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Local Law Enforcement Block Grant (LLEBG) 2014 Pre-Bid Webinar Missouri Department of Public Safety August 12, 2013.

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Presentation on theme: "Local Law Enforcement Block Grant (LLEBG) 2014 Pre-Bid Webinar Missouri Department of Public Safety August 12, 2013."— Presentation transcript:

1 Local Law Enforcement Block Grant (LLEBG) 2014 Pre-Bid Webinar Missouri Department of Public Safety August 12, 2013

2 DEPARTMENT OF PUBLIC SAFETY CRIMINAL JUSTICE/LAW ENFORCEMENT UNIT CONTACT INFORMATION Eric 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 Safety Attn: CJ/LE PO Box W. High Street, Room 870 Jefferson City, MO 65102

3 OUTLINE 1.General Information 2.Grant Guidelines 3.Application 4.Post-Application Information 5.Post-Award Reporting Requirements 6.Other Resources 7.Questions?

4 GENERAL INFORMATION

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. Byrne Officer 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 dealers The LLEBG program was created to reduce crime and improve public safety – Missouri continued to administer contracts under the purpose area of LLEBG (separate from the purpose area of JAG)

6 FUNDING Missouri Department of Public Safety (60%) Local Units of Government (40%) Base Allocation <$10K Allocations >$10K Allocations LLEBG (<$10K $) JAG (Base $) Base Allocation + Formula Allocation (population & crime) 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 State Fiscal Year = July 1 to June 30 FY2013 Award will first be used with 2014 LLEBG on 1/1/14 and with 2014 JAG on 7/1/14 DPS has approximately $704,000 available for 2014 contracts Consists 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 Federal Fiscal Year Missouri AwardDirect Local Awards DPSAdminJAGLLEBG (<$10K Awards) FY 2006$5,788,058$1,605,676$4,182,382$418,238.20$3,054,596.80$709, FY 2007$8,935,310$2,700,193$6,235,117$623,511.70$4,737,674.30$873, FY 2008$3,217,571$763,360$2,454,211$0.00$1,971,915.25$482, FY 2009$9,808,221$3,109,717$6,698,504$669,850.40$5,215,081.60$813, FY 2010$9,338,711$2,931,440$6,407,271$560,322.70$5,042,904.30$804, FY 2011$7,513,737$2,287,508$5,226,229$522,622.90$4,057,417.80$646, FY 2012$5,959,362$1,708,787$4,350,575$425,058.50$3,218,055.30$607, FY 2013$5,955,310$1,569,390$4,385,920$438,592.00$3,258,824.00$688,504.00

8 GRANT GUIDELINES

9 GOVERNING DIRECTIVES 42 U.S.C Part E of Title I of the Omnibus Crime Control and Safe Streets Act of 1968 Office of Justice Programs (OJP) Financial Guide: Office of Management and Budget (OMB) Circulars: – A-87: Cost Principles for State and Local Governments – A-102: Uniform Administrative Requirement for Grants-in-Aid to State and Local Governments – A-133: Audits of States, Local Governments, and Non-Profit Organizations 28 CFR Part 69: Restrictions on Lobbying 28 CFR Part 23: Criminal Intelligence Systems Operating Policies Executive Order 12549: Debarment and Suspensions Variety 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 eligible Law enforcement agencies apply through their respective unit of government State agencies must have budgetary spending authority prior to submitting an application

11 ELIGIBILITY REQUIREMENTS Applicants must be compliant with the following state statutes: Section RSMo – Uniform Crime Reporting (UCRs) Section RSMo – Racial Profiling Reporting Section RSMo – Federal Forfeiture Report Section RSMo – Recording of Custodial Interrogations Section RSMo – Forwarding 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 safety – Funding 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 Ballistic Vests, Carriers, Plates Flashlights Gun Racks/Locks In-Car Cameras Lights Bars/Warning Lights/Directional Sticks Mobile Data Terminals (MDTs) Police Cruisers Protective Clothing/Gloves Radios: Portables, Mobiles, Repeaters, and Base Stations Reflective Vests/Raincoats Road Flares/Cones Security Devices: Handcuffs, Leg Irons Siren Boxes & Speakers Surveillance Systems for Jails Trauma Kits/First-Aid Kits Vehicle Cages/Partitions Allowable costs include, but are not limited to: Contact a vendor for pricing and costs for shipping, programming, installation, etc.

14 ALLOWABLE COSTS – SPECIAL CONDITIONS Bulletproof Vests o Encouraged to seek federal funding through the Bulletproof Vest Program (BVP) – but will not be denied funding automatically o BJA 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 – o BJA guidelines also require bulletproof vests to be American made. o 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 Cruisers o Include 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 form Radios o Portable/handheld radios, repeaters, and base stations have no specific requirements o Mobile radios within the vehicle must be Project 25 (P25) compliant and capable of operating in the Trunked mode at the time of purchase. o 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 PBTs Canines and Canine Expenses Finance Fees/Late Charges Less than Lethal Weapons Office Equipment (e.g. desktop computers, scanners, copiers, printers) Office Furniture (e.g. file cabinets, desks) Military-Type Equipment Push Bumpers Radar Guns/Radar Trailers Range Simulation Equipment Software Spikes/Stop Sticks Tasers Vessels/Boats Weapons and Ammunition Funding 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 period – Cannot request an extension – Funds must be obligated within the contract period – Funds which are properly obligated are allowed 60 days after the contract end date (August 28) to be expended – Any funds not properly obligated or expended will revert back to DPS for the 2015 LLEBG awards Cannot request more than $9,000 as federal/state share Can only submit 1 application per agency Cannot use LLEBG monies to supplant local, state, or other federal monies Funds 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 Cost – Examples: o $5,000 Total Project Cost = $500 Local Match Share & $4,500 Federal/State Share o $10,000 Total Project Cost = $1,000 Local Match Share & $9,000 Federal/State Share o $15,000 Total Project Cost = $6,000 Local Match Share & $9,000 Federal/State Share Allowable Local Match: – Cash (newly appropriated) – Cash Donations – Federal Forfeitures (if allowed by Equitable Sharing Program) Unallowable Local Match: – State or Local Forfeitures – Other Federal Grant Funds – Indirect Costs – Existing Budgeted Funds

18 APPLICATION

19 GENERAL APPLICATION GUIDELINES Solicitation released Monday, August 12, 2013 – DPS LLEBG website: – DPS WebGrants Funding Opportunity: https://dpsgrants.dps.mo.gov Applications must be submitted online in WebGrants – Paper applications will not be accepted Applications due by 5:00 p.m. on Fri., Sept. 13, 2013 – WebGrants will not accept late applications - - start early!

20 HOW TO APPLY Applicant must be registered within WebGrants to access the grants management system and funding opportunity Use 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 completeness The 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 form Each 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 Password New Organizations: click the Register Here link; refer to page 11 of the 2014 LLEBG Solicitation

22 STEP #2 – VERIFY MY PROFILE 1.Maintain profile and contact information 2.Maintain organizations information – Do not change the Applicant Agency name though 3.Add additional registered users – Add only if individual is not already a registered user – Notify DPS to add if individual is already a user associated with a different grant – Notify DPS via the Correspondence component of WebGrants if you add a new individual; must use the Change of Information Form 4.Remove registered users – Notify DPS via the Correspondence component of WebGrants if you need an individual removed; must use the Change of Information Form – Do 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 from – Add to safe sender list or a contact list to avoid being treated as junk/spam – Do not overlook these alerts as they can contain important and time-sensitive information While the record is in the My Applications module, only the Primary Contact receives system-generated alerts While 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 grantee Under Review – application has been assigned for review Correcting – application is being edited by the grantee Approved – application has been approved, following any necessary revisions by the grantee Awarded – award of contract documents being signed by grantee and grantor My Applications – Archived Applications: Editing – application was initiated but never submitted prior to the close of the funding opportunity Withdrawn – application has been withdrawn from consideration by the grantor per request by the grantee My Grants: Underway – application officially becomes a grant Suspended – grant has been frozen due to delinquent reporting and/or inappropriate activities My Grants – Closed Grants: Closed – grant has been closed by grantor

25 WEBGRANTS - MAIN MENU Grantee Instructions: general instructions and navigational aids My Profile: maintain contact information, reset password, & add users Funding Opportunities: displays posted program funding opportunities My Applications: displays previously created applications for the users organization My Grants: displays awarded grants for a users organization

26 STEP #3 – FIND FUNDING OPPORTUNITY 1.Select Funding Opportunities from the Main Menu 2.Select the appropriate Opportunity Title from the list of posted grants

27 STEP #4 - CREATE APPLICATION Funding Opportunity screen includes: General Information Description Attachments Website Links 1.Copy Existing Application: -used by organizations reapplying for funds under the LLEBG program area -application is created with same information supplied for the 2013 LLEBG application 2. Start a New Application: -used by organizations that have not applied under the LLEBG program area or want to start from scratch -application is created with no existing data MAKE SURE IF COPYING AN EXISTING APPLICATION, TO COPY FROM THE SAME PROGRAM AREA!!

28 FORM #1: GENERAL INFORMATION 1.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. 2.Click Save when completed 3.Review the form 4.Click Edit to make changes and/or click the Go to Application Forms link to continue

29 FORM #2: CONTACT INFORMATION 1.Complete the entire form as indicated: Authorized Official (AO) – the individual that has the ability to legally bind the applicant agency in a contract Project Director (PD) – the individual that will have direct oversight of the proposed project Fiscal Officer (FO) – the individual who has responsibility for accounting and audit issues at the applicant agency level Officer in Charge (OIC), if applicable – the individual that will act as the supervisor or commander of the proposed project 2.Click Save when complete 3.Review for accuracy 4.If revisions are necessary, click Edit and then re-save when completed 5.Click Mark as Complete when the data is complete Check yourself… 1)Is each individual identified correctly? 2)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 1.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 area Brief Summary – enter brief description of proposed project and costs Program Income – select Yes or No 2.Click Save when complete 3.Review for accuracy 4.If revisions are necessary, click Edit and then re-save when completed 5.Click Mark as Complete when the form is complete Check yourself… 1)Is the form current and accurate? Refer to page 18 of the 2014 LLEBG Solicitation for additional clarification or examples.

31 FORM #4: BUDGET 1.Complete the Budget: To create new budget lines, click Add for the appropriate category To 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! 2.Complete the Budget Justification To enter or edit, click Edit Click Save when completed 3.Review for accuracy 4.Click Mark as Complete when the form is complete Check yourself… 1)Are the budget lines clearly labeled? Is the basis for cost estimate clearly identified for each budget line? 2)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 1.Provide the requested information: Brief history of Project Agency Geographical location and population Description of services provided by the Project Agency Number of sworn officers Number of vehicles 2.Click Save when complete 3.Review for accuracy 4.If revisions are necessary, click Edit and then re-save when completed 5.Click Mark as Complete when the form is complete Check yourself… 1)Did you provide a brief history of the project agency (e.g. Sheriffs Office, Police Department, Public Safety Department)? 2)Did you identify the geographical location of the service area and the population within such service area? 3)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)? 4)Did you identify the number of sworn officers and vehicles? 5)Does the information provide DPS with a basic understanding of the project agency?

33 FORM #6: STATEMENT OF PROBLEM 1.Provide the requested information: Identify problem references Include facts and statistics Identify existing resources, demographic or geographic specifications, etc. 2.Click Save when complete 3.Review for accuracy 4.If revisions are necessary, click Edit and then re- save when completed 5.Click Mark as Complete when the form is complete Check yourself… 1)Are the problem references clearly identified and relative to the proposed project? 2)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? 3)Did you identify existing resources (or the lack thereof), demographic and geographic specifications, etc? 4)Did you demonstrate a need for funding?

34 FORM #7: COMMUNITY IMPACT 1.Provide the requested information: Describe how the project will affect the community(s) being served Describe how the project will affect the public safety and crime-related issues in the community(s). 2.Click Save when complete 3.Review for accuracy 4.If revisions are necessary, click Edit and then re-save when completed 5.Click Mark as Complete when the form is complete Check yourself… 1)Is the information current and accurate? 2)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 1.Identify the local match source(s) and amount(s), if applicable To 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 2.Review for accuracy 3.Click Mark as Complete when the form is complete Check yourself… 1)Is the source of local funds clearly identified? 2)Is the source of local funds allowable? 3)Does the total equal the Total Local Match Share on the Budget? Agency 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 Source

36 FORM #9: AUDIT REQUIREMENTS 1.Complete the form: Date of Last Audit Dates covered by Last Audit Name of auditing firm Phone number for auditor Date of Next Audit; enter TBD if unknown Dates covered by Next Audit; enter TBD if unknown Name of auditing firm for next audit; enter TBD if unknown Amount of Federal and State assistance received during last audited period 2.Click Save when complete 3.Review for accuracy 4.If revisions are necessary, click Edit and then re-save when completed 5.Click Mark as Complete when the form is complete Check yourself… 1)Is the form current and accurate? 2)Does the form reflect information for the applicant (e.g. city, county, state department)?

37 FORM #10: REQUIRED ATTACHMENTS 1.To upload the required document, click on the blue hyperlink 2.To delete an uploaded file, click on the recycle bin in the Delete column 3.Click Mark as Complete when the form is complete Check yourself… 1)Is the organizational chart for the Project Agency? 2)Is the file type a commonly used program? 3)Is the file password protected? If so, remove. Project Agencys 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 example

38 FORM #11: OTHER ATTACHMENTS 1.To upload an additional document: Click Add Browse for the attachment on your computer or storage device Enter a brief title for the document Click Save 2.To delete an uploaded file, click on the recycle bin in the Delete column 3.Click Mark as Complete when the form is complete Potential other attachments: Vendor quote Documents to support narrative Letters of support Check yourself… 1)Is the attachment relative to the project? 2)Is the file type a commonly used program? If not, DPS may not be able to open the file. 3)Is the file password protected? If so, need to remove. Applicants not providing additional attachments should just click Mark as Complete and continue.

39 FORM #12: CERTIFIED ASSURANCES 1.Obtain a copy of the 2014 LLEBG Certified Assurances and read thoroughly 2.Complete the form 3.Click Save when complete 4.Review for accuracy 5.If revisions are necessary, click Edit and then re-save when completed 6.Click Mark as Complete when the form is complete Check yourself… 1)Does your Authorized Official agree with the terms and conditions? If not, have you provided a valid reason? 2)Did the correct Authorized Official sign the form? 3)Is the Date reflective of the current funding opportunity?

40 STEP #5 - REVIEW/SUBMIT APPLICATION Contact DPS staff at prior to deadline if revisions are necessary to a submitted application Contact DPS staff at within 24 hours after the deadline if technical issues with WebGrants prevents you from submitting your application by the deadline. Preview Application -Read through the entire application -Review your budget -Ensure you have identified a minimum 10% local match -Check that your Certification of Local Match form equals the Budget form -Verify the name and date on the Certified Assurances form -Have another individual critique your proposal! Click Submit -Confirmation screen will appear -Primary Contact will receive confirmation of submission

41 POST-APPLICATION INFORMATION

42 APPLICATION REVIEW Grant Review Meeting: October 29-30, 2013 Review panel will consist of DPS staff and volunteers from other state and local agencies Applicants will not be contacted if their application is deficient of information Applicants will receive notification via WebGrants approximately 2-4 weeks following the review meeting Funding will not be released through any other forum – so please be patient!!

43 EVALUATION CRITERIA Evaluation criteria will consist of, but not limited to: – Demonstration the project fits within parameters of LLEBG Program – Demonstration of need, including geographic location, local demographics, local statistics, other programs and/or resources available to the applicant agency, etc. – Justification for items being requested – Meets local match requirement – Demonstration that funds will not be used to supplant other federal, state, or local funds – Compliance with state statutory requirements – Legally binding signature on Certified Assurances form – Key elements captured in written narrative – Overall quality and completeness of the application

44 GRANT TIMELINE August 12: Post Solicitation & Open Funding Opportunity September 13: Applications Due in WebGrants October 29-30: Review Meeting November: Send Notifications If you are approved for funding: November: Application Revisions, if applicable December: Sign Contracts January 1: Contracts Begin (cannot order equipment before this date) June 30: Contracts End (equipment must be ordered by this date August 28: Equipment must be paid for September 10: Status Report must be submitted in WebGrants

45 POST-AWARD REPORTING REQUIREMENTS

46 REPORTING REQUIREMENT Status Report Submitted in WebGrants via the Status Report grant component Due no later than September 10, 2014 Identifies your actual expenditures once all items have been ordered, received, and paid Must provide a copy of the following: o Local Purchase Order (or substitute authorizing purchase by unit of government) o Copy of Invoice/Receipt(s) o Copy of Check(s) to Vendor

47 OTHER RESOURCES

48 OTHER AVAILABLE RESOURCES COPS Hiring Program U.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) Program Administered by DPS to provide excess military equipment to law enforcement agencies. MO Crime Prevention Information Center Established 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 basis Other DPS Grants

49 QUESTIONS?


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