Presentation on theme: "Local Law Enforcement Block Grant (LLEBG) 2014 Pre-Bid Webinar"— Presentation transcript:
1 Local Law Enforcement Block Grant (LLEBG) 2014 Pre-Bid Webinar Missouri Department of Public SafetyAugust 12, 2013
2 DEPARTMENT OF PUBLIC SAFETY CRIMINAL JUSTICE/LAW ENFORCEMENT UNIT CONTACT INFORMATIONEric Shepherd, Program Manager(573)Heather Haslag, Program Specialist(573)Sarah Verhoff, Program Representative(573)Nancy Capps, Program Representative(573)Main Phone: (573)Fax Number1: (573)Fax Number2: (573)LLEBG CFDA #:MO Department of Public SafetyAttn: CJ/LEPO Box 749301 W. High Street, Room 870Jefferson City, MO
3 OUTLINE General Information Grant Guidelines Application Post-Application InformationPost-Award Reporting RequirementsOther ResourcesQuestions?
5 SOURCE OF FUNDS Federal Administering Agency: U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), Bureau of Justice Assistance (BJA)Public Law , Section :Edward Byrne Memorial Justice Assistance Grant (JAG) Program combined the Edward Byrne Memorial Formula Grant (Byrne) and Local Law Enforcement Block Grant (LLEBG) Programs to streamline funding and grant administration.The Byrne program was created in honor of Officer Edward R. ByrneOfficer Byrne was a New York Police Officer shot and killed at the age of 22 while on detail protecting a witness who agreed to testify in court against local drug dealersThe LLEBG program was created to reduce crime and improve public safetyMissouri continued to administer contracts under the purpose area of LLEBG (separate from the purpose area of JAG)
6 FUNDING Missouri Base Allocation + Formula Allocation (population & crime)MissouriBase Allocation<$10K Allocations>$10K AllocationsJAG(Base $)Department of Public Safety(60%)Local Units of Government(40%)LLEBG(<$10K $)NOTE: These direct allocations (>$10K Allocations) are not eligible for LLEBG funds from MO DPS.
7 FUNDING OVERVIEW Federal Fiscal Year = October 1 to September 30 Missouri AwardDirect Local AwardsDPSAdminJAGLLEBG (<$10K Awards)FY 2006$5,788,058$1,605,676$4,182,382$418,238.20$3,054,596.80$709,547.00FY 2007$8,935,310$2,700,193$6,235,117$623,511.70$4,737,674.30$873,931.00FY 2008$3,217,571$763,360$2,454,211$0.00$1,971,915.25$482,295.75FY 2009$9,808,221$3,109,717$6,698,504$669,850.40$5,215,081.60$813,572.00FY 2010$9,338,711$2,931,440$6,407,271$560,322.70$5,042,904.30$804,044.00FY 2011$7,513,737$2,287,508$5,226,229$522,622.90$4,057,417.80$646,188.30FY 2012$5,959,362$1,708,787$4,350,575$425,058.50$3,218,055.30$607,462.20FY 2013$5,955,310$1,569,390$4,385,920$438,592.00$3,258,824.00$688,504.00Federal Fiscal Year = October 1 to September 30State Fiscal Year = July 1 to June 30FY2013 Award will first be used with 2014 LLEBG on 1/1/14 and with 2014 JAG on 7/1/14DPS has approximately $704,000 available for 2014 contractsConsists of de-obligations from 2013 LLEBG sub-awards and uncommitted award amounts from FY2012 and FY2013; will have a final total when the 2013 LLEBG grants are all closed
9 GOVERNING DIRECTIVES42 U.S.C Part E of Title I of the Omnibus Crime Control and Safe Streets Act of 1968Office of Justice Programs (OJP) Financial Guide:Office of Management and Budget (OMB) Circulars:A-87: Cost Principles for State and Local GovernmentsA-102: Uniform Administrative Requirement for Grants-in-Aid to State and Local GovernmentsA-133: Audits of States, Local Governments, and Non-Profit Organizations28 CFR Part 69: Restrictions on Lobbying28 CFR Part 23: Criminal Intelligence Systems Operating PoliciesExecutive Order 12549: Debarment and SuspensionsVariety of other federal laws, rules, and guidance
10 ELIGIBLE APPLICANTS Any state or local unit of government Except those eligible for a direct FY2013 JAG award; check the ineligibility list before you start an application!Non-profit or for-profit organizations are not eligibleLaw enforcement agencies apply through their respective unit of governmentState agencies must have budgetary spending authority prior to submitting an application
11 ELIGIBILITY REQUIREMENTS Applicants must be compliant with the following state statutes:Section RSMoUniform Crime Reporting (UCRs)Section RSMoRacial Profiling ReportingSection RSMoFederal Forfeiture ReportSection RSMoRecording of Custodial InterrogationsSection RSMoForwarding Intoxication-Related Offenses to MSHP
12 ELIGIBLE PURPOSE AREA Allowable Budget Category: Equipment Purchase of basic law enforcement equipment and technology that will enable law enforcement agencies to reduce crime and improve public safetyFunding will not be approved for specialized law enforcement teams (e.g. SWAT, Drug Task Forces)Funding will be considered if the officers perform normal patrol duties and double as a specialized team (make this clear in your application – who will use it?)Priority funding will be granted to those items directly related to officer safety
13 ALLOWABLE COSTS Allowable costs include, but are not limited to: Ballistic Vests, Carriers, PlatesFlashlightsGun Racks/LocksIn-Car CamerasLights Bars/Warning Lights/Directional SticksMobile Data Terminals (MDTs)Police CruisersProtective Clothing/GlovesRadios: Portables, Mobiles, Repeaters, and Base StationsReflective Vests/RaincoatsRoad Flares/ConesSecurity Devices: Handcuffs, Leg IronsSiren Boxes & SpeakersSurveillance Systems for JailsTrauma Kits/First-Aid KitsVehicle Cages/PartitionsContact a vendor for pricing and costs for shipping, programming, installation, etc.
14 ALLOWABLE COSTS – SPECIAL CONDITIONS Bulletproof VestsEncouraged to seek federal funding through the Bulletproof Vest Program (BVP) – but will not be denied funding automaticallyBJA guidelines allow you to purchase vests at any threat level, make or model, and from any distributor so long as the vest has been tested and found to comply with the applicable National Institute of Justice (NIJ) ballistic or stab standards –BJA guidelines also require bulletproof vests to be American made.BJA guidelines require recipients of funding for vests to have a written “mandatory wear” policy in effect. 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. Recipients will be required to send a copy of such policy to DPS when returning the signed Award of Contract documents. (Do not send with application)Police CruisersInclude marked or unmarked sedans, police motorcycles, bicycles, and segways. Other types of vehicles may be allowable but will be subject to approval based on the justification provided on the Budget formRadiosPortable/handheld radios, repeaters, and base stations have no specific requirementsMobile radios within the vehicle must be Project 25 (P25) compliant and capable of operating in the Trunked mode at the time of purchase.Must identify the model number and provide specific justification on the Budget form
15 UNALLOWABLE COSTS Unallowable costs include, but are not limited to: Breathalyzers and PBTsCanines and Canine ExpensesFinance Fees/Late ChargesLess than Lethal WeaponsOffice Equipment (e.g. desktop computers, scanners, copiers, printers)Office Furniture (e.g. file cabinets, desks)Military-Type EquipmentPush BumpersRadar Guns/Radar TrailersRange Simulation EquipmentSoftwareSpikes/Stop SticksTasersVessels/BoatsWeapons and AmmunitionFunding will not be approved for weapons or any tactical items that attach to a weapon (e.g. tactical flashlight)
16 PROGRAM GUIDELINES Contract Period: January 1, 2014 to June 30, 2014 Six (6) month contract periodCannot request an extensionFunds must be obligated within the contract periodFunds which are properly obligated are allowed 60 days after the contract end date (August 28) to be expendedAny funds not properly obligated or expended will revert back to DPS for the 2015 LLEBG awardsCannot request more than $9,000 as federal/state shareCan only submit 1 application per agencyCannot use LLEBG monies to supplant local, state, or other federal moniesFunds are disbursed to the recipients at the beginning of the contract period (usually early- to mid-January)
17 LOCAL MATCH REQUIREMENT Minimum 10% of Total Project CostExamples:$5,000 Total Project Cost = $500 Local Match Share & $4,500 Federal/State Share$10,000 Total Project Cost = $1,000 Local Match Share & $9,000 Federal/State Share$15,000 Total Project Cost = $6,000 Local Match Share & $9,000 Federal/State ShareAllowable Local Match:Cash (newly appropriated)Cash DonationsFederal Forfeitures (if allowed by Equitable Sharing Program)Unallowable Local Match:State or Local ForfeituresOther Federal Grant FundsIndirect CostsExisting Budgeted Funds
19 GENERAL APPLICATION GUIDELINES Solicitation released Monday, August 12, 2013DPS LLEBG website:DPS WebGrants Funding Opportunity:Applications must be submitted online in WebGrantsPaper applications will not be acceptedApplications due by 5:00 p.m. on Fri., Sept. 13, 2013WebGrants will not accept late applications - - start early!
20 HOW TO APPLYApplicant must be registered within WebGrants to access the grants management system and funding opportunityUse the LLEBG Solicitation and the WebGrants form instructions to aid in the completion and submission of an application; re-read the form instructions and the information provided to ensure relevance and completenessThe LLEBG Application has 12 components (forms); each component must be “Marked Complete”Form and field instructions have been provided to aid in the completion of each formEach form has required fields indicated by a red asterisk (*) ; form cannot be saved until each field contains data
21 STEP #1 – LOGIN or REGISTER Returning Users or Organizations:enter UserID and PasswordNew Organizations:click the ‘Register Here’ link; refer to page 11 of the 2014 LLEBG Solicitation
22 STEP #2 – VERIFY ‘MY PROFILE’ Maintain profile and contact informationMaintain organization’s informationDo not change the Applicant Agency name thoughAdd additional registered usersAdd only if individual is not already a registered userNotify DPS to add if individual is already a user associated with a different grantNotify DPS via the “Correspondence” component of WebGrants if you add a new individual; must use the Change of Information FormRemove registered usersNotify DPS via the “Correspondence” component of WebGrants if you need an individual removed; must use the Change of Information FormDo not delete a registered user yourself; the individual is not automatically removed from the General Information form as a grantee contact or from the Distribution List
23 CLARIFICATION OF ALERTS & NOTIFICATIONS Two types of notifications:Automated alerts triggered on application and grant phases (e.g. status change, submission, negotiation, approval, not approved)Mass distribution list s from DPS staff (e.g. reminders, updates, training notices)Alerts/Notifications are sent fromAdd to safe sender list or a contact list to avoid being treated as junk/spamDo not overlook these alerts as they can contain important and time-sensitive informationWhile the record is in the “My Applications” module, only the Primary Contact receives system-generated alertsWhile the record is in the “My Grants” module, the Primary Contact and Additional Grantee Contacts, as applicable, receive system-generated alerts
24 STATUS OVERVIEW My Applications: Submitted – application has been submitted by the granteeUnder Review – application has been assigned for reviewCorrecting – application is being edited by the granteeApproved – application has been approved, following any necessary revisions by the granteeAwarded – award of contract documents being signed by grantee and grantorMy Applications – Archived Applications:Editing – application was initiated but never submitted prior to the close of the funding opportunityWithdrawn – application has been withdrawn from consideration by the grantor per request by the granteeMy Grants:Underway – application officially becomes a grantSuspended – grant has been “frozen” due to delinquent reporting and/or inappropriate activitiesMy Grants – Closed Grants:Closed – grant has been closed by grantor
25 WEBGRANTS - MAIN MENUGrantee Instructions: general instructions and navigational aidsMy Profile: maintain contact information, reset password, & add usersFunding Opportunities: displays posted program funding opportunitiesMy Applications: displays previously created applications for the user’s organizationMy Grants: displays awarded grants for a user’s organization
26 STEP #3 – FIND FUNDING OPPORTUNITY Select “Funding Opportunities” from the Main MenuSelect the appropriate “Opportunity Title” from the list of posted grants
27 STEP #4 - CREATE APPLICATION Funding Opportunity screen includes:General InformationDescriptionAttachmentsWebsite LinksCopy Existing Application:used by organizations reapplying for funds under the LLEBG program areaapplication is created with same information supplied for the 2013 LLEBG application2. Start a New Application:used by organizations that have not applied under the LLEBG program area or want to start from scratchapplication is created with no existing dataMAKE SURE IF COPYING AN EXISTING APPLICATION, TO COPY FROM THE SAME PROGRAM AREA!!
28 FORM #1: GENERAL INFORMATION Complete the form:Primary Contact: select from the drop-down box, which will pre-populated based on name of the individual associated with the login information.This individual will be the recipient of s during the application, review, and negotiation phases.Project Title: enter a brief descriptive title for the proposed project. If the application is a continued project, use the same project title from past years.Do not use LLEBG or Local Law Enforcement Block Grant as your project title!!Organization: select from the drop-down box, which will pre-populate based on the organization associated with the selected primary contact person.Click “Save” when completedReview the formClick Edit to make changes and/or click the “Go to Application Forms” link to continue
29 FORM #2: CONTACT INFORMATIONComplete the entire form as indicated:Authorized Official (AO) – the individual that has the ability to legally bind the applicant agency in a contractProject Director (PD) – the individual that will have direct oversight of the proposed projectFiscal Officer (FO) – the individual who has responsibility for accounting and audit issues at the applicant agency levelOfficer in Charge (OIC), if applicable – the individual that will act as the supervisor or commander of the proposed projectClick “Save” when completeReview for accuracyIf revisions are necessary, click “Edit” and then re-save when completedClick “Mark as Complete” when the data is completeCheck yourself…Is each individual identified correctly?Is the contact information current and accurate?Refer to page 16 of the 2014 LLEBG Solicitation if you have an Acting Police Chief.
30 FORM #3: PROJECT SUMMARY Complete the entire form as indicated:Application Type – select ‘New’, ‘Continuation’, or ‘Expand/Enhance Existing Project’Current Contract Number(s) – leave blank if ‘New’ or enter your previous LLEBG contract number if ‘Continuation’ or ‘Expand/Enhance’Program Category – select ‘Law Enforcement’Project Type – select ‘Statewide’, ‘Regional’, or ‘Local’Geographic Area – enter general service areaBrief Summary – enter brief description of proposed project and costsProgram Income – select ‘Yes’ or ‘No’Click “Save” when completeReview for accuracyIf revisions are necessary, click “Edit” and then re-save when completedClick “Mark as Complete” when the form is completeCheck yourself…Is the form current and accurate?Refer to page 18 of the 2014 LLEBG Solicitation for additional clarification or examples.
31 Refer to page 19 the 2014 LLEBG Solicitation for examples!! FORM #4: BUDGETComplete the Budget:To create new budget lines, click “Add” for the appropriate categoryTo edit an existing budget line, click on the blue hyperlink of the budget item or click “Edit”, make the changes, and click “Save”To delete an existing budget line, click on the blue hyperlink of the budget item and click “Delete”DO NOT LEAVE $0 BUDGET LINES!Complete the Budget JustificationTo enter or edit, click “Edit”Click “Save” when completedReview for accuracyClick “Mark as Complete” when the form is completeCheck yourself…Are the budget lines clearly labeled? Is the basis for cost estimate clearly identified for each budget line?Does the budget justification address each cost item and provide all requested information?Refer to page 19 the 2014 LLEBG Solicitation for examples!!
32 FORM #5: BRIEF HISTORY OF PROJECT AGENCY Provide the requested information:Brief “history” of Project AgencyGeographical location and populationDescription of services provided by the Project AgencyNumber of sworn officersNumber of vehiclesClick “Save” when completeReview for accuracyIf revisions are necessary, click “Edit” and then re-save when completedClick “Mark as Complete” when the form is completeCheck yourself…Did you provide a brief history of the project agency (e.g. Sheriff’s Office, Police Department, Public Safety Department)?Did you identify the geographical location of the service area and the population within such service area?Did you provide a description of the services provided by the project agency (e.g. mutual aid to neighboring communities, 24/7 policing, DARE or SRO, jail/detention center, crime laboratory, drug court, cold case unit, domestic violence unit)?Did you identify the number of sworn officers and vehicles?Does the information provide DPS with a basic understanding of the project agency?
33 FORM #6: STATEMENT OF PROBLEM Provide the requested information:Identify problem referencesInclude facts and statisticsIdentify existing resources, demographic or geographic specifications, etc.Click “Save” when completeReview for accuracyIf revisions are necessary, click “Edit” and then re-save when completedClick “Mark as Complete” when the form is completeCheck yourself…Are the problem references clearly identified and relative to the proposed project?Did you include facts and/or statistics (e.g. number of calls for service, number of arrests, types of arrests, criminal activity, number of times a vehicle has been unavailable, number of attacks on officers, etc) to support the problem references? Are the facts and statistics current?Did you identify existing resources (or the lack thereof), demographic and geographic specifications, etc?Did you demonstrate a need for funding?
34 FORM #7: COMMUNITY IMPACT Provide the requested information:Describe how the project will affect the community(s) being servedDescribe how the project will affect the public safety and crime-related issues in the community(s).Click “Save” when completeReview for accuracyIf revisions are necessary, click “Edit” and then re-save when completedClick “Mark as Complete” when the form is completeCheck yourself…Is the information current and accurate?Does the information provided tie back to the community and the citizens in that community?Refer to page 23 of the 2014 LLEBG solicitation for an example!
35 FORM #8: CERTIFICATION OF LOCAL MATCH Identify the local match source(s) and amount(s), if applicableTo create new local match lines, click “Add”To edit an existing local match line, click on the blue hyperlink of the agency name, make the changes, and click “Save”To delete an existing local match line, click on the blue hyperlink of the agency name and click “Delete”Review for accuracyClick “Mark as Complete” when the form is completeAgency Name: Contributor (e.g. City, County, Donating Company, etc)Source: Fund (e.g. General Revenue, Donation, Civil Service Fees, etc)Amount: total amount contributed by the identified Agency Name from the identified SourceCheck yourself…Is the source of local funds clearly identified?Is the source of local funds allowable?Does the total equal the Total Local Match Share on the Budget?
36 FORM #9: AUDIT REQUIREMENTS Complete the form:Date of Last AuditDates covered by Last AuditName of auditing firmPhone number for auditorDate of Next Audit; enter TBD if unknownDates covered by Next Audit; enter TBD if unknownName of auditing firm for next audit; enter TBD if unknownAmount of Federal and State assistance received during last audited periodClick “Save” when completeReview for accuracyIf revisions are necessary, click “Edit” and then re-save when completedClick “Mark as Complete” when the form is completeCheck yourself…Is the form current and accurate?Does the form reflect information for the applicant (e.g. city, county, state department)?
37 FORM #10: REQUIRED ATTACHMENTS To upload the required document, click on the blue hyperlinkTo delete an uploaded file, click on the recycle bin in the “Delete” columnClick “Mark as Complete” when the form is completeProject Agency’s Organizational Chart: a diagram that shows the structure of an organization and the relationships and relative ranks of its parts and positions/jobs. Should preferably be designed as a flow chart type of document.Refer to page 51 of the 2014 LLEBG Solicitation for an exampleCheck yourself…Is the organizational chart for the Project Agency?Is the file type a commonly used program?Is the file password protected? If so, remove.
38 FORM #11: OTHER ATTACHMENTS Potential “other” attachments:Vendor quoteDocuments to support narrativeLetters of supportApplicants not providing additional attachments should just click “Mark as Complete” and continue.To upload an additional document:Click “Add”Browse for the attachment on your computer or storage deviceEnter a brief title for the documentClick “Save”To delete an uploaded file, click on the recycle bin in the “Delete” columnClick “Mark as Complete” when the form is completeCheck yourself…Is the attachment relative to the project?Is the file type a commonly used program? If not, DPS may not be able to open the file.Is the file password protected? If so, need to remove.
39 FORM #12: CERTIFIED ASSURANCES Obtain a copy of the 2014 LLEBG Certified Assurances and read thoroughlyComplete the formClick “Save” when completeReview for accuracyIf revisions are necessary, click “Edit” and then re-save when completedClick “Mark as Complete” when the form is completeCheck yourself…Does your Authorized Official agree with the terms and conditions? If not, have you provided a valid reason?Did the correct Authorized Official “sign” the form?Is the Date reflective of the current funding opportunity?
40 STEP #5 - REVIEW/SUBMIT APPLICATION Preview ApplicationRead through the entire applicationReview your budgetEnsure you have identified a minimum 10% local matchCheck that your Certification of Local Match form equals the Budget formVerify the name and date on the Certified Assurances formHave another individual critique your proposal!Click “Submit”Confirmation screen will appearPrimary Contact will receive confirmation of submissionContact DPS staff at prior to deadline if revisions are necessary to a submitted applicationContact DPS staff at within 24 hours after the deadline if technical issues with WebGrants prevents you from submitting your application by the deadline.
42 APPLICATION REVIEW Grant Review Meeting: October 29-30, 2013 Review panel will consist of DPS staff and volunteers from other state and local agenciesApplicants will not be contacted if their application is deficient of informationApplicants will receive notification via WebGrants approximately 2-4 weeks following the review meetingFunding will not be released through any other forum – so please be patient!!
43 EVALUATION CRITERIAEvaluation criteria will consist of, but not limited to:Demonstration the project fits within parameters of LLEBG ProgramDemonstration of need, including geographic location, local demographics, local statistics, other programs and/or resources available to the applicant agency, etc.Justification for items being requestedMeets local match requirementDemonstration that funds will not be used to supplant other federal, state, or local fundsCompliance with state statutory requirementsLegally binding signature on Certified Assurances formKey elements captured in written narrativeOverall quality and completeness of the application
44 GRANT TIMELINE August 12: Post Solicitation & Open Funding Opportunity September 13: Applications Due in WebGrantsOctober 29-30: Review MeetingNovember: Send NotificationsIf you are approved for funding:November: Application Revisions, if applicableDecember: Sign ContractsJanuary 1: Contracts Begin (cannot order equipment before this date)June 30: Contracts End (equipment must be ordered by this dateAugust 28: Equipment must be paid forSeptember 10: Status Report must be submitted in WebGrants
46 REPORTING REQUIREMENT Status ReportSubmitted in WebGrants via the “Status Report” grant componentDue no later than September 10, 2014Identifies your actual expenditures once all items have been ordered, received, and paidMust provide a copy of the following:Local Purchase Order (or substitute authorizing purchase by unit of government)Copy of Invoice/Receipt(s)Copy of Check(s) to Vendor
48 OTHER AVAILABLE RESOURCES COPS Hiring ProgramU.S. Department of Justice, Office of Community Oriented Policing Services (COPS) awards grants to hire and train community police professionals.Bulletproof Vest Program (BVP)U.S. Department of Justice initiative created in BVP funds up to 50% of the cost of each vest purchased or replaced.Department of Defense (DoD) ProgramAdministered by DPS to provide excess military equipment to law enforcement agencies.MO Crime Prevention Information CenterEstablished within DPS in 1994 as an information clearinghouse for crime prevention efforts. Items such as brochures, coloring books, crayons, pens, bookmarks, key chains, and litterbags are available upon request at no cost (other than shipping). Videos, Fatal Vision Goggles, and the McGruff Costume are also available on a loan basisOther DPS Grants