 50.m2 S43.43
FEDERAL TOTAL S8690,
PERSONNEL NARRATIVF (FEDfRAI )
oflhc salory for both positions rvill bc chrrgcd lo lhc Srsnl
Spcciolist dutics
Reccipt 8nd sclup 300+ BWC, lo imludc sdministrDlivc
Sctup Bnd llsumcc of fi)Ol BWC to dcpulics incltding s€ning lhc dcputics up in lhc systcm
Rcccipt, sctup ond in$llstion of 50" docting slstions in 6 Dklrict offtccs and Spcc.op.
Rcpsir, mrintcDlncc, roublcshooting of300+ BWC snd 5G| dockin8 slstioN
Control of BWC u dcputics lcavc CCSO and &! rcw dcpulies ort &ssiSncd
Spccialist - Rcccivcd cvidcncc. Rcd0ct digilsl imagc
is includcd rviti thc srhry ond
PERSONNEL (NON.FEDERAL)
Nomc Position
Computslion
Cost
Salary B"も Percentagc of Time Lcngth of Time
IBD PC Spcci6list s,13,451.20 Yctr
rBD Ollice Specialist S43.45120 Yesi S43.45
NON‐FEDERAL TOTAL S86,90:
PERSONNEL NARRATIVE TNON.FENERALI
of thc sslary fo. both positions will be in-kind mstch
Specislist dutics;
Receipt md sctup 30Of BWC, to includc adminislrotive
Sctup ond Issumce of00{}l. BWC to depulies iDcluding selting lhc dcPutics up in thc systcm
Rcceipt, setup ond instsllotion of50+ docking srolions in 6 Disricl officss 8nd spcc.ops.
Repair, mrinlEmnce, t oublcshooting of3OOt BWC 8lld 50+ docking sl0liom
Conrol of BWC ss depulici lesvc CCSO and ls ncw dcpulies are ossigncd
Spcciolist - Rcceivcd rvidcncc. Redsct digital image
is included $'ith the salory ond
l
FR:NCE BENEFlTS(NON‐FEDERAL)
Des$iption
Computation
Cost
Base Rnte
PC Specinlist FiCA S43.45120 0076`S3,321
PC Speciolisl Relirement S43.45120 00792 S3,44
PC Spccialist HcallMDenlll Insumncc S26,00000 Si3.00C
PC Spccialist Lifc lnsursncc S30001 S15(
PC Specislist Worken Compcnsotion S43.45121 0008,
Эfrcc spCCinlist FiCA S43.4512徊 0076`S3.324
Cffice Sp€cislin Retiremerl S43,4512C 00792 S3,441
f,flice SDecialist Hesltly' Dcnhl lnsurance S260000(05 St3.tXX
0mcc Spccisli$ Life lnsurorce S300.llC S:5徊
Dflicc SDccialist workers Compcnsalion S13.1512C 00083
NON‐FEDERヽ L TOTAL S40,55,
FpINCE RFN●FIPS NARRATiVF rNON_FFDERA:´1ofthe benefits for both posilions uill be in-kind rnstch for 2 ye0rs
o765%o792%
lnsurance S13.000
S300
ソC(D083'|
billed as 'one" FP &s shown under Heolth Insunncc-has a self insured lraltvdcntal
C, Travcl - ltcmizc tmvcl aipertscs ofsraffpcEomcl by purposs (e.g., strfflo r8ininB, fictd inlcrviclvs, advisory group mcding, rtc.). Dcscribc thc purposc ofesch
!:avrl eripcnditurc in rfcrttlcc ro lhc projcct objcctivcs. Shorv lhe basis of compulltion (c.9., six pcople lo Sisy tEining 8t SX sirfor. SX lodginS, SX subsislence). In
or if unknoln, indicalc 'locstion to bc dcacrmiocd." lndicstr sourcc of Trsvcl Policic opplied Applicol or Fcdcnl Travcl Rcgulstions. Notc: Trsvcl cxpcnscs for
coosultsrts should bc includcd in thc "Contnclusyco$1lhnt" cstcgory. f-0,Lir1rr-en,Erff,'rl ple,.Qlirll Hc-rc
IRAVEL (FEDERAL)|Purposc ofTrovcl Localion Computsliorl Cost
Mandatoヮ Nation口I
BWC PIP Nlecting
WsshinSrlon, DC
Itcm Con Ratc BnsL ror
Rate Qusntity
Numbcr of
Pcoplc
Numbcr of
Trips Cost
S9,020
Lodeing S2530C Night S2,S301X
Mcols S6911C D8y S69000
Milcalc ヽ111●S000
Transponation:
S2,10000 Round-trip Sl.2000CAl「Forc,Taxi/Shu“l●
LocslTravcl S00C
Other
S8000011 Sl,60000
lncident!ls,
Rcgistrstion
Subtotal S9,02000
TRAVEL(FEDERAL)
TnAVF: NARRATiVErFFDERAI`ヽ
*itt U. hoorir,grr. .undatory natiorul CWC PtP mcctint in I locrlio[ lo bc dctcrmincd. Cotliff Coonl.v Shcrilfs Oflicc sill bG scnding 2 mclnbcrs to ottcnd lhc
BWC mc.ting dsrc 8rd locqtioo lo bc dctcrmincd. Collicr Coung Shcriffs Ollicc rvill bc scndirg 2 mcmbcrs to rttcnd thc Confcrcnce.
TRAVEL(NOIN‐FEDERAL〕
Purposc of Tmvel Locotion Computllion Cost
Itcm Cost Ratc B“
`rorRatc Qumtiiy
Nurnbcr of
Pcoplc
Number of
Trips Cost
Lodeing Night SO IXI
tvlcqls Dal'm lxI
Milenge Mil●SO∝
Tronsportotion:
Round-trig SO∝
Locsl Tmvcl SO∝
Other
SO ttЮ
Subtotal SO IK
NON‐FEDERAL TOTAL
TRAVEI´NARRATⅣFrNON‐FnC口 ▲1ヽ
|「
of [le project, and dercribc thc proculmcnt mcthod to bc uscd' I-o view olE:rarulc-Click ltere
EQUIPMEI{T (FEDEML)
llcm
Computstion
Cosl
Quantity Cost
Body-Wom ClmctB bundlB l0(s1,500.0(,450,lXX
FEDERAL TOTAL S450.00r
EQUIPMFNT NARRATIVE f FENERALI
bundlcs orc dcrribcd tre 2 csmcras and slomgt per bundlc
EQUIPMENT(NON‐FEDERAL)
Fnl'1'MFNT NA●OATiVI Nnヽ _FFnFOAlヽ
cquipmcnt rlill bc in-kind malch for thc pmjcct.
hem
Computslion
Cost
Quontiiy Co“
Body-Wom Cameras Docking Ststions S8ム 2250(S82.22`
Edsc Fir6ralls SilXl.lXX1 0〔S:00,00(
Cora Roulcls S240,6"00 S240.69`
Dol! Lincs monthlv Dsvmcoa for 2 velrs 24 Sl.6390К S39.33`
NON‐FEDERAL TOTAL S462.26Ю
B[dgct S[Emrry - Whcn you havc complctcd ihc budgci workshcct, trarlsfer lhs tolals for clch calcgory lo rbe sP*rs bclow
Compute thc iotal direct cosE rnd the toEl pmjecl cosls lndicrte lhe amount of Federsl funds requetted and the amount
of non-Federal funds that will suppon th€ projecl
Budgct Crlcgory F.dcnl Rcqucat No!-Fcdcral AEoutrts Tot●:A P口 ●onne:S86,902 t86,90i S173.804
B. Frintc Bcnelits S40,552 s40,552 S81.104
Travel S1226C I12,26C
D. Equipmcnr S450.剛 s46z2e $9 r226(
E. Supplics SC
FC●nmmctlon SO
G. Consultsnts/Contr8cts SC
H. Olhcr l{
Total Oi]l€t Costs S582714 s5t9,7 t.4 $t, t79,428
indir∝t Costs t0
TOTAL PROJECr COsls s5t9,71,(s5E9,7l{3t.179,42t
Fcdlrrl Rcqr6t s5t9,7t4
Nol-Fcdcrrl Amouol $5E9,714
Totrl ProJEl Con $ I,179,428
P ublic Reporttng Burden
Popentork Reductlon Act Notice: lJnder the Papenror* Reductlon Act, o Frson is not required to
respond to a collectiol of informotion unless il displdls a alrrcn, vdlid OMB control rumber. We try to
ctcot. Iorn\t ond hstructions lhot or. accutdlc, con be eosib uaderstood, ond vhich inpote th. le,J,l
pusible burden on1mu,o pra de us vilh inlormation. TI1P- esrimotcd average tlme to complelc andllc
this opplicatlon klot t (4) hourt per applicotion lf you have canrnrnlt regarding the accuracy ofrhis
esrimqte, ot sugestionslor naling thistorn sinpler, Jou can vrlte ,tE Olice olJutlice Programs,
OlJice oJ rhe Chie! Financial Ojicer, 8 I 0 Srven h Steer. iu ll|, lfafitngon. DC 2053 I : ond to the Public Use
Repo s Project, I l2l-0t88, Olftce ol lnlormatton ond Regulotory Afohl Otfice ofManagement and
Budget, Washington. DC 20503.
Information Regarding a Change to the Body-Worn Camera Policy and Implementation Program FY
2018 Competitive Grant Announcement
May 7, 2018
This solicitation has been updated with a clarification that changes the description for Category 2 (BJA-
2018-13884) to include both small and mid-sized law enforcement agencies with 250 or less sworn
officers, as opposed to the original Category 2 description of “more than 50 sworn officers but less than
250.”
Thank you for your attention to this change.
OMB No. 1121-0329
Approval Expires 11/30/2020
U.S. Department of Justice
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 the fiscal year (FY) 2018 Body-Worn Camera
Policy and Implementation Program. This program furthers the Department’s mission by
promoting the safety of law enforcement officers and citizens.
Body-Worn Camera Policy and
Implementation Program
FY 2018 Competitive Grant Announcement
Applications Due: May 31, 2018
Eligibility
Eligible applicants are limited to public agencies of state government, units of local government,
and federally recognized Indian tribal governments that perform law enforcement functions (as
determined by the Secretary of the Interior), or any department, agency, or instrumentality of the
foregoing that performs criminal justice functions (including combinations of the preceding
entities).
All recipients and subrecipients (including any for-profit organization) must forgo any profit or
management fee.
BJA welcomes applications under which two or more entities would carry out the federal award;
however, only one entity may be the applicant. Any others must be proposed as subrecipients
(subgrantees).1 The applicant must be the entity that would have primary responsibility for
carrying out the award, including administering the funding and managing the entire project.
Under this solicitation, only one application by any particular applicant entity will be considered.
An entity may, however, be proposed as a subrecipient (subgrantee) in more than one
application.
If clarification as to an entity’s eligibility is needed, applicants are encouraged to contact the
National Criminal Justice Reference Service (NCJRS) to confirm their eligibility before
developing a full application. BJA will consider any supporting documentation relevant to the
determination of eligibility.
1 For additional information on subawards, see "Budget and Associated Documentation" under Section D.
Application and Submission Information.
BJA-2018-13574
2
BJA may elect to fund applications submitted under this FY 2018 solicitation in future
fiscal years, dependent on, among other considerations, the merit of the applications and
on the availability of appropriations.
Deadline
Applicants must register with Grants.gov at https://www.grants.gov/web/grants/register.html
prior to submitting an application. All applications are due by 11:59 p.m. eastern time on May
31, 2018.
To be considered timely, an applicant must submit the application by the deadline using
Grants.gov, and the applicant must have received a validation message from Grants.gov that
indicates successful and timely submission. OJP urges applicants to submit applications at least
72 hours prior to the application due date, to allow time for the applicant 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.
OJP encourages all applicants to read this Important Notice: Applying for Grants in Grants.gov.
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.gov Customer
Support Hotline at 800-518-4726, 606-545-5035, at
https://www.grants.gov/web/grants/support.html, or at support@grants.gov. The Grants.gov
Support Hotline operates 24 hours a day, 7 days a week, except on federal holidays.
An applicant that experiences unforeseen Grants.gov technical issues beyond its control that
prevent it from submitting its application by the deadline must email the contact identified below
within 24 hours after the application deadline to request approval to submit its application
after the deadline. Additional information on reporting technical issues appears under
“Experiencing Unforeseen Grants.gov Technical Issues” in the How To Apply section.
For assistance with any unforeseen Grants.gov technical issues beyond an applicant’s control
that prevent it from submitting its application by the deadline, or any other requirement of this
solicitation, contact the National Criminal Justice Reference Service (NCJRS) Response Center:
toll-free at 800–851–3420; via TTY at 301–240–6310 (hearing impaired only); email
grants@ncjrs.gov; fax to 301–240–5830; or web chat at
https://webcontact.ncjrs.gov/ncjchat/chat.jsp. 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. Applicants may also view the FY 2018 Solicitation
Frequently Asked Questions (FAQs).
Grants.gov number assigned to this solicitation: BJA-2018-13574
Release date: May 1, 2018
BJA-2018-13574
3
Contents
A. Program Description ................................................................................................................. 4
Overview ................................................................................................................................... 4
Program-Specific Information.................................................................................................... 4
Objectives and Deliverables...................................................................................................... 5
Evidence-based Programs or Practices .................................................................................. 14
Information Regarding Potential Evaluation of Programs and Activities ................................. 14
B. Federal Award Information ..................................................................................................... 15
Type of Award ......................................................................................................................... 15
Financial Management and System of Internal Controls ........................................................ 15
Budget Information .................................................................................................................. 16
Pre-award Costs (also known as Pre-agreement Costs) ........................................................ 17
Limitation on Use of Award Funds for Employee Compensation; Waiver ............................... 17
Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs ................... 18
Costs Associated with Language Assistance (if applicable) ................................................... 18
C. Eligibility Information .............................................................................................................. 18
D. Application and Submission Information ................................................................................ 19
What an Application Should Include ....................................................................................... 19
How To Apply .......................................................................................................................... 31
E. Application Review Information .............................................................................................. 36
Review Criteria ........................................................................................................................ 36
Review Process ...................................................................................................................... 38
F. Federal Award Administration Information .............................................................................. 39
Federal Award Notices ............................................................................................................ 39
Administrative, National Policy, and Other Legal Requirements ............................................. 40
General Information about Post-Federal Award Reporting Requirements .............................. 40
G. Federal Awarding Agency Contact(s) .................................................................................... 41
H. Other Information ................................................................................................................... 41
Freedom of Information Act and Privacy Act (5 U.S.C. 552 and 5 U.S.C. 552a) .................... 41
Provide Feedback to OJP ....................................................................................................... 42
Appendix: Application Checklist .............................................................................................. 43
BJA-2018-13574
4
Body-Worn Camera Policy and
Implementation Program
CFDA # 16.835
A. Program Description
Overview
Law enforcement agencies across the United States and throughout the world are using body-
worn cameras (BWCs) as a promising tool to improve evidentiary outcomes, and enhance the
safety of, and improve interactions between, both officers and the public. The FY 2018 BWC
Policy and Implementation Program (PIP) directly supports a key priorities of the Department of
Justice by promoting the safety of law enforcement officers and citizens. BWCs can provide
critical visual and audio records of interactions. A growing body of research findings indicate
that the presence of BWCs can reduce the use of force by assisting in the de-escalation of
conflicts. Research also suggests that BWCs can have a moderating effect on citizens and can
help strengthen accountability and transparency in citizen-police interactions.
Statutory Authority
Awards under this solicitation will be made under statutory authority provided by
Consolidated Appropriations Act, 2018, Pub. L. 115-141, 132 Stat. 348.
Program-Specific Information
This competitive solicitation is for law enforcement agencies seeking to pilot, establish, or
enhance BWC policy and implementation programs. The FY 2018 BWC PIP will support the
implementation of body-worn camera programs in law enforcement agencies across the
country. The BWC PIP addresses the development and implementation of policies and
practices for effective program adoption, and includes factors such as the purchase,
deployment, and maintenance of camera systems and equipment; data storage and access;
and privacy considerations. While BWC equipment may be purchased, award recipients must
first demonstrate a commitment and adherence to a strong BWC policy framework, including
comprehensive policy adoption and requisite training.
When BWC programs effectively incorporate policy, training, and well-planned implementation,
law enforcement agencies’ use of BWCs have been shown to be a promising practice that can
improve their capacities to gather evidence and improve safety of law enforcement officers and
citizens. BWCs also are proving to be an important tool to assist broader law enforcement,
problem-solving, and community-engagement strategies within jurisdictions. BWCs can be
highly effective resources, providing an unalterable audio and visual record of interactions that
capture empirical evidence in the event of a crime, police-citizen interaction, or use-of-force
incident.
While research and practices relating to BWCs continue to develop, the outlook is promising.
Current implementation methods vary widely, and BWC deployment is often a complex
balance between overarching public safety objectives and technological, logistical, and policy
challenges. Police membership organizations, including the Police Executive Research Forum
(PERF) and the International Association of Chiefs of Police (IACP), have provided resources
to help practitioners with successful BWC deployment. DOJ components, including BJA, the
BJA-2018-13574
5
National Institute of Justice (NIJ), and the Office of Community Oriented Policing Services
(COPS Office) have produced helpful guidance as well. Useful resources include:
• BJA Body-Worn Camera Toolkit: www.bja.gov/bwc
• IACP Resources: www.theiacp.org (search “Body Worn Camera”)
• COPS Office and PERF: https://cops.usdoj.gov/html/dispatch/10-
2014/body_worn_camera_program.asp
• OJP Diagnostics Center Reference for Research on Body Worn Cameras:
https://www.ojpdiagnosticcenter.org/content/center-evidence-based-crime-policy-gmu-
releases-new-report-body-worn-cameras and
• National Institute of Justice Resources: www.nij.gov/topics/law-
enforcement/technology/Pages/body-worn-cameras.aspx
Objectives and Deliverables
BJA is soliciting applications from law enforcement agencies, or any department, agency, or
instrumentality of the foregoing that performs criminal justice functions, to develop
comprehensive, evidence-based, and problem-solving approaches that incorporate BWCs into
their law enforcement practices. The implementation may take the form of a pilot program of
limited scope, a first-time program, or an enhancement of an existing BWC program.
Regardless of the program type and size, proposed BWC programs are expected to include the
following objectives:
• Implement a new or enhance an existing BWC program following the development of a
planned and phased approach that first achieves broad stakeholder, local political
leadership, and community engagement, and then leverages partnership input to
address policy, training, deployment, and procurement requirements;
• Implement operational procedures and tracking mechanisms that address the use,
review, access, storage, retention, redaction, and expungement of digital voice and
audio evidence;
• Demonstrate commitment to leveraging the evidentiary value of BWCs and digital
multimedia evidence (DME) into daily administrative and field operations in a manner
that promotes improvements of criminal justice outcomes;
• Train officers, administrators, and associated agencies requiring access to DME; and
• Implement appropriate policies that address BWC privacy matters that involve, at a
minimum, legal liabilities concerning the release of information on civil rights, victims’
rights, domestic violence, and juveniles.
Communication with stakeholders who will be affected by BWC use is considered vital. Program
funds are expected to support necessary communication with other justice stakeholders. BJA
requires that applicants develop internal and external communications strategies that are
designed to promote the value and benefit of BWCs to other stakeholders. These include
BWCs’ value in providing unalterable digital evidence and for mitigating risks inherent in policing
and public safety. Award recipients will also assure communication with community groups and
organizations to assure that BWCs are implemented in a manner that optimizes transparency
and accountability in police-citizen encounters.
BJA-2018-13574
6
In addition, BWC policies and practices should, at a minimum, address technology usage,
evidence acquisition, officer safety, data storage and retention, as well as privacy issues,
accountability, and discipline. Public record laws, which allow public access to information
held by government agencies, including law enforcement, should also be evaluated and,
when practicable, modified to protect the privacy of the individuals whose records they hold.
These policies and practices should increase transparency and accessibility, provide
appropriate access to information, allow for public posting of policy and procedures, and
encourage community interaction. Applicants should describe the existing or intended
methods of measuring the success of the BWC program, and how they will be able to sustain
the BWC program beyond the grant period.
Funds for the expansion of existing programs should be used to support the requesting
agency with the purchase of additional body-worn cameras, the associated hardware,
software licenses, and contractual agreements directly related to program creation or
expansion. These funds are not available merely to fund ongoing maintenance and
equipment support services for pre-existing cameras. Any maintenance or support services,
whether supported with federal or matching funds (See “Budget Information”), must be
applied to the additional cameras being requested as part of this grant.
The objectives and deliverables are directly related to the performance measures that
demonstrate the results of the work completed, as discussed in Section D. Application and
Submission Information, under Program Narrative.
Special Condition for Policy Development
Award recipients will be required to successfully demonstrate that they have developed BWC
policies that are purposeful, deliberative, and comprehensive.
Agencies that are funded for deploying BWCs for the first time shall be required to work with the
BJA-funded BWC training and technical assistance (TTA) provider as part of the policy
development process. They must demonstrate appropriate policy development and internal law
enforcement adoption prior to full funding being released by BJA for BWC procurement and
implementation. Agencies are also encouraged to utilize the services of the TTA provider to
assist in any areas of BWC implementation.
Agencies that are funded for expanding existing BWC programs that already have BWC policies
in place will be required to work with the TTA provider to review and establish that their policy
development processes have been purposeful, deliberative, and comprehensive. Agencies will
have access to only 10 percent of federal award funds for preliminary policy development and
planning efforts prior to this review. Matching funds should only be encumbered after an
approved budget has been processed by BJA and received by the award recipient.
The primary tool for policy development review is the BWC Policy Review Scorecard, which can
be found on BJA’s website at https://www.bja.gov/bwc/pdfs/BWC-Scorecard-Instructions-and-
Template.pdf. Award recipients are required to complete the scorecard process through the TTA
provider prior to the release of funds for implementation.
Applicants are also encouraged to contact the TTA provider, via the contact information found
on the TTA website at http://www.bwctta.com/, prior to application submission, to ensure they
understand the potential impacts of a BWC program. The BWC Program does not cover long-
BJA-2018-13574
7
term program and storage costs, and BJA wants to ensure that agencies understand the
potential impact on the individual agency and agency budget
The TTA provider is not authorized to provide assistance in terms of recommending BWC
vendors, equipment, contracts, or pricing plans. Award recipients will be required to comply
with federal procurement regulations and should seek to engage in competitive bidding
processes, with rare exceptions for sole source bidding. If questions arise in the post-award
period regarding acceptable procurement and contract issues, recipients should contact their
designated BJA BWC PIP Program Manager and not the BWC TTA provider.
Reimbursement for Previously Purchased Cameras, Other Equipment, and Contracts
BJA will make awards only to new and expanding BWC programs. Applications that seek
reimbursement for previously purchased components will not be considered for this solicitation.
See the Pre-Award Cost Approvals section on page 17.
Data Storage Costs
To ensure agencies establish program continuity, this program does not allow for federal
reimbursement of data storage costs. However, BJA recognizes that BWC systems are often
bundled or sold as software-as-a-service (SAAS) with no line-item distinction to data storage
costs; therefore, procurements with bundled costs, specifically no line-item storage costs, are
permissible for reimbursement, and the agency will not be asked to break out the costs. Storage
costs may be proposed as matching funds.
CATEGORY 1: IMPLEMENTATION OR EXPANSION OF BWC PROGRAMS THROUGH
STATE OR REGIONAL CONSORTIA. Competition ID: BJA-2018-13883
This funding category seeks to leverage economies of scale and enables component
agencies to leverage partnerships, collaboration, and joint-acquisition strategies to establish
new or expand existing BWC programs.
Category 1 is reserved for programs where multiple agencies would work together to carry out
BWC PIP implementation under an established consortium. However, only the consortium lead
agency may officially act in the capacity of the applicant. All other entities in the consortium
must be proposed subrecipients (“subgrantees").2 A priority consideration under this category
would be a lead applicant with a solid performance history with grant administration,
collaborative partnerships, and procurement experience with technology.
Eligible applicants may include state agencies (e.g., state police, State Administering
Agencies), regional law enforcement authorities, or major city or county agencies, acting on
behalf of a joint partnership or consortia. A listing of State Administrating Agencies
recognized by OJP can be found at https://ojp.gov/saa/.
Funding Range
There is a maximum allowable request of $1,400,000 for this category and a minimum
request of $200,000. The applicant must plan to purchase at least 150 BWCs across the
participating agencies. Agencies requiring less than 50 BWCs and those that do not
2 For additional information on subawards, see "Budget and Associated Documentation" under Section D.
Application and Submission Information.
BJA-2018-13574
8
meet the minimum funding threshold are encouraged to partner with other criminal
justice agencies to combine projects and have one of the agencies act as the applicant
while the partner agencies act as subgrantees.
Funding Metric
Applicants for this category may request no more than $1,500 in federal funds for each
camera to be deployed in this phase of their BWC programs, up to the funding category
maximum (see above). Though funds are correlated to the number of cameras,
awarded funds may also be used for any part of BWC PIP, other than line-item data
storage costs, which can only be covered with matching funds. BWC systems that are
bundled or sold as software-as-a-service (SAAS) with no line-item distinction to data
storage costs are permissible to support with federal funding.
Primary and Subrecipient Partnership Requirements
Applications received under Category 1 must be submitted by the primary agency that
will be responsible for all administrative, fiscal, and reporting requirements associated
with BWC PIP. The primary agency will manage subgrantees, including their contribution
to the required reporting of data (e.g., purchase of cameras). The application should
reflect the total budget to implement the BWC program across all participating agencies.
The participating agencies must be identified, along with the budgetary costs associated
with each agency, and the number of cameras anticipated to be purchased by each
agency. This information must be clearly documented as a single comprehensive
budget.
In addition, documentation, in the form of either a letter of support or a memorandum of
understanding (MOU), must be provided for each subrecipient agency specified in the
application. Such documentation must be provided on agency letterhead with a signature
(electronic signature is acceptable) of the authorized agency representative (e.g., law
enforcement executive or chief fiscal officer) acting on behalf of the subgrantee. Applications
under Category 1 must fully specify all subrecipient agencies. “To be determined” designations
are not allowable under this funding category and will result in the application not being
considered for funding.
CATEGORY 2: IMPLEMENTATION OR EXPANSION OF BWC PROGRAMS FOR SMALL
and MID-SIZED AGENCIES. Competition ID: BJA-2018-13884
This funding category seeks to establish new or expand existing BWC programs in small and
mid-sized law enforcement agencies with 250 or less sworn officers.
Funding Range
Applicants may request no more than $400,000 under this category.
Funding Metric:
Applicants for this category may request no more than $1,500 in federal funds for each
camera to be deployed in this phase of their BWC program, up to the funding category
maximum (see above). Though funds are correlated to the number of cameras,
awarded funds may also be used for any part of BWC PIP, other than line-item data
storage costs, which can only be covered with matching funds. BWC systems that are
bundled or sold as software-as-a-service (SAAS) with no line-item distinction to data
storage costs are permissible to support with federal funding.
BJA-2018-13574
9
CATEGORY 3: IMPLEMENTATION OR EXPANSION OF BWC PROGRAMS FOR LARGE
AGENCIES. Competition ID: BJA-2018-13885
This funding category seeks to establish new or expand existing BWC programs in large
police agencies with more than 250 and up to 1,000 sworn officers.
Funding Range
Applicants may request no more than $600,000 under this category.
Funding Metric:
Applicants for this category may request no more than $1,500 in federal funds for each
camera to be deployed in this phase of their BWC program, up to the funding category
maximum (see above). Though funds are correlated to the number of cameras,
awarded funds may also be used for any part of BWC PIP, other than line-item data
storage costs, which can only be covered with matching funds. BWC systems that are
bundled or sold as software-as-a-service (SAAS) with no line-item distinction to data
storage costs are permissible to support with federal funding.
CATEGORY 4: IMPLEMENTATION OR EXPANSION OF BWC PROGRAMS FOR EXTRA-
LARGE AGENCIES. Competition ID: BJA-2018-13886
This funding category seeks to establish new or expand existing BWC programs in extra-large
police agencies with more than 1,000 sworn officers.
Funding Range:
Applicants may request no more than $1,000,000 under this category.
Funding Metric:
Applicants for this category may request no more than $1,500 in federal funds for each
camera to be deployed in this phase of their BWC program, up to the funding category
maximum (see above). Though funds are correlated to the number of cameras,
awarded funds may also be used for any part of the BWC program, other than line-
item data storage costs, which can only be covered with matching funds. BWC systems
that are bundled or sold as software-as-a-service (SAAS) with no line-item distinction to
data storage costs are permissible to support with federal funding.
Camera-based Funding Metric Formula and Examples
Each of the categories discussed above has a funding limit. However, on an individual basis,
applicants will be restricted in the amount of funds they can request relative to the number of
cameras they propose to purchase. The following formulas should be used in determining an
agency’s specific “$1,500 camera metric”:
Number of Cameras in Project X $1,500 = Max. Requested Funds
Max. Requested Funds + Matching Funds = Total Program Cost
Note: $1,500 is not the expected cost of a body-worn camera. Paired with the matching funds, it
BJA-2018-13574
10
is the expected total program costs for one (1) camera system to include: camera, storage,
software, licenses, services, policy development, training, etc.
Example 1:
An agency may request $150,000 in funding for a 100-camera program
($1,500 X 100) while actually only spending $100,000 of awarded funds
on cameras; the other $50,000 could be spent on planning and training
staff. Additionally, the soft-match requirements could be met by line-
item data storage and other agency costs, and partner program
expenses such as those incurred to support training of prosecutors,
defense bar, or for community outreach.
Example 2:
An established state agency (e.g., the state police or a State
Administrating Agency) or an established regional policing consortium
(e.g. the greater municipal police authority or the tri-county regional
police information service bureau) could apply under Category 1. The
established state or regional agency would act as the administrative
lead applicant and assume responsibility for grant administration. The
established state or regional agency need not actually deploy BWCs
within its agency. There is a maximum allowable request of $1,400,000
and a minimum request of $200,000.
Example 3:
An agency that applies for $100,000 in federal funds will have to identify
a minimum of $100,000 of in-kind or cash matching funds (see page
17). This means the total program cost is at least $200,000 for this
example. Agencies that apply on behalf of themselves and/or partner
agencies must include detailed information on costs for all agencies
participating and assure that matching funds collectively amount to at
least 50 percent (i.e., a dollar for dollar match with federal funds).
Considerations for Implementation
Applicants are strongly encouraged to review existing research and practice literature
concerning BWCs and demonstrate a thorough understanding and appreciation of the issues
being discussed in the literature and should incorporate the most important program design
elements in their proposals.
All applicants must describe a detailed, phased implementation plan for achieving the
objectives of BWC PIP as part of their program narrative (see page 21). The following
objectives should be included in the narrative:
• Best practices for implementing BWC programs to improve officer and citizen safety
and to mitigate fiscal risk;
• Addressing officer concerns (e.g., privacy, safety, administrative uses);
• The evidentiary value of BWCs;
• Technical specifications and considerations;
• Use of digital data for training and program evaluation purposes;
BJA-2018-13574
11
• Ensuring effective partnerships with associated criminal justice agencies like
prosecutors and the judiciary to support effective implementation;
• Privacy considerations for citizens, including bystanders and victims;
• Communication strategies for managing expectations within law enforcement agencies
and of the public.
Because the primary focus of BWC PIP is implementation, evidence of cross-agency
collaboration and a high level of commitment from participating agencies and entities should
be received and documented (via MOUs or other appropriate mechanisms) prior to applying
for funding under this solicitation. Such commitment should be described in the application
and submitted as attachments with the application.
Pre-implementation applicants are expected to focus on the planning of efforts and tasks.
Applicants planning to expand existing implementations are expected to document their
accomplishments and/or describe plans to enhance collaboration.
Considerations for Procurement
If awarded, recipients must ensure all funds, federal and match, expended through procurement
processes are done using fair, competitive processes. Agencies shall not rely solely on informal
testing of equipment (e.g., testing pre-purchased equipment while on-loan) to determine
equipment selection. An award recipient’s testing and evaluation of equipment performance
alone does not meet federal procurement standards. For more information on federal
procurement, please see http://ojp.gov/financialguide/DOJ/index.htm. BJA has developed a
BWC Request for Proposals template that takes into account many of the primary
considerations when procuring a BWC system. This requirement does not apply to funds that
are for non-procurement-based expenditures such as officer training time.
Mandatory Application Requirements
Tip: Start this process early; previous applications have scored well but were rejected due to
failure to produce the following documents:
1) Prosecutor Involvement
Attach document(s) that demonstrate significant involvement of the local and/or state
prosecutor’s office, meaning that the prosecutor’s office has a direct role with law
enforcement in establishing relevant policy and system requirements that effect the
prosecution, evidence management, redaction, and retention specifications.
Documentation of the prosecutor’s involvement and commitment to the applicant’s
program is a key factor that will be assessed through peer review and by BJA
management. Demonstration of this involvement is best documented by any one of the
following methods:
a. Documented proof of established, active, and mutually attended governance
boards or committees focused on BWC policy and implementation;
b. Production of executed (signed) memoranda-of-understanding (MOUs), letters
of intent, service level agreements, or other mutually signed documents that
clearly state the involvement and commitment between the relevant parties;
and/or
c. A signed letter or MOU from the prosecutor’s office expressing commitment to
BJA-2018-13574
12
cooperate with the applicant on BWC implementation.
The documentation of prosecutor involvement should be a standalone document and
added as an attachment to the application submission.
2) Review of BWC Digital Footage for Enhancing Officer Safety
Attach documentation on agency letterhead signed by authorized agency official (law
enforcement or administrative executive) that affirms that the applicant, if awarded
grant funds, will periodically review and assess BWC digital footage for purposes of
refining BWC use in a manner that optimizes officer safety. This requirement will be
evaluated as part of the application peer-review process and may be subsequently
subject to verification for award recipients. Research suggest that BWC programs,
when appropriately implemented, can mitigate risks of injury and other adverse
outcomes for both law enforcement officers and citizens.
The documentation of BWC digital footage review should be a standalone document
and added as an attachment to the application submission.
Priority Considerations for Application Scoring
(1) Partnership Economies of Scale
Priority consideration will be given to applicants that demonstrate cost reductions
through economies of scale, such as establishing or utilizing shared resources.
Examples of shared resources could be:
a. State, county, or regionally managed BWC system with a shared repository or
other BWC services;
b. Shared contracts that meet procurement requirements and increase the buying
power through combined purchases. Economies of scale should be designed
to maximize cost savings and increase interoperability between agencies and
jurisdictions;
c. Minimized duplication of effort and infrastructure, such as providing a
prosecutor who works with multiple law enforcement agencies with a single
process for evidence submission, review, and management; and
d. Multiple law enforcement agencies collaborating together on a single
application.
When combining applications, one agency should act as the designated applicant, but
the agency size should be the combined number of sworn officers from all represented
agencies. Specifically, if agency A has 200 sworn officers and agency B has 100
sworn officers, together, the applicants could submit for as much as $600,000, the
same as a large agency with 300 officers.
Evidence of partnerships and commitment should be demonstrated in writing as
attachments and will not be counted against the maximum page limitation.
(2) Technical Considerations:
For priority consideration, the applicant should affirm that the minimum technical
requirements will be used in order to maximize the usefulness of BWC technology.
Priority consideration will be given to applicants that incorporate the 18 core operating
characteristics, found on the National Institute of Justice (NIJ) website, in their
procurement of BWC technology. These minimum operating characteristics and
associated audio/video specifications are available in current commercial products and
are based on technical resources about criminal justice use of video.3,4
(3) Partnership Outreach:
BJA recognizes that law enforcement agencies must cooperate with other criminal
justice stakeholders, as well as the communities they serve, in order to implement
effective BWC programs. Prosecutors, in particular, will heavily impact the BWC
program as they will view and evaluate digital evidence as part of their decision-
making process. Applicants should clearly document their efforts to reach out to and
involve external stakeholders in their BWC policy development and implementation
programs. Applicants that specifically budget funds for outreach, training, or
collaboration with prosecutors’ offices will be given priority consideration. Applicants
that attach letters from local prosecutors (or state level equivalents) will also be
given priority consideration.
Program Development Expectations
As a guideline, in months 1–9, BWC PIP award recipients will be expected to review and
develop policies and training programs. The results of these activities will be assessed
through the Policy Review Scorecard developed by BJA. For reference purposes, the
Scorecard used in previous grant cycles is provided on the BJA Body-Worn Camera Toolkit.
The Policy Review Scorecard used for FY 2018 may be amended and updated to reflect the
latest BWC policy, practice, and technology developments.
Scorecard information will be considered and addressed by BJA and the TTA provider as
part of the assessment process, which will be used as a precondition for the release of grant
funds for equipment purchase drawdown. The scorecard is intended to assure deliberate
and comprehensive BWC program evaluation, including relevant implementation of policies,
MOUs, correspondence, and other supporting documentation. As every agency faces
different challenges and applicable laws, BJA will not prescribe set standards for policies
and procedures. However, awardees will be held responsible to develop policies that
conform to applicable federal, state, local, and tribal laws and regulations.
The TTA provider will work with the award recipient to document and validate the policy
development process. It will make recommendations to BJA that the recipient has met the
policy development requirements. Ten percent of federal funds will be available to agencies
for general planning and outreach purposes. BJA will administratively hold 90 percent of
funds until the scorecard is reviewed and approved. All funds will be released at the time the
scorecard is approved, provided there are no other special hold conditions placed on award
recipients (e.g., special fiscal or reporting conditions set for awarded agencies with pre-
award high risk status).
3 Home Office Centre for Applied Science and Technology, Body-Worn Video Technical
Guidance, May 2014, www.bwvsg.com/wp-content/uploads/2013/07/body-worn-video-technical-
guidance-1414.pdf.
4 Scientific Working Group on Imaging Technology, Recommendations and Guidelines for Using
Closed-Circuit Television Security Systems in Commercial Institutions, Version 3.0, June 8, 2012,
www.swgit.org/pdf/Section%204%20Recommendations%20and%20Guidelines%20for%20Using%20C
losed-Circuit%20Television%20Security%20Systems%20in%20Commercial%20Institutions?docID=48.
BJA-2018-13574
14
After completion of the policy development process and evaluation, BWC PIP award
recipients will be expected to deploy BWCs, continue their training efforts, and collect
outcome measures to assess their BWC implementation. Those entities prepared to
demonstrate their implemented BWC policies that address the requisite areas may request
drawdown for non-planning expenses outside of the timeframes provided, but only within the
grant period.
Agencies seeking to expand existing BWC programs and that already have existing BWC
policies (or agencies that plan to adopt model policies or policies that are required or
recommended by state proclamation) may be granted expedited scorecard approval on a
case-by-case basis. However, for all cases, assurances must be made that the policy
development process has been deliberate, comprehensive, and carried out in consultation
with the key stakeholders affected by BWC program implementation.
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;
• 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.
The OJP CrimeSolutions.gov website at https://www.crimesolutions.gov is one resource that
applicants may use to find information about evidence-based programs in criminal justice,
juvenile justice, and crime victim services.
Information Regarding Potential Evaluation of Programs and Activities
The Department of Justice has prioritized the use of evidence-based programming and deems it
critical to continue to build and expand the evidence informing criminal and juvenile justice
programs to reach the highest level of rigor possible. Therefore, applicants should note that the
Office of Justice Programs may conduct or support an evaluation of the programs and activities
funded under this solicitation. Recipients and sub-recipients will be expected to cooperate with
program-related assessments or evaluation efforts, including through the collection and
provision of information or data requested by OJP (or its designee) for the assessment or
evaluation of any activities and/or outcomes of those activities funded under this solicitation.
The information or data requested may be in addition to any other financial or performance data
already required under this program.
BJA-2018-13574
15
B. Federal Award Information
BJA expects to make up to 28 awards, with an estimated total amount of $20,000,000. All
awards will be for a 36-month period of performance, to begin on October 1, 2018.
The actual number of awards may vary based on the number and quality of applications
submitted for each category. The following breakdown provides funding estimates by category:
• Category 1: Implementation Or Expansion of BWC through Sate or Regional
Consortia– BJA estimates that 5 awards will be made in this category for a total of
$7,000,000.
• Category 2: Implementation Or Expansion of BWC Programs for Mid-sized
Agencies – BJA estimates that 12 awards will be made in this category for a total of
$4,000,000.
• Category 3: Implementation Or Expansion of BWC Programs for Large Agencies –
BJA estimates that 8 awards will be made in this category for a total of $6,000,000.
• Category 4: Implementation Or Expansion of BWC Programs for Extra Large
Agencies – BJA estimates that 3 awards will be made in this category for a total of
$3,000,000.
BJA may, in certain cases, provide additional funding in future years to awards under this
solicitation, through continuation awards. In making decisions regarding continuation awards,
OJP will consider, among other factors, the availability of appropriations, OJP’s strategic
priorities, and OJP’s assessment of both the management of the award (for example, timeliness
and quality of progress reports), and the progress of the work funded under the award.
All awards are subject to the availability of appropriated funds and to any modifications or
additional requirements that may be imposed by law.
Type of Award
BJA expects to make any award under this solicitation in the form of a grant. See
Administrative, National Policy, and Other Legal Requirements, under Section F. Federal Award
Administration Information, for a brief discussion of important statutes, regulations, and award
conditions that apply to many (or in some cases, all) OJP grants.
Financial Management and System of Internal Controls
Award recipients and subrecipients (including recipients or subrecipients that are pass-through
entities 5) must, as described in the Part 200 Uniform Requirements 6 as set out at 2 C.F.R.
200.303:
(a) 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
5 For purposes of this solicitation, the phrase “pass-through entity” includes any recipient or subrecipient
that provides a subaward ("subgrant”) to a subrecipient (subgrantee) to carry out part of the funded award
or program. Additional information on proposed subawards is listed under What an Application Should
Include, Section D of this solicitation.
6 The "Part 200 Uniform Requirements” means the DOJ regulation at 2 C.F.R Part 2800, which adopts
(with certain modifications) the provisions of 2 C.F.R. Part 200.
BJA-2018-13574
16
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 recipient’s (and any subrecipient’s)] compliance with
statutes, 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 recipient (or any subrecipient)] considers
sensitive consistent with applicable Federal, state, local, and tribal laws regarding
privacy and obligations of confidentiality.
To help ensure that applicants understand the applicable administrative requirements and cost
principles, OJP encourages prospective applicants to enroll, at no charge, in the DOJ Grants
Financial Management Online Training, available at https://ojpfgm.webfirst.com. (This training is
required for all OJP award recipients.)
Also, applicants should be aware that OJP collects information from applicants on their financial
management and systems of internal controls (among other information) which is used to make
award decisions. Under Section D. Application and Submission Information, applicants may
access and review a questionnaire – the OJP Financial Management and System of Internal
Controls Questionnaire – that OJP requires all applicants (other than an individual applying in
his/her personal capacity) to download, complete, and submit as part of the application.
Budget Information
Cost Sharing or Matching Requirement (cash or in-kind)
Federal funds awarded under this solicitation may not cover more than 50 percent of the total
costs of the project. An applicant must identify the source of the 50 percent non-federal portion 7
of the total project costs and how it will use match funds. If an award recipient’s proposed match
exceeds the required match amount, and OJP approves the budget, the total match amount
incorporated into the approved budget becomes mandatory and subject to audit. (“Match” funds
may be used only for purposes that would be allowable for the federal funds.) Recipients may
satisfy this match requirement with either cash or in-kind services. See the DOJ Grants
Financial Guide at https://ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.3b.htm
for examples of “in-kind” services. The formula for calculating the match is:
7 Indian tribes and tribal organizations that otherwise are eligible for an award may be able to apply
certain types of funds received from the federal government (for example, certain funds received under
an Indian "self-determination contract") to satisfy all or part of a required "non-federal" match.
BJA-2018-13574
17
Federal Award Amount = Adjusted (Total) Project Costs
Federal Share Percentage
Required Recipient’s Share Percentage x Adjusted Project Cost = Required Match
Example: 50% match requirement: for a federal award amount of $350,000, calculate match as
follows:
$350,000 = $700,000 50% x $700,000 = $350,000 match
50%
For additional information on cost sharing and match, see the DOJ Grants Financial Guide at
https://ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.3b.htm.
Pre-award Costs (also known as Pre-agreement Costs)
Pre-agreement costs are costs incurred by the applicant prior to the start date of the period of
performance of the federal award.
OJP does not typically approve pre-award costs; an applicant must request and obtain the prior
written approval of OJP for all such costs. All such costs incurred prior to award and prior to
approval of the costs are incurred at the sole risk of the applicant. (Generally, no applicant
should incur project costs before submitting an application requesting federal funding for those
costs.) Should there be extenuating circumstances that make it appropriate for OJP to consider
approving pre-award costs, the applicant may contact the point of contact listed on the title page
of this solicitation for the requirements concerning written requests for approval. If approved in
advance by OJP, award funds may be used for pre-award costs, consistent with the recipient’s
approved budget and applicable cost principles. See the section on Costs Requiring Prior
Approval in the DOJ Grants Financial Guide at https://ojp.gov/financialguide/DOJ/index.htm for
more information.
Limitation on Use of Award Funds for Employee Compensation; Waiver
With respect to any award of more than $250,000 made under this solicitation, a recipient may
not use federal funds to pay total cash compensation (salary plus cash bonuses) 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 agency
with a Certified SES Performance Appraisal System for that year.8 The 2018 salary table for
SES employees is available on the Office of Personnel Management website at
https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-
tables/18Tables/exec/html/ES.aspx. Note: A recipient may compensate an employee at a
greater rate, provided the amount in excess of this compensation limitation is paid with non-
federal funds. (Non-federal funds used for any such additional compensation will not be
considered matching funds, where match requirements apply.) If only a portion of an
employee's time is charged to an OJP award, the maximum allowable compensation is equal to
the percentage of time worked times the maximum salary limitation.
The Assistant Attorney General for OJP may exercise discretion to waive, on an individual
basis, this limitation on compensation rates allowable under an award. An applicant that
8 OJP does not apply this limitation on the use of award funds to the nonprofit organizations listed in
Appendix VIII to 2 C.F.R. Part 200.
BJA-2018-13574
18
requests a waiver should include a detailed justification in the budget narrative of its application.
An applicant that does not submit a waiver request and justification with its application should
anticipate that OJP will require the applicant to adjust and resubmit the budget.
The justification should address, in the context of the work the individual would do under the
award, the particular qualifications and expertise of the individual, the uniqueness of a service
the individual will provide, the individual’s specific knowledge of the proposed program or
project, and a statement that explains whether and how the individual’s salary under the award
would be commensurate with the regular and customary rate for an individual with his/her
qualifications and expertise, and for the work he/she would do under the award.
Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs
OJP strongly encourages every applicant that proposes to use award funds for any conference-,
meeting-, or training-related activity (or similar event) to review carefully—before submitting an
application—the OJP and DOJ policy and guidance on approval, planning, and reporting of such
events, available at
https://www.ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.10a.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 conference, meeting, and
training costs for cooperative agreement recipients, as well as some conference, meeting, and
training costs for grant recipients; and (3) set cost limits, which include a general prohibition of
all food and beverage costs.
All BWC PIP applicants must identify funding within their submitted budgets (federal funds or
agency match) for two staff members to attend one mandatory national BWC PIP meeting in
a location to be determined. BJA expects to host one mandatory national BWC PIP
Conference in the first year of the grant cycle. For proposed budget planning and calculation
purposes, applicants should assume the national meeting will take place in Washington, DC.
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 “Overview of Legal
Requirements Generally Applicable to OJP Grants and Cooperative Agreements - FY 2018
Awards” in the OJP Funding Resource Center at https://ojp.gov/funding/index.htm.
C. Eligibility Information
For eligibility information, see title page.
For information on cost sharing or match requirements, see Section B. Federal Award
Information.
BJA-2018-13574
19
D. Application and Submission Information
What an Application Should Include
This section describes in detail what an application should include. An applicant should
anticipate that if it fails to submit an application that contains all of the specified elements, it may
negatively affect the review of its application; and, should a decision be made to make an
award, it may result in the inclusion of award conditions that preclude the recipient from
accessing or using award funds until the recipient satisfies the conditions and OJP makes the
funds available.
Moreover, an applicant should anticipate that an application that OJP determines is
nonresponsive to the scope of the solicitation, or that OJP determines does not include the
application elements that BJA has designated to be critical, will neither proceed to peer review,
nor receive further consideration. For this solicitation, BJA has designated the following
application elements as critical: Program Narrative, Budget Detail Worksheet and Budget
Narrative, and, if submitting on behalf of subrecipient agencies, a document affirming
Subrecipient Commitment to Program Participation from each subrecipient.
All document(s) Affirming Subrecipient Commitment to Participate should be in the form of a
letter or memorandum of understanding (MOU) on the letterhead of the subrecipient agency and
signed (physically or electronically) by a duly authorized executive representing that agency.
NOTE: OJP has combined the Budget Detail Worksheet and Budget Narrative in a single
document collectively referred to as the Budget Detail Worksheet. See “Budget Information and
Associated Documentation” below for more information about the Budget Detail Worksheet and
where it can be accessed.
OJP strongly recommends that applicants use appropriately descriptive file names (e.g.,
“Program Narrative,” “Budget Detail Worksheet,” “Timelines,” “Memoranda of Understanding,”
“Résumés”) for all attachments. Also, OJP recommends that applicants include résumés in a
single file.
Please review the “Note on File Names and File Types” under How To Apply to be sure
applications are submitted in permitted formats.
1. Information to Complete the Application for Federal Assistance (SF-424)
The SF-424 is a required standard form used as a cover sheet for submission of pre-
applications, applications, and related information. Grants.gov and the OJP Grants
Management System (GMS) take information from the applicant’s profile to populate the
fields on this form. When selecting "type of applicant," if the applicant is a for-profit entity,
select "For-Profit Organization" or "Small Business" (as applicable).
To avoid processing delays, an applicant must include an accurate legal name on its SF-
424. On the SF-424, current OJP award recipients, when completing the field for “Legal
Name” (box 8a), should use the same legal name that appears on the prior year award
document (which is also the legal name stored in OJP’s financial system.) Also, these
recipients should enter the Employer Identification Number (EIN) in box 8b exactly as it
appears on the prior year award document. An applicant with a current, active award(s)
must ensure that its GMS profile is current. If the profile is not current, the applicant should
BJA-2018-13574
20
submit a Grant Adjustment Notice updating the information on its GMS profile prior to
applying under this solicitation.
A new applicant entity should enter its official legal name in box 8a, its address in box 8d, its
EIN in box 8b, and its Data Universal Numbering System (DUNS) number in box 8c of the
SF-424. A new applicant entity should attach official legal documents to its application (e.g.,
articles of incorporation, 501(c)(3) status documentation, organizational letterhead, etc.) to
confirm the legal name, address, and EIN entered into the SF-424. OJP will use the System
for Award Management (SAM) to confirm the legal name and DUNS number entered in the
SF-424; therefore, an applicant should ensure that the information entered in the SF-424
matches its current registration in SAM. See the How To Apply section for more information
on SAM and DUNS numbers.
Intergovernmental Review
This solicitation ("funding opportunity") is subject to Executive Order 12372. An applicant
may find the names and addresses of State Single Points of Contact (SPOCs) at the
following website: https://www.whitehouse.gov/wp-
content/uploads/2017/11/Intergovernmental_-Review-_SPOC_01_2018_OFFM.pdf
If the 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, an applicant whose State appears on the SPOC list 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 response 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.
• Submitted as a separate attachment with “Project Abstract” as part of its file name.
• Single-spaced, using a standard 12-point font (such as Times New Roman) with 1-inch
margins.
As a separate attachment, the project abstract will not count against the page limit for the
program narrative.
3. Program Narrative
The program narrative should respond to the solicitation and the sections (a-e) listed below.
The program narrative should be double-spaced, using a standard 12-point font (Times New
Roman is preferred) with no less than 1-inch margins, and should not exceed 15 pages.
Please number pages “1 of 15,” “2 of 15,” etc.
If the program narrative fails to comply with these length-related restrictions, BJA may
consider such noncompliance in peer review and in final award decisions. If the project
narrative exceed the page limit, BJA will instruct the peer reviewers to score applications
based on content in the first 15 pages of the narrative. Applicants should focus on grant
requirements, priority considerations, and addressing the purpose of this grant within the 15
pages.
BJA-2018-13574
21
The following sections should be included as part of the program narrative 9:
a. Description of the Issue(s)
b. Project Design and Implementation
c. Capabilities and Competencies
d. Plans for Continuity of the Program after Federal Funds Have Been Expended
e. Plan for Collecting the Data Required for this Solicitation’s Performance Measures
OJP will require each successful applicant to submit regular performance data that
demonstrate the results of the work carried out under the award (see “General
Information about Post-Federal Award Reporting Requirements” in Section F. Federal
Award Administration Information). The performance data directly relate to the objectives
and deliverables identified under "Objectives and Deliverables" in Section A. Program
Description.
More information on performance measurement at OJP is provided at
www.ojp.gov/performance.
The application should demonstrate the applicant’s understanding of the performance
data reporting requirements for this grant program and detail how the applicant will
gather the required data should it receive funding.
Please note that applicants are not required to submit performance data with the
application. Performance measures information is included as an alert that award
recipients will be required to submit performance data as part of the reporting
requirements under an award.
Award recipients will be required to provide the relevant data by submitting quarterly
performance metrics through BJA’s online Performance Measurement Tool (PMT)
located at https://bjapmt.ojp.gov. Applicants should review the complete list of BWC PIP
program performance measures at:
https://bjapmt.ojp.gov/help/BWCPerformanceMeasures.pdf.
Note on Project Evaluations
An applicant that proposes to use award funds 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.”
Each applicant should provide sufficient information for OJP to determine whether the
9 For information on subawards (including the details on proposed subawards that should be included in
the application), see "Budget and Associated Documentation" under Section D. Application and
Submission Information.
BJA-2018-13574
22
particular project it proposes would either intentionally or unintentionally collect and/or
use information in such a way that it meets the DOJ definition of research that appears
at 28 C.F.R. Part 46 (“Protection of Human Subjects”).
“Research,” for purposes of human subjects protection 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 for purposes of human subjects protection, applicants should consult the
decision tree in the “Research and the protection of human subjects” section of the
“Requirements related to Research” webpage of the "Overview of Legal Requirements
Generally Applicable to OJP Grants and Cooperative Agreements - FY 2018 Awards,"
available through the OJP Funding Resource Center at
https://ojp.gov/funding/Explore/SolicitationRequirements/index.htm.
Every prospective applicant whose application may propose a research or statistical
component also should review the “Data Privacy and Confidentiality Requirements”
section on that webpage.
4. Budget and Associated Documentation
The Budget Detail Worksheet and the Budget Narrative are now combined in a single
document collectively referred to as the Budget Detail Worksheet. The Budget Detail
Worksheet is a user-friendly, fillable, Microsoft Excel-based document designed to calculate
totals. Additionally, the Excel workbook contains worksheets for multiple budget years that
can be completed as necessary. All applicants should use the Excel version when
completing the proposed budget in an application, except in cases where the
applicant does not have access to Microsoft Excel or experiences technical
difficulties. If an applicant does not have access to Microsoft Excel or experiences
technical difficulties with the Excel version, then the applicant should use the 508-compliant
accessible Adobe Portable Document Format (PDF) version.
Both versions of the Budget Detail Worksheet can be accessed at
https://ojp.gov/funding/Apply/Forms/BudgetDetailWorksheet.htm.
a. Budget Detail Worksheet
The Budget Detail Worksheet should provide the detailed computation for each budget
line item, listing the total cost of each and showing how it was calculated by the
applicant. For example, costs for personnel should show the annual salary rate and the
percentage of time devoted to the project for each employee paid with grant funds. The
Budget Detail Worksheet should present a complete itemization of all proposed costs.
For questions pertaining to budget and examples of allowable and unallowable costs,
see the DOJ Grants Financial Guide at https://ojp.gov/financialguide/DOJ/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
BJA-2018-13574
23
activities).
An applicant should demonstrate in its 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 objectives 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 budget narrative should be mathematically sound and correspond clearly 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 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. As with the Budget
Detail Worksheet, the budget narrative should describe costs by year.
c. Information on Proposed Subawards (if any), as well as on Proposed Procurement
Contracts (if any)
Applicants for OJP awards typically may propose to make subawards. Applicants also
may propose to enter into procurement contracts under the award.
Whether an action – for federal grants administrative purposes – is a subaward or
procurement contract is a critical distinction as significantly different rules apply to
subawards and procurement contracts. If a recipient enters into an agreement that is a
subaward of an OJP award, specific rules apply – many of which are set by federal
statutes and DOJ regulations; others by award conditions. These rules place particular
responsibilities on an OJP recipient for any subawards the OJP recipient may make. The
rules determine much of what the written subaward agreement itself must require or
provide. The rules also determine much of what an OJP recipient must do both before
and after it makes a subaward. If a recipient enters into an agreement that is a
procurement contract under an OJP award, a substantially different set of federal rules
applies.
OJP has developed the following guidance documents to help clarify the differences
between subawards and procurement contracts under an OJP award and outline the
compliance and reporting requirements for each. This information can be accessed
online at https://ojp.gov/training/training.htm.
• Subawards under OJP Awards and Procurement Contracts under Awards: A
Toolkit for OJP Recipients.
• Checklist to Determine Subrecipient or Contractor Classification.
• Sole Source Justification Fact Sheet and Sole Source Review Checklist.
In general, the central question is the relationship between what the third party will do
under its agreement with the recipient and what the recipient has committed (to OJP) to
do under its award to further a public purpose (e.g., services the recipient will provide,
products it will develop or modify, research or evaluation it will conduct). If a third party
will provide some of the services the recipient has committed (to OJP) to provide, will
develop or modify all or part of a product the recipient has committed (to OJP) to
develop or modify, or will conduct part of the research or evaluation the recipient has
BJA-2018-13574
24
committed (to OJP) to conduct, OJP will consider the agreement with the third party a
subaward for purposes of federal grants administrative requirements.
This will be true even if the recipient, for internal or other non-federal purposes, labels or
treats its agreement as a procurement, a contract, or a procurement contract. Neither
the title nor the structure of an agreement determines whether the agreement -- for
purposes of federal grants administrative requirements -- is a subaward or is instead a
procurement contract under an award. The substance of the relationship should be given
greater consideration than the form of agreement between the recipient and the outside
entity.
1. Information on proposed subawards
A recipient of an OJP award may not make subawards ("subgrants") unless the
recipient has specific federal authorization to do so. Unless an applicable statute or
DOJ regulation specifically authorizes (or requires) subawards, a recipient must have
authorization from OJP before it may make a subaward.
A particular subaward may be authorized by OJP because the recipient included a
sufficiently-detailed description and justification of the proposed subaward in the
Program Narrative, Budget Detail Worksheet, and Budget Narrative as approved by
OJP. If, however, a particular subaward is not authorized by federal statute or
regulation, and is not approved by OJP, the recipient will be required, post-award, to
request and obtain written authorization from OJP before it may make the subaward.
If an applicant proposes to make one or more subawards to carry out the federal
award and program, the applicant should-- (1) identify the proposed subrecipient(s),
(2) describe in detail what each subrecipient will do to carry out the federal award and
federal program, and (3) provide a justification for the subaward(s), with details on
pertinent matters such as special qualifications and areas of expertise. Pertinent
information on subawards should appear not only in the Program Narrative, but also
in the Budget Detail Worksheet and Budget Narrative.
2. Information on proposed procurement contracts (with specific justification for
proposed noncompetitive contracts over $150,000)
Unlike a recipient contemplating a subaward, a recipient of an OJP award generally
does not need specific prior federal authorization to enter into an agreement that -- for
purposes of federal grants administrative requirements -- is considered a procurement
contract, provided that (1) the recipient uses its own documented procurement
procedures and (2) those procedures conform to applicable federal law, including the
Procurement Standards of the (DOJ) Part 200 Uniform Requirements (as set out at 2
C.F.R. 200.317 - 200.326). The Budget Detail Worksheet and Budget Narrative
should identify proposed procurement contracts. (As discussed above, subawards
must be identified and described separately from procurement contracts.)
The Procurement Standards in the Part 200 Uniform Requirements, however, reflect
a general expectation that agreements that (for purposes of federal grants
administrative requirements) constitute procurement “contracts” under awards will be
entered into on the basis of full and open competition. All noncompetitive (sole
source) procurement contracts must meet the OJP requirements outlined at
https://ojp.gov/training/subawards-procurement.htm. If a proposed procurement
BJA-2018-13574
25
contract would exceed the simplified acquisition threshold -- currently, $150,000 -- a
recipient of an OJP award may not proceed without competition unless and until the
recipient receives specific advance authorization from OJP to use a non-competitive
approach for the procurement. An applicant that (at the time of its application) intends
– without competition – to enter into a procurement contract that would exceed
$150,000 should include a detailed justification that explains to OJP why, in the
particular circumstances, it is appropriate to proceed without competition.
If the applicant receives an award, sole source procurements that do not exceed the
Simplified Acquisition Threshold (currently $150,000) must have written justification
for the noncompetitive procurement action maintained in the procurement file. If a
procurement file does not have the documentation that meets the criteria outlined in 2
C.F.R. 200, the procurement expenditures may not be allowable. Sole source
procurement over the $150,000 Simplified Acquisition Threshold must have prior
approval from OJP using a Sole Source Grant Adjustment Notice (GAN). Written
documentation justifying the noncompetitive procurement must be submitted with the
GAN and maintained in the procurement file.
d. Pre-Award Costs
For information on pre-award costs, see Section B. Federal Award Information.
5. Indirect Cost Rate Agreement (if applicable)
Indirect costs may be charged to an award only if:
(a) The recipient has a current (unexpired), federally approved indirect cost rate; or
(b) The recipient is eligible to use, and elects to use, the “de minimis” indirect cost rate
described in the Part 200 Uniform Requirements, as set out at 2 C.F.R. 200.414(f).
An applicant with a current (unexpired) federally-approved indirect cost rate is to attach a
copy of the indirect cost rate agreement to the application. An applicant that does not have a
current federally-approved rate may request one through its cognizant federal agency, which
will review all documentation and approve a rate for the applicant entity, or, if the applicant’s
accounting system permits, applicants may propose to allocate costs in the direct cost
categories.
For assistance with identifying the appropriate cognizant federal agency for indirect costs,
please contact the Office of the Chief Financial Officer (OCFO) Customer Service Center at
1-800-458-0786 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.
Certain OJP recipients have the option of electing to use the “de minimis” indirect cost rate.
An applicant that is eligible to use the “de minimis” rate that wishes to use the "de minimis"
rate should attach written documentation to the application that advises OJP of both-- (1) the
applicant’s eligibility to use the “de minimis” rate, and (2) its election to do so. If an eligible
applicant elects the “de minimis” rate, costs must be consistently charged as either indirect
or direct costs, but may not be double charged or inconsistently charged as both. The "de
minimis" rate may no longer be used once an approved federally-negotiated indirect cost
rate is in place. (No entity that ever has had a federally-approved negotiated indirect cost
rate is eligible to use the "de minimis" rate.) For the “de minimis” rate requirements
BJA-2018-13574
26
(including on eligibility to elect to use the rate), see the Part 200 Uniform Requirements, at 2
C.F.R. 200.414(f).
6. Tribal Authorizing Resolution (if applicable)
A tribe, tribal organization, or third party that proposes to provide direct services or
assistance to residents on tribal lands should include in its application a resolution, letter,
affidavit, or other documentation, as appropriate, that demonstrates (as a legal matter) that
the applicant has the requisite authorization from the tribe(s) to implement the proposed
project on tribal lands. In those instances when an organization or consortium of tribes
applies for an award 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 award. A consortium of tribes for which existing
consortium bylaws allow action 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.
An applicant unable to submit an application that includes a fully-executed (i.e., signed)
copy of legal appropriate 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, OJP will make use of and access to
award funds contingent on receipt of the fully-executed legal documentation.
7. Financial Management and System of Internal Controls Questionnaire (including
applicant disclosure of high-risk status)
Every OJP applicant (other than an individual applying in his or her personal capacity) is
required to download, complete, and submit the OJP Financial Management and System of
Internal Controls Questionnaire (Questionnaire) at
https://ojp.gov/funding/Apply/Resources/FinancialCapability.pdf as part of its application.
The Questionnaire helps OJP assess the financial management and internal control
systems, and the associated potential risks of an applicant as part of the pre-award risk
assessment process.
The Questionnaire should only be completed by financial staff most familiar with the
applicant's systems, policies, and procedures in order to ensure that the correct responses
are recorded and submitted to OJP. The responses on the Questionnaire directly impact the
pre-award risk assessment and should accurately reflect the applicant’s financial
management and internal control system at the time of the application. The pre-award risk
assessment is only one of multiple factors and criteria used in determining funding.
However, a pre-award risk assessment that indicates that an applicant poses a higher risk to
OJP may affect the funding decision and/or result in additional reporting requirements,
monitoring, special conditions, withholding of award funds, or other additional award
requirements.
Among other things, the form requires each applicant to disclose whether it currently is
designated “high risk” by a federal grant-making agency outside of DOJ. For purposes of
this disclosure, high risk includes any status under which a federal awarding agency
provides additional oversight due to the applicant’s past performance, or other programmatic
BJA-2018-13574
27
or financial concerns with the applicant. If an applicant is designated high risk by another
federal awarding agency, the applicant must provide the following information:
• The federal awarding agency that currently designates the applicant high risk
• The date the applicant was designated high risk
• The high-risk point of contact at that federal awarding agency (name, phone number,
and email address)
• The reasons for the high-risk status, as set out by the federal awarding agency
OJP seeks this information to help ensure appropriate federal oversight of OJP awards. An
applicant that is considered “high-risk” by another federal awarding agency is not
automatically disqualified from receiving an OJP award. OJP may, however, consider the
information in award decisions, and may impose additional OJP oversight of any award
under this solicitation (including through the conditions that accompany the award
document).
8. Disclosure of Lobbying Activities
Each applicant must complete and submit this information. An applicant that expends any
funds for lobbying activities is to provide all of the information requested on the form
Disclosure of Lobbying Activities (SF-LLL) posted at
https://ojp.gov/funding/Apply/Resources/Disclosure.pdf. An applicant that does not expend
any funds for lobbying activities is to enter “N/A” in the text boxes for item 10 (“a. Name and
Address of Lobbying Registrant” and “b. Individuals Performing Services”).
9. Additional Attachments
a. Applicant Disclosure of Pending Applications
Each applicant is to disclose whether it has (or is proposed as a subrecipient under) any
pending applications for federally funded grants or cooperative agreements that (1)
include requests for funding to support the same project being proposed in the
application under this solicitation, and (2) would cover any identical cost items outlined
in the budget submitted to OJP as part of the application under this solicitation. The
applicant is to disclose applications made directly to federal awarding agencies, and also
applications for subawards of federal funds (e.g., applications to state agencies that will
subaward (“subgrant”) federal funds).
OJP seeks this information to help avoid 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.
Each applicant that has one or more pending applications as described above is 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 federal or state funding agency
BJA-2018-13574
28
SAMPLE
Each applicant should include the table as a separate attachment to its application. The
file should be named “Disclosure of Pending Applications.” The applicant’s Legal Name
on the application must match the entity named on the disclosure of pending
applications statement.
Any applicant that does not have any pending applications as described above is to
submit, as a separate attachment, a statement to this effect: “[Applicant Name on SF-
424] does not have (and is not proposed as a subrecipient under) any pending
applications submitted within the last 12 months for federally funded grants or
cooperative agreements (or for subawards under federal grants or cooperative
agreements) that request funding to support the same project being proposed in this
application to OJP and that would cover any identical cost items outlined in the budget
submitted as part of this application.”
b. Research and Evaluation Independence and Integrity
If an application proposes research (including research and development) and/or
evaluation, the applicant must demonstrate research/evaluation independence and
integrity, including appropriate safeguards, before it may receive award funds. The
applicant must demonstrate independence and integrity regarding both this proposed
research and/or evaluation, and any current or prior related projects.
Each application should include an attachment that addresses both i. and ii. below.
i. For purposes of this solicitation, each applicant is to document research and
evaluation independence and integrity by including one of the following two items:
a. A specific assurance that the applicant has reviewed its application to identify
any actual or potential apparent conflicts of interest (including through review
of pertinent information on the principal investigator, any co-principal
investigators, and any subrecipients), and that the applicant has identified no
such conflicts of interest – whether personal or financial or organizational
(including on the part of the applicant entity or on the part of staff,
investigators, or subrecipients) – that could affect the independence or
integrity of the research, including the design, conduct, and reporting of the
research.
Federal or State
Funding Agency
Solicitation
Name/Project
Name
Name/Phone/Email for Point of Contact
at Federal or State Funding Agency
DOJ/Office of
Community Oriented
Policing Services
(COPS)
COPS Hiring
Program
Jane Doe, 202/000-0000;
jane.doe@usdoj.gov
Health and Human
Services/Substance
Abuse and Mental
Health Services
Administration
Drug-Free
Communities
Mentoring Program/
North County Youth
Mentoring Program
John Doe, 202/000-0000;
john.doe@hhs.gov
BJA-2018-13574
29
OR
b. A specific description of actual or potential apparent conflicts of interest that
the applicant has identified – including through review of pertinent information
on the principal investigator, any co-principal investigators, and any
subrecipients – that could affect the independence or integrity of the
research, including the design, conduct, or reporting of the research. These
conflicts may be personal (e.g., on the part of investigators or other staff),
financial, or organizational (related to the applicant or any subrecipient entity).
Some examples of potential investigator (or other personal) conflict situations
are 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 would not be given an award 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), because the organization
in such an instance might 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, each applicant is to address 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 actual or potential apparent
conflicts of interest (personal, financial, or organizational) exist, then the
applicant should provide a brief narrative explanation of how and why it
reached that conclusion. The applicant also is to include an explanation of the
specific processes and procedures that the applicant has in place, or will put
in place, to identify and prevent (or, at the very least, mitigate) any such
conflicts of interest pertinent to the funded project during the period of
performance. Documentation that may be helpful in this regard may include
organizational codes of ethics/conduct and policies regarding organizational,
personal, and financial conflicts of interest. There is no guarantee that the
plan, if any, will be accepted as proposed.
OR
b. If the applicant has identified actual or potential apparent conflicts of interest
(personal, financial, or organizational) that could affect the independence and
integrity of the research, including the design, conduct, or reporting of the
research, the applicant is to provide a specific and robust mitigation plan to
address each of those conflicts. At a minimum, the applicant is expected to
explain the specific processes and procedures that the applicant has in place,
BJA-2018-13574
30
or will put in place, to identify and eliminate (or, at the very least, mitigate)
any such conflicts of interest pertinent to the funded project during the period
of performance. Documentation that may be helpful in this regard may
include organizational codes of ethics/conduct and policies regarding
organizational, personal, and financial conflicts of interest. There is no
guarantee that the plan, if any, will be accepted as proposed.
OJP will assess research and evaluation independence and integrity based on
considerations such as the adequacy of the applicant’s efforts to identify factors that
could affect the objectivity or integrity of the proposed staff and/or the applicant entity
(and any subrecipients) 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.
c. Disclosure of Process Related to Executive Compensation
An applicant that is a nonprofit organization may be required to make certain
disclosures relating to the processes it uses to determine the compensation of its
officers, directors, trustees, and key employees.
Under certain circumstances, a nonprofit organization that provides unreasonably
high compensation to certain persons may subject both the organization’s managers
and those who receive the compensation to additional federal taxes. A rebuttable
presumption of the reasonableness of a nonprofit organization’s compensation
arrangements, however, may be available if the nonprofit organization satisfied
certain rules set out in Internal Revenue Service (IRS) regulations with regard to its
compensation decisions.
Each applicant nonprofit organization must state at the time of its application
(question 9c in the "OJP Financial Management and System of Internal Controls
Questionnaire" located at
http://ojp.gov/funding/Apply/Resources/FinancialCapability.pdf and mentioned earlier)
whether or not the applicant entity believes (or asserts) that it currently satisfies the
requirements of 26 C.F.R. 53.4958-6 (which relate to establishing or invoking a
rebuttable presumption of reasonableness of compensation of certain individuals and
entities).
A nonprofit organization that states in the questionnaire that it believes (or asserts)
that it has satisfied the requirements of 26 C.F.R. 53.4958-6 must then disclose, in an
attachment to its application (to be titled "Disclosure of Process Related to Executive
Compensation"), the process used by the applicant nonprofit organization to
determine the compensation of its officers, directors, trustees, and key employees
(together, "covered persons").
At a minimum, the disclosure must describe in pertinent detail: (1) the composition of
the body that reviews and approves compensation arrangements for covered
persons; (2) the methods and practices used by the applicant nonprofit organization to
ensure that no individual with a conflict of interest participates as a member of the
body that reviews and approves a compensation arrangement for a covered person;
(3) the appropriate data as to comparability of compensation that is obtained in
advance and relied upon by the body that reviews and approves compensation
BJA-2018-13574
31
arrangements for covered persons; and (4) the written or electronic records that the
applicant organization maintains as concurrent documentation of the decisions with
respect to compensation of covered persons made by the body that reviews and
approves such compensation arrangements, including records of deliberations and of
the basis for decisions.
For purposes of the required disclosure, the following terms and phrases have the
meanings set out by the IRS for use in connection with 26 C.F.R. 53.4958-6: officers,
directors, trustees, key employees, compensation, conflict of interest, and appropriate
data as to comparability, adequate documentation, and concurrent documentation.
Applicant nonprofit organizations should note that following receipt of an appropriate
request, OJP may be authorized or required by law to make information submitted to
satisfy this requirement available for public inspection. Also, a recipient may be required
to make a prompt supplemental disclosure after the award in certain circumstances
(e.g., changes in the way the organization determines compensation).
d. Letter of Intent or MOU from Designated Subagency Participants
All applications requesting funding for one or more subrecipients must include
documentation that states expressly that the subrecipient agency will be willing to
cooperate fully with the primary applicant agency should funding be awarded. This
document can be in the form of an MOU or a letter signed by the duly authorized
representative of the subrecipient agency. Document copies with physical signatures or
electronic signatures of authorized individuals are acceptable. These should be provided
as an application attachment, preferably with all MOUs and/or letters contained in a
single attached document.
e. Affirmation of Regular Reviews of BWC Digital Footage to Enhance Officer
Safety
Applicants must provide documentation that their agency (and subrecipient agencies, if
applicable) will regularly review their BWC digital footage to advance training, feedback,
and policy revisions in ways that can enhance officer safety. The document should be
provided on agency letterhead and contain the name and signature of a duly authorized
agency representative. Document copies with physical signatures or electronic
signatures of authorized individuals are acceptable. Applications that contain such
documentation will be given preferential consideration. If affirmation documents from
multiple agencies are provided, all should be contained in a single attached document.
How To Apply
Applicants must register in and submit applications through Grants.gov, a primary source to find
federal funding opportunities and apply for funding. Find complete instructions on how to
register and submit an application at https://www.grants.gov/web/grants/support.html.
Applicants that experience technical difficulties during this process should call the Grants.gov
Customer Support Hotline at 800–518–4726 or 606–545–5035, which operates 24 hours a day,
7 days a week, except on federal holidays.
Important Grants.gov update. Grants.gov has updated its application tool. The legacy PDF
application package has been phased out and was retired on December 31, 2017. Grants.gov
Workspace is now the standard application method for applying for grants. OJP applicants
should familiarize themselves with the Workspace option now. For complete information and
BJA-2018-13574
32
instructions on using Workspace (and other changes), go to the Workspace Overview page at
https://www.grants.gov/web/grants/applicants/workspace-overview.html.
Registering with Grants.gov is a one-time process; however, processing delays may occur,
and it can take several weeks for first-time registrants to receive confirmation of registration
and a user password. OJP encourages applicants to register several weeks before the
application submission deadline. In addition, OJP urges applicants to submit applications at
least 72 hours prior to the application due date, in order to allow time for the applicant 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.
OJP strongly encourages all prospective applicants to sign up for Grants.gov email notifications
regarding this solicitation at https://www.grants.gov/web/grants/manage-subscriptions.html. If
this solicitation is cancelled or modified, individuals who sign up with Grants.gov for updates will
be automatically notified.
Browser Information: Grants.gov was built to be compatible with Internet Explorer. For
technical assistance with Google Chrome, or another browser, contact Grants.gov Customer
Support.
Note on Attachments: Grants.gov has two categories of files for attachments: “mandatory” and
“optional.” OJP receives all files attached in both categories. Attachments are also labeled to
describe the file being attached (e.g., Project Narrative, Budget Narrative, Other, etc.) Please
ensure that all required documents are attached in the correct Grants.gov category and are
labeled correctly. Do not embed “mandatory” attachments within another file.
Note on File Names and File Types: Grants.gov only permits the use of certain specific
characters in the file names of attachments. Valid file names may include only the characters
shown in the table below. Grants.gov rejects any application that includes an attachment(s) with
a file name that contains any characters not shown in the table below. Grants.gov forwards
successfully-submitted applications to the OJP Grants Management System (GMS).
Characters
Upper case (A – Z)
Lower case (a – z)
Underscore (__)
Hyphen ( - )
Space
Period (.)
*When using the ampersand (&) in XML, applicants must use the “&” format.
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.” GMS may reject applications
with files that use these extensions. It is important to allow time to change the type of file(s) if
the application is rejected.
All applicants are required to complete the following steps:
Special Characters Special Characters Special Characters
Parenthesis ( ) Curly braces { } Square brackets [ ]
Ampersand (&)* Tilde (~) Exclamation point (!)
Comma ( , ) Semicolon ( ; ) Apostrophe ( ‘ )
At sign (@) Number sign (#) Dollar sign ($)
Percent sign (%) Plus sign (+) Equal sign (=)
BJA-2018-13574
33
Unique Entity Identifier (DUNS Number) and System for Award Management (SAM)
Every applicant entity must comply with all applicable System for Award Management (SAM)
and unique entity identifier (currently, a Data Universal Numbering System [DUNS] number)
requirements. SAM is the repository for certain standard information about federal financial
assistance applicants, recipients, and subrecipients. A DUNS number is a unique nine-digit
identification number provided by the commercial company Dun and Bradstreet. More detailed
information about SAM and the DUNS number is in the numbered sections below.
If an applicant entity has not fully complied with the applicable SAM and unique identifier
requirements by the time OJP makes award decisions, OJP may determine that the applicant is
not qualified to receive an award and may use that determination as a basis for making the
award to a different applicant.
Applying as an Individual
An individual who wishes to apply in his/her personal capacity should search Grants.gov for
funding opportunities for which individuals are eligible to apply. Use the Funding Opportunity
Number (FON) to register. (An applicant applying as an individual must comply with all
applicable Grants.gov individual registration requirements.)
Enter the FON at https://apply07.grants.gov/apply/IndCPRegister to complete the registration
form and create a username and password for Grants.gov. (An applicant applying as an
individual should complete all steps below except 1, 2 and 4.)
Registration and Submission Steps
1. Acquire a unique entity identifier (currently, a DUNS number). In general, the Office of
Management and Budget requires every applicant for a federal award (other than an
individual) to include a "unique entity identifier" in each application, including an application
for a supplemental award. Currently, a DUNS number is the required unique entity identifier.
This unique entity identifier is used for tracking purposes, and to validate address and point
of contact information for applicants, recipients, and subrecipients. It will be used throughout
the life cycle of an OJP award. 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
https://www.dnb.com/. A DUNS number is usually received within 1-2 business days.
2. Acquire or maintain registration with SAM. Any applicant for an OJP award creating a
new entity registration in SAM.gov must provide an original, signed notarized letter stating
that the applicant is the authorized Entity Administrator before the registration will be
activated. To learn more about this process change, read the FAQs at
https://www.gsa.gov/about-us/organization/federal-acquisition-service/office-of-systems-
management/integrated-award-environment-iae/sam-update. Information about the
notarized letter is posted at https://www.fsd.gov/fsd-
gov/answer.do?sysparm_kbid=d2e67885db0d5f00b3257d321f96194b&sysparm_search=kb
0013183.
All applicants for OJP awards (other than individuals) must maintain current registrations in
the SAM database. Applicants will need the authorizing official of the organization and an
Employer Identification Number (EIN). An applicant must be registered in SAM to
successfully register in Grants.gov. Each applicant must update or renew its SAM
BJA-2018-13574
34
registration at least annually to maintain an active status. SAM registration and renewal
can take as long as 10 business days to complete (2 more weeks to acquire an EIN).
An application cannot be successfully submitted in Grants.gov until Grants.gov receives the
SAM registration information. Once the SAM registration/renewal is complete, the
information transfer from SAM to Grants.gov can take as long as 48 hours. OJP
recommends that the applicant register or renew registration with SAM as early as possible.
Information about SAM registration procedures can be accessed at www.SAM.gov.
3. 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" (DUNS number) must be used
to complete this step. For more information about the registration process for organizations
and other entities, go to https://www.grants.gov/web/grants/applicants/organization-
registration.html. Individuals registering with Grants.gov should go to
www.grants.gov/web/grants/applicants/registration.html.
4. Acquire confirmation for the AOR from the E-Business Point of Contact (E-Biz POC).
The 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.
5. Search for the funding opportunity on Grants.gov. Use the following identifying
information when searching for the funding opportunity on Grants.gov. The Catalog of
Federal Domestic Assistance (CFDA) number for this solicitation is 16.835, titled “Body
Worn Camera Policy and Implementation,” and the funding opportunity number is [insert
funding opportunity number].
6. Select the correct Competition ID. Some OJP solicitations posted to Grants.gov contain
multiple purpose areas, denoted by the individual Competition ID. If applying to a solicitation
with multiple Competition IDs, select the appropriate Competition ID for the intended
purpose area of the application:
• Category 1: Implementation or Expansion of BWC Programs through Sate or Regional
Consortia, Competition ID: BJA-2018-13883
• Category 2: Implementation or Expansion of BWC Programs for Mid-Sized Agencies,
Competition ID: BJA-2018-13884
• Category 3: Implementation or Expansion of BWC Programs for Large Agencies,
Competition ID: BJA-2018-13885
• Category 4: Implementation or Expansion of BWC Programs for Extra Large Agencies,
Competition ID: BJA-2018-13886
7. Access Funding Opportunity and Application Package from Grants.gov. Select “Apply”
under the “Actions” 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.
8. Submit a valid application consistent with this solicitation by following the directions
BJA-2018-13574
35
in Grants.gov. Within 24–48 hours after submitting the electronic application, the applicant
should receive two notifications from Grants.gov. The first will confirm the receipt of the
application. The second will state whether the application 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 an application well ahead
of the deadline provides time to correct the problem(s) that caused the rejection. Important:
OJP urges each applicant to submit its application at least 72 hours prior to the application
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. Applications must be successfully submitted through Grants.gov by
11:59 p.m. eastern time on May 31, 2018.
Go to https://www.grants.gov/web/grants/applicants/organization-registration.html for further
details on DUNS numbers, SAM, and Grants.gov registration steps and timeframes.
Note: Application Versions
If an applicant submits multiple versions of the same application, OJP will review only the most
recent system-validated version submitted.
Experiencing Unforeseen Grants.gov Technical Issues
An applicant that experiences unforeseen Grants.gov technical issues beyond its control that
prevent it from submitting its application by the deadline must contact the Grants.gov Customer
Support Hotline at https://www.grants.gov/web/grants/support.html or the SAM Help Desk
(Federal Service Desk) at https://www.fsd.gov/fsd-gov/home.do to report the technical issue and
receive a tracking number. The applicant must email the BJA contact identified in the Contact
Information section on the title page within 24 hours after the application deadline to request
approval to submit its application after the deadline. The applicant's email must describe the
technical difficulties, and must include a timeline of the applicant’s submission efforts, the
complete grant application, the applicant’s DUNS number, and any Grants.gov Help Desk or
SAM tracking number(s).
Note: OJP does not automatically approve requests to submit a late application. After
OJP reviews the applicant's request, and contacts the Grants.gov or SAM Help Desks to verify
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 untimely application
submission was due to the applicant's failure to follow all required procedures, OJP will deny the
applicant’s request to submit its application.
The following conditions generally are insufficient to justify late submissions:
• Failure to register in SAM or Grants.gov in sufficient time (SAM registration and renewal
can take as long as 10 business days to complete. The information transfer from SAM to
Grants.gov can take up to 48 hours.)
• Failure to follow Grants.gov instructions on how to register and apply as posted on its
website
• Failure to follow each instruction in the OJP solicitation
• Technical issues with the applicant’s computer or information technology environment,
such as issues with firewalls or browser incompatibility
BJA-2018-13574
36
Notifications regarding known technical problems with Grants.gov, if any, are posted at
the top of the OJP Funding Resource Center at https://ojp.gov/funding/index.htm.
E. Application Review Information
Review Criteria
Applications that meet basic minimum requirements will be evaluated by peer reviewers using
the following review criteria.
1. Description of the Issue (15%)
a. State clearly whether this request is to support a new BWC implementation, a
pilot implementation, or an expansion of existing efforts.
b. Provide justification and data in support of the need to implement a body-worn
camera program or expand an existing program.
c. Briefly describe the demographics of your jurisdiction.
d. Demonstrate agency plans to leverage digital multimedia evidence (DME) to help
inform and improve adjudication of cases.
e. Demonstrate understanding of how BWCs can be used to enhance officer safety,
support evidentiary effectiveness, and promote transparency and accountability
in your agency.
f. Provide metrics on agency personnel (sworn personnel) with respect to planned
BWC use, including:
i. Total number of sworn officers in the agency (or agencies)
ii. The number of sworn officers with patrol activities or daily citizen
interactions in the field
iii. The number of officers, including sworn and non-sworn, for whom the
project expects to provide BWCs as a result of this grant.
g. Identify the expected number of BWCs to be purchased with the requested
funds.
h. Additionally, all applicants must identify and provide the status of any other BWC
grant program for which they have pending applications.
2. Project Design and Implementation (35%)
a. All applicants must describe an implementation plan for achieving the objectives
of the BWC PIP.
b. Describe specifically how the project will accomplish expected outcomes by
providing the objectives and performance measures applicable to the project.
c. Demonstrate partnerships with allied criminal justice agencies likely to be
impacted by BWC use and DME.
d. Demonstrate plans to work with the local community to provide education and
seek feedback on community needs and concerns regarding BWC
implementation.
e. Address the travel attendance requirements for a mandatory national meeting
and an optional regional peer-to-peer information exchange opportunity.
f. Identify methods to develop policies and tracking mechanisms that include legal
liabilities of the Freedom of Information Act (FOIA) statutes and regulations
pertaining to storage, retention, redaction, and expungement as well as privacy
policies addressing BWC issues involving civil rights, as well as domestic
violence, juvenile, and other victims groups’ rights.
BJA-2018-13574
37
3. Capabilities and Competencies (15%)
a. Fully describe the applicant’s capabilities to implement the project and the
competencies of the staff assigned to the project.
b. Describe and demonstrate effective policy development and implementation and
describe program communication plans.
c. Describe the agency’s technology capabilities, including the implementation of
previous systems.
d. Describe previous mobile technology deployments and the results of those
efforts (e.g., mobile, records management systems (RMS), computer-aided
dispatch (CAD), electronic citations and other reports, mobile computers and
devices, in-car video, and mobile applications).
e. Provide evidence of broad stakeholder and community collaboration and a high
level of commitment from participating agencies and entities via MOUs or other
appropriate mechanisms. Such commitment for the BWC PIP should be
described in the application and submitted as attachments with the application.
i. Refer to the attached documentation of Prosecutor Support (see page
12).
ii. Refer to the attached affirmation of Review of BWC Digital Footage for
Enhancing Officer Safety (see page 12).
4. Program Continuity (5%)
a. Describe specifically how the jurisdiction will support the body-worn camera
program after the end of the grant period.
b. Address budgetary, policy, and administrative management continuity.
5. Plan for Collecting the Required Performance Measures Data (10%)
a. Describe the process for measuring project performance.
b. Identify the specific personnel who will collect the data, who is responsible for
performance measurement, and how the information will be used to guide and
evaluate the impact of the program.
c. Describe the applicant’s commitment to working with the BJA TTA provider to
document policy development processes, address other TTA issues, and report
accurate and timely updates regarding progress in training, BWC
implementation, and program development.
6. Budget (20%)
a. Provide a proposed budget and budget narrative that are complete, cost
effective, and allowable (e.g., reasonable, allocable, and necessary for project
activities).
b. Identify the number of cameras to be purchased with federal and match-funding
sources.
c. The budget narrative should demonstrate generally how the applicant will
maximize cost effectiveness of grant expenditures.
d. The budget narrative should enhance the information provided in the budget
detail worksheet, providing details about how the line items impact the overall
project.
BJA-2018-13574
38
e. The budget narrative should demonstrate cost effectiveness in relation to
potential alternatives and the objectives of the project.10
f. Travel expenditures, to include airfare, lodging, per diem, and other allowable
incidental costs for attending one national meeting and one regional peer-to-peer
information exchange opportunity, should be specified using applicable U.S.
General Services Administration (GSA) federal per diem rates. Please use
Washington, DC, as the destination when calculating the estimated costs for
required travel for the national meeting. For estimating travel costs for optional
regional peer-to-peer information exchange opportunities, use the city closest to
your agency from the following: Atlanta, GA; Sacramento, CA; or St. Louis, MO.
FY 2018 per diem rates can be found at https://www.gsa.gov/travel/plan-
book/per-diem-rates/per-diem-rates-lookup. The cities above are provided for
budget estimation and planning purposes. The national and regional gatherings
may take place in other cities.
Review Process
OJP is committed to ensuring a fair and open process for making awards. BJA reviews the
application to make sure that the information presented is reasonable, understandable,
measurable, and achievable, as well as consistent with the solicitation.
Peer reviewers will review the applications submitted under this solicitation that meet basic
minimum requirements. For purposes of assessing whether an application meets basic
minimum requirements and should proceed to further consideration, OJP screens applications
for compliance with those requirements. Although specific requirements may vary, the following
are common requirements applicable to all solicitations for funding under OJP programs:
• The application must be submitted by an eligible type of applicant.
• The application must request funding within programmatic funding constraints (if
applicable).
• The application must be responsive to the scope of the solicitation.
• The application must include all items designated as “critical elements.”
• The applicant must not be identified in SAM as excluded from receiving federal
awards.
For a list of the critical elements for this solicitation, see “What an Application Should Include”
under Section D. Application and Submission Information.
Peer review panels will evaluate, score, and rate applications that meet basic minimum
requirements. BJA 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 of a given solicitation who is not a current DOJ employee.
An internal reviewer is a current DOJ employee who is well-versed or has expertise in the
subject of this solicitation. Peer reviewers’ ratings and any resulting recommendations are
advisory only, although reviewer views are considered carefully. Other important considerations
for BJA include geographic diversity, strategic priorities, and available funding, as well as the
extent to which the budget detail worksheet and budget narrative accurately explain project
10 Generally speaking, a reasonable cost is a cost that, in its nature or amount, does not exceed that
which would be incurred by a prudent person under the circumstances prevailing at the time the decision
was made to incur the cost.
BJA-2018-13574
39
costs that are reasonable, necessary, and otherwise allowable under federal law and applicable
federal cost principles.
Pursuant to the Part 200 Uniform Requirements, before award decisions are made, OJP also
reviews information related to the degree of risk posed by the applicant. Among other things to
help assess whether an applicant that has one or more prior federal awards has a satisfactory
record with respect to performance, integrity, and business ethics, OJP checks whether the
applicant is listed in SAM as excluded from receiving a federal award.
In addition, if OJP anticipates that an award will exceed $150,000 in federal funds, OJP also
must review and consider any information about the applicant that appears in the non-public
segment of the integrity and performance system accessible through SAM (currently, the
Federal Awardee Performance and Integrity Information System, FAPIIS).
Important note on FAPIIS: An applicant, at its option, may review and comment on any
information about itself that currently appears in FAPIIS and was entered by a federal awarding
agency. OJP will consider any such comments by the applicant, in addition to the other
information in FAPIIS, in its assessment of the risk posed by the applicant.
The evaluation of risks goes beyond information in SAM, however. OJP itself has in place a
framework for evaluating risks posed by applicants for competitive awards. OJP takes into
account information pertinent to matters such as:
1. Applicant financial stability and fiscal integrity
2. Quality of the applicant’s management systems, and the applicant’s ability to meet
prescribed management standards, including those outlined in the DOJ Grants Financial
Guide
3. Applicant's history of performance under OJP and other DOJ awards (including
compliance with reporting requirements and award conditions), as well as awards from
other federal agencies
4. Reports and findings from audits of the applicant, including audits under the Part 200
Uniform Requirements
5. Applicant's ability to comply with statutory and regulatory requirements, and to effectively
implement other award requirements.
Absent explicit statutory authorization or written delegation of authority to the contrary, all final
award decisions will be made by the Assistant Attorney General, who may take into account not
only peer review ratings and BJA recommendations, but also other factors as indicated in this
section.
F. Federal Award Administration Information
Federal Award Notices
Award notifications will be made by September 30, 2018. OJP sends award notifications by
email through GMS to the individuals listed in the application as the point of contact and the
authorizing official (E-Biz POC and AOR). The email notification includes detailed instructions
on how to access and view the award documents, and steps to take in GMS to start the award
BJA-2018-13574
40
acceptance process. GMS automatically issues the notifications at 9:00 p.m. eastern time on
the award date.
For each award recipient, an individual with the necessary authority to bind the recipient will be
required to log in; execute a set of legal certifications and a set of legal assurances; designate a
financial point of contact; thoroughly review the award, including all award conditions; and sign
and accept the award. The award acceptance process requires physical signature of the award
document by the authorized representative and the scanning and submission 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 OJP-
approved application, the recipient must comply with all award conditions, as well as all
applicable requirements of federal statutes and regulations (including applicable requirements
referred to in the assurances and certifications executed in connection with award acceptance).
OJP strongly encourages prospective applicants to review information on post-award legal
requirements and common OJP award conditions prior to submitting an application.
Applicants should consult the “Overview of Legal Requirements Generally Applicable to OJP
Grants and Cooperative Agreements - FY 2018 Awards,” available in the OJP Funding
Resource Center at https://ojp.gov/funding/index.htm. In addition, applicants should examine the
following two legal documents, as each award recipient must execute both documents before it
may receive any award funds. (An applicant is not required to submit these documents as part
of an application.)
• Certifications Regarding Lobbying; Debarment, Suspension and Other Responsibility
Matters; and Drug-Free Workplace Requirements
• Certified Standard Assurances
The webpages accessible through the “Overview of Legal Requirements Generally Applicable to
OJP Grants and Cooperative Agreements - FY 2018 Awards” are intended to give applicants for
OJP awards a general overview of important statutes, regulations, and award conditions that
apply to many (or in some cases, all) OJP grants and cooperative agreements awarded in FY
2018. Individual OJP awards typically also will include additional award conditions. Those
additional conditions may relate to the particular statute, program, or solicitation under which the
award is made; to the substance of the funded application; to the recipient's performance under
other federal awards; to the recipient's legal status (e.g., as a for-profit entity); or to other
pertinent considerations.
General Information about Post-Federal Award Reporting Requirements
In addition to the deliverables described in Section A. Program Description, any recipient of an
award under this solicitation will be required to submit the following reports and data.
Required reports. Recipients typically must submit quarterly financial reports, semi-annual
progress reports, final financial and progress reports, and, if applicable, an annual audit report in
accordance with the Part 200 Uniform Requirements or specific award conditions. Future
awards and fund drawdowns may be withheld if reports are delinquent. (In appropriate cases,
OJP may require additional reports.)
BJA-2018-13574
41
Awards that exceed $500,000 will include an additional condition that, under specific
circumstances, will require the recipient to report (to FAPIIS) information on civil, criminal, and
administrative proceedings connected with (or connected to the performance of) either the OJP
award or any other grant, cooperative agreement, or procurement contract from the federal
government. Additional information on this reporting requirement appears in the text of the
award condition posted on the OJP webpage at https://ojp.gov/funding/FAPIIS.htm.
Data on performance measures. In addition to required reports, each award recipient also must
provide data that measure the results of the work done under the award. To demonstrate
program progress and success, as well as to assist DOJ in 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, OJP will require any award recipient, post
award, to provide performance data as part of regular progress reporting. Award recipients will
be required to access OJP’s performance measurement page at www.ojp.gov/performance to
view the specific reporting requirements for this grant program.
G. Federal Awarding Agency Contact(s)
For OJP contact(s), see the title page.
For contact information for Grants.gov, see the title page.
H. Other Information
Freedom of Information Act and Privacy Act (5 U.S.C. 552 and 5 U.S.C. 552a)
All applications submitted to OJP (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 pursuant to FOIA if DOJ determines that the
responsive information either is protected under the Privacy Act or falls within the scope of one
of nine statutory exemptions under FOIA. DOJ cannot agree in advance of a request pursuant
to FOIA not to release some or all portions of an application.
In its review of records that are responsive to a FOIA request, OJP 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, OJP will request the views of the applicant/recipient that submitted a responsive
document.
For example, if OJP receives a request pursuant to FOIA for an application submitted by a
nonprofit or for-profit organization or an institution of higher education, or for an application that
involves research, OJP typically will contact the applicant/recipient that submitted the
application and ask it to identify—quite precisely—any particular information in the application
that the applicant/recipient believes falls under a FOIA exemption, the specific exemption it
believes applies, and why. After considering the submission by the applicant/recipient, OJP
makes an independent assessment regarding withholding information. OJP generally follows a
similar process for requests pursuant to FOIA for applications that may contain law-enforcement
sensitive information.
BJA-2018-13574
42
Provide Feedback to OJP
To assist OJP in improving its application and award processes, OJP encourages applicants to
provide feedback on this solicitation, the application submission process, and/or the application
review process. Provide feedback to OJPSolicitationFeedback@usdoj.gov.
IMPORTANT: This email is for feedback and suggestions only. OJP does not reply from this
mailbox to messages it receives in this mailbox. Any prospective applicant that has specific
questions on any program or technical aspect of the solicitation must use the appropriate
telephone number or email listed on the front of this document to obtain information. These
contacts are provided to help ensure that prospective applicants can directly reach an individual
who can address specific questions in a timely manner.
If you are interested in being a reviewer for other OJP grant applications, please email your
résumé to ojppeerreview@l-secb.com. (Do not send your résumé to the OJP Solicitation
Feedback email account.) Note: Neither you nor anyone else from your organization or entity
can be a peer reviewer in a competition in which you or your organization/entity has submitted
an application.
BJA-2018-13574
43
Appendix: Application Checklist
Body-Worn Camera Policy and Implementation Program
FY 2018 Competitive Grant Announcement
This application checklist has been created as an aid in developing an application.
What an Applicant Should Do:
Prior to Registering in Grants.gov:
_____ Acquire a DUNS Number (see page 34)
_____ Acquire or renew registration with SAM (see page 34)
To Register with Grants.gov:
_____ Acquire AOR and Grants.gov username/password (see page 34)
_____ Acquire AOR confirmation from the E-Biz POC (see page 34)
To Find Funding Opportunity:
_____ Search for the Funding Opportunity on Grants.gov (see page 35)
_____ Select the correct Competition ID (see page 35)
_____ Access Funding Opportunity and Application Package (see page 35)
_____ Sign up for Grants.gov email notifications (optional) (see page 32)
_____ Read Important Notice: Applying for Grants in Grants.gov
_____ Read OJP policy and guidance on conference approval, planning, and reporting
available at ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.10a.htm
(see page 18)
After Application Submission, Receive Grants.gov Email Notifications That:
_____ (1) application has been received,
_____ (2) application has either been successfully validated or rejected with errors
(see page 35)
If No Grants.gov Receipt, and Validation or Error Notifications are Received:
_____ contact [insert BPO] regarding experiencing technical difficulties
(see page 36)
Overview of Post-Award Legal Requirements:
_____ Review the “Overview of Legal Requirements Generally Applicable to OJP Grants and
Cooperative Agreements - FY 2018 Awards” in the OJP Funding Resource Center at
https://ojp.gov/funding/index.htm.
Scope Requirement:
_____ The federal amount requested is within the allowable limit(s) (see pages 7-9).
Eligibility Requirement: Eligible applicants are limited to units of state government, units of
local government, and federally recognized Indian tribal governments that perform law
enforcement functions (as determined by the Secretary of the Interior), or any department,
BJA-2018-13574
44
agency, or instrumentality of the foregoing that performs criminal justice functions (including
combinations of the preceding, one of which is designated as the primary applicant).
What an Application Should Include:
_____ Application for Federal Assistance (SF-424) (see page 20)
_____ Intergovernmental Review (see page 20)
_____ Project Abstract (see page 21)
_____ Program Narrative (see page 21)
_____ Budget Detail Worksheet (see page 23)
_____ Budget Narrative (see page 23)
_____ Indirect Cost Rate Agreement (if applicable) (see page 26)
_____ Tribal Authorizing Resolution (if applicable) (see page 26)
_____ Financial Management and System of Internal Controls Questionnaire
(see page 27)
_____ Disclosure of Lobbying Activities (SF-LLL) (see page 27)
_____ Additional Attachments
_____ Applicant Disclosure of Pending Applications (see page 28)
_____ Research and Evaluation Independence and Integrity (see page 29)
_____ Disclosure of Process related to Executive Compensation
(see page 30)
_____ Request and Justification for Employee Compensation; Waiver (if applicable)
(see page 18)
_____ Letter of Intent or MOU from Designated Subagency Participants (if applicable)
(see page 31)
_____ Affirmation of Regular Reviews of BWC Digital Footage to Improve Officer Safety
(see page 32)