HomeMy WebLinkAbout06-22-20 City Commission Packet Materials - C8. DOJ Coronavirus Emergency Supplemental Funding Grant
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Jim Veltkamp, Deputy Chief of Police
SUBJECT: Authorize Application and Acceptance of a 2020 Department of Justice
(DOJ) Coronavirus Emergency Supplemental Funding Grant
MEETING DATE: June 22, 2020
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize signature of City Manager to approve the application and
acceptance of grant award #2020-VD-BX-1066, a 2020 Department of Justice (DOJ) Coronavirus
Emergency Supplemental Funding two year grant award for $60,489 to address the coronavirus
pandemic.
BACKGROUND:
Like most other departments, the ongoing coronavirus pandemic has affected the Bozeman Police
Department in multiple ways. New policies and protocols have been enacted, additional supplies
and equipment have been purchased, and the department has had to reconsider how we respond to
calls and perform our daily duties.
Looking forward, we have had to take a critical look at a variety of issues. We have had to
consider how we will continue to protect officers and citizens during encounters. We have had
to reexamine how we clean and sanitize our stations, our vehicles, our assigned and shared
equipment, our uniforms, and other property. We have also had to reconsider how we hold
meetings, conduct patrol briefings, and interact with the public.
In March of 2020, the DOJ announced the Coronavirus Emergency Supplemental Funding grant,
intended to provide agencies with funds for the additional supplies, equipment, and services
necessary to prevent the spread of the Coronavirus. In May of 2020, we applied for our allotted
portion, receiving approval notification just two days later.
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Acceptance of this grant will allow us to recoup costs already spent on personal protective apparel
and sanitizing supplies. It will also allow us to purchase additional supplies and equipment to
ensure we continue to prevent the spread of the virus.
FISCAL EFFECTS: The fiscal effects of accepting this grant will be relatively minimal.
The message board trailer has an optional online subscription package which costs $1500 per year.
This feature allows for remote message programming, data collection, mapping, and other features.
We do not intend to activate this feature at this time.
The allowance for additional cell phones for officers includes the purchase of the actual phone
itself and monthly service charges for 24 months. In two years, the department will absorb those
monthly costs, currently $36 per month phone, for a total of $7344 per year. This will be
considered in future budget requests.
Conversely, accepting this grant will help the department recoup some costs spent during the
pandemic, including $1500 for sanitizing vehicles and the costs associated with purchasing
additional personal protective equipment and sanitizing supplies.
UNRESOLVED ISSUES: None
ALTERNATIVES: None identified.
Attachments:
2020-VD-BX-1066 Grant Award and Special Conditions
Project Narrative
Budget Summary
Report compiled on: June 4, 2020
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Department of Justice (DOJ)
Office of Justice Programs
Washington, D.C. 20531Office of the Assistant Attorney General
May 28, 2020
Mr. Chuck Winn
City of Bozeman
411 East Main Street
Bozeman, MT 59715-4700
Dear Mr. Winn:
On behalf of Attorney General William P. Barr, it is my pleasure to inform you that the Office of Justice Programs (OJP), U.S.
Department of Justice (DOJ), has approved the application by City of Bozeman for an award under the OJP funding
opportunity entitled "BJA FY 20 Coronavirus Emergency Supplemental Funding Program." The approved award amount is
$60,489. These funds are for the project entitled Bozeman Coronavirus Emergency Response.
The award document, including award conditions, is enclosed. The entire document is to be reviewed carefully before any
decision to accept the award. Also, the webpage entitled "Legal Notices: Special circumstances as to particular award
conditions" (ojp.gov/funding/Explore/LegalNotices-AwardReqts.htm) is to be consulted prior to an acceptance. Through that
"Legal Notices" webpage, OJP sets out -- by funding opportunity -- certain special circumstances that may or will affect the
applicability of one or more award requirements. Any such legal notice pertaining to award requirements that is posted
through that webpage is incorporated by reference into the award.
Please note that award requirements include not only award conditions, but also compliance with assurances and certifications
that relate to conduct during the period of performance for the award. Because these requirements encompass financial,
administrative, and programmatic matters, as well as other important matters (e.g., specific restrictions on use of funds), it is
vital that all key staff know the award requirements, and receive the award conditions and the assurances and certifications, as
well as the application as approved by OJP. (Information on all pertinent award requirements also must be provided to any
subrecipient of the award.)
Should City of Bozeman accept the award and then fail to comply with an award requirement, DOJ will pursue appropriate
remedies for non-compliance, which may include termination of the award and/or a requirement to repay award funds.
Please direct questions regarding this award as follows:
- For program questions, contact Dara H. Schulman, Program Manager at (202) 514-9967; and
- For financial questions, contact the Customer Service Center of OJP's Office of the Chief Financial Officer at
(800) 458-0786, or at ask.ocfo@usdoj.gov.
We look forward to working with you.
Sincerely,
Encl.
Katharine T. Sullivan
Principal Deputy Assistant Attorney General
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Director
Michael L. Alston
Department of Justice (DOJ)
Office of Justice Programs
May 28, 2020
Mr. Chuck Winn
City of Bozeman
411 East Main Street
Bozeman, MT 59715-4700
Congratulations on your recent award. The Office for Civil Rights (OCR), Office of Justice Programs (OJP), U.S. Department of
Justice (DOJ) has been delegated the responsibility for ensuring that recipients of federal financial assistance from the OJP, the Office
of Community Oriented Policing Services (COPS), and the Office on Violence Against Women (OVW) are not engaged in
discrimination prohibited by law. Several federal civil rights laws, such as Title VI of the Civil Rights Act of 1964 and Title IX of
the Education Amendments of 1972, require recipients of federal financial assistance to give assurances that they will comply with
those laws. In addition to those civil rights laws, many grant program statutes contain nondiscrimination provisions that require
compliance with them as a condition of receiving federal financial assistance. For a complete review of these civil rights laws and
nondiscrimination requirements, in connection with OJP and other DOJ awards, see
https://ojp.gov/funding/Explore/LegalOverview/CivilRightsRequirements.htm
Under the delegation of authority, the OCR investigates allegations of discrimination against recipients from individuals, entities, or
groups. In addition, the OCR conducts limited compliance reviews and audits based on regulatory criteria. These reviews and audits
permit the OCR to evaluate whether recipients of financial assistance from the Department are providing services in a non-
discriminatory manner to their service population or have employment practices that meet equal-opportunity standards.
If you are a recipient of grant awards under the Omnibus Crime Control and Safe Streets Act or the Juvenile Justice and Delinquency
Prevention Act and your agency is part of a criminal justice system, there are two additional obligations that may apply in connection
with the awards: (1) complying with the regulation relating to Equal Employment Opportunity Programs (EEOPs); and (2)
submitting findings of discrimination to OCR. For additional information regarding the EEOP requirement, see 28 CFR Part 42,
subpart E, and for additional information regarding requirements when there is an adverse finding, see 28 C.F.R. §§ 42.204(c),
.205(c)(5). Please submit information about any adverse finding to the OCR at the above address.
We at the OCR are available to help you and your organization meet the civil rights requirements that are associated with OJP and
other DOJ grant funding. If you would like the OCR to assist you in fulfilling your organization's civil rights or nondiscrimination
responsibilities as a recipient of federal financial assistance, please do not hesitate to let us know.
Dear Mr. Winn:
Sincerely,
cc:Grant Manager
Financial Analyst
Washington, DC 20531
Office of Civil Rights
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Grant
PAGE 1 OF
Department of Justice (DOJ)
Office of Justice Programs
Bureau of Justice Assistance
1. RECIPIENT NAME AND ADDRESS (Including Zip Code)
City of Bozeman
411 East Main Street
Bozeman, MT 59715-4700
8. SUPPLEMENT NUMBER
00
9. PREVIOUS AWARD AMOUNT
10. AMOUNT OF THIS AWARD
$ 0
$ 60,489
11. TOTAL AWARD $ 60,489
2a. GRANTEE IRS/VENDOR NO.
816001238
2b. GRANTEE DUNS NO.
083705293
3. PROJECT TITLE
Bozeman Coronavirus Emergency Response
12. SPECIAL CONDITIONS
THE ABOVE GRANT PROJECT IS APPROVED SUBJECT TO SUCH CONDITIONS OR LIMITATIONS AS ARE SET FORTH
ON THE ATTACHED PAGE(S).
13. STATUTORY AUTHORITY FOR GRANT
This project is supported under FY20(BJA - CESF) Pub. L. No. 116-136, Div. B; 28 U.S.C. 530C
14 . CATALOG OF DOMESTIC FEDERAL ASSISTANCE (CFDA Number)
16.034 - Coronavirus Emergency Supplemental Funding Program
15. METHOD OF PAYMENT
GPRS
AGENCY APPROVAL
16. TYPED NAME AND TITLE OF APPROVING OFFICIAL
GRANTEE ACCEPTANCE
Katharine T. Sullivan
Principal Deputy Assistant Attorney General
AGENCY USE ONLY
20. ACCOUNTING CLASSIFICATION CODES 21.
FISCAL
YEAR
FUND
CODE
BUD.
ACT.OFC.
DIV.
REG.SUB.POMS AMOUNT
VDBX 80 00 00 60489
VVDUGT1006
18. TYPED NAME AND TITLE OF AUTHORIZED GRANTEE OFFICIAL
Chuck Winn
Acting City Manager
4. AWARD NUMBER:2020-VD-BX-1066
5. PROJECT PERIOD: FROM
BUDGET PERIOD: FROM
6. AWARD DATE 7. ACTION
Initial
05/28/2020
TO
TO
01/20/2020
01/20/2020
01/31/2022
01/31/2022
OJP FORM 4000/2 (REV. 5-87) PREVIOUS EDITIONS ARE OBSOLETE.
OJP FORM 4000/2 (REV. 4-88)
19. SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL 19A. DATE17. SIGNATURE OF APPROVING OFFICIAL
16
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Department of Justice (DOJ)
Office of Justice Programs
Bureau of Justice Assistance
AWARD DATE 05/28/2020PROJECT NUMBER 2020-VD-BX-1066
SPECIAL CONDITIONS
Requirements of the award; remedies for non-compliance or for materially false statements
The conditions of this award are material requirements of the award. Compliance with any assurances or certifications
submitted by or on behalf of the recipient that relate to conduct during the period of performance also is a material
requirement of this award.
Limited Exceptions. In certain special circumstances, the U.S. Department of Justice ("DOJ") may determine that it will
not enforce, or enforce only in part, one or more requirements otherwise applicable to the award. Any such exceptions
regarding enforcement, including any such exceptions made during the period of performance, are (or will be during
the period of performance) set out through the Office of Justice Programs ("OJP") webpage entitled "Legal Notices:
Special circumstances as to particular award conditions" (ojp.gov/funding/Explore/LegalNotices-AwardReqts.htm), and
incorporated by reference into the award.
By signing and accepting this award on behalf of the recipient, the authorized recipient official accepts all material
requirements of the award, and specifically adopts, as if personally executed by the authorized recipient official, all
assurances or certifications submitted by or on behalf of the recipient that relate to conduct during the period of
performance.
Failure to comply with one or more award requirements -- whether a condition set out in full below, a condition
incorporated by reference below, or an assurance or certification related to conduct during the award period -- may
result in OJP taking appropriate action with respect to the recipient and the award. Among other things, the OJP may
withhold award funds, disallow costs, or suspend or terminate the award. DOJ, including OJP, also may take other legal
action as appropriate.
Any materially false, fictitious, or fraudulent statement to the federal government related to this award (or concealment
or omission of a material fact) may be the subject of criminal prosecution (including under 18 U.S.C. 1001 and/or 1621,
and/or 34 U.S.C. 10271-10273), and also may lead to imposition of civil penalties and administrative remedies for false
claims or otherwise (including under 31 U.S.C. 3729-3730 and 3801-3812).
Should any provision of a requirement of this award be held to be invalid or unenforceable by its terms, that provision
shall first be applied with a limited construction so as to give it the maximum effect permitted by law. Should it be
held, instead, that the provision is utterly invalid or -unenforceable, such provision shall be deemed severable from this
award.
1.
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Department of Justice (DOJ)
Office of Justice Programs
Bureau of Justice Assistance
AWARD DATE 05/28/2020PROJECT NUMBER 2020-VD-BX-1066
SPECIAL CONDITIONS
Applicability of Part 200 Uniform Requirements
The Uniform Administrative Requirements, Cost Principles, and Audit Requirements in 2 C.F.R. Part 200, as adopted
and supplemented by DOJ in 2 C.F.R. Part 2800 (together, the "Part 200 Uniform Requirements") apply to this FY
2020 award from OJP.
The Part 200 Uniform Requirements were first adopted by DOJ on December 26, 2014. If this FY 2020 award
supplements funds previously awarded by OJP under the same award number (e.g., funds awarded during or before
December 2014), the Part 200 Uniform Requirements apply with respect to all funds under that award number
(regardless of the award date, and regardless of whether derived from the initial award or a supplemental award) that
are obligated on or after the acceptance date of this FY 2020 award.
For more information and resources on the Part 200 Uniform Requirements as they relate to OJP awards and subawards
("subgrants"), see the OJP website at https://ojp.gov/funding/Part200UniformRequirements.htm.
Record retention and access: Records pertinent to the award that the recipient (and any subrecipient ("subgrantee") at
any tier) must retain -- typically for a period of 3 years from the date of submission of the final expenditure report (SF
425), unless a different retention period applies -- and to which the recipient (and any subrecipient ("subgrantee") at
any tier) must provide access, include performance measurement information, in addition to the financial records,
supporting documents, statistical records, and other pertinent records indicated at 2 C.F.R. 200.333.
In the event that an award-related question arises from documents or other materials prepared or distributed by OJP
that may appear to conflict with, or differ in some way from, the provisions of the Part 200 Uniform Requirements, the
recipient is to contact OJP promptly for clarification.
Compliance with DOJ Grants Financial Guide
References to the DOJ Grants Financial Guide are to the DOJ Grants Financial Guide as posted on the OJP website
(currently, the "DOJ Grants Financial Guide" available at https://ojp.gov/financialguide/DOJ/index.htm), including any
updated version that may be posted during the period of performance. The recipient agrees to comply with the DOJ
Grants Financial Guide.
Reclassification of various statutory provisions to a new Title 34 of the United States Code
On September 1, 2017, various statutory provisions previously codified elsewhere in the U.S. Code were editorially
reclassified (that is, moved and renumbered) to a new Title 34, entitled "Crime Control and Law Enforcement." The
reclassification encompassed a number of statutory provisions pertinent to OJP awards (that is, OJP grants and
cooperative agreements), including many provisions previously codified in Title 42 of the U.S. Code.
Effective as of September 1, 2017, any reference in this award document to a statutory provision that has been
reclassified to the new Title 34 of the U.S. Code is to be read as a reference to that statutory provision as reclassified to
Title 34. This rule of construction specifically includes references set out in award conditions, references set out in
material incorporated by reference through award conditions, and references set out in other award requirements.
2.
3.
4.
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Department of Justice (DOJ)
Office of Justice Programs
Bureau of Justice Assistance
AWARD DATE 05/28/2020PROJECT NUMBER 2020-VD-BX-1066
SPECIAL CONDITIONS
Required training for Point of Contact and all Financial Points of Contact
Both the Point of Contact (POC) and all Financial Points of Contact (FPOCs) for this award must have successfully
completed an "OJP financial management and grant administration training" by 120 days after the date of the
recipient's acceptance of the award. Successful completion of such a training on or after January 1, 2018, will satisfy
this condition.
In the event that either the POC or an FPOC for this award changes during the period of performance, the new POC or
FPOC must have successfully completed an "OJP financial management and grant administration training" by 120
calendar days after -- (1) the date of OJP's approval of the "Change Grantee Contact" GAN (in the case of a new
POC), or (2) the date the POC enters information on the new FPOC in GMS (in the case of a new FPOC). Successful
completion of such a training on or after January 1, 2018, will satisfy this condition.
A list of OJP trainings that OJP will consider "OJP financial management and grant administration training" for
purposes of this condition is available at https://www.ojp.gov/training/fmts.htm. All trainings that satisfy this condition
include a session on grant fraud prevention and detection.
The recipient should anticipate that OJP will immediately withhold ("freeze") award funds if the recipient fails to
comply with this condition. The recipient's failure to comply also may lead OJP to impose additional appropriate
conditions on this award.
Requirements related to "de minimis" indirect cost rate
A recipient that is eligible under the Part 200 Uniform Requirements and other applicable law to use the "de minimis"
indirect cost rate described in 2 C.F.R. 200.414(f), and that elects to use the "de minimis" indirect cost rate, must advise
OJP in writing of both its eligibility and its election, and must comply with all associated requirements in the Part 200
Uniform Requirements. The "de minimis" rate may be applied only to modified total direct costs (MTDC) as defined
by the Part 200 Uniform Requirements.
Requirement to report potentially duplicative funding
If the recipient currently has other active awards of federal funds, or if the recipient receives any other award of federal
funds during the period of performance for this award, the recipient promptly must determine whether funds from any
of those other federal awards have been, are being, or are to be used (in whole or in part) for one or more of the
identical cost items for which funds are provided under this award. If so, the recipient must promptly notify the DOJ
awarding agency (OJP or OVW, as appropriate) in writing of the potential duplication, and, if so requested by the DOJ
awarding agency, must seek a budget-modification or change-of-project-scope grant adjustment notice (GAN) to
eliminate any inappropriate duplication of funding.
5.
6.
7.
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Department of Justice (DOJ)
Office of Justice Programs
Bureau of Justice Assistance
AWARD DATE 05/28/2020PROJECT NUMBER 2020-VD-BX-1066
SPECIAL CONDITIONS
Requirements related to System for Award Management and Universal Identifier Requirements
The recipient must comply with applicable requirements regarding the System for Award Management (SAM),
currently accessible at https://www.sam.gov/. This includes applicable requirements regarding registration with SAM,
as well as maintaining the currency of information in SAM.
The recipient also must comply with applicable restrictions on subawards ("subgrants") to first-tier subrecipients
(first-tier "subgrantees"), including restrictions on subawards to entities that do not acquire and provide (to the
recipient) the unique entity identifier required for SAM registration.
The details of the recipient's obligations related to SAM and to unique entity identifiers are posted on the OJP web site
at https://ojp.gov/funding/Explore/SAM.htm (Award condition: System for Award Management (SAM) and Universal
Identifier Requirements), and are incorporated by reference here.
This condition does not apply to an award to an individual who received the award as a natural person (i.e., unrelated to
any business or non-profit organization that he or she may own or operate in his or her name).
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Department of Justice (DOJ)
Office of Justice Programs
Bureau of Justice Assistance
AWARD DATE 05/28/2020PROJECT NUMBER 2020-VD-BX-1066
SPECIAL CONDITIONS
Employment eligibility verification for hiring under the award
1. The recipient (and any subrecipient at any tier) must--
A. Ensure that, as part of the hiring process for any position within the United States that is or will be funded (in whole
or in part) with award funds, the recipient (or any subrecipient) properly verifies the employment eligibility of the
individual who is being hired, consistent with the provisions of 8 U.S.C. 1324a(a)(1) and (2).
B. Notify all persons associated with the recipient (or any subrecipient) who are or will be involved in activities under
this award of both--
(1) this award requirement for verification of employment eligibility, and
(2) the associated provisions in 8 U.S.C. 1324a(a)(1) and (2) that, generally speaking, make it unlawful, in the United
States, to hire (or recruit for employment) certain aliens.
C. Provide training (to the extent necessary) to those persons required by this condition to be notified of the award
requirement for employment eligibility verification and of the associated provisions of 8 U.S.C. 1324a(a)(1) and (2).
D. As part of the recordkeeping for the award (including pursuant to the Part 200 Uniform Requirements), maintain
records of all employment eligibility verifications pertinent to compliance with this award condition in accordance with
Form I-9 record retention requirements, as well as records of all pertinent notifications and trainings.
2. Monitoring
The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition.
3. Allowable costs
To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the
reasonable, necessary, and allocable costs (if any) of actions designed to ensure compliance with this condition.
4. Rules of construction
A. Staff involved in the hiring process
For purposes of this condition, persons "who are or will be involved in activities under this award" specifically includes
(without limitation) any and all recipient (or any subrecipient) officials or other staff who are or will be involved in the
hiring process with respect to a position that is or will be funded (in whole or in part) with award funds.
B. Employment eligibility confirmation with E-Verify
For purposes of satisfying the requirement of this condition regarding verification of employment eligibility, the
recipient (or any subrecipient) may choose to participate in, and use, E-Verify (www.e-verify.gov), provided an
appropriate person authorized to act on behalf of the recipient (or subrecipient) uses E-Verify (and follows the proper
E-Verify procedures, including in the event of a "Tentative Nonconfirmation" or a "Final Nonconfirmation") to
confirm employment eligibility for each hiring for a position in the United States that is or will be funded (in whole or
in part) with award funds.
C. "United States" specifically includes the District of Columbia, Puerto Rico, Guam, the Virgin Islands of the United
States, and the Commonwealth of the Northern Mariana Islands.
D. Nothing in this condition shall be understood to authorize or require any recipient, any subrecipient at any tier, or
9.
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Department of Justice (DOJ)
Office of Justice Programs
Bureau of Justice Assistance
AWARD DATE 05/28/2020PROJECT NUMBER 2020-VD-BX-1066
SPECIAL CONDITIONS
any person or other entity, to violate any federal law, including any applicable civil rights or nondiscrimination law.
E. Nothing in this condition, including in paragraph 4.B., shall be understood to relieve any recipient, any subrecipient
at any tier, or any person or other entity, of any obligation otherwise imposed by law, including 8 U.S.C. 1324a(a)(1)
and (2).
Questions about E-Verify should be directed to DHS. For more information about E-Verify visit the E-Verify
website (https://www.e-verify.gov/) or email E-Verify at E-Verify@dhs.gov. E-Verify employer agents can email E-
Verify at E-VerifyEmployerAgent@dhs.gov.
Questions about the meaning or scope of this condition should be directed to OJP, before award acceptance.
Requirement to report actual or imminent breach of personally identifiable information (PII)
The recipient (and any "subrecipient" at any tier) must have written procedures in place to respond in the event of an
actual or imminent "breach" (OMB M-17-12) if it (or a subrecipient) -- (1) creates, collects, uses, processes, stores,
maintains, disseminates, discloses, or disposes of "personally identifiable information (PII)" (2 CFR 200.79) within the
scope of an OJP grant-funded program or activity, or (2) uses or operates a "Federal information system" (OMB
Circular A-130). The recipient's breach procedures must include a requirement to report actual or imminent breach of
PII to an OJP Program Manager no later than 24 hours after an occurrence of an actual breach, or the detection of an
imminent breach.
All subawards ("subgrants") must have specific federal authorization
The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements for
authorization of any subaward. This condition applies to agreements that -- for purposes of federal grants
administrative requirements -- OJP considers a "subaward" (and therefore does not consider a procurement
"contract").
The details of the requirement for authorization of any subaward are posted on the OJP web site at
https://ojp.gov/funding/Explore/SubawardAuthorization.htm (Award condition: All subawards ("subgrants") must have
specific federal authorization), and are incorporated by reference here.
Specific post-award approval required to use a noncompetitive approach in any procurement contract that would
exceed $250,000
The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements to obtain
specific advance approval to use a noncompetitive approach in any procurement contract that would exceed the
Simplified Acquisition Threshold (currently, $250,000). This condition applies to agreements that -- for purposes of
federal grants administrative requirements -- OJP considers a procurement "contract" (and therefore does not consider
a subaward).
The details of the requirement for advance approval to use a noncompetitive approach in a procurement contract under
an OJP award are posted on the OJP web site at https://ojp.gov/funding/Explore/NoncompetitiveProcurement.htm
(Award condition: Specific post-award approval required to use a noncompetitive approach in a procurement contract
(if contract would exceed $250,000)), and are incorporated by reference here.
10.
11.
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Department of Justice (DOJ)
Office of Justice Programs
Bureau of Justice Assistance
AWARD DATE 05/28/2020PROJECT NUMBER 2020-VD-BX-1066
SPECIAL CONDITIONS
Unreasonable restrictions on competition under the award; association with federal government
SCOPE. This condition applies with respect to any procurement of property or services that is funded (in whole or in
part) by this award, whether by the recipient or by any subrecipient at any tier, and regardless of the dollar amount of
the purchase or acquisition, the method of procurement, or the nature of any legal instrument used. The provisions of
this condition must be among those included in any subaward (at any tier).
1. No discrimination, in procurement transactions, against associates of the federal government
Consistent with the (DOJ) Part 200 Uniform Requirements -- including as set out at 2 C.F.R. 200.300 (requiring
awards to be "manage[d] and administer[ed] in a manner so as to ensure that Federal funding is expended and
associated programs are implemented in full accordance with U.S. statutory and public policy requirements") and
200.319(a) (generally requiring "[a]ll procurement transactions [to] be conducted in a manner providing full and open
competition" and forbidding practices "restrictive of competition," such as "[p]lacing unreasonable requirements on
firms in order for them to qualify to do business" and taking "[a]ny arbitrary action in the procurement process") -- no
recipient (or subrecipient, at any tier) may (in any procurement transaction) discriminate against any person or entity on
the basis of such person or entity's status as an "associate of the federal government" (or on the basis of such person or
entity's status as a parent, affiliate, or subsidiary of such an associate), except as expressly set out in 2 C.F.R.
200.319(a) or as specifically authorized by USDOJ.
2. Monitoring
The recipient's monitoring responsibilities include monitoring of subrecipient compliance with this condition.
3. Allowable costs
To the extent that such costs are not reimbursed under any other federal program, award funds may be obligated for the
reasonable, necessary, and allocable costs (if any) of actions designed to ensure compliance with this condition.
4. Rules of construction
A. The term "associate of the federal government" means any person or entity engaged or employed (in the past or at
present) by or on behalf of the federal government -- as an employee, contractor or subcontractor (at any tier), grant
recipient or -subrecipient (at any tier), agent, or otherwise -- in undertaking any work, project, or activity for or on
behalf of (or in providing goods or services to or on behalf of) the federal government, and includes any applicant for
such employment or engagement, and any person or entity committed by legal instrument to undertake any such work,
project, or activity (or to provide such goods or services) in future.
B. Nothing in this condition shall be understood to authorize or require any recipient, any subrecipient at any tier, or
any person or other entity, to violate any federal law, including any applicable civil rights or nondiscrimination law.
13.
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Department of Justice (DOJ)
Office of Justice Programs
Bureau of Justice Assistance
AWARD DATE 05/28/2020PROJECT NUMBER 2020-VD-BX-1066
SPECIAL CONDITIONS
Requirements pertaining to prohibited conduct related to trafficking in persons (including reporting requirements and
OJP authority to terminate award)
The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements (including
requirements to report allegations) pertaining to prohibited conduct related to the trafficking of persons, whether on the
part of recipients, subrecipients ("subgrantees"), or individuals defined (for purposes of this condition) as "employees"
of the recipient or of any subrecipient.
The details of the recipient's obligations related to prohibited conduct related to trafficking in persons are posted on the
OJP web site at https://ojp.gov/funding/Explore/ProhibitedConduct-Trafficking.htm (Award condition: Prohibited
conduct by recipients and subrecipients related to trafficking in persons (including reporting requirements and OJP
authority to terminate award)), and are incorporated by reference here.
Determination of suitability to interact with participating minors
SCOPE. This condition applies to this award if it is indicated -- in the application for the award (as approved by
DOJ)(or in the application for any subaward, at any tier), the DOJ funding announcement (solicitation), or an
associated federal statute -- that a purpose of some or all of the activities to be carried out under the award (whether by
the recipient, or a subrecipient at any tier) is to benefit a set of individuals under 18 years of age.
The recipient, and any subrecipient at any tier, must make determinations of suitability before certain individuals may
interact with participating minors. This requirement applies regardless of an individual's employment status.
The details of this requirement are posted on the OJP web site at https://ojp.gov/funding/Explore/Interact-Minors.htm
(Award condition: Determination of suitability required, in advance, for certain individuals who may interact with
participating minors), and are incorporated by reference here.
Compliance with applicable rules regarding approval, planning, and reporting of conferences, meetings, trainings, and
other events
The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable laws, regulations,
policies, and official DOJ guidance (including specific cost limits, prior approval and reporting requirements, where
applicable) governing the use of federal funds for expenses related to conferences (as that term is defined by DOJ),
including the provision of food and/or beverages at such conferences, and costs of attendance at such conferences.
Information on the pertinent DOJ definition of conferences and the rules applicable to this award appears in the DOJ
Grants Financial Guide (currently, as section 3.10 of "Postaward Requirements" in the "DOJ Grants Financial Guide").
Requirement for data on performance and effectiveness under the award
The recipient must collect and maintain data that measure the performance and effectiveness of work under this award.
The data must be provided to OJP in the manner (including within the timeframes) specified by OJP in the program
solicitation or other applicable written guidance. Data collection supports compliance with the Government
Performance and Results Act (GPRA) and the GPRA Modernization Act of 2010, and other applicable laws.
OJP Training Guiding Principles
Any training or training materials that the recipient -- or any subrecipient ("subgrantee") at any tier -- develops or
delivers with OJP award funds must adhere to the OJP Training Guiding Principles for Grantees and Subgrantees,
available at https://ojp.gov/funding/Implement/TrainingPrinciplesForGrantees-Subgrantees.htm.
14.
15.
16.
17.
18.
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SPECIAL CONDITIONS
Effect of failure to address audit issues
The recipient understands and agrees that the DOJ awarding agency (OJP or OVW, as appropriate) may withhold
award funds, or may impose other related requirements, if (as determined by the DOJ awarding agency) the recipient
does not satisfactorily and promptly address outstanding issues from audits required by the Part 200 Uniform
Requirements (or by the terms of this award), or other outstanding issues that arise in connection with audits,
investigations, or reviews of DOJ awards.
Potential imposition of additional requirements
The recipient agrees to comply with any additional requirements that may be imposed by the DOJ awarding agency
(OJP or OVW, as appropriate) during the period of performance for this award, if the recipient is designated as "high-
risk" for purposes of the DOJ high-risk grantee list.
Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 42
The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28
C.F.R. Part 42, specifically including any applicable requirements in Subpart E of 28 C.F.R. Part 42 that relate to an
equal employment opportunity program.
Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 54
The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28
C.F.R. Part 54, which relates to nondiscrimination on the basis of sex in certain "education programs."
Compliance with DOJ regulations pertaining to civil rights and nondiscrimination - 28 C.F.R. Part 38
The recipient, and any subrecipient ("subgrantee") at any tier, must comply with all applicable requirements of 28
C.F.R. Part 38 (as may be applicable from time to time), specifically including any applicable requirements regarding
written notice to program beneficiaries and prospective program beneficiaries.
Currently, among other things, 28 C.F.R. Part 38 includes rules that prohibit specific forms of discrimination on the
basis of religion, a religious belief, a refusal to hold a religious belief, or refusal to attend or participate in a religious
practice. Part 38, currently, also sets out rules and requirements that pertain to recipient and subrecipient
("subgrantee") organizations that engage in or conduct explicitly religious activities, as well as rules and requirements
that pertain to recipients and subrecipients that are faith-based or religious organizations.
The text of 28 C.F.R. Part 38 is available via the Electronic Code of Federal Regulations (currently accessible at
https://www.ecfr.gov/cgi-bin/ECFR?page=browse), by browsing to Title 28-Judicial Administration, Chapter 1, Part
38, under e-CFR "current" data.
19.
20.
21.
22.
23.
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SPECIAL CONDITIONS
Restrictions on "lobbying"
In general, as a matter of federal law, federal funds awarded by OJP may not be used by the recipient, or any
subrecipient ("subgrantee") at any tier, either directly or indirectly, to support or oppose the enactment, repeal,
modification, or adoption of any law, regulation, or policy, at any level of government. See 18 U.S.C. 1913. (There
may be exceptions if an applicable federal statute specifically authorizes certain activities that otherwise would be
barred by law.)
Another federal law generally prohibits federal funds awarded by OJP from being used by the recipient, or any
subrecipient at any tier, to pay any person to influence (or attempt to influence) a federal agency, a Member of
Congress, or Congress (or an official or employee of any of them) with respect to the awarding of a federal grant or
cooperative agreement, subgrant, contract, subcontract, or loan, or with respect to actions such as renewing, extending,
or modifying any such award. See 31 U.S.C. 1352. Certain exceptions to this law apply, including an exception that
applies to Indian tribes and tribal organizations.
Should any question arise as to whether a particular use of federal funds by a recipient (or subrecipient) would or might
fall within the scope of these prohibitions, the recipient is to contact OJP for guidance, and may not proceed without the
express prior written approval of OJP.
Compliance with general appropriations-law restrictions on the use of federal funds (FY 2020) The recipient, and any
subrecipient ("subgrantee") at any tier, must comply with all applicable restrictions on the use of federal funds set out in
federal appropriations statutes. Pertinent restrictions that may be set out in applicable appropriations acts are indicated
at https://ojp.gov/funding/Explore/FY20AppropriationsRestrictions.htm, and are incorporated by reference here. Should
a question arise as to whether a particular use of federal funds by a recipient (or a subrecipient) would or might fall
within the scope of an appropriations-law restriction, the recipient is to contact OJP for guidance, and may not proceed
without the express prior written approval of OJP.
Reporting potential fraud, waste, and abuse, and similar misconduct
The recipient, and any subrecipients ("subgrantees") at any tier, must promptly refer to the DOJ Office of the Inspector
General (OIG) any credible evidence that a principal, employee, agent, subrecipient, contractor, subcontractor, or other
person has, in connection with funds under this award-- (1) submitted a claim that violates the False Claims Act; or (2)
committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar
misconduct.
Potential fraud, waste, abuse, or misconduct involving or relating to funds under this award should be reported to the
OIG by--(1) online submission accessible via the OIG webpage at https://oig.justice.gov/hotline/contact-grants.htm
(select "Submit Report Online"); (2) mail directed to: U.S. Department of Justice, Office of the Inspector General,
Investigations Division, ATTN: Grantee Reporting, 950 Pennsylvania Ave., NW, Washington, DC 20530; and/or (3) by
facsimile directed to the DOJ OIG Investigations Division (Attn: Grantee Reporting) at (202) 616-9881 (fax).
Additional information is available from the DOJ OIG website at https://oig.justice.gov/hotline.
24.
25.
26.
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SPECIAL CONDITIONS
Restrictions and certifications regarding non-disclosure agreements and related matters
No recipient or subrecipient ("subgrantee") under this award, or entity that receives a procurement contract or
subcontract with any funds under this award, may require any employee or contractor to sign an internal confidentiality
agreement or statement that prohibits or otherwise restricts, or purports to prohibit or restrict, the reporting (in
accordance with law) of waste, fraud, or abuse to an investigative or law enforcement representative of a federal
department or agency authorized to receive such information.
The foregoing is not intended, and shall not be understood by the agency making this award, to contravene
requirements applicable to Standard Form 312 (which relates to classified information), Form 4414 (which relates to
sensitive compartmented information), or any other form issued by a federal department or agency governing the
nondisclosure of classified information.
1. In accepting this award, the recipient--
a. represents that it neither requires nor has required internal confidentiality agreements or statements from employees
or contractors that currently prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or
contractors from reporting waste, fraud, or abuse as described above; and
b. certifies that, if it learns or is notified that it is or has been requiring its employees or contractors to execute
agreements or statements that prohibit or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud,
or abuse as described above, it will immediately stop any further obligations of award funds, will provide prompt
written notification to the federal agency making this award, and will resume (or permit resumption of) such
obligations only if expressly authorized to do so by that agency.
2. If the recipient does or is authorized under this award to make subawards ("subgrants"), procurement contracts, or
both--
a. it represents that--
(1) it has determined that no other entity that the recipient's application proposes may or will receive award funds
(whether through a subaward ("subgrant"), procurement contract, or subcontract under a procurement contract) either
requires or has required internal confidentiality agreements or statements from employees or contractors that currently
prohibit or otherwise currently restrict (or purport to prohibit or restrict) employees or contractors from reporting waste,
fraud, or abuse as described above; and
(2) it has made appropriate inquiry, or otherwise has an adequate factual basis, to support this representation; and
b. it certifies that, if it learns or is notified that any subrecipient, contractor, or subcontractor entity that receives funds
under this award is or has been requiring its employees or contractors to execute agreements or statements that prohibit
or otherwise restrict (or purport to prohibit or restrict), reporting of waste, fraud, or abuse as described above, it will
immediately stop any further obligations of award funds to or by that entity, will provide prompt written notification to
the federal agency making this award, and will resume (or permit resumption of) such obligations only if expressly
authorized to do so by that agency.
27.
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SPECIAL CONDITIONS
Compliance with 41 U.S.C. 4712 (including prohibitions on reprisal; notice to employees)
The recipient (and any subrecipient at any tier) must comply with, and is subject to, all applicable provisions of 41
U.S.C. 4712, including all applicable provisions that prohibit, under specified circumstances, discrimination against an
employee as reprisal for the employee's disclosure of information related to gross mismanagement of a federal grant, a
gross waste of federal funds, an abuse of authority relating to a federal grant, a substantial and specific danger to public
health or safety, or a violation of law, rule, or regulation related to a federal grant.
The recipient also must inform its employees, in writing (and in the predominant native language of the workforce), of
employee rights and remedies under 41 U.S.C. 4712.
Should a question arise as to the applicability of the provisions of 41 U.S.C. 4712 to this award, the recipient is to
contact the DOJ awarding agency (OJP or OVW, as appropriate) for guidance.
Encouragement of policies to ban text messaging while driving
Pursuant to Executive Order 13513, "Federal Leadership on Reducing Text Messaging While Driving," 74 Fed. Reg.
51225 (October 1, 2009), DOJ encourages recipients and subrecipients ("subgrantees") to adopt and enforce policies
banning employees from text messaging while driving any vehicle during the course of performing work funded by this
award, and to establish workplace safety policies and conduct education, awareness, and other outreach to decrease
crashes caused by distracted drivers.
Requirement to disclose whether recipient is designated "high risk" by a federal grant-making agency outside of DOJ
If the recipient is designated "high risk" by a federal grant-making agency outside of DOJ, currently or at any time
during the course of the period of performance under this award, the recipient must disclose that fact and certain related
information to OJP by email at OJP.ComplianceReporting@ojp.usdoj.gov. For purposes of this disclosure, high risk
includes any status under which a federal awarding agency provides additional oversight due to the recipient's past
performance, or other programmatic or financial concerns with the recipient. The recipient's disclosure must include
the following: 1. The federal awarding agency that currently designates the recipient high risk, 2. The date the recipient
was designated high risk, 3. The high-risk point of contact at that federal awarding agency (name, phone number, and
email address), and 4. The reasons for the high-risk status, as set out by the federal awarding agency.
Signing Authority
This award must be signed by an authorized official of the applicant State, local, or tribal government, on behalf of that
applicant State, unit of local government, or Tribe, unless the applicant designates an organizational unit to apply on its
behalf. For example, if designated by a unit of local government, a Police Department or Sheriff’s Office (or similar
agency) may apply on behalf of the applicant jurisdiction, as long as the department, office, or agency is listed as the
organizational unit on the SF-424. In that case, the head of the designated organizational unit (such as a Police Chief or
Sheriff) may sign the award. Documentation of the designation by the appropriate governing body must be retained by
the grant recipient.
The "Emergency Appropriations for Coronavirus Health Response and Agency Operations" law (Public Law 116-136)
includes definitions, reporting requirements, and certain other provisions that apply (whether in whole or in part) to this
award. In addition, consistent with the CESF Program's purposes, which involve preparing for, preventing, and
responding to the coronavirus national emergency, OJP will provide notice of any additional CESF program-specific
grants administrative requirements on an award page, accessible at https://www.ojp.gov/funding/explore/CESF-
program-specific-condition, that is incorporated by reference here.
28.
29.
30.
31.
32.
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SPECIAL CONDITIONS
The recipient agrees to comply with OJP grant monitoring guidelines, protocols, and procedures, and to cooperate with
BJA and OCFO on all grant monitoring requests, including requests related to desk reviews, enhanced programmatic
desk reviews, and/or site visits. The recipient agrees to provide to BJA and OCFO all documentation necessary to
complete monitoring tasks, including documentation related to any subawards made under this award. Further, the
recipient agrees to abide by reasonable deadlines set by BJA and OCFO for providing the requested documents.
Failure to cooperate with BJA's/OCFO's grant monitoring activities may result in sanctions affecting the recipient's
DOJ awards, including, but not limited to: withholdings and/or other restrictions on the recipient's access to grant
funds; referral to the Office of the Inspector General for audit review; designation of the recipient as a DOJ High Risk
grantee; or termination of an award(s).
FFATA reporting: Subawards and executive compensation
The recipient must comply with applicable requirements to report first-tier subawards ("subgrants") of $25,000 or
more and, in certain circumstances, to report the names and total compensation of the five most highly compensated
executives of the recipient and first-tier subrecipients (first-tier "subgrantees") of award funds. The details of recipient
obligations, which derive from the Federal Funding Accountability and Transparency Act of 2006 (FFATA), are posted
on the OJP web site at https://ojp.gov/funding/Explore/FFATA.htm (Award condition: Reporting Subawards and
Executive Compensation), and are incorporated by reference here.
This condition, including its reporting requirement, does not apply to-- (1) an award of less than $25,000, or (2) an
award made to an individual who received the award as a natural person (i.e., unrelated to any business or non-profit
organization that he or she may own or operate in his or her name).
Required monitoring of subawards
The recipient must monitor subawards under this award in accordance with all applicable statutes, regulations, award
conditions, and the DOJ Grants Financial Guide, and must include the applicable conditions of this award in any
subaward. Among other things, the recipient is responsible for oversight of subrecipient spending and monitoring of
specific outcomes and benefits attributable to use of award funds by subrecipients. The recipient agrees to submit, upon
request, documentation of its policies and procedures for monitoring of subawards under this award.
Use of program income
Program income (as defined in the Part 200 Uniform Requirements) must be used in accordance with the provisions of
the Part 200 Uniform Requirements. Program income earnings and expenditures both must be reported on the quarterly
Federal Financial Report, SF 425.
Justice Information Sharing
Recipients are encouraged to comply any information-sharing projects funded under this award with DOJ's Global
Justice Information Sharing Initiative (Global) guidelines. The recipient (and any subrecipient at any tier) is encouraged
to conform to the Global Standards Package (GSP) and all constituent elements, where applicable, as described at:
https://it.ojp.gov/ gsp_grantcondition. The recipient (and any subrecipient at any tier) must document planned
approaches to information sharing and describe compliance with the GSP and appropriate privacy policy that protects
shared information.
Avoidance of duplication of networks
To avoid duplicating existing networks or IT systems in any initiatives funded by BJA for law enforcement information
sharing systems which involve interstate connectivity between jurisdictions, such systems shall employ, to the extent
possible, existing networks as the communication backbone to achieve interstate connectivity.
33.
34.
35.
36.
37.
38.
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SPECIAL CONDITIONS
Compliance with National Environmental Policy Act and related statutes
Upon request, the recipient (and any subrecipient at any tier) must assist BJA in complying with the National
Environmental Policy Act (NEPA), the National Historic Preservation Act, and other related federal environmental
impact analyses requirements in the use of these award funds, either directly by the recipient or by a subrecipient.
Accordingly, the recipient agrees to first determine if any of the following activities will be funded by the grant, prior
to obligating funds for any of these purposes. If it is determined that any of the following activities will be funded by
the award, the recipient agrees to contact BJA. The recipient understands that this condition applies to new activities as
set out below, whether or not they are being specifically funded with these award funds. That is, as long as the activity
is being conducted by the recipient, a subrecipient, or any third party, and the activity needs to be undertaken in order
to use these award funds, this condition must first be met. The activities covered by this condition are: a. New
construction; b. Minor renovation or remodeling of a property located in an environmentally or historically sensitive
area, including properties located within a 100-year flood plain, a wetland, or habitat for endangered species, or a
property listed on or eligible for listing on the National Register of Historic Places; c. A renovation, lease, or any
proposed use of a building or facility that will either (a) result in a change in its basic prior use or (b) significantly
change its size; d. Implementation of a new program involving the use of chemicals other than chemicals that are (a)
purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office, household,
recreational, or education environments; and e. Implementation of a program relating to clandestine methamphetamine
laboratory operations, including the identification, seizure, or closure of clandestine methamphetamine laboratories.
The recipient understands and agrees that complying with NEPA may require the preparation of an Environmental
Assessment and/ or an Environmental Impact Statement, as directed by BJA. The recipient further understands and
agrees to the requirements for implementation of a Mitigation Plan, as detailed at https:/ / bja.gov/ Funding/ nepa.html,
for programs relating to methamphetamine laboratory operations. Application of This Condition to Recipient's Existing
Programs or Activities: For any of the recipient's or its subrecipients' existing programs or activities that will be funded
by these award funds, the recipient, upon specific request from BJA, agrees to cooperate with BJA in any preparation
by BJA of a national or program environmental assessment of that funded program or activity.
Establishment of interest-bearing account
If award funds are being drawn down in advance, the recipient (or a subrecipient, with respect to a subaward) is
required to establish an interest-bearing account dedicated specifically to this award. Recipients (and subrecipients)
must maintain advance payments of federal awards in interest-bearing accounts, unless regulatory exclusions apply (2
C.F.R. 200.305(b)(8)). The award funds, including any interest, may not be used to pay debts or expenses incurred by
other activities beyond the scope of the Coronavirus Emergency Supplemental Funding (CESF) program . The recipient
also agrees to obligate the award funds in the account(including any interest earned) during the period of performance
for the award and expend within 90 days thereafter. Any unobligated or unexpended funds, including interest earned,
must be returned to OJP at the time of closeout.
Expenditures requiring prior approval
No funds under this award may be expended on individual items costing $500,000 or more, or to purchase Unmanned
Aerial Systems (UAS), Unmanned Aircraft (UA), and/or Unmanned Aerial Vehicles (UAV) without prior written
approval from BJA. Prior approval must be obtained post-award, through the submission and approval of a Grant
Adjustment Notice (GAN) through OJP’s Grant Management System (GMS).
39.
40.
41.
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SPECIAL CONDITIONS
Authorization to obligate (federal) award funds to reimburse certain project costs incurred on or after January 20, 2020
The recipient may obligate (federal) award funds only after the recipient makes a valid acceptance of the award. As of
the first day of the period of performance for the award (January 20, 2020), however, the recipient may choose to incur
project costs using non-federal funds, but any such project costs are incurred at the recipient's risk until, at a
minimum-- (1) the recipient makes a valid acceptance of the award, and (2) all applicable withholding conditions are
removed by OJP (via a Grant Adjustment Notice). (A withholding condition is a condition in the award document that
precludes the recipient from obligating, expending, or drawing down all or a portion of the award funds until the
condition is removed.)
Nothing in this condition shall be understood to authorize the recipient (or any subrecipient at any tier) to use award
funds to "supplant" State or local funds.
Use of funds for DNA testing; upload of DNA profiles
If award funds are used for DNA testing of evidentiary materials, any resulting eligible DNA profiles must be uploaded
to the Combined DNA Index System ("CODIS," the DNA database operated by the FBI) by a government DNA
laboratory with access to CODIS. No profiles generated under this award may be entered or uploaded into any non-
governmental DNA database without prior express written approval from BJA. Award funds may not be used for the
purchase of DNA equipment and supplies unless the resulting DNA profiles may be accepted for entry into CODIS.
Body armor - compliance with NIJ standards and other requirements
Ballistic-resistant and stab-resistant body armor purchased with award funds may be purchased at any threat level,
make or model, from any distributor or manufacturer, as long as the body armor has been tested and found to comply
with applicable National Institute of Justice ballistic or stab standards and is listed on the NIJ Compliant Body Armor
Model List (https://nij.gov/topics/technology/body-armor/Pages/compliant-ballistic-armor.aspx). In addition, ballistic-
resistant and stab-resistant body armor purchased must be made in the United States and must be uniquely fitted, as set
forth in 34 U.S.C. 10202(c)(1)(A). The latest NIJ standard information can be found here: https:/ / nij.gov/ topics/
technology/ body-armor/ pages/ safety-initiative.aspx.
42.
43.
44.
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Memorandum To:
From:
Subject:
Washington, D.C. 20531
Orbin Terry, NEPA Coordinator
Categorical Exclusion for City of Bozeman
The Coronavirus Emergency Supplemental Funding (CESF) Program allows eligible states, local units of
government, and tribes to support a broad range of activities including preventing, preparing for, and responding to
the coronavirus.
All recipients of CESF funding must assist BJA in complying with NEPA and other related federal environmental
impact analyses requirements in the use of grant funds, whether the funds are used directly by the grantee or by a
sub-grantee or third party.
BJA’s expectation is that none of the following activities will be conducted whether under this federal award or a
related third party action:
(1) New construction
(2) Any renovation or remodeling of a property located in an environmentally or historically sensitive area,
including property (a) listed on or eligible for listing on the National Register of Historic Places, or (b) located
within a 100-year flood plain, a wetland, or habitat for an endangered species
(3) A renovation that will change the basic prior use of a facility or significantly change its size
(4) Research and technology whose anticipated and future application could be expected to have an effect on the
environment
(5) Implementation of a program involving the use of chemicals (including the
identification, seizure, or closure of clandestine methamphetamine laboratories) other than chemicals that are (a)
purchased as an incidental component of a funded activity and (b) traditionally used, for example, in office,
household, recreational, or education environments.
Consequently, the subject federal action meets the Office of Justice Programs' criteria for a categorical exclusion
as contained in paragraph 4(b) of Appendix D to Part 61 of Title 28 of the Code of Federal Regulations.
If, however, award funds are proposed to be used for any of the enumerated projects or activities above, grant
recipients must contact their grant manager, and receive written approval prior to commencing that project or
activity.
Questions about this determination may be directed to your grant manager or Orbin Terry, Environmental
Coordinator for BJA.
Department of Justice (DOJ)
Office of Justice Programs
Bureau of Justice Assistance
Official Grant File
122
GRANT MANAGER'S MEMORANDUM, PT. I:
PROJECT SUMMARY
1. STAFF CONTACT (Name & telephone number)
PROJECT NUMBER
6. NAME & ADRESS OF SUBGRANTEE
7. PROGRAM PERIOD 8. BUDGET PERIOD
9. AMOUNT OF AWARD 10. DATE OF AWARD
11. SECOND YEAR'S BUDGET
2020-VD-BX-1066
2. PROJECT DIRECTOR (Name, address & telephone number)
4. TITLE OF PROJECT
12. SECOND YEAR'S BUDGET AMOUNT
13. THIRD YEAR'S BUDGET PERIOD 14. THIRD YEAR'S BUDGET AMOUNT
15. SUMMARY DESCRIPTION OF PROJECT (See instruction on reverse)
5. NAME & ADDRESS OF GRANTEE
Grant
This project is supported under FY20(BJA - CESF) Pub. L. No. 116-136, Div. B; 28 U.S.C. 530C
Jim Veltkamp
Deputy Chief
411 East Main Street
Bozeman, MT 59715-4700
(406) 582-2238
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The Coronavirus Emergency Supplemental Funding (CESF) Program allows States, U.S. Territories, the District of Columbia, units of local government, and
federally recognized tribal governments to support a broad range of activities to prevent, prepare for, and respond to the coronavirus. Funded projects or initiatives
may include, but are not limited to, overtime, equipment (including law enforcement and medical personal protective equipment), hiring, supplies (such as gloves,
masks, sanitizer), training, travel expenses (particularly related to the distribution of resources to the most impacted areas), and addressing the medical needs of
inmates in state, local, and tribal prisons, jails, and detention centers.
NCA/NCF
Dara H. Schulman
(202) 514-9967
OJP FORM 4000/2 (REV. 4-88)
Bozeman Coronavirus Emergency Response
City of Bozeman
411 East Main Street
Bozeman, MT 59715-4700
TO:01/20/2020 01/31/2022FROM:TO:01/20/2020 01/31/2022FROM:
05/28/2020 $ 60,489
3b. POMS CODE (SEE INSTRUCTIONS
ON REVERSE)
3a. TITLE OF THE PROGRAM
BJA FY 20 Coronavirus Emergency Supplemental Funding Program
Department of Justice (DOJ)
Office of Justice Programs
Bureau of Justice Assistance
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PROJECT NARRATIVE
The City of Bozeman is requesting $60,489 in grant funding from the Bureau of Justice
Assistance FY 20 Coronavirus Emergency Supplemental Funding Program.
Like most other jurisdictions, the ongoing Coronavirus pandemic has affected the City of
Bozeman and, specifically, the Bozeman Police Department, in multiple ways. New
policies and protocols have been enacted, a variety of supplies and equipment has been
purchased, and the department as a whole has had to reconsider how we respond to calls
and perform our daily duties.
As the department looks to move forward, we have had to take a critical look at a variety
of issues. We have had to consider how we will continue to protect officers and citizens
during encounters. We have had to reexamine how we clean and sanitize our stations,
our vehicles, our assigned and shared equipment, our uniforms, and other property. We
have also had to reconsider how we hold meetings, conduct patrol briefings, interact with
the public, allow for physical fitness time, and take lunch breaks.
Although there is currently a decreasing number of cases in our area, we understand it is
essential that we continue the recently adopted sanitizing and distancing behaviors that
have assisted in lowering the number of cases. We also understand it is vital we be better
prepared with additional personal protective equipment and supplies in case of future
outbreaks.
Statement of the problem:
The City of Bozeman completes a budget request and allocation process each year. The
Bozeman Police Department participates in that process, identifying areas of need that
focus on many areas, including service to the public, the use of technology, proper training,
and ensuring officers have the equipment they need to safely and effectively do their jobs.
As with all budget processes, funding for all areas of concern can be difficult, leading to
significant prioritization. This process frequently means there is little or no funding
available for unanticipated needs or unlikely scenarios.
Currently, due to the coronavirus grant, unanticipated safety supplies have had to be
purchased by the City and there is no funding allocated to adequately and sufficiently
prepare for future resurgences. In addition, there is no funding allocated for equipment
that has now been deemed highly important for preventing future spreads. Pursuant to
that, the City of Bozeman has compiled a list of requested equipment and supplies.
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Requested Equipment:
1) Two UVL Sanitizing Foggers: these foggers would allow larger areas and items to be
sanitized on a routine basis. One would be deployed to the sally port at our main station
(currently under construction), where it could be used for a variety of station offices and
areas, patrol vehicles while on shift, and animal control cages. The other would be placed
in our fleet maintenance bay, where our fleet maintenance coordinator could routinely
sanitize the patrol vehicles, including the officer’s front area and the transport seat in the
rear. This process is especially important considering the multiple officers that share a
patrol car and the number of citizens that are routinely transported in the rear of the car
during a given shift.
2) Shoe and Boot Sanitizing System: this system would allow officers to quickly and
consistently sanitize their footwear each time they return to the main station. This system
would be placed in the vestibule between the patrol bay and the patrol vehicle parking area
in our upcoming new building. Having a boot sanitizing system is highly important,
considering that footwear is the one piece of equipment that repeatedly touches every
location that officers respond to.
3) Ten Hand Sanitizer Dispensers: the department does not currently have any fixed sanitizer
dispensers at either station or at the library substation. This requires reliance on smaller
bottles of sanitizer, which are frequently empty or moved. These dispensers would be
placed at the entrances to and key points within the current stations (6 at the main station,
3 at the downtown station, and 1 at the library substation). Those located at the main
station would be moved upon completion of the new station.
4) UV Decontamination Chamber: this chamber would be placed in the property and
evidence portion of our main station, for use by property and evidence staff. This chamber
would be used to sanitize larger pieces of property, including electronics, before being
handled and analyzed for forensic analysis.
5) Three UV Decontamination Boxes: these three smaller decontamination boxes would be
provided to staff who routinely handle items such as cell phones for analysis, safekeeping,
or transfer. These three boxes would be distributed to our regional drug task force office,
our detective’s office, and to our forensic analysis, who handles phones for a variety of
other agencies and departments.
6) Two Rechargeable UV Wand Light: One wand light will be made available to officers and
staff within each station, designed to decontaminate larger items which do not fit in the
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decontamination chamber. The light at the current station will be moved to the new station
upon its completion.
7) Two UV portable sterilization lamps: one of these two lamps will be provided to our fleet
maintenance coordinator, to be used to sanitize patrol vehicles in conjunction with the
fogger. It would be placed within the patrol car as it was being serviced to provide a
deeper level of sterilization. The other would be placed in the officer area of our main
station upon its completion.
8) Eight UV Light Protective Glasses: These glasses would be utilized in conjunction with
both the wand lights and the sterilization lamps. They would be distributed two each to
our downtown station, fleet maintenance bay, property/ evidence area, and main station
sally port.
9) Half Face Respirators: These respirators would be distributed to staff that may have a need
for them while working various scenes. They would be distributed to our general
detectives, evidence personnel, drug task force members, impending special investigations
unit member and special response team members, one each.
10) Message Board Sign: This trailer mounted, portable, programmable message board would
be deployed in various locations throughout the City, as needed. It can be programmed
with customizable messages to inform and advise the public as they travel. Related to the
coronavirus, it could be used to encourage social distancing, remind of current
requirements or statuses, or direct the reader to a website for additional advisories and
information.
11) Seventeen Cell Phones: Our patrol officers currently share both patrol cars and the cell
phones that area assigned to each patrol car. This means there are many time when officers
do not have access to a cell phone, including when they are on bike patrol or a specialized
assignment for their shift, when their “car partner” has the phone, or when the car is at the
shops. An additional seventeen cell phones would allow every officer in our department
to have their own, assigned cell phone. Aside from not having to face the contamination
dangers of shared cell phones while in a high-risk environment such as patrol, assigned cell
phones would provide many other benefits related to the current pandemic. It would allow
all officers to attend virtual, video briefings, rather than having those without a phone meet
up later to be updated. It would allow officers to utilize the “app” version of many tools
we use, including our payroll system, shift scheduling system, and training system. It
would allow officers to check their email from their phone, rather than having to enter one
of the stations to utilize a shared desktop computer. In addition, it would ensure every
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officer always had a cell phone available for those calls where a “callback” to a citizen is
sufficient. This would reduce the need to physically meet with a citizen when it is not
necessary.
Requested Supplies:
1) Six Hundred Thirty Five Bottles of Hand Sanitizer: These bottles of hand sanitizer would
be distributed to officers and staff, each department vehicle, the firearms range, and the
fleet maintenance bay. It would be stocked in our community events trailer for use during
public outreach events and made available in offices and common rooms in the main
station, downtown station, and library substation. With 100 bottles in use at a time and
over 100 bottles already used, 635 would allow us to replenish 4 more times.
2) Seven Bottles of UVL Sanitizing Fogger Liquid: This liquid is necessary for the UVL
Sanitizing fogger. Bottles would be stored near each fogger for ongoing use.
3) Forty Boxes of Surgical Masks (50 per box): A box of surgical masks would be placed in
each of the 24 patrol cars for daily use. The additional 16 boxes would be spread between
the stations to ensure availability when a patrol car’s stock ran out.
4) Two Hundred Boxes of Disinfectant Wipes: These boxes of wipes would be distributed to
every office, all common areas, and department vehicles for routine use. Considering that
patrol officers share patrol vehicles, they utilize multiple wipes to clean the driver’s portion
of the car after each shift, necessitating a significant quantity.
5) Twenty Boxes of Medical Gloves (500 per box): These medical gloves would be made
available to patrol officers in the patrol bay where they often begin their shift. In addition,
a stock of gloves would be placed in each department vehicle so detectives, specialized
civilian staff, and administration would always have access.
6) Six Boxes of Disposable Coveralls (25 per box): These coveralls would be utilized mainly
by detectives for use when conducting a search. Each detective and special investigations
officers would initially be provided 2, accounting for 2 boxes. The additional 4 boxes
would allow for 2 more replenishments.
7) Four Shoe Sanitizer Liquid (5 gallons): This liquid is necessary for the shoe and boot
sanitizing system. All supplies would be kept in a storage closet adjacent to the vestibuel
where the system will be located.
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8) Five Hundred N95 Masks: This quantity of masks will allow us to distribute 10 to each
patrol officers for immediate use.
9) Five Boxes Eye Goggles (10 per box): These goggles would be made available at each
station for situations that required them. Once box would go to the drug task force, one to
property and evidence, one to detectives, and one box to each station’s patrol bay.
10) Fifty Respirator Cartridges: Two respirator cartridges would be assigned with each
respirator listed above, leaving a couple for stock.
Other
1) Three Patrol Car Sanitizing and Cleaning: Three patrol cars had to be professionally
cleaned this past month after an officer contracted Coronavirus after having been in all
three cars. The cost was $500 per vehicle.
Procurement Contracts:
1) Seventeen Contracts for Cell Phones: These seventeen contracts would be for monthly
service charges for the seventeen requested cell phones, for a term of 24 months each.
After that point, the City would assume the financial responsibility for the ongoing service.
This contract is essential for allowing functionality for the requested individual cell phones
for patrol officers.
Project Implementation:
1) Award Date: Acceptance of award done
2) Award Date + 30 days: All supplies and equipment ordered.
3) Award Date + 60 days: All items received, other than message board trailer.
Appropriate supplies and equipment deployed, with listed stock secured.
4) Award Date + 90 days: Message board received and deloyed as needed and
appropriate.
Upon the completion of a new station sometime in 2021, all equipment and supplies at current
main station will be moved and reused.
Data Collection: All updates will be reported by project manager as required.
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Budget Summary
Quantity Price Total
Equipment
Infrared Thermometers 10 $100.00 $1,000.00
UVL Sanitizing Fogger (for rooms/ vehicles/ AC cages) 2 $400.00 $800.00
Smart Step Shoe and Boot Sanitizer (patrol entrance) 1 $5,736.00 $5,736.00
Hand Sanitizer Dispensers 10 $20.00 $200.00
UV Decontamination Chamber 1 $1,694.00 $1,694.00
UV Decontamination Boxes (detectives/ ICAC) 3 $80.00 $240.00
Rechargeable UV wand light (for specific items) 2 $100.00 $200.00
UV Portable Sterilization Lamps (for rooms/ vehicles/ areas) 2 $400.00 $800.00
UV Light Protective Glasses 8 $15.00 $120.00
Half Face Scott Respirators 24 $44.50 $1,068.00
Supplies
Hand Sanitizer 635 $5.00 $3,175.00
UVL Sanitizing Fogger Liquid (for fogger) 7 $30.00 $210.00
Surgical Masks (boxes of 50) 40 $25.55 $1,022.00
Disinfectant Wipes (boxes) 200 $5.00 $1,000.00
Medical Gloves (500 per box) 20 $249.00 $4,980.00
Tyvek Coveralls (boxes of 25) 6 $450.00 $2,700.00
Alpet Shoe Sanitizer liquid (for boot wash station) 4 $194.00 $776.00
N95 masks 500 $1.00 $500.00
Eye Goggles (10 per box) 5 $12.00 $60.00
Respirator Cartridges 50 $10.00 $500.00
Technology
Cell Phones Charges ($36 a month for 24 months) 17 $864.00 $14,688.00
Cell Phone itself 17 $150.00 $2,550.00
Message Board Sign 1 $14,970.00 $14,970.00
Other
Sanitizing of Three Patrol Car Due to Coronavirus Exposure 3 $500.00 $1,500.00
Total $60,489.00
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