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

Local Law Enforcement Block Grant (LLEBG)

2014 Pre-Bid Webinar

Missouri Department of Public SafetyAugust 12, 2013

DEPARTMENT OF PUBLIC SAFETYCRIMINAL JUSTICE/LAW ENFORCEMENT UNIT

CONTACT INFORMATIONEric Shepherd, Program Manager(573) [email protected]

Heather Haslag, Program Specialist(573) [email protected]

Sarah Verhoff, Program Representative(573) [email protected]

Nancy Capps, Program Representative(573) [email protected]

Main Phone: (573) 751-4905

Fax Number1: (573) 522-1908Fax Number2: (573) 751-5399

LLEBG CFDA #: 16.738

MO Department of Public SafetyAttn: CJ/LEPO Box 749301 W. High Street, Room 870Jefferson City, MO 65102

OUTLINE

1. General Information2. Grant Guidelines3. Application4. Post-Application Information5. Post-Award Reporting Requirements6. Other Resources7. Questions?

GENERAL INFORMATION

SOURCE OF FUNDS• Federal Administering Agency:

– U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), Bureau of Justice Assistance (BJA)

• Public Law 109-162, Section 1111 - 2005: – 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)

FUNDINGMissouri

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.

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 Award Direct Local Awards

DPS Admin JAG LLEBG (<$10K Awards)

FY 2006 $5,788,058 $1,605,676 $4,182,382 $418,238.20 $3,054,596.80 $709,547.00

FY 2007 $8,935,310 $2,700,193 $6,235,117 $623,511.70 $4,737,674.30 $873,931.00

FY 2008 $3,217,571 $763,360 $2,454,211 $0.00 $1,971,915.25 $482,295.75

FY 2009 $9,808,221 $3,109,717 $6,698,504 $669,850.40 $5,215,081.60 $813,572.00

FY 2010 $9,338,711 $2,931,440 $6,407,271 $560,322.70 $5,042,904.30 $804,044.00

FY 2011 $7,513,737 $2,287,508 $5,226,229 $522,622.90 $4,057,417.80 $646,188.30

FY 2012 $5,959,362 $1,708,787 $4,350,575 $425,058.50 $3,218,055.30 $607,462.20

FY 2013 $5,955,310 $1,569,390 $4,385,920 $438,592.00 $3,258,824.00 $688,504.00

GRANT GUIDELINES

GOVERNING DIRECTIVES• 42 U.S.C. 3750 Part E of Title I of the Omnibus Crime Control and Safe Streets Act of

1968

• Office of Justice Programs (OJP) Financial Guide: www.ojp.usdoj.gov/financialguide/index.htm

• Office of Management and Budget (OMB) Circulars: www.whitehouse.gov/omb/circulars_default– 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

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

ELIGIBILITY REQUIREMENTSApplicants must be compliant with the following state statutes:

• Section 43.505 RSMo– Uniform Crime Reporting (UCRs)

• Section 590.650 RSMo– Racial Profiling Reporting

• Section 513.653 RSMo– Federal Forfeiture Report

• Section 590.700 RSMo– Recording of Custodial Interrogations

• Section 577.005 RSMo– Forwarding Intoxication-Related Offenses to MSHP

http://www.moga.mo.gov/

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

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.

ALLOWABLE COSTS – SPECIAL CONDITIONS• Bulletproof Vests

o Encouraged to seek federal funding through the Bulletproof Vest Program (BVP) – http://www.ojp.usdoj.gov/bvpbasi/ 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 – http://www.nij.gov/topics/technology/body-armor/safety-initiative.htm

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 Cruiserso 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

• Radioso Portable/handheld radios, repeaters, and base stations have no specific requirementso 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

UNALLOWABLE COSTSUnallowable 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)

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)

LOCAL MATCH REQUIREMENT• Minimum 10% of Total Project Cost

– Examples: o $5,000 Total Project Cost = $500 Local Match Share & $4,500 Federal/State Shareo $10,000 Total Project Cost = $1,000 Local Match Share & $9,000 Federal/State Shareo $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

APPLICATION

GENERAL APPLICATION GUIDELINES

• Solicitation released Monday, August 12, 2013– DPS LLEBG website:

http://www.dps.mo.gov/dir/programs/cjle/llebg.asp– 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!

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

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

STEP #2 – VERIFY ‘MY PROFILE’

1. Maintain profile and contact information

2. Maintain organization’s 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

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 emails from DPS staff (e.g. reminders, updates, training

notices)

• Alerts/Notifications are sent from [email protected]– 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

STATUS OVERVIEWMy 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

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 user’s organization• My Grants: displays awarded grants for a user’s organization

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

STEP #4 - CREATE APPLICATIONFunding 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 dataMAKE SURE IF COPYING AN EXISTING APPLICATION, TO COPY FROM THE SAME PROGRAM AREA!!

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 emails 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 completed3. Review the form4. Click Edit to make changes and/or click the “Go to Application Forms” link to continue

FORM #2: CONTACT INFORMATION1. 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.

FORM #3: PROJECT SUMMARY1. 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’




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.

FORM #4: BUDGET1. 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



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!!

FORM #5: BRIEF HISTORY OF PROJECT AGENCY1. 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





Check yourself…1) Did you provide a brief history of the project agency (e.g. Sheriff’s

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?

FORM #6: STATEMENT OF PROBLEM1. Provide the requested

information:

• Identify problem references

• Include facts and statistics

• Identify existing resources, demographic or geographic specifications, etc.





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?

FORM #7: COMMUNITY IMPACT1. 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).





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!

FORM #8: CERTIFICATION OF LOCAL MATCH1. 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”



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

FORM #9: AUDIT REQUIREMENTS1. 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





Check yourself…1) Is the form current and accurate?2) Does the form reflect information for the applicant

(e.g. city, county, state department)?

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


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 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 example

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


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.

FORM #12: CERTIFIED ASSURANCES1. Obtain a copy of the

2014 LLEBG Certified Assurances and read thoroughly

2. Complete the form





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?

STEP #5 - REVIEW/SUBMIT APPLICATION

• Contact DPS staff at [email protected] prior to deadline if revisions are necessary to a submitted application

• Contact DPS staff at [email protected] 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 email of submission

POST-APPLICATION INFORMATION

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!!

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

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

POST-AWARD REPORTING

REQUIREMENTS

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

OTHER RESOURCES

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. www.cops.usdoj.gov

• Bulletproof Vest Program (BVP)U.S. Department of Justice initiative created in 1998. BVP funds up to 50% of the cost of each vest purchased or replaced. www.ojp.usdoj.gov/bvpbasi

• Department of Defense (DoD) ProgramAdministered by DPS to provide excess military equipment to law enforcement agencies.http://www.dps.mo.gov/dir/programs/cjle/dod.asp

• 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 basishttp://www.dps.mo.gov/dir/programs/cjle/crimeprevention.asp

• Other DPS Grantshttp://www.dps.mo.gov/dir/grants.asp

QUESTIONS?

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

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