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2014 Ordinance No. 036
• ORDINANCE NO. 3v, SERIES OF 2014 BY AUTHORITY COUNCIL BILL NO. 37 INTRODUCED BY COUNCIL MEMBER OLSON AN ORDINANCE AUTHORIZING AN INTERGOVERNMENTAL AGREEMENT REGARDING THE APPLICATION FOR AND ACCEPTANCE OF AN EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) PROGRAM FY 2014 LOCAL SOLICITATION. WHEREAS, the Englewood City Council previously authorized the application for and acceptance of Justice Assistance Grants (JAG) with the passage of Ordinance No. 49, Series of 2008; Ordinance No. 12, Series 2009; and Ordinance No. 27, Series of2009; Ordinance No. 16, Series of2010; Ordinance No. 33, Series of 2011; Ordinance No. 24, Series of2012; and OrdinanceNo.36,Seriesof2013;and WHEREAS, the award is based upon a congressionally mandated JAG formula which is based on the State's share of violent crime and population and Englewood receives an amount based on the City's proportion of the State's three-year violent crime average; and WHEREAS, the Justice Assistance Grant is a non-matching grant for 2014, awarding the City of Englewood Ten Thousand and Eighty Dollars, ($10,080.00); and WHEREAS, the JAG funding will be used to purchase new communications/computer equipment for the Incident Command Van; an extension bed for a Police command vehicle; new point-and-shoot cameras for crime scene investigators; and camera equipment for higher level processing of crime and accident scenes; and WHEREAS, the Justice Assistance Grant incorporates funds from the U.S. Department of Justice. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ENGLEWOOD, COLORADO, AS FOLLOWS : Section 1. The City Council of the City of Englewood, Colorado hereby authorizes the City to apply for and accept the Justice Assistance Grant from Edward Byrne Justice Assistance Grant Program, attached hereto as Exhibit A. Section 2. The Mayor is authorized to execute the acceptance of the grant for and on behalf of the City of Englewood. Section 3. The Justice Assistance Grant incorporates federal funds from the U.S. Department of Justice. 9 b i Introduced, read in full, and passed on first reading on the 7th day of July, 2014. Published by Title as a Bill for an Ordinance in the City's official newspaper on the 11 th day of July, 2014. Published as a Bill for an Ordinance on the City's official website beginning on the 9lh day of July, 2014 for thirty (30) days. Read by title and passed on final reading on the 21st day of July, 2014. Published by title in the City's official newspaper as Ordinance No.~ Series of 2014, on the 25th day of July, 2014. Published by title on the City's official website beginning on the 23rd day of July, 2014 for thirty (30) days. 1, Loucrishia A. Ellis, City Clerk of the City of Englewood, Colorado, hereby certify that the above and foregoing is~J:rue copy of the Ordinance passed on final reading and published by title as Ordinance No.~ Series of 2014. • • • U.S. Department of Justice Office of Justice Programs Bureau of Justice Assistance 0MB No. 1121-0329 Approval Expires 07/31/2016 The U.S. Department of Justice (DOJ), Office of Justice Programs' (OJP) Bureau of Justice Assistance {BJA) is seeking applications for funding under the Edward Byrne Memorial Justice Assistance Grant (JAG) Program. This program furthers the Department's mission by assisting state, local, and tribal efforts to prevent or reduce crime and violence. Edward Byrne Memorial Justice Assistance Grant (JAG) Program FY 2014 Local Solicitation Eligibility Applicants are limited to units of local government appearing on the FY 2014 JAG Allocations List. To view this list, go to www.bja.gov/programs/jaq/14jaqallocations.html. For JAG Program purposes, a unit of local government is: a town, township, village, parish, city, county, borough, or other general purpose political subdivision of a state; or, it may also be a federally recognized Indian tribe that performs law enforcement functions (as determined by the Secretary of the Interior). Otherwise a unit of local government may be any law enforcement district or judicial enforcement district established under applicable state law with authority to independently establish a budget and impose taxes. In Louisiana, a unit of local government means a district attorney or parish sheriff. In the District of Columbia or any U.S. Trust Territory, a unit of local government is any agency of the District of Columbia or federal government performing law enforcement functions for the District of Columbia or U.S. Trust Territory. Deadline Applicants must register in OJP's Grants Management System (GMS) prior to submitting an application for this funding opportunity. Select the "Apply Online" button associated with the solicitation title. See the "How to Apply" section on page 20 for more details. All registrations and applications are due by 8:00 p.m. eastern time on June 10, 2014. (See "Deadlines: Registration and Applicationt page 4.) Contact Information For technical assistance with submitting an application, contact the Grants Management System Support Hotline at 1-888-549-9901, option 3, or via e-mail to GMS.HelpDesk@usdoj .gov. The GMS Support Hotline hours of operation are Monday-Friday from 6:00 a.m. to 12 midnight eastern time, except federal holidays. Applicants that experience unforeseen GMS technical issues beyond their control that prevent them from submitting their application by the deadline must e-mail the BJA contact identified I! X H I • + A below within 24 hours after the application deadline and request approval to submit their application. For assistance with any other requirement of this solicitation, contact the BJA Justice Information Center at 1-877-927-5657, via e-mail to JIC@telesishq.com, or by live web chat. The BJA Justice Information Center hours of operation are 8:30 a.m. to 5:00 p.m. eastern time, Monday through Friday, and 8:30 a.m. to 8:00 p.m. eastern time, on the solicitation close date. You may also contact your State Policy Advisor . Release date: April 24, 2014 2 • • • Contents Overview .................................................................................................................................... 4 Deadlines: Registration and Application ..................................................................................... 4 Eligibility ..................................................................................................................................... 4 Program-Specific Information ..................................................................................................... 4 Amount and Length of Awards ........................................................................................... 8 Budget Information ............................................................................................................. 7 Other JAG Requirements ................................................................................................... 9 Reporting Requirements, Accountability Measures, and JAG Showcase ................................. 11 Priorities ................................................................................................................................... 12 What an Application Should lnclude .......................................................................................... 14 Information to Complete the Application for Federal Assistance (SF--424) (Required) ........................................................................................................... 14 Project Abstract (Required) ................................................................................. 14 Program Narrative (Required) .......................................................................................... 15 Budget and Budget Narrative (Requlred) .......................................................................... 15 Review Narrative (Required) ............................................................................................ 15 Applicant Disclosure of Pending Applications (Required) ................................................. 16 • Memorandum of Understanding (if applicable) .................................................................. 17 Tribal Authorizing Resolution (if applicable) ....................................................................... 17 Applicant Disclosure of High Risk Status ............................................................................ 17 Additional Attachments (if applicable) ................................................................................ 18 Accounting System and Financial Capability Questionnaire .............................................. 18 Review Process ........................................................................................................................ 19 Additional Requirements ........................................................................................................... 19 How to Appy ............................................................................................................................. 20 Provide Feedback to OJP ......................................................................................................... 22 Application Checklist ................................................................................................................ 23 3 Edward Byrne Memorial Justice Assistance Grant (JAG) Program: FY 2014 Local Solicitation (CFDA #16.738) Overview The Edward Byrne Memorial Justice Assistance Grant (JAG) Program (42 U.S.C. 3751 (a)) is the primary provider of federal criminal justice funding to state and local jurisdictions. The JAG Program provides states and units of local governments with critical funding necessary to support a range of program areas including law enforcement, prosecution and court programs including indigent defense, prevention and education programs , corrections and community corrections, drug treatment and enforcement, crime victim and witness initiatives, and planning, evaluation, and technology improvement programs. Deadlines: Registration and Application Applicants must register in GMS prior to submitting an application for this funding opportunity. The deadline to register in GMS and the deadline to apply for funding under this announcement is 8:00 p.m. eastern time on June 10, 2014. See "How To Apply" on page 20 for details. Eligibility Refer to the title page for eligibility under this program. Program-Specific Information Program Areas JAG funds may be used for state and local initiatives, technical assistance, strategic planning, research and evaluation (including forensics), data collection, training, personnel, equipment, forensic laboratories, supplies, contractual support, and criminal justice information systems that will improve or enhance such areas as: • Law enforcement programs . • Prosecution and court programs, including indigent defense. • Prevention and education programs. • Corrections and community corrections programs. • Drug treatment and enforcement programs. • Planning, evaluation, and technology improvement programs . • Crime victim and witness programs (other than compensation). *Please note that JAG funding may be utilized In support of: • • • Systems upgrades (hardware/software}, including potential upgrades necessary for state, territories, units of local government and/or tribes to come into compliance with the FBl's UCR Redevelopment Project (UCRRP}. • Developing or sustaining state compatible incident based reporting systems . • 4 • Award Recipient Responsibilities: The Chief Executive Officer (CEO) of an eligible unit of local government or other officer designated by the CEO must submit the application for JAG funds. A unit of local government receiving a JAG award will be responsible for the administration of the funds Including: distributing the funds; monitoring the award; submitting quarterly financial status (SF-425) and perfonnance metrics reports and annual programmatic reports; and providing ongoing oversight and assistance to any subreciplents of the funds. Governing Body Review: No fewer than 30 days prior to application submission, the applicant agency (fiscal agent in disparate situations) must make the grant application available for review by the governing body (or to the organization designated by the governing body. See the Review Narrative section on page 15 for additional Information. Public Comment: At the time of application submission, the applicant agency (the fiscal agent in disparate situations) must provide an assurance that the application was made public and an opportunity to comment was provided to citizens and neighborhood or community organizations to the extent the applicable law or established procedure makes such an opportunity available. See the Review Narrative section on page 15 for additional lnfonnatlon. Prohibited Uses: No JAG funds may be expended outside of JAG program areas. Even within these program areas, however, JAG funds cannot be used directly or indirectly for security enhancements or equipment for nongovernmental entities not engaged in criminal justice or public safety. Additionally, JAG funds may not be used directly or Indirectly to pay for any of the following Items unless the BJA Director certifies that extraordinary and exigent circumstances exist, making them essential to the maintenance of public safety and good order: • -Vehicles, vessels, or aircraft. • **Unmanned aerial vehicles/unmanned aircraft, aircraft system, or aerial vehicles (UAJUAS/UA V). • Luxury items. • Real estate. • Construction projects (other than penal or correctional institutions). • Any similar items. *Police cruisers, police boats, and pollce helicopters are allowable vehicles under JAG and do not require BJA certification. **Unmanned Aircraft, Aircraft System, or Aerial Vehicles (UA/UAS/UAV): No JAG funds may be expended on these items unless the BJA Director certifies that extraordinary and exigent circumstances exist, making them essential to the maintenance of public safety and good order. In addition, no JAG funds may be expended for this purpose without Federal Aviation Administration (FAA) approval and certification that the use is legal in the local jurisdiction. Also, any grant award using funds for this purpose may be subject to additional conditions and reporting criteria, which will be spelled out in a customized special condition attached to the grant award. For Information related to requesting a waiver to obtain BJA certlffcatlon for any prohibited item, or for examples of allowable vehicles that do not require BJA certlncatlon, refer to the JAG FAQs on BJA's JAG web page. 5 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; and • improving the translation of evidence Into practice. OJP considers programs and practices to be evidence-based when their effectiveness has been demonstrated by causal evidence, generally obtained through one or more outcome evaluations. Causal evidence documents a relationship between an activity or Intervention (including technology} and its intended outcome, including measuring the direction and size of a change, and the extent to which a change may be attributed to the activity or intervention. Causal evidence depends on the use of scientific methods to rule out, to the extent possible, alternative explanations for the documented change. The strength of causal evidence, based on the factors described above, will influence the degree to which OJP considers a program or practice to be evidence-based. OJP's CrimeSolutions.gov web site is one resource that applicants may use to find information about evidence-based programs in criminal justice, juvenile justice, and crime victim services. Additionally, when considering evidence-based programs and practices specific to reentry, it is recommended that Jurisdictions review the What Works in Reentry Clearinghouse for important research on the effectiveness of a wide variety of reentry programs and practices. The Clearinghouse provides a one-stop shop for practitioners and service providers seeking guidance on evidence-based reentry interventions. Amount and Length of Awards Eligible allocations under JAG are posted annually on BJA's JAG web page: www.bja .gov/ProgramDetails.aspx?Proqram 10=59. Awards of at least $25,000 or more are 4 years in length with an award period of October 1, 2013 through September 30, 2017. Extensions beyond a 4-year period may be made on a case- by-case basis at the discretion of BJA and must be requested via the Grants Management System (GMS) no less than 30 days prior to the grant end date. Awards that are less than $25,000 are 2 years In length with an award period of October 1, 2013 through September 30, 2015. Requests for up to an additional 2 years to complete performance of the award will be granted automatically, pursuant to 42 U.S.C. § 3751 {f}. Extensions beyond a 4-year period may be made on a case-by-case basis at the discretion of BJA and must be requested via the Grants Management System (GMS) no less than 30 days prior to the grant end date. All awards are subject to the availability of appropriated funds and to any modifications or additional requirements that may be imposed by law. 8 • • • • • Budget Information AG awards are based on a statutory formula as described below. Although JAG grantees and subgrantees are required to report on quarterly accountability measures through BJA's Performance Measurement Tool (PMT), those reports are Intended to promote greater transparency about the use of JAG funds and do not detennlne the amount of JAG funds allocated to a state and/or localities. Applicants must submit a budget and budget narrative outlining how JAG funds, including administrative funds if applicable, will be used to support and implement the program. See the budget narrative description under the "How to Apply" section (page 20) for more Information. JAG Formula: Once each fiscal year's overall JAG Program funding level is determined, BJA partners with the Bureau of Justice Statistics (BJS) to begin a four-step grant award calculation process which consists of: 1. Computing an initial JAG allocation for each state and territory, based on their share of violent crime and population (weighted equally). 2. Reviewing the initial JAG allocation amount to determine if the state or territory allocation is less than the minimum ("de minimus") award amount defined in the JAG legislation (0.25 percent of the total). If this is the case, the state or territory is funded at the minimum level, and the funds required for this are deducted from the overall pool of JAG funds. Each of the remaining states receives the minimum award plus an additional amount based on their share of violent crime and population. 3. Dividing each state's final award amount (except for the territories and District of Columbia) between state and local governments at a rate of 60 and 40 percent, respectively. 4. Determining local unit of government award allocations, which are based on their proportion of the state's 3-year violent crime average. If a local eligible award amount is less than $10,000, the funds are returned to the state to be awarded to these local units of government through the state agency. If the eligible award amount is $10,000 or more, then the local government is eligible to apply for a JAG award directly from BJA. Administrative Funds: A unit of local govemment may use up to 10 percent of the award, including interest, for costs associated with administering JAG funds. Supplanting: Supplanting is prohibited under JAG. Applicants cannot replace or supplant non- federal funds that have been appropriated for the same purpose. See the JAG FAQs on BJA's JAG web page for examples of supplanting. Leveraging of Grant Funds: Although supplanting is prohibited, the leveraging of federal funding is encouraged. For example, a city may utilize JAG and Homeland Security Grant Program (HSGP) money to fund different portions of a fusion center project. In instances where leveraging occurs, all federal grant funds must be tracked and reported on separately and may not be used to fund the same line items. Additionally, federal funds cannot be used as match for other federal awards. 7 Disparate Certification: A disparate allocation occurs when a city or municipality is allocated one-and-one-half times (150 percent) more than the county, while the county bears more than 50 percent of the costs associated with prosecution or Incarceration of the municipality's Part 1 violent crimes. A disparate allocation also occurs when multiple cities or municipalities are collectively allocated four tlmes {400 percent) more than the county, and the county bears more than 50 percent of the collective costs associated with prosecution or incarceration of each municipality's Part 1 violent crimes. * Jurisdictions certified as disparate must identify a fiscal agent that will submit a Joint application for the aggregate eligible allocation to all disparate municipalities. The joint application must determine and specify the award distribution to each unit of local government and the purposes for which the funds will be used. When beginning the JAG application process, a Memorandum of Understanding (MOU) that identifies wh ich jurisdiction will serve as the applicant/fiscal agent for joint funds must be completed and signed by the Authorized Representative for each participating jurisdiction. The signed MOU should be attached to the application . For a sample MOU, go to www.bja.gov/Funding/JAGMOU.pcff. Trust Fund: SMs may draw down JAG funds In advance. To do so, a trust fund must be established in which to deposit the funds. The trust fund may or may not be an Interest-bearing account. If subreciplents draw down JAG funds in advance, they also must establish a trust fund in which to deposit funds. This trust fund requirement does not apply to direct JAG award recipients or subreclpients that draw-down on a reimbursement basis rather than in advance. Match Requirement: Match is not required under the JAG Program. Although match is an • effective strategy to expand justice funds and build buy &in for local criminal justice initiatives, BJA encourages states to consider financial and other potential local constraints related to imposing a match requirement on subgrantees, as it may adversely affect small local jurisdictions. Matching funds become part of the overall award amount, and as such are subject to audit and should be expended prior to closeout. Limitation on Use of Award Funds for Employee Compensation; Waiver With respect to any award of more than $250,000 made under this solicitation, recipients may not use federal funds to pay total cash compensation (salary plus cash bonuses) to any employee of the award recipient at a rate that exceeds 11 O 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. The 2014 salary table for SES employees is available at www.opm.gov/salary-tablea . 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. (Any such additional compensation will not be considered matching funds where match requirements apply.) The Assistant Attorney General for OJP may exercise discretion to waive, on an individual basis, the limitation on compensation rates allowable under an award. An applicant requesting a waiver should include a detailed justification in the budget narrative of the application. Unless the applicant submits a waiver request and justification with the application, the applicant should anticipate that OJP will request the applicant to adjust and resubmit the budget. The justification should include the particular qualifications and expertise of the individual, the • uniqueness of the service the individual will provide, the individual's specific knowledge of the B program or project being undertaken with award funds, and a statement explaining that the individual's salary is commensurate with the regular and customary rate for an individual with his/her qualifications and expertise, and for the work to be done. Prior Approval, Planning, and Reporting of Confarence/MeetlngfTralnlng Costa OJP strongly encourages applicants that propose to use award funds for any conference-, meeting-, or training-related activity to review carefully-before submitting an application-the OJP policy and guidance on "conference• approval, planning, and reporting available at www.ojp.gov/fundlng/confcost.htm. OJP policy and guidance (1) encourage minimization of conference, meeting, and training costs; (2) require prior written approval (which may affect project timelines) of most such costs for cooperative agreement recipients and of some such costs for grant recipients; and (3) set cost limits, including a general prohibition of all food and beverage costs. Costa 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 of the OJP "Other Requirements for OJP Applications" web page at www.ojp.usdoj.gov/fundinq/other requirements.htm. • Other JAG Requirements Body Armor Certification • Ballistic-resistant and stab-resistant body armor can be funded through two BJA- administered programs: the JAG Program and the Bulletproof Vest Partnership (BVP) Program. • The BVP Program is designed to provide a critical resource to state and local law enforcement through the purchase of ballistic-resistant and stab-resistant body armor. A jurisdiction is able to request up to 50 percent of the cost of a vest with BVP funds. For more information on the BVP Program, including eligibility and application, refer to the BVP web ~- • JAG funds may also be used to purchase vests for an agency, but they may not be used to pay for that portion of the ballistic-resistant vest (50 percent) that is not covered by BVP funds. Unlike BVP, JAG funds used to purchase vests do not require a 50 percent match. • Vests purchased with JAG funds may be purchased at any threat level, make, or model from any distributor or manufacturer, as long as the vests have been tested and found to comply with the latest applicable National Institute of Justice (NIJ) ballistic or stab standards. In addition, vests purchased must be American-made. Information on the latest NIJ standards can be found at: www.nij.gov/topics/technology/body-armor/safety-initiative.htm. • As is the case in BVP, grantees who wish to purchase vests with JAG funds must certify that law enforcement agencies receiving vests have a written "mandatory wear' policy in effect. 9 FAQs related to the mandatory wear policy and certifications can be found at www.bla.gov/Fundlng/JAGFAQ.pdf. This policy must be in place for at least all uniformed officers before any FY 2014 funding can be used by the agency for vests. There are no requirements regarding the nature of the policy other than it being a mandatory wear policy for all uniformed officers while on duty. The certification must be signed by the certifying official and must be attached to the application. If the grantee proposes to change project activities to utilize JAG funds to purchase bulletproof vests after the application period (during the project period), the grantee must submit the signed certification to BJA at that time. A mandatory wear concept and Issues paper and a model policy are available by contacting the BVP Customer Support Center atvests@usdoj.gov or toll free at 1-877-758- 3787. • A copy of the certification related to the mandatory wear can be found at: www.bja.gov/Funding/BodyArmorMandatoryWearCert .pdf. Interoperable Communications • Grantees {Including subgrantees) that are using FY 2014 JAG Program funds to support emergency communications activities (including the purchase of interoperable communications equipment and technologies such as voice -over-internet protocol bridging or gateway devices, or equipment to support the build out of wireless broadband networks in the 700 MHz public safety band under the Federal Communications Commission (FCC) Waiver Order) must ensure: ► Compliance with the FY 2014 SAFECOM Guidance on Emergency Communications Grants (including provisions on technical standards that ensure and enhance interoperable communications). ► Adherence to the technical standards set forth in the FCC Waiver Order, or any succeeding FCC orders, rules, or regulations pertaining to broadband operations in the 700 MHz public safety band. ► Projects support the Statewide Communication Interoperability Plan (SCIP) and are fully coordinated with the full-time Statewide Interoperability Coordinator (SWIC) in the state of the project. As the central coordination point for their state 's interoperability effo rt , the SWIC plays a critical role, and can serve as a valuable resource. SWICs are responsible for the implementation of the SCIP through coordination and collaboration with the emergency response community. The U.S. Department of Homeland Security Office of Emergency Communications maintains a list of SWICs for each of the 56 states and territories. Contact OEC@hg.dhs.gov. ► All communications equipment purchased with grant award funding (plus the quantity purchased of each item) is identified during quarterly performance metrics reporting . Use of Global Standards Package In order to promote information sharing and enable interoperability among disparate systems across the justice and public safety community, OJP requires the grantee to comply with DOJ's Global Justice Information Sharing Initiative (DOJ's Global) guidelines and recommendations for this particular grant. Grantee shall conform to the Global Standards Package (GSP) and all constituent elements, where applicable, as described at: www.it.ojp.gov/gsp grantconditlon. • Grantees shall document planned approaches to information sharing and describe compliance • 10 to the GSP and appropriate privacy policy that protects shared information, or provide detailed justification for why an alternative approach Is recommended . DNA Testing of Evldentlary Materials and Upload of DNA Profiles to a Database If JAG program funds will be used for DNA testing of evidentiary materials, any resulting eligible DNA profiles must be uploaded to the Combined DNA Index System (CODI$, the national DNA database operated by the Federal Bureau of Investigation (FBI)) by a government DNA lab with access to CODIS. No profiles generated with JAG funding may be entered into any other non- governmental DNA database without prior express written approval from BJA. For more information, refer to the NIJ FY 2014 DNA Backlog Reduction Program, available at https://ncjrs.gov/pdffiles1/nij/sl001112.pdf. In addition, funds may not be used for purchase of DNA equipment and supplies when the resulting DNA profiles from such technology are not accepted for entry into CODIS. Reporting Requirements, Accountability Measures, and JAG Showcase Award recipients will be required to submit quarterly financial status (SF-425) and annual programmatic reports through GMS, quarterly accountability metrics reports (see below) through BJA's Performance Measurement Tool <fMI), and Federal Funding Accountability and Transparency Act (FFATA) reports through the FFATA Sub-award Reporting System (FSRS} as necessary (see FFATA section below). -Accountability Measures • To assist the Department 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, applicants who receive funding under this solicitation must provide data that measures the results of their work done under this solicitation. Quarterly accountability metrics reports must be submitted through BJA'a PMT, available at www.biaperfonnancetools.org. The accountability measures can be found at: www.biaperfonnancetools.org/help/JAGMeasuresQuestlonnalre.pdf. Data reported by JAG grantees and subgrantees for this report does not determine JAG funding, which is calculated based on a statutory formula combining population and Uniform Crime Reporting Part I crime data. BJA encourages JAG grantees to make decisions on funding through a collaborative process involving all major stakeholders including law enforcement, courts, indigent defense, prosecution, corrections and community corrections, treatment providers, crime victims, and others. The measures are not designed to replace the planning that should occur at the state and local level. Submission of accountability measures data is not required for the application. Instead, applicants should discuss in their application their proposed methods for collecting data for accountability measures. Refer to the section "What an Application Should Include" on page 14 for additional information. Note on Project Evaluations Applicants that propose to use funds awarded through this solicitation to conduct project evaluations should be aware that certain project evaluations (such as systematic investigations 11 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 11 research. • Applicants should provide sufficient information for OJP to determine whether the particular project they propose would either Intentionally or unintentionally collect and/or use information in such a way that it meets the DOJ regulatory definition of research. Research, for the purposes of human subjects protections for OJP-funded programs, is defined as, "a systematic investigation, including research development, testing, and evaluation, designed to develop or contribute to generalizable knowledge• 28 C.F.R. § 46.102(d). For additional information on determining whether a proposed activity would constitute research, see the decision tree to assist applicants on the 11Research and the Protection of Human Subjects• section of the OJP "Other Requirements for OJP Applications• web page (www.ojp.ysdoj.gov/funding/other requirements.htm). Applicants whose proposals may involve a research or statistical component also should review the "Confidentiality" section on that Web page. JAG Showcase The JAG Showcase was designed to identify and highlight JAG projects that have demonstrated success or shown promise in reducing crime and pos itively impacting communities. BJA has now expanded the concept of the JAG Showcase to other BJA grant programs and created a new BJA Success Story web page. This new web page will be a valuable resource for states, localities, territories, tribes and criminal justice professionals who seek to identify and learn about JAG and other successful BJA funded projects linked to innovation, crime reduction, and evidence based practices. If you have a JAG Success Story you would like to submit, sign in to your My BJA account to access the Success Story Submission form. If you do not have a My BJA account. please Register. Once you register, one of the available areas on your My BJA page will be "My Success Stories". Within this box, you will see an option to add a Success Story. Once reviewed and approved by BJA, all success stories will appear on the new BJA Success Storv web page. Priorities BJA recognizes that the downturn in the economy has resulted in significant pressures on state and local criminal justice systems. In these challenging times, shared priorities and leveraged resources can make a significant impact In light of this, it is important to make SAAs and local JAG recipients aware of several areas of priority that may be of help in maximizing the effectiveness of JAG funding at the state and local level. In addition to our longstanding and unwavering commitment to keeping violent crime at its lowest level in decades, the following priorities represent key areas where BJA will be focusing nationally and invite each state and local JAG recipient to join us in addressing these challenges as a part of our JAG partnership. 12 • • • Reducing Gun Violence Gun violence has touched every state, county, city, town, and tribal government in America. In the aftermath of the Sandy Hook Elementary School tragedy and recent mass shooting at the Washington Navy Yard, BJA continues to encourage states and localities to invest valuable JAG funds in programs to: combat gun violence, enforce existing firearms laws. improve the process used to ensure that those prohibited from purchasing or owning guns are prevented from doing so. enhance reporting to the FBrs National Instant Criminal Background Check System (NICS) and provide active shooter response training to law enforcement officers and first responders. Recidivism Reduction, Pretrial Reform and Justice System Realignment In this time of fiscal austerity and smaller state and local budgets, reducing unnecessary incarceration in a manner that promotes public safety is a paramount goal. Effective community supervision coupled with evidence-based program Interventions can result in significant reductions in recidivism. A priority funding area is the implementation of effective pretrial services programs. The use of validated risk assessment tools to inform pre-trial release decisions is critical. For a variety of resources, or to request BJA supported technical assistance from the Pre-trial Justice Institute, see www.pretrial.org. Another priority for JAG funding ls to support Innovative programs and approaches In probation and parole supervision that improve services to offenders and increase collaborative efforts among community supervision agencies with law enforcement and the courts. Another promising approach to justice systems reform is the Justice Reinvestment Initiative (JRI), a public-private partnership between BJA and the PEW Public Safety Performance Project. Currently, 19 states and 17 local governments are working to control spiraling incarceration costs through JRI and reinvestment savings in evidence-based criminal justice programs and strategies. Strategic investment of JAG funds to implement JRI legislation and policy changes in those states and localities can augment federal funds and achieve greater cost savings and reinvestments in programs to promote public safety. (See_the Urban lnstitute's Justice Reinvestment Initiative State Assessment Report.} Indigent Defense Another key priority area is support for indigent defense. BJA continues to encourage states and units of local government to use JAG funds to support the vital needs of the indigent defense community. Attorney General Holder has consistently stressed that the crisis in indigent defense reform is a serious concern which must be addressed if true justice is to be achieved in our nation. In 2002, the American Bar Association (ABA) published Ten Principles of a Public Defense Delivery System which represent fundamental building blocks for implementing quality legal representation for indigent defendants. (See ABA's Ten Principles of a Public Defense Delivery System .) Improving Mental Health Services Disproportionate numbers of people with mental illness are involved in the criminal justice system often as a result of untreated or undertreated mental illness . This is an issue that impacts numerous facets of the criminal justice system. After the Newtown tragedy, numerous states began pushing for and adopting policies supporting early identification and intervention. States aimed to enhance mental health screening services to identify emerging mental illness in children and adolescents and to ensure adequate access to care . BJA encourages states and units of local government to utilize JAG funding in support of programs and policy changes 13 aimed at the following: identifying and treating people with severe mental illness before they reach crisis point; training law enforcement and correctional officers on mental health and mental health related crisis-Intervention; increasing justice system diversion strategies to divert offenders with mental illness from unnecessary arrest and incarceration to more appropriate and cost-effective community-based treatment and supervision; mental health courts, allowing inmates to continue psychotropic medication In jails; and improving oversight of mental health care in jails, increasing post-jail housing options and enhancing community men_tal health services. {See Adults with Behavioral Health Needs under Correctional Supervision.) Evidence-Based "Smart" Programs Many criminal justice agencies continue to experience unprecedented budget cuts, layoffs, and reductions In farce. These challenges must be met by making wider use of advancements in the criminal justice field In the last several decades which rely on use of data, crime analysis, cutting edge technology, research and evaluations regarding evidenced-based and high-performing programs. A useful matrix of evidence-based policing programs and strategies is available through the Center for Evidence-Based Polley at George Mason University. In the re-entry field, a summary of research-based re-entry strategies is available on the National Reentry Resource Center's What Works in Reentry Clearinghouse link. BJA offers a number of program models designed to effectively implement evidence based strategies including Smart Policing, Smart Supervision, Smart Pretrial, and Smart Prosecution. BJA encourages states and units of local government to use JAG funds to support these "smart on crime• strategies, including effective partnerships with universities and research partners and with non-traditional criminal justice partners. - What an Application Should Include Applicants should anticipate that if they fail to submit an application that contains all of the specified elements, it may negatively affect the review of their application; and, should a decision be made to make an award, it may result in the inclusion of special conditions that preclude the recipient from accessing or using award funds pending satisfaction of the conditions. Refer to the BJA Grant Writing and Management Academy and OJP's Grants 101 for an overview of what should be included in each application requirement. These trainings can be found at bja.ncjrs .gov/gwma/index.html and www.ojp.gov/grants101/. OJP strongly recommends use of appropriately descriptive file names (e.g., "Program Narrative," "Budget Narrative," "Memoranda of Understanding ," etc.) for all attachments. 1. Information to Complete the Appllcatlon for Federal Assistance (SF-424) The SF-424 is a standard form required for use as a cover sheet for submission of pre - applications, applications, and related information. GMS takes information from the applicant's profile to populate the fields on this form. 2. Project Abstract Applicants must provide an abstract that includes the applicant's name, title of the project, goals of the project, and a description of the strategies to be used. In addition, above or below the abstract narrative, applicants must Identify up to 5 project Identifiers that would 14 • be associated with proposed project activities. The list of all identifiers can be found at www.bja.gov/fundinq/JAGldentifiers.pdf. The abstract should not exceed a half-page, or 400-500 words. Failure to submit this required Information wlll result In an appllcatlon being returned in the Grants Management System (GMS) for inclusion of the missing Information OR the attachment of a withholding of funds special condition at the time of award. 3. Program Narrative Applicants must submit a program narrative that generally describes the proposed program activities for the two or four year grant period. The narrative must outline the type of programs to be funded by the JAG award and provide a brief analysis of the need for the programs. Narratives must also identify anticipated coordination efforts involving JAG and related justice funds. Certified disparate jurisdictions submitting a Joint application must specify the funding distribution to each disparate unit of local government and the purposes for which the funds will be used. Failure to submit this required Information wilt result In an application being returned In the Grants Management System (GMS) for inclusion of the missing Information OR the attachment of a withholding of funds spacial condition at the time of award. 4. Budget and Budget Narrative Applicants must submit a budget and budget narrative outlining how JAG funds, including administrative funds if applicable, will be used to support and implement the program. This narrative should include a full breakdown of administrative costs, as well as an overview of how funds will be allocated across approved JAG purpose areas. Applicants should utilize the following approved budget categories to lab~I the requested administrative and/or sub- grant expenditures: Personnel, Fringe Benefits, Travel, Equipment, Supplies, Consultants/Contracts, and an Other category. For Informational purposes only, a sample budget form may be found at www.ojp.usdoj.gov/funding/forms/budget detail.pdf. For questions pertaining to budget and examples of allowable and unallowable costs, see the OJP Financial Guide at www.ojp.usdoj.gov/financialquide/index.htm. Failure to submit this required information will result In an application being returned In the Grants Management System (GMS) for inclusion of the missing Information OR the attachment of a withholding of funds special condition at the time of award. a. Non-Competitive Procurement Contracts In Excess of Simplified Acquisition Threshold If an applicant proposes to make one or more non-competitive procurements of products or services, where the non-competitive procurement will exceed the simplified acquisition threshold (also known as the small purchase threshold), which is currently set at $150,000, the application should address the considerations outlined in the OJP Financial Guide. s. Review Narrative Applicants must submit information documenting that the date the JAG application was made available for review by the governing body, or to an organization designated by that governing body, not less than 30 days before the application was submitted to BJA. The attachment must also specify that an opportunity to comment was provided to citizens prior 15 to application submission to the extent applicable law or established procedures make such - opportunity available. Below are notification language templates that can be utlllzed In completing this section of the appHcatlon. The (provide name of City/County/Tribe) made its Fiscal Year 2014 JAG application available to the (provide name of governing body) for its review and comment on (provide date): or intends to do so on (provide date). The (provide name of City/County/Tribe) made its Fiscal Year 2014 JAG application available to citizens for comment prior to application submission by (provide means of notification): or the application has not yet been made available for public review/comment. Fallure to submit this required Information will result In an applfcatlon being returned In the Grants Management System (GMS) for Inclusion of the missing Information OR the attachment of a withholding of funds speclal condition at the time of award. 6. Applicant Disclosure of Pending Applications Applicants are to disclose whether they have pending applications for federally funded grants or subgrants (including cooperative agreements) that include requests for funding to support the same project being proposed under this solicitation and will cover the identical cost items outlined in the budget narrative and worksheet in the application under this solicitation. The disclosure should include both direct applications for federal funding (e.g., applications to federal agencies) and indirect applications for such funding {e.g., applications to state agencies that will subaward federal funds). OJP seeks this information to help avoid any inappropriate duplication of funding. Leveraging multiple funding sources in a complementary manner to implement comprehensive programs or projeds is encouraged and Is not seen as inappropriate duplication. Applicants that have pending applications as described above are to provide the following information about pending applications submitted within the last 12 months: • the federal or state funding agency • the solicitation name/project name • the point of contact information at the applicable funding agency. Federal or State Sollcltatlon Name/Phone/E--mall for Point of Contact at Funding Funding Name/Project Name Agency Agency !P"'-~ ,.~ li'""~l,I ' "11tf'.,. .1. OOJ/COPS COPS Hiring Prcig~qi ;f Jr1q~1 . .,., ;janj <00e@usdoj.gov ,_ J If ~•. ~ ii I f I .. ! HHS/ Substance Drug Free Communities John Doe, ~ 02/00Q..0000; John·.doe@hhs.gov Abuse & Mental Mentoring Program/ Health Services North County Youth Administration Mentoring Program 16 Applicants should include the table as a separate attachment, with the file name "Disclosure of Pending Applications," to their application. Applicants that do not have pending applications as described above are to include a statement to this effed In the separate attachment page (e.g., "(Applicant Name on SF-424] does not have pending applications submitted within the last 12 months for federally funded grants or subgrants (including cooperative agreements) that include requests for funding to support the same project being proposed under this solicitation and will cover the Identical cost items outlined in the budget narrative and worksheet In the application under this sollcitatlon.■). 7. Memorandum of Understanding (If appllcable) Jurisdictions certified as disparate must identify a fiscal agent that will submit a Joint appllcatlon for the aggregate eligible allocation to all disparate municipalities. The joint application must determine and specify the award distribution to each unit of local government and the purposes for which the funds will be used. When beginning the JAG application process, a Memorandum of Understanding (MOU) that identifies which jurisdiction will serve as the applicant/fiscal agent for joint funds must be completed and signed by the Authorized Representative for each participating jurisdiction. The signed MOU must be attached to the application. For a sample MOU, go to www.bja.gov/Fundinq/JAGMOU.pdf. Failure to submit this required Information will result In an application being change requested In the Grants Management System (GMS) for Inclusion of the missing Information OR the attachment of a withholding special condition at the time of award If time does not permit for a change request process. 8. Tribal Authorizing Resolution (If applicable) Tribes, tribal organizations, or third parties proposing to provide direct seivices or assistance to residents on tribal lands should include in their applications a resolution, a letter, affidavit, or other documentation, as appropriate, that certifies that the applicant has the legal authority from the tribe(s) to implement the proposed project on tribal lands. In those instances when an organization or consortium of tribes applies for a grant on behalf of a tribe or multiple specific tribes, then the application should include appropriate legal documentation, as described above, from all tribes that would receive services/assistance under the grant. 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. Applicants unable to submit an application that includes a fully-executed (i.e., signed) copy of appropriate legal documentation, as described above, consistent with the applicable tribe's governance structure, should, at minimum, submit an unsigned, draft version of such legal documentation as part of its application (except in cases in which, with respect to a tribal consortium applicant, consortium bylaws allow action without the support of all consortium member tribes). If receiving funding, BJA will make use of and access to funds will be contingent on receipt of the fully-executed legal documentation. 9. Applicant Disclosure of High Risk Status Applicants are to disclose whether they are currently designated high risk by another federal grant making agency. This includes any status requiring additional oversight by the federal agency due to past programmatic or financial concerns. If an applicant is designated high risk by another federal grant making agency, you must email the following information to 17 OJPComplianceReporting@usdoj.gov at the time of application submission: • The federal agency that currently designated the applicant as high risk; • Date the applicant was designated high risk; • The high risk point of contact name, phone number, and email address, from that federal agency; and • Reasons for the high risk status. OJP seeks this information to ensure appropriate federal oversight of any grant award. Unlike the Excluded Parties List, this high risk information does not disqualify any organization from receiving an OJP award . However. additional grant oversight may be included, if necessary, in award documentation. 1 O. Additional Attachments (If applicable) Research and Evaluation Independence and Integrity If a proposal involves research and/or evaluation, regardless of the proposal's other merits, in order to receive funds, the applicant must demonstrate research/evaluation independence, including appropriate safeguards to ensure research/evaluation objectivity and integrity. For purposes of this solicitation, research and evaluation independence and integrity pertains to ensuring that the design, conduct, or reporting of research and evaluation funded by BJA grants, cooperative agreements, or contracts will not be biased by any personal or financial conflict of interest on the part of the investigators responsible for the research and evaluation or on the part of the applicant organization . Conflicts can be either actual or apparent. Examples of potential investigator (or other personal) conflict situations may include 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 colleague (potential apparent conflict). With regard to potential organizational conflicts of interest, as one example, generally an organization could not'be given a grant to evaluate a project if that organization had itself provided substantial prior technical assistance to that project, as the organization in such an instance would appear to be evaluating the effectiveness of its own prior work . The key is whether a reasonable person understanding all of the facts would be able to have confidence that the results of any research or evaluation project are objective and reliable. Any outside personal or financial interest that casts doubt on that objectivity and reliability is a problem. In the attachment dealing with research and evaluation independence and integrity, the applicant should explain the process and procedures that the applicant has put in place to identify and eliminate (or, at the very least, mitigate) potential personal or financial conflicts of interest on the part of its staff, consultants, and/or subreciplents. It should also identify any potential organizational conflicts of interest on the part of the applicant with regard to the proposed research/evaluation. If the applicant reasonably believes that no potential personal or organizational conflicts of interest exist, then the applicant should provide a brief narrative explanation of how and why it reached that conclusion. Documentation that may be helpful in this regard could include organizational codes of ethics/conduct or policies regarding organizational , personal, and financial conflicts of interest. 18 • • • For situations in which potential personal or organizational conflicts of interest exist, in the attachment, the applicant should identify the safeguards the applicant has or will put In place to eliminate, mitigate, or otherwise address those conflicts of interest. Considerations in assessing research and evaluation independence and integrity will include, but may not be limited to, the adequacy of the applicant's efforts to identify factors that could affect the objectivity or integrity of the proposed staff and/or the organization In carrying out the research, development, or evaluation activity; and the adequacy of the applicant's existing or proposed remedies to control any such factors. 11. Accounting System and Flnanclal Capabillty Questionnaire Any applicant (other than an individual) that Is a non-governmental entity and that has not received any award from OJP within the past 3 years must download, complete, and submit this form. Review Process OJP is committed to ensuring a fair and open process for awarding grants. BJA reviews the application to make sure that the information presented is reasonable, understandable, measurable, and achievable, as well as consistent with the solicitation. BJA will review applications for formula awards to ensure statutory requirements have been met. Absent explicit statutory authorization or written delegation of authority to the contrary, the Assistant Attorney General will make all final award decisions . Additional Requirements Applicants selected for awards must agree to comply with additional legal requirements upon acceptance of an award. OJP encourages applicants to review the information pertaining to these additional requirements prior to submitting an application. Additional information for each requirement can be found at www.ojp.usdol.gov/funding/other reguirements.htm. • Civil Rights Compliance • Civil Rights Compliance Specific to State Administering Agencies • Faith-Based and Other Community Organizations • Confidentiality • Research and the Protection of Human Subjects • Anti-Lobbying Act • Financial and Government Audit Requirements • Reporting of Potential Fraud, Waste, and Abuse, and Similar Misconduct -• National Environmental Policy Act (NEPA) 19 • DOJ Information Technology Standards (if applicable) • Single Point of Contact Review • Non-Supplanting of State or Local Funds • Criminal Penalty for False Statements • Compliance with Office of Justice Programs Financial Guide • Suspension or Termination of Funding • Non-profit Organizations • For-profit Organizations • Government Performance and Results Act (GPRA) • Rights In Intellectual Property • Federal Funding Accountability and Transparency Act of 2006 {FFATA) • Awards in Excess of $5,000,000-Federal Taxes Certification Requirement • Active SAM Registration • Policy and Guidance for Approval, Planning, and Reporting of Conferences {Including Meetings and Trainings) • OJP Tra ining Guiding Princi ples for Grantees and Subgrantees How to Apply Applicants must submit applications through the Grants Management System (GMS). which provides cradle to grave support for the application, award, and management of awards at OJP. Applicants must register In GMS for each specific funding opportunity. Although the registration and submission deadlines are the same, OJP urges applicants to register promptly, especially if this is their first time using the system. Find complete instructions on how to register and submit an application In GMS at www.ojp.usdoj.gov/gmscbt/. Applicants that experience technical difficulties during this process should e-mail GMS .HelpDesk@usdoi.gov or call 888-549-9901 (option 3), Monday-Friday from 6:00 a.m. to midnight eastern time, except federal holidays. OJP recommends that applicants register promptly to prevent delays in submitting an application package by the deadline. Note on File Types: GMS does not accept executable file types as appllcatlon attachments. These disallowed file types include, but are not limited to, the following extensions: ".com ,n ".bat,• ".exe,n ".vbs," •.ctg,• ".dat,• ".db ," ".dbf," ".dll .. ".ini / ".log," ".ora,• ".sys,• and ".zip." 20 All applicants should complete the following steps: 1. Acquire a Data Universal Numbering System (DUNS) number. In general, the Office of Management and Budget requires that all applicants (other than individuals) for federal funds include a DUNS number in their application for a new award or a supplement to an existing award. A DUNS number is a unique nine-digit sequence recognized as the universal standard for Identifying and differentiating entities receiving federal funds. The identifier is used for tracking purposes and to validate address and point of contact infonnation for federal assistance applicants, recipients, and subreciplents. The DUNS number will be used throughout the grant life cycle. Obtaining a DUNS number is a free, one-time activity. Call Dun and Bradstreet at 866-705-5711 to obtain a DUNS number or apply online at www.dnb.com. A DUNS number is usually received within 1-2 business days. 2. Acquire registration with the System for Award Management (SAM), SAM is the repository for standard information about federal financial assistance applicants, recipients, and subreclpients. OJP requires that all applicants (other than individuals) for federal financial assistance maintain current registrations in the SAM database. Applicants must update or renew their SAM registration a~nually to maintain an active status. Information about SAM registration procedures can be accessed at www.sam.gov. 3. Acquire a GMS usemame and password. New users must create a GMS profile by selecting the "First Time User' link under the sign-in box of the GMS home page. For more information on how to register in GMS, go to www.ojp.usdoj.gov/gmscbt/. 4. Verify the SAM (formerly CCR) registration In GMS. OJP requests that all applicants verify their SAM registration in GMS. Once logged into GMS , click the "CCR Claim" link on the left side of the default screen. Click the submit button to verify the SAM (formerly CCR) registration. 5. Search for the funding opportunity on GMS. After logging into GMS or completing the GMS profile for usemame and password, go to the "Funding Opportunities• link on the left side of the page. Select "Bureau of Justice Assistance• and the "Edward Byrne Memorial Justice Assistance Grant (JAG) Program-Local Solicitation.• 6. Register by selecting the "Apply Online" button associated with the funding opportunity title. The search results from step 5 will display the funding opportunity title along with the registration and application deadlines for this funding opportunity. Select the "Apply Online• button in the "Action" column to register for this funding opportunity and create an application in the system. 7. Complete the Disclosure of Lobbying Activities, if applicable. Any applicant that expends any funds for lobbying activities must provide the detailed infonnation requested on the form, Disclosure of Lobbying Activities (SF-LLL}. 8. Follow the directions in GMS to submit an application consistent with this solicitation, Once submitted, GMS will display a confirmation screen stating the submission was successful. Important: In some instances, applicants must wait for GMS approval before submitting an application . OJP urges applicants to submit the application at least 72 hours prior to the application due date. 21 Note: Duplicate Appllcatlona If an applicant submits multiple versions of an application, BJA will review the most recent version submitted. Experiencing Unforeseen GMS Technical Issues Applicants that experience unforeseen GMS technical issues beyond their control that prevent them from submitting their application by the deadline must e-mail your State Polley Advisor within 24 hours after the application deadline and request approval to submit their application . The e-mail must describe the technical difficulties and include a tlmellne of the applicant's submission efforts, the complete grant application, the applicant's DUNS number, and any GMS Help Desk or SAM tracking number{s). Note: BJA does not approve requests automatically. After the program office reviews the submission, and contacts the GMS Help Desk to validate the reported technical issues, OJP will inform the applicant whether the request to submit a late application has been approved or denied. If OJP determines that the applicant failed to follow all required procedures, which resulted In an untimely application submission, OJP will deny the applicant 's request to submit their application. The following conditions are generally insufficient to justify late submissions: • failure to register in SAM or GMS in sufficient time • failure to follow GMS instructions on how to register and apply as posted on the GMS Web site • failure to follow each instruction in the OJP solicitation • technical issues with the applicant's computer or Information technology environment, including firewalls . Notifications regarding known technical problems with GMS, if any, are posted at the top of the OJP funding Web page at www.olp.u1dol.gov/fundlng/sollc1tat1ona.Mm. Provide Feedback to OJP To assist OJP in improving its application and award processes, we encourage applicants to provide feedback on this solicitation, the application submission process, and/or the application review/peer review process. Provide feedback to OJPSolicitatlonFeedback@usdoj.gov. IMPORT ANT: This e-mail is for feedback and suggestions only. Replies are not sent from this mailbox. If you have specific questions on any program or technical aspect of the solicitation, you must directly contact the appropriate number or e-mail listed on the front of this solicitation document. These contacts are provided to help ensure that you can directly reach an individual who can address your specific questions in a timely manner. If you are interested in being a reviewer for other OJP grant applications, please e-mail your resume to ojppeerreview@lmbps.com. The OJP Solicitation Feedback email account will not forward your resume. Note: Neither you nor anyone else from your organization can be a peer reviewer in a competition in which you or your organization have submitted an application. 22 • • Application Checklist Edward Byrne Memorial Justice Assistance Grant (JAG) Program FY 2014 Local Solicitation This application checklist has been created to assist in developing an application. What an Appllcant Should Do: Prior to Registering in GMS: __ Acquire a OUNs Number (see page 21) __ Acquire or renew registration with SAM (see page 21) To Register with GMS: __ For new users, acquire a GMS username and password* (see page 21) __ For existing users, check GMS usemame and password* to ensure account access (see page 21) __ Verify SAM registration in GMS (see page 21) __ Search for correct funding opportunity in GMS (see page 21) __ Register by selecting the "Apply Online" button associated with the funding opportunity title {see page 21) *Password Reset Notice -GMS users are reminded that while password reset capabilities exist, this function is only associated with points of contacts designated within GMS at the time the account was established. Neither OJP or the GMS Help Desk will initiate a password reset unless requested by the authorized official or a designated point of contact associated with an award or application. General Requirements: __ Review "Other Requirements" web page Eligibility Requirement: __ Jurisdiction listed as the legal name on the application corresponds with the eligible jurisdiction listed on BJA's JAG web page __ Federal amount requested is within the allowable limit of the FY 2014 JAG Allocations List as listed on BJA's JAG web page What an Application Should Include: __ Application for Federal Assistance {SF-424) (see page 14) __ Project Abstract {see page 14) __ Program Narrative (see page 15) __ Budget and Budget Narrative (see page 15) __ Review Narrative (see page 15) __ Applicant Disclosure of Pending Applications (see page 16) __ Memorandum of Understanding, if applicable (see page 17) __ Tribal Authorizing Resolution, if applicable (see page 17) __ Applicant Disclosure of High Risk Status (see page 17) __ Research and Evaluation Independence and Integrity, if applicable {see page 18) __ Accounting System and Financial Capability Questionnaire (if applicable) (see page 19) __ Disclosure of Lobbying Activities, if applicable {SF-LLL} (see page 21) 2.3 COUNCIL COMMUNICATION C •Date: Agenda Item: Subject: July 7, 2014 9 a i Application and Acceptance of the Edward Byrne Memorial Justice Assistance Grant (JAG) -FY 2014 Local Solicitation Initiated By: Staff Source: Police Department Deputy Chief Jeff Sanchez COUNCIL GOAL AND PREVIOUS COUNCIL ACTION For the past several years, the Englewood Police Department has received Edward Byrne Memorial Justice Assistance Grants. These grants help fund police-related equipment purchases. RECOMMENDED ACTION The Police Department is recommending that City Council adopt an Ordinance authorizing the Englewood Police Department to apply for and accept a grant award from the Bureau of Justice Assistance Edward Byrne Memorial Justice Assistance Grant (JAG) Program. BACKGROUND, ANALYSIS, AND ALTERNATIVES IDENTIFIED The City of Englewood Police Department was notified that we were awarded $10,080 from the Bureau of Justice Assistance (BJA). The award is based upon a congressionally mandated JAG formula which is based on the state's share of violent crime and population. The City of Englewood receives an amount based on our proportion of the state's three-year violent crime average. The Police Department is required to submit an application to the BJA outlining how this allocation will be spent. The BJA requires that an official review by City Council be conducted prior to the submission of the application, if possible. This funding will be used to purchased new communications/computer equipment for the Incident Command Van; an extension bed for a Police command vehicle; new point-and-shoot cameras for our crime scene investigators; and camera equipment for higher level processing of crime and accident scenes. FINANCIAL IMPACT This is a non-matching grant so there is no financial impact to the Police Department. LIST OF ATTACHMENTS 2014 Colorado JAG Allocations Bill for an Ordinance - 2014 COLORADO JAG ALLOCATIONS Listed below are all jurisdictions In the state that are eligible for FY 2014 JAG funding, as determined by the JAG formula. If your jurisdiction Is listed with another city or county government In a shaded area, you are In a funding disparity. In this case, the units of local government must develop a Memorandum of Understanding (MOU) and apply for an award with a single, joint application. Finding your jurlsdlctlon:(1) Disparate Jurisdictions are listed In shaded groups below, in alphabetic order by county.(2) Ellglble individual allocations are listed alphabetically below the shaded, disparate groupings. Counties that have an asterisk (") under the "Eligible Individual Allocation" column did not submit the level of violent crime data to qualify for a direct award from BJA, but are In the disparate grouping Indicated by the shaded area. The JAG legislation requires these counties to remain a partner with the local Jurisdictions receiving funds and must be a signatory on the required Memorandum of Understanding (MOU). A sample MOU Is provided onllne at: https:f/www.bja.gov/Fundlnq/JAGMOU .pdf. Disparate Jurisdictions do not need to abide by the listed Individual allocations, which are provided for Information only. Jurisdictions In a funding disparity are responsible for determining Individual amounts within the Eligible Joint Allocation and for documenting Individual allocations In the MOU. For additional details regarding the JAG formula and award calculation process, with examples, please refer to the updated JAG Technical report: https://www.bja.gov/Publlcatlons/JAGTechRpt.pdf. For JAG Frequently Asked Questions, please refer to BJA's JAG webpage : https://www.bja.gov/Fundlng/JAGFAQ.pdf. rew----7il1•~ffii~ ~ , . ' ; IMER,€0l!JNTI . .,,.,~ "'--• ; • €01!.~INS CITY- PW~~0 G0l!JNT¥ IWEBJ!0f01n fGQi WE ,!JC'"© j • • ~-tf'ea~ti:FY 1001 co ARVADA CITY Municipal co BRIGHTON CITY Municipal co CENTENNIAL CITY Municipal co COMMERCE CITY Municipal ... !!'7·~070 ~7,~7 5,4,(4.17 $16,886 $10,264 $17,622 $16,923 co DENVER CITY AND COUNTY Municipal $404,307 -co DOUGLAS COUNTY County $26,488 co ENGLEWOOD CITY Municipal $10,080 co GRAND JUNCTION CITY Municipal $26,341 co LOVELAND CITY Municipal $13,980 co MESA COUNTY County $19,792 co NORTHGLENN CITY Municipal $10,706 co WESTMINSTER CITY Municipal $28,070 co WHEAT RIDGE CITY Municipal $15,304 1.1:56~704•