HomeMy WebLinkAboutAuthorize City Manager to sign grant agreements for a grant proposal to Dept. of Justice.pdf Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Ken Stocks, Grants Specialist
Anna Rosenberry, Finance Director
SUBJECT: Approve submittal and authorize City Manager to sign grant agreements
and other documents on behalf of the City directly related to submission of a grant proposal to
the Department of Justice, Community Oriented Policing Services, Secure Our Schools program.
MEETING DATE: May 23, 2011.
AGENDA ITEM TYPE: Consent.
RECOMMENDATION: Motion to authorize City Manager to sign documents and agreements
related to the request for funding.
BACKGROUND: In coordination with the Police Department, Bozeman School District has
identified several school safety needs eligible for funding through the Secure Our Schools grant.
These needs include surveillance cameras at Bozeman High School; School staffing to
administer anti-bulling training and monitoring/continued education for expelled students; and
training and travel to improve school safety for both school and police employees. If funded,
grant moneys will be used to supplement safety and security throughout the School District. The
Department of Justice requires that the grant request be submitted through a local jurisdiction in
consultation with the schools served by the jurisdiction’s sworn law enforcement agency.
The grant submission deadline for priority consideration is May 25, 2011. Our application will
request not more than $150-K for a 2-year project. The Bozeman Police Department is obligating
$4,800 in match ($2,400/year) for travel and training and Bozeman School District is obligating
the remaining match requirement (50% of funds requested). Minimal obligations of additional
City resources are anticipated and include coordination of grant activities with Student Resource
Officers and Lt. Rich McLane.
FISCAL EFFECTS: Approval of this request will have no adverse impacts on current
Department budgets. The grant requires a 50% match.
ALTERNATIVES: As suggested by the City Commission.
Attachments: Application Guidance
Report compiled on: May 6, 2011
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www.cops.usdoj.gov
U.S. Department of Justice
Office of Community Oriented Policing Services
COPS FY2011 Application Guide:
Secure Our Schools (SOS) Program
Eligibility
The FY2011 SOS grant program is an open solicitation. All local, state, and tribal law enforcement agencies that have primary law
enforcement authority within a partner primary or secondary school are eligible to apply.
All awards are subject to the availability of appropriated funds and any modifications or additional requirements that may be
imposed by law.
Deadline
Please Note: There will be two deadlines for the FY2011 SOS grant program. Priority consideration will be provided to those
applicants that submit complete and accurate applications by the first deadline.
Priority Consideration Deadline: May 25, 2011, at 8:59 PM, EDT.
Second and Final Deadline: June 8, 2011, at 8:59 PM, EDT.
Completing an application under the SOS grant program is a two-step process. Applicants are first required to register via
www.grants.gov and complete an SF-424, submitting it through the Grants.gov website. The SF-424 is a government-wide
standard application for federal assistance. Once the SF-424 has been submitted via www.grants.gov, the COPS Office will send
an invitation e-mail to the applicant with instructions on completing the second part of the SOS application process through the
COPS Office Online Application System (see Registration and How to Apply). If you have not renewed your COPS Office Account
Access information, contact the COPS Office Response Center at AskCOPSRC@usdoj.gov or 800.421.6770. An application is not
considered submitted until both of these steps are completed.
Contact Information
For technical assistance with submitting the SF-424, call the Grants.gov Customer Service Hotline at 800.518.4726, send
questions via e-mail to support@grants.gov or consult the Grants.gov Organization Registration User Guide at www.grants.
gov/assets/OrgRegUserGuide.pdf. For programmatic assistance with the requirements of this program or with submitting the
application through the COPS Office Online Application System, please call the COPS Office Response Center at 800.421.6770
or send questions via e-mail to AskCOPSRC@usdoj.gov.
The U.S. Department of Justice, Office of Community Oriented Policing Services (the COPS Office) is pleased to announce that it is
seeking applications for funding for the Fiscal Year (FY) 2011 Secure Our Schools (SOS) grant program. This program furthers the
Department’s mission of advancing public safety through community policing by addressing the Department’s goal of assisting
state, local, and tribal efforts to prevent or reduce crime and violence.
U.S. Department of Justice
Office of Community Oriented Policing Services
Bernard K. Melekian, Director
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COPS FY2011 Application Guide:
Secure Our Schools (SOS) Program
The COPS Application Guide is designed to assist applicants in applying for COPS grant
programs. This Guide includes general information on the administrative and legal
requirements governing the SOS grant program, as well as detailed program-specific
information.
For more information about COPS grants, please call the COPS Office Response Center at
800.421.6770.
U.S. Department of Justice
Office of Community Oriented Policing Services
145 N Street, N.E.
Washington, DC 20530
COPS Online: www.cops.usdoj.gov
May 2011
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CONTENTS
OVERVIEW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
COPS Office Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Secure Our Schools Program Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Selection Criteria . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
REGISTRATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
DEADLINE: APPLICATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
ELIGIBILITY REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
PROGRAM-SPECIFIC INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Program Goals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Length of Grant Term, Maximum Federal Share, and Local Share Requirements . . . . . . . . . . . . . . . . . . . .5
Federal Funding: Allowable and Unallowable Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Allowable Costs: Fundable Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Unallowable Costs: Requests Will NOT Be Funded . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Monitoring, Reporting, and Evaluation Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
PERFORMANCE MEASURES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
HOW TO APPLY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Electronic Submission of the SF-424 and the SOS Application via Grants.gov
and the COPS Office Website . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Obtaining a Data Universal Numbering System (DUNS) Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Registering with the Central Contractor Registration (CCR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Section 508 of the Rehabilitation Act . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Geographic Names Information System (GNIS) ID Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Audit Requirement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Civil Rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Grant Terms and Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
I. & II. Assurances and Certifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
III. Disclosure of Lobbying Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
IV. Nonsupplanting Requirement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
V. Procurement and Sole Source Justification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
VI. Criminal Intelligence Systems/28 C.F.R. Part 23 Compliance—If Applicable . . . . . . . . . . . . . . . .16
VII. Certification to Mitigate Possible Adverse Health, Safety,
and Environmental Impacts—Not Applicable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
VIII. Central Contractor Registration (CCR) and Universal Identifier Requirements. . . . . . . . . . . . .17
IX. Federal Funding Accountability and Transparency Act (FFATA)—
Reporting Subaward and Executive Compensation Information . . . . . . . . . . . . . . . . . . . . . . . . .17
Suspension or Termination of Funding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
COPS APPLICATION ATTACHMENT TO SF-424 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
What An Application Must Include . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Required Documents and Sections for SOS Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
General Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Instruction: Application for Federal Assistance SF-424 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
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Section 1: COPS Program Request . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Section 2: Agency Eligibility Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Section 3: General Agency Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
A. Applicant ORI Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
B. Applicant Data Universal Numbering System (DUNS) Number . . . . . . . . . . . . . . . . . . . . . . . . . . .22
C. Central Contractor Registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
D. Geographic Names Information System (GNIS) ID Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
E. Cognizant Federal Agency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
F. Fiscal Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
G. Service Population . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
H. Law Enforcement Agency Sworn Force Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Section 4: Executive Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
A. Law Enforcement Executive/Agency Executive Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
B. Government Executive/Financial Official Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Section 5: COPS Officer Request—Not Applicable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Section 6: Law Enforcement & Community Policing Strategy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Section 7: Need for Federal Assistance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
A. Not Applicable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
B. Explanation of Need for Federal Assistance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
C. Not Applicable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Section 8: Continuation of Project After Federal Funding Ends . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
A. For COPS Grants with a Retention Plan Requirement—Not Applicable . . . . . . . . . . . . . . . . . . .25
B. For COPS Grants with No Retention Plan Requirement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Section 9: School Safety Assessment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Applicants Who Have Conducted School Safety Assessments Within
the Last Three Years
(Questions 1–5) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Applicants Who Have Not Conducted School Safety Assessments Within
the Last Three Years (Questions 6–11) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Section 10: Executive Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Section 11: Project Description (Narrative) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Section 12: Official Partner(s) Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Section 13: Application Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Section 14: Budget Detail Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Instructions for Completing the Budget Detail Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Sample Budget Detail Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29
Section 15: Assurances and Certifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40
Section 16: Disclosure of Lobbying Activities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40
Section 17: Reviews and Certifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40
Section 18: Application Data Verification—Not Applicable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41
APPENDIXES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
Appendix A: Glossary of COPS Program Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
Appendix B: Intergovernmental Review Process, Points of Contact by State . . . . . . . . . . . . . . . . . . . . .46
Appendix C: Federal Funding Accountability and Transparency Act (FFATA):
Reporting Subaward and Executive Compensation Award Term . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
Appendix D: Central Contractor Registration and Universal Identifier
Requirements Award Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
Appendix E: Step-by-Step Instructions for Two-Part Application Submission Process . . . . . . . . . . . . . .51
PAPERWORK REDUCTION ACT NOTICE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54
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SECURE OUR SCHOOLS (SOS)
(CFDA 16.710)
OVERVIEW
COPS Office Overview
The Office of Community Oriented Policing Services (the COPS Office) is the component of the
U.S. Department of Justice responsible for advancing public safety through the practice of community
policing by the nation’s state, local, and tribal law enforcement agencies through information and grant
resources. The community policing philosophy promotes organizational strategies that support the
systematic use of partnerships and problem-solving techniques to proactively address the immediate
conditions that give rise to public safety issues such as crime, social disorder, and fear of crime. In its
simplest form, community policing is about building relationships and solving problems.
The COPS Office awards grants to state, local, and tribal law enforcement agencies to hire and train
community policing professionals, acquire and deploy cutting-edge crime-fighting technologies,
and develop and test innovative policing strategies. The COPS Office funding also provides training
and technical assistance to community members, local government leaders, and all levels of law
enforcement.
Since 1994, the COPS Office has invested more than $16 billion to add community policing officers
to the nation’s streets, enhance crime fighting technology, support crime prevention initiatives, and
provide training and technical assistance to help advance community policing. More than 500,000 law
enforcement personnel, community members, and government leaders have been trained through
COPS Office-funded training organizations.
The COPS Office has produced more than 1,000 information products—and distributed more than
2 million publications—including Problem Oriented Policing Guides, Grant Owners Manuals, Fact
Sheets, best practices, and curricula. And in 2010, the COPS Office participated in 45 law enforcement
and public-safety conferences in 25 states in order to maximize the exposure and distribution of these
knowledge products. More than 500 of those products, along with other products covering a wide
area of community policing topics—from school and campus safety to gang violence—are currently
available, at no cost, through its online Resource Information Center at www.cops.usdoj.gov. More than
2 million copies have been downloaded in FY2010 alone. The easy to navigate and up to date website is
also the grant application portal, providing access to online application forms.
Additional information regarding the COPS Office can be found at www.cops.usdoj.gov.
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Secure Our Schools (SOS) Program Overview
COPS Secure Our Schools (SOS) grants provide funding to state, local, or tribal governments to assist
with the development of school safety resources. This funding will allow recipients the opportunity to
establish and enhance a variety of school safety equipment and/or violence prevention programs to
encourage the continuation and enhancement of school safety efforts within their communities. The
SOS grant is two years (24 months) in duration, and provides a maximum federal share of $500,000.
Agencies are required to contribute a local cash match of 50 percent towards the total cost of the
approved grant project during the grant award period. The COPS Office is optimistic that this grant
program will help place agencies at the forefront of innovative school safety developments. Funding
under this program may be requested for such things as:
• Placement and use of metal detectors, locks, lighting, and other deterrent measures
• Security assessments
• Security training of personnel and students
• Coordination with local law enforcement
• Any other measure that may provide a significant improvement in security.
Please Note: There will be two deadlines for the FY2011 SOS grant program. Priority consideration
will be provided to those applicants that submit complete and accurate applications by the first
deadline, May 25, 2011, at 8:59 PM, EDT.
Please be advised that a hold may be placed on this application if it is deemed that the applicant
agency is not in good standing on other U.S. Department of Justice grants, has other grant compliance
issues that would make the applicant agency ineligible to receive COPS funding, and/or is not
cooperating with an ongoing Department of Justice grant review or audit. A hold may also be placed
on this application if it is deemed that the applicant agency is not in compliance with federal civil rights
laws and/or is not cooperating with an ongoing federal civil rights investigation.
Misuse of COPS funds and/or failure to comply with all COPS grant requirements may result in
suspension or termination of grant funds, the repayment of grant funds, and/or other remedies
available by law.
Under the False Claim Act, any credible evidence that a person has submitted a false claim or has
committed a criminal or civil violation of laws pertaining to fraud, conflict of interest, bribery, gratuity
or similar misconduct involving COPS funds may be referred to the Office of the Inspector General
(OIG). The OIG may be contacted at oig.hotline@usdoj.gov, www.usdoj.gov/oig/FIOA/hotline.htm, and
800.869.4499.
Selection Criteria
The awarding of funds is ultimately based on a number of factors, including application completeness
and accuracy, the implementation of previous COPS grants (including the timely submission of
Programmatic Progress Reports and Federal Financial Reports), and the enhancement of community
policing activities as proposed in the application Project Description. The Project Description and the
School Safety Assessment will be significant factors in the application review and approval process.
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REGISTRATION
All FY2011 SOS applicants are required to have a valid ORI number. The ORI number is assigned by
the FBI and is your agency’s unique identifier. Please contact the COPS Office Response Center at
800.421.6770 to verify your agency’s ORI number. If you do not have an ORI number, a COPS Office
Response Center Specialist will assign one to you for the purpose of tracking your grant application.
This is required before you begin your application on Grants.gov.
Additionally, the federal government requires that all applicants for federal grants and cooperative
agreements—with the exception of individuals other than sole proprietors—have a DUNS number and
be registered in the Central Contractor Registration (CCR) database prior to submitting an application.
See “Section 3: General Agency Information” in this guide for more information regarding DUNS and CCR.
Completing an application under the SOS program is a two-step process. Applicants are first required
to register via www.grants.gov and complete a SF-424. Once the SF-424 has been submitted, you will
receive an e-mail from the COPS Office with instructions on completing the second part of the SOS
application through the COPS Office Online Application System. If you have not renewed your COPS
Office Account Access information, contact the COPS Office Response Center at AskCOPSRC@usdoj.gov
or 800.421.6770.
It is strongly recommended that applicants register immediately on www.grants.gov. In addition,
applicants are strongly encouraged to complete the SF-424 and Section 1 on Grants.gov as
quickly as possible. Any delays in registering with Grants.gov or submitting the SF-424 may result
in insufficient time for processing your application through Grants.gov or the COPS Office Online
Application System.
Once you have registered and submitted your SF-424 through www.grants.gov, you will receive an e-mail
within one business day with instructions for completing the second part of the SOS application process,
the COPS Application Attachment to the SF-424 through the COPS Office Online Application System.
For technical assistance with submitting the SF-424, call Grants.gov Customer Service Hotline at
800.518.4726, e-mail support@grants.gov, or consult the Grants.gov Organization Registration
User Guide at www.grants.gov/assets/OrgRegUserGuide.pdf. See “How to Apply” in this guide for
more information.
For technical assistance with submitting the application via the COPS website, please call 800.421.6770
or send questions via e-mail to AskCOPSRC@usdoj.gov. See “How to Apply” in this guide for more
information.
DEADLINE: APPLICATION
Applications for this program must be submitted in two parts. First, applicants must apply online via
www.grants.gov to complete the SF-424. Applicants will then be directed to the COPS Office website
(www.cops.usdoj.gov) to complete the second part of the application. There will be two deadlines
for the FY2011 SOS grant program. Applications submitted by the first deadline will receive priority
consideration.
Priority Consideration Deadline: May 25, 2011 at 8:59PM, EDT
Second and Final Deadline: June 8, 2011 at 8:59 PM, EDT
Please see “How to Apply” for more information.
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ELIGIBILITY REQUIREMENTS
The SOS grant program is an open solicitation. All local, state, and tribal law enforcement agencies that
have primary law enforcement authority within a partner primary or secondary school are eligible to
apply. An agency with primary law enforcement authority is defined as the first responder to calls for
service for all types of criminal incidents within the schools targeted. Primary and secondary schools are
defined as kindergarten through 12th grade. Per the SOS statute, 42 USC § 3797b(a)2, each application
shall be accompanied by an assurance that:
A. the application was prepared after consultation with individuals not limited to law enforcement
officers (such as school violence researchers, child psychologists, social workers, teachers,
principals, and other school personnel) ;
B. the improvements to be funded under the grant are consistent with a comprehensive approach to
preventing school violence; and
C. the improvements to be funded under the grant are individualized to the needs of each school at
which those improvements are to be made.
As part of your application, your agency will be required to answer questions directly related to this
statutory assurance. Applicants that do not provide this assurance will be deemed ineligible. Your
responses regarding the assurance questions and other specific program eligibility questions will assist
our office in determining your agency’s eligibility.
University and college law enforcement agencies may apply if (1) they have a partner primary and/
or secondary school located on their campus; (2) they have primary jurisdiction for those schools; and
(3) the budget items requested will solely benefit those primary and/or secondary schools. Eligible
universities and colleges may not request budget items that will benefit the entire college campus.
For additional information, please contact your COPS Grant Program Specialist by calling the COPS
Office Response Center at 800.421.6770.
PROGRAM-SPECIFIC INFORMATION
All awards are subject to the availability of appropriated funds and any modifications or additional
requirements that may be imposed by law.
Program Goals
The SOS grant program encourages law enforcement agencies and school districts to partner together
to advance school security and safety through the prevention of school violence. Through this program,
applicants may request funding for violence prevention initiatives, equipment, technology, training,
and security assessments at schools and on school grounds.
The FY2011 grant program is placing a greater focus on school safety assessments. All applicants
must have conducted a school safety assessment within the last three years for the schools targeted
through this grant application or plan to conduct a school safety assessment for those identified
schools in the grant implementation period. An agency may request funding to conduct a schools
safety assessment. These assessments should be used as strategic evaluation tools to identify school
safety problems. SOS applicants will be able to request budget items which are specifically linked to
the resolution of school safety problems identified through these school safety assessments.
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Length of Grant Term, Maximum Federal Share, and Local Share
Requirements
The SOS grant is two years (24 months) in duration, and provides a maximum federal share of $500,000.
Agencies are required to contribute a local cash match of 50 percent towards the total cost of the
approved grant project during the grant award period. For example, if your agency’s overall grant
project costs total $100,000, the federal share would be $50,000 and the local cash match would be
$50,000. Your agency must maintain records which clearly demonstrate the source of local matching
funds, the amount of the match, and when the match is contributed. Funds previously budgeted for a
law enforcement purpose may not be reallocated to provide local matching funds for the SOS program.
Requests to waive the local match are not permitted under this program.
The COPS Office will review reasonable requests made for no-cost time extensions in the event that
all funds granted have not been expended within the two-year grant period. Extension worksheets
will be sent to the law enforcement department approximately 90 days prior to the award end date.
Any extensions granted will be for time only, and not for additional funding. Please be advised that all
extension requests must be received by the grant period end date.
At present, this is a one-time funding opportunity and COPS expects that all items, personnel, and/
or training requested will be purchased or hired and the project implemented within the two-year
grant period.
Federal Funding: Allowable and Unallowable Costs
All items requested will be considered on a case-by-case basis during the budget review process.
Items under the program must be purchased using the legislative guidelines established by the
appropriations language enacted for FY2011. Additionally, each item must programmatically link to
the SOS activities described in your application. To the greatest extent practical, all equipment and
products purchased with these funds must be American-made.
Allowable Costs: Fundable Requests
Budget requests may be made in the categories of:
• Civilian/Non-sworn Personnel (Salaries and Benefits): Civilian salary and fringe benefits apply
to new personnel not already funded in the applicant’s local budget. Staff must be hired on or
after the award start date, and must work directly on the SOS project. Examples of allowable
personnel and fringe benefits include those for a project coordinator/director, or analyst.
Please Note: Allowable overtime costs, if requested, must be included within the “Other Costs” budget category.
• Equipment/Technology: Equipment and/or technology items must be clearly linked to the
enhancement or implementation of the SOS project. Examples of such items may include the
following:
• Surveillance cameras and/or systems (and accompanying equipment)
• Door locking mechanisms/Access control doors
• Lighting (on school grounds, not involving construction)
• Metal detectors (including portable)
• ID scanning devices (and accompanying equipment)
• Fingerprinting scanners
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• Laptops (directly related to SOS project)
• Printers (directly related to SOS project)
• Breathalyzers (solely for use by police officers)
• Fire extinguishers
• Video cameras for school buses
• Intercoms (rapid communication system)
• Two-way radios
• Defibrillators
• Supplies: Generally, supplies include any materials that are expended or consumed during the
course of the SOS project. Such costs may include training manuals, paper, printer ink, pens,
postage, etc. All supply items must be directly related to the SOS project.
• Travel/Training: Travel/training costs include grant-related travel costs for the grantee to visit other
jurisdictions engaged in similar programs or to attend conferences/trainings directly related to the
goals of the project. Expenses for transportation, lodging, meals, and incidental expenses (if travel
is more than 50 miles from the program location) will be reviewed in accordance with applicable
guidelines as part of the application process. Examples of such travel purposes include school
safety and police/school partnership trainings.
• Contracts/Consultants: Contract/consultant costs may include costs to provide one-time training
to staff for equipment operation/usage, and contracting/consulting services that provide such
things as security needs analysis and assessment, staff-wide school safety training, and equipment
installation/testing. Compensation for individual consultant services procured under a COPS
grant must be reasonable and allocable in accordance with Office of Management and Budget
(OMB) cost principles, and consistent with that paid for similar services in the marketplace. Unless
otherwise approved by the COPS Office, consultant rates will be based on the salary a consultant
receives from his or her primary employer, as applicable, up to $550 per day. For consultant or
contractor rates which exceed $550 per day, the COPS Office requires written justification if the
consultants or contractors are hired through a noncompetitive bidding process. The grantee
agency must provide justification for any such rate in excess of $550 per day and receive COPS
Office approval of that rate before drawing down grant funds. Determinations will be made on a
case-by-case basis.
• Other Costs: Other costs may include such items as overtime (not to exceed 20 percent of the
awarded budget), violence prevention initiatives related to the SOS project, bomb covers for
windows, peepholes for classroom doors, bullhorns, software, prepaid warranties or maintenance
agreements (not to exceed 24 months), or other items that have a direct correlation to the
overall success of a grantee’s project objectives and are necessary for the project to reach full
implementation.
Departments must provide sufficient explanation for items requested via the Budget Detail Worksheets.
The COPS Office may delete items without notification if they are not adequately addressed. Requests
may be made only for items or positions that are not otherwise budgeted with state, local, or Bureau of
Indian Affairs (BIA) funds, and would not be funded in the absence of this COPS grant.
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In addition, any publication material developed and/or purchased with federal grant funds must
contain the following designation: “This project was supported by Grant #_______, awarded by the U.S.
Department of Justice, Office of Community Oriented Policing Services. The opinions contained herein
are those of the author(s) and do not necessarily represent the official position or policies of the U.S.
Department of Justice. References to specific agencies, companies, products, or services should not be
considered an endorsement by the author(s) or the U.S. Department of Justice. Rather, the references
are illustrations to supplement discussion of the issues.”
Unallowable Costs: Requests Will NOT Be Funded
The items listed below are generally considered to be unallowable, and will only be funded under
extremely limited and extenuating circumstances and at the discretion of the COPS Office. Before
including any of these items in your budget and application, please contact your COPS Grant Program
Specialist at 800.421.6770.
This is not an inclusive list, and items not listed below will be reviewed on a case-by-case basis. The
COPS Office reserves the right to deny funding for items that may not be included on this list. Agencies
are expected to request items that show a direct link between the requested item and the applicant’s
SOS project. All requests must contribute directly to the specific purpose of the grant project and relate
to the parameters stipulated in the appropriations language enacted for FY2011.
Requests for reimbursement of items purchased or expenses incurred prior to the award start date
will not be funded.
Personnel:
• Salaries and benefits of sworn officers
• Salaries and benefits of civilian security guards
• Salaries and benefits of existing employees
• Salaries and benefits of staff or other personnel who do not directly contribute to the
implementation of the program
Please note: Restrictions on overtime costs are listed under “Other Costs.”
Equipment/Technology:
• Bicycles
• Bulletproof vests and accessories
• Bunker shield(s)
• Cellular or satellite phone airtime
• Dictation systems
• General police vehicles (including patrol cars and leased vehicles)
• Golf carts/Segways
• Guard posts/Security station kiosks
• Handcuffs, weapons, and ammunition (including training ammunition)
• Pagers (including service time)
• Phone lines and voice-mail systems
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• Radar guns
• Standard issue police vehicle equipment (including light bars, cages, and siren packages)
• Standard office equipment (items not specifically related and dedicated to the SOS grant)
• VCRs/projectors
• Equipment/technology items not directly related to the SOS grant
Supplies:
• Standard office supplies not directly related to the SOS grant
Travel/Training:
• Local travel costs (lodging, meals, per diem, or transportation costs) within a 50-mile radius of the
program location
• Mileage reimbursement, rental cars, parking fees, and/or taxi fare for local travel
• Meals and/or refreshment costs associated with meetings
• Travel/training not directly related to the SOS grant
Contracts/Consultants:
• Maintenance and/or service contracts that extend the life of the grant period (multi-year contracts
and extended warranties are allowable, but must be paid in full within the grant period and must
not exceed the grant period)
• Any consultant fees in excess of $550 per day must receive prior written approval from the COPS
Office, contingent upon written justification by the grantee, if the consultant or contractor is hired
through a noncompetitive bidding process
• Contract/consultant agreements not directly related to the SOS grant
Other Costs:
• Animals
• Construction and renovation costs
• Standard office furniture
• Fencing/gates
• Office rental/lease space
• Standard or dress uniforms/uniform accessories
• Freight/shipping
• Overtime for personnel not directly involved in the department’s project or that which exceeds 20
percent of the total award budget
• Fringe benefits for overtime
• Indirect costs
• Other costs not directly related to the SOS grant
This program will not provide funding for any positions or items that are funded in the applicant
agency’s budget with other sources of funding (state, local, or BIA). You may apply only for otherwise
unfunded positions or items to supplement your agency’s law enforcement budget.
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Monitoring, Reporting, and Evaluation Requirements
Federal regulations require that any financial assistance from the federal government be monitored
to ensure that those funds are spent properly. Awarded agencies will be responsible for submitting
Programmatic Progress Reports and quarterly Federal Financial Reports. Programmatic Progress
Reports will be required quarterly for special agencies (e.g., profit or non-profit, private or public
university/college, state associations, etc.) and annually for traditional law enforcement agencies. All
agencies will be required to submit a final closeout report. In addition, the COPS Office is interested in
tracking the progress of its programs and the development of its grantees’ community policing plans.
Therefore, all COPS grantees will be required to participate in grant monitoring activities of the U.S.
Department of Justice, including but not limited to the COPS Office, the Office of the Inspector General,
or any entity designated by COPS.
The COPS Office Monitoring staff may take a number of monitoring approaches, such as site visits,
office-based grant reviews, and periodic surveys to gather information. COPS may seek information
including, but not limited to, your agency’s compliance with nonsupplanting and financial
requirements of the grant, and progress toward achieving your community policing plan. Program and
Monitoring Specialists as well as auditors are particularly interested in confirming that the purchase of
approved items is consistent with the original application.
Though a formal assessment is not a requirement, departments are strongly encouraged to conduct an
independent assessment of their respective projects. Project evaluations have proven to be valuable
tools in helping departments identify areas in need of improvement, as well as providing data of
successful processes.
Please feel free to contact your Grant Program Specialist at 800.421.6770 to discuss any issues or concerns.
PERFORMANCE MEASURES
To assist in fulfilling the Department of Justice’s responsibilities under the Government Performance
and Results Act (GPRA), P.L.103-62, applicants who receive funding must provide data that measures
the results of their work. Performance measures for the SOS program are as follows:
Objective Performance Measures Data Grantee Provides
Increase the capacity of law
enforcement agencies to implement
community policing strategies that
strengthen partnerships for safer
communities and enhance law
enforcement’s capacity to prevent,
solve, and control crime through
funding for personnel, technology,
equipment, and training.
Effectiveness rating of COPS
knowledge resources (e.g.,
training, publications) in increasing
community policing capacity.
Average technological capacity
implementation rating (0 to 100) of
SOS grantees.
Successful purchase and
implementation of all items and/
or services listed in the application
Project and Budget Detail
Worksheets.
Periodic progress reports providing
an overview of SOS grant
purchases/implementation and
implementation of community
policing strategies.
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All COPS Office grants target increasing grantee capacity to implement community policing strategies
within the three primary elements of community policing: 1) problem-solving; 2) partnerships; and
3) organizational transformation. The COPS Office requires all SOS applicants to describe how the
personnel, technology, equipment, and/or training requested will assist the applicant in implementing
community policing strategies. For more information on community policing, please go to the COPS
website at www.cops.usdoj.gov.
As part of the progress report, SOS grantees will be required to report on their progress toward
implementing community policing strategies. The COPS Office will not require that grantees track
statistics to respond to the performance measure questions, and the grantee’s community policing
capacity implementation rating and/or technological capacity implementation rating will not be used
in determining grant compliance.
Based on the data collected from grantees, the COPS Office may make improvements to the SOS
program to better meet the program’s objective and law enforcement agency needs.
HOW TO APPLY
Primary Steps Required to Complete Application Complete?
If you do not have an ORI, request an ORI through the COPS Office Response Center at
AskCOPSRC@usdoj.gov or 800.421.6770.
❑
If you have not renewed your COPS Office Account Access information since February
8, 2011, contact the COPS Office Response Center at AskCOPSRC@usdoj.gov or
800.421.6770.
❑
Register with Grants.gov/Confirm registration ❑
Obtain a DUNS number/Confirm DUNS number ❑
Register with CCR database/Confirm CCR number ❑
Complete SF-424 on Grants.gov (Funding number: COPS-Application-2011) ❑
Upon receipt of an e-mail from the COPS Office confirming successful submission of the
SF-424 on Grants.gov, complete the second part of the application on the COPS Office
Online Application System.
❑
Electronic Submission of the SF-424 and the SOS Application via
Grants.gov and the COPS Office Website
Please read the following important information before attempting to submit your application via the
COPS website:
• Completing a SOS application is a two-step process. Applicants are first required to register via
www.grants.gov and complete an SF-424. The Grants.gov funding code for this solicitation is
COPS-Application-2011. Once the SF-424 has been submitted, applicants will receive an e-mail
from the COPS Office with instructions on completing the second part of the SOS application
through the COPS Office Online Application System. If you have not renewed your COPS Office
Account Access information, contact the COPS Office Response Center at AskCOPSRC@usdoj.gov
or 800.421.6770.
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• It is strongly recommended that applicants register immediately on Grants.gov. In addition,
applicants are strongly encouraged to complete the SF-424 as quickly as possible. Any delays in
registering with Grants.gov or submitting the SF-424 may result in insufficient time for processing
your application through Grants.gov or the COPS Office Online Application System. An application
is not considered submitted until you have submitted your SF-424 on Grants.gov and the second
part of the application on the COPS Office Website.
• For technical assistance submitting the SF-424, call the Grants.gov Contact Center at 800.518.4726
or e-mail support@grants.gov. For assistance with submitting the application through the COPS
Office Online Application System, please call the COPS Office Response Center at 800.421.6770 or
send questions via e-mail to AskCOPSRC@usdoj.gov.
• To apply for funding, applicants must have a DUNS number (DUNS numbers are required of all
agencies requesting federal funding) and have an active registration with the Central Contractor
Registration (CCR) database.
• Applicants must comply with any word and/or field limit requirements described in the COPS
Application Guide.
• Applicants will have the opportunity to print a copy of the application prior to submission, and
a copy of the application after it has been submitted. Please note that the application package
cannot be submitted until all required fields have been completed.
• Applicants will be able to print a copy of the application package only for reference while
completing the application online via the COPS website. The COPS Office will not accept
applications submitted via mail or e-mail.
• Do not wait until the application deadline date to begin the application process through the
COPS website. The registration steps may take several days to complete, and if you wait until the
application deadline date you may be unable to submit your application online.
Obtaining a Data Universal Numbering System (DUNS) Number
The federal government requires that all applicants for federal grants and cooperative agreements,
with the exception of individuals other than sole proprietors, have a Data Universal Numbering
System (DUNS) number prior to application submission. The DUNS number is used to identify related
organizations that are receiving funding under grants and cooperative agreements, and to provide
consistent name and address data for electronic grant application systems. A DUNS number may be
obtained by telephone at 866.705.7511 or via the Internet at http://fedgov.dnb.com/webform.
Data Universal Numbering System (DUNS) Number
• The DUNS number is a unique nine or thirteen-digit identification number provided by Dun &
Bradstreet (D&B).
• The DUNS number is site-specific. Therefore, each distinct physical location of an entity (such as
branches, divisions, and headquarters) may be assigned a DUNS number. Organizations should try
to keep DUNS numbers to a minimum. In many instances, a central DUNS number with a DUNS
number for each major division/department/agency that applies for a grant may be sufficient.
• You should verify that you have a DUNS number or take the steps needed to obtain one as soon
as possible, if there is a possibility you will be applying for future federal grants or cooperative
agreements. There is no need to wait until you are submitting a particular application.
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• If you already have a DUNS number. If you, as the entity applying for a federal grant or
cooperative agreement, previously obtained a DUNS number in connection with the federal
acquisition process or requested or had one assigned to you for another purpose, you should use
that number on all of your applications. It is not necessary to request another DUNS number from
D&B. You may request D&B to supply a family-tree report of the DUNS numbers associated with
your organization. Organizations should work with D&B to ensure the right information is on the
report. Organizations should not establish new numbers, but use existing numbers and update/
validate the information associated with the number.
• If you are not sure whether you have a DUNS number, call D&B using the toll-free number
866.705.5711, and indicate that you are a federal grant applicant or prospective applicant. D&B
will tell you if you already have a number. If you do not have a DUNS number, D&B will ask you to
provide the information listed below and will immediately assign you a number, free of charge.
To Obtain Your DUNS Number
• The requestor may obtain a DUNS number via the Internet at http://fedgov.dnb.com/webform.
• The requestor may also obtain a DUNS number via telephone at 866.705.5711. The phone is
staffed from 8 AM to 6 PM (local time of the caller when calling from within the continental United
States). Calls placed to the above number outside of those hours will receive a recorded message
requesting the caller to call back during the operating hours. The process to request a number
takes about 5-10 minutes. A DUNS number will be assigned at the conclusion of the call. You will
need to provide the following information:
• Legal name
• Headquarters name and address for your organization
• Doing business as (DBA) or other name by which your organization is commonly known or
recognized
• Physical address, city, state, and zip code
• Mailing address (if separate from headquarters and/or physical address)
• Telephone number
• Contact name and title
• Number of employees at your physical location
Managing Your DUNS Number
• D&B periodically contacts organizations with DUNS numbers to verify that their information is
current. Organizations with multiple DUNS numbers may request a free family-tree listing from
D&B to help determine what branches/divisions have numbers and whether the information is
current. Please call the dedicated toll-free DUNS number request line at 866.705.5711 to request
your family tree.
• D&B recommends that organizations with multiple DUNS numbers have a single point of contact
for controlling DUNS number requests to ensure that the appropriate branches/divisions have
DUNS numbers for federal purposes.
• As a result of obtaining a DUNS number you have the option to be included on D&B’s marketing
list that is sold to other companies. If you do not want your name/organization included on this
marketing list, request to be de-listed from D&B’s marketing file when you are speaking with a
D&B representative during your DUNS number telephone application.
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Registering with the Central Contractor Registration (CCR)
In addition to the DUNS number requirement, the COPS Office requires all applicants (other than
individuals) for federal financial assistance to be registered in the Central Contractor Registration
(CCR) database prior to submitting an application. Applicants must also maintain an active CCR with
current information at all times during the grant application process and, if awarded, the grant award
period. The CCR database is the repository for standard information about federal financial assistance
applicants, recipients, and sub-recipients. Organizations that have previously submitted applications
via Grants.gov are already registered with CCR, as it is a requirement for Grants.gov registration. Please
note, however, that applicants must update or renew their CCR at least once per year to maintain an
active status. If your CCR registration is set to expire prior to September 30, 2011, please renew your
CCR prior to completing this application. Information about registration procedures can be accessed at
www.ccr.gov.
If awarded, your agency must maintain the currency of your information in the CCR until you submit
the final financial report required under this award or receive the final payment, whichever is later. This
requires that you review and update the information at least annually after the initial registration, and
more frequently if required by changes in your information or another award term.
To review the Central Contractor Registration and Universal Identifiers Requirements award terms,
please see Appendix D.
Section 508 of the Rehabilitation Act
If you are an applicant using assistive technology and you encounter difficulty when applying using the
COPS online system (www.cops.usdoj.gov), please contact:
Donte Turner
U.S. Department of Justice, COPS Office
202.616.9427 or Donte.Turner@usdoj.gov
The Department is committed to ensuring equal access to all applicants and will assist any applicant
who may experience difficulties with assistive technology when applying for grants using the COPS
online system.
Obtaining a DUNS number is absolutely free for all entities doing business with the federal
government. This includes grant and cooperative agreement applicants or prospective applicants
and federal contractors. Be certain that you identify yourself as a federal grant applicant or
prospective applicant.
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Geographic Names Information System (GNIS) ID Number
The Geographic Names Information System (GNIS) database is maintained by the U.S. Geological
Survey, U.S. Department of the Interior. The database assigns a unique, permanent feature identifier,
the Feature ID, which is the only standard federal key for integrating or reconciling feature data from
multiple datasets.
To determine your jurisdiction’s Feature ID number:
• Go to http://geonames.usgs.gov and click on “Search Domestic Names”
• From this screen, you can enter the name of your jurisdiction (for example, “Cleveland”)
• Select your state (“Ohio”)
• Click “Send Query.” The results will show that Cleveland, Ohio, is a populated place with a Feature
ID of 1066654.
• Enter this 7-digit number into your application form. Some jurisdictions may have Feature IDs of
less than 7 digits; for example, American University is a school in the District of Columbia with a
Feature ID of 531560. In this case, you should place a “0” in front of the number to ensure that 7
digits are entered into the application form.
Audit Requirement
OMB Circular A-133 establishes the requirements for organizational audits that apply to COPS grantees.
Grantees must arrange for the required organization-wide (not grant-by-grant) audit in accordance
with the requirements of this circular.
Civil Rights
All recipients of federal grant funds are required to comply with nondiscrimination requirements
contained in various federal laws. A memorandum addressing federal civil rights statutes and
regulations from the Office for Civil Rights, Office of Justice Programs will be included in the award
package for grant recipients. All applicants should consult the Assurances form to understand the
applicable legal and administrative requirements.
Please be advised that a hold may be placed on this application if it is deemed that the applicant
agency is not in compliance with federal civil rights law and/or is not cooperating with an ongoing
federal civil rights investigation.
Grant Terms and Conditions
The following section describes all of the compliance terms and conditions that applicants should
be aware of before applying to COPS programs. The table below further defines which of the legal
requirements are applicable to the program for which you are applying. Please review each section
carefully. The signatures of the applicant’s Law Enforcement Executive/Agency Executive and
Government Executive/Financial Official on Section 17: Reviews and Certifications assures the COPS
Office that your agency will comply with all legal and administrative requirements that govern the
applicant for acceptance and use of federal grant funds.
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Key: Y – Yes; N – No; P – Possibly (dependent upon particular agency regulations or items requested)
FY2011
Program
I. Assurancesll. CertificationsIII. Disclosure of Lobbying ActivitiesIV. Non-supplantingV. Procurement & Sole Source JustificationVI. Criminal Intelligence Systems/28 C.F.R. Part 23VII. Mitigate Possible Adverse Health, Safety, and Environmental ImpactsVIII. Central Contractor Registration and Universal Identifier RequirementsIV. Federal Funding Accountability and Transparency Act (FFATA) Reporting Subaward and Executive CompensationSOS Y Y P Y P P N Y P
I. & II. Assurances and Certifications (Also refer to Section 15 of this Application Guide and
Standard Application forms.)
Applicants to COPS programs are required to sign the standard Assurances and Certifications forms.
Signing these documents assures the COPS Office that you have read, understand, and accept the grant
terms and conditions as outlined in the Assurances and Certifications. Please read these documents
carefully, as signatures on these documents are treated as material representation of fact upon which
reliance will be placed when the Department of Justice determines to award the covered grant.
III. Disclosure of Lobbying Activities (Also refer to Section 16 of this Application Guide and
Standard Application forms.)
This disclosure form shall be completed by the reporting entity, whether subawardee or prime federal
recipient, at the initiation or receipt of a covered federal action, or a material change to a previous filing,
pursuant to title 31 U.S.C. section 1352. The filing of a form is required for each payment or agreement to
make payment to any lobbying entity for influencing or attempting to influence an officer or employee
of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member
of Congress in connection with a covered federal action. Complete all items that apply for both the
initial filing and material change report. Refer to the implementing guidance published by the Office
of Management and Budget for additional information. If this applies to your agency, you are required
to submit the Disclosure form in Section 16 of the application. If you need to submit additional forms,
please submit them as attachments to your application online.
IV. Nonsupplanting Requirement
The COPS nonsupplanting requirement mandates that grant funds not be used to replace state or local
funds (or, for tribal grantees, BIA funds) that would, in the absence of federal aid, be made available for
the purpose of the grant. Instead, grant funds must be used to increase the total amount of funds that
would otherwise be made available for the grant purposes.
A grant recipient may not use federal grant funds to pay for any item or costs associated with this request
that the recipient is already obligated to pay. Funds allocated to pay for law enforcement costs irrespective
of the grant may not be reallocated to other purposes or refunded should a COPS grant or cooperative
agreement be awarded. Non-federal funds must remain available for and devoted to that purpose, with
COPS funds supplementing those non-federal funds. Funding awarded cannot be obligated until after the
grant award start date (unless an exception is authorized in writing by the COPS Office). This means that
COPS funds cannot be applied to any agency cost incurred prior to the award start date.
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The possibility of supplanting will be the subject of careful application review, possible pre-award
review, and post-award monitoring and audit. Any supplanting of non-federal funds by COPS grant
funds may be grounds for potential suspension or termination of grant funding, recovery of misused
funds, and/or other applicable legal sanctions.
If you have questions concerning the nonsupplanting requirement while completing this application,
please contact the COPS Office Response Center at 800.421.6770 for further information.
V. Procurement and Sole Source Justification
Sole source, or procurement by noncompetitive proposals, is procurement through solicitation of a
proposal from only one source, or after solicitation of a number of sources, competition is determined
inadequate. It must adhere to the standards set forth in the Uniform Administrative Requirements, 28
C.F.R. § 66.36 or 28 C.F.R. § 70 (as applicable).
For the purchase of equipment, technology, or services under a COPS grant award, grant recipients
must follow their own policies and procedures on procurement as long as those requirements conform
to the federal procurement requirements set forth in 28 C.F.R. § 66.36 and 28 C.F.R. § 70 (as applicable).
If a grant recipient determines that the award of a contract through a competitive process is infeasible,
and if one of the following circumstances applies: (1) the item/service is available only from one
source; (2) the public exigency or emergency for the requirement will not permit a delay resulting from
competitive solicitation; or (3) competition is determined inadequate after solicitation of a number
of sources, the grant recipient must seek written authorization from the COPS Office for sole source
procurements in excess of $100,000. Written approval for sole source procurements from the COPS
Office must be received prior to purchasing equipment, technology or services, obligating funding for a
contract, or entering into a contract with grant funds.
When applicable, more information on requesting sole source approval will be provided in grant
materials after awards are made.
VI. Criminal Intelligence Systems/28 C.F.R. Part 23 Compliance—If Applicable
If your agency is receiving COPS funding for equipment/technology that will be used to operate an
interjurisdictional criminal intelligence system, you must agree to comply with the operating principles
found at 28 C.F.R. Part 23. An “interjurisdictional criminal intelligence system” is generally defined as a
system, which receives, stores, analyzes, and exchanges or disseminates data regarding ongoing criminal
activities (such activities may include, but are not limited to, loan sharking, drug or stolen property
trafficking, gambling, extortion, smuggling, bribery, and public corruption) and shares this data with other
law enforcement jurisdictions. 28 C.F.R. Part 23 contains operating principles for these interjurisdictional
criminal information systems, which protect individual privacy and constitutional rights.
If you are simply using the COPS funds to operate a single agency database (or other unrelated forms of
technology) and will not share criminal intelligence data with other jurisdictions, 28 C.F.R. Part 23 does
not apply to this grant.
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VII. Certification to Mitigate Possible Adverse Health, Safety, and Environmental Impacts—
Not Applicable
The National Environmental Policy Act (NEPA) of 1969, as amended (P.L. 91-190; 42 U.S.C. 4321 et
seq.) establishes a national goal of protecting the environment. NEPA’s requirements apply to federal
projects, decisions, or actions, including grants in aid that might have a significant impact on the
quality of the human environment. For example, renovation and construction projects initiated by state
or local law enforcement agencies with grant funding from the Office of Community Oriented Policing
Services (the COPS Office), U.S. Department of Justice are subject to NEPA. These projects are usually
also subject to related environmental impact review and consultation provisions within the following
environmental statutes and executive orders: Coastal Zone Management Act; Coastal Barrier Resources
Act; Clean Air Act; Safe Drinking Water Act; Federal Water Pollution Control Act; Endangered Species
Act; Wild and Scenic Rivers Act; National Historic Preservation Act; Farmland Protection Policy Act; and
executive orders related to protection of wetlands, floodplain management, and environmental justice.
It is the COPS Office’s policy to minimize harm to the environment and we may reject applications
or encourage the modification of projects, which have adverse environmental impacts. No grant
funds may be awarded and/or expended for a specific construction proposal until an Environmental
Assessment (EA) and/or an Environmental Impact Statement (EIS) has been completed and the COPS
Office has issued a Finding of No Significant Impact (FONSI) or has approved the EIS.
VIII. Central Contractor Registration (CCR) and Universal Identifier Requirements
Unless you are exempted from this requirement under 2 C.F.R. 25.110, you as the recipient must
maintain the currency of your information in the CCR until you submit the final financial report required
under this award or receive the final payment, whichever is later. This requires that you review and
update the information at least annually after the initial registration, and more frequently if required by
changes in your information or another award term.
IX. Federal Funding Accountability and Transparency Act (FFATA)—Reporting Subaward and
Executive Compensation Information
The Federal Funding Accountability and Transparency Act of 2006 (FFATA) requires, among other things,
that information on federal awards (federal financial assistance and expenditures) be made available to
the public via a single, searchable website, which is www.USASpending.gov.
Applicants should note that all recipients of awards of $25,000 or more under this solicitation,
consistent with FFATA, will be required to report award information on any first-tier subawards totalling
$25,000 or more, and, in certain cases, to report information on the names and total compensation of
the five most highly compensated executives of the recipient and first-tier subrecipients. If applicable,
the FFATA Subaward Reporting System (FSRS), accessible via the Internet at www.fsrs.gov, is the
reporting tool recipients under this solicitation will use to capture and report subaward information
and any executive compensation data required by FFATA. The subaward information entered in FSRS
will then be displayed on www.USASpending.gov associated with the prime award, furthering federal
spending transparency.
Each applicant entity must ensure that it has the necessary processes and systems in place to comply with
the applicable reporting requirements should it receive funding.
To review the FFATA Reporting Subaward and Executive Compensation Award Term, please see
Appendix C.
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Suspension or Termination of Funding
The COPS Office may suspend, in whole or in part, or terminate funding, or impose other sanctions on a
grantee for the following reasons:
• Failure to substantially comply with the requirements or objectives of the Public Safety Partnership
and Community Policing Act of 1994, program guidelines, or other provisions of federal law
• Failure to make satisfactory progress toward the goals or strategies set forth in this application
• Failure to adhere to grant agreement requirements or special conditions
• Proposing substantial plan changes to the extent that, if originally submitted, would have resulted
in the application not being selected for funding
• Failure to submit required or requested reports
• Filing a false statement or certification in this application or other report or document
• Other good cause shown.
Prior to imposing sanctions, the COPS Office will provide reasonable notice to the grantee of its intent
to impose sanctions and will attempt to resolve the problem informally. Appeal procedures will follow
those in the U.S. Department of Justice regulations in 28 C.F.R. Part 18.
False statements or claims made in connection with COPS grants may result in fines, imprisonment, and
debarment from participating in federal grants or contracts, and/or any other remedy available by law.
Please be advised that grantees may not use COPS funding for the same item or service also funded by
an Office of Justice Programs (OJP) award.
COPS APPLICATION ATTACHMENT TO SF-424
What An Application Must Include
Detailed explanations of required documents can be found on the following pages.
Required Documents and Sections for SOS Applications
Listed below is a chart that shows the required documentation that must be completed and submitted
for your application to be considered complete. Failure to submit all required documentation at
the time of application may delay processing and/or result in the denial of your application. Unless
otherwise noted, each section listed must be completed in its entirety. You can use this chart as an
application checklist to ensure you have met all of the necessary requirements.
Application Documents and Sections Required?Completed?
1. Standard Form 424 Yes
2. COPS Application Attachment to SF-424 Yes
Section 1: COPS Program Request Yes
Section 2: Agency Eligibility Information Yes
Section 3: General Agency Information Yes
Section 4: Executive Information Yes
Section 5: COPS Officer Hiring Request Form No
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Section 6: Law Enforcement & Community Policing Strategy Yes (6A only)
Section 7: Need for Federal Assistance Yes (7B only)
Section 8: Continuation of Project After Federal Funding Ends Yes (8B only)
Section 9: School Safety Assessment Yes
Section 10: Executive Summary Yes
Section 11: Project Description (Narrative)Yes
Section 12: Official Partner(s) Contact Information Yes
Section 13: Application Attachments
A. Additional Disclosure of Lobbying Activities Forms
Possible
Section 14: Budget Detail Worksheets Yes
A. Part 1: Sworn Officer Positions No
Part 2: Sworn Officer Salary Information No
Part 3: Federal/Local Share Costs (Hiring)No
B. Civilian/Non-Sworn Personnel Possible
C. Equipment/Technology Possible
D. Supplies Possible
E. Travel/Training Possible
F. Contracts/Consultants Possible
G. Other Costs Possible
H. Indirect Costs No
Budget Summary Yes
Section 15: Assurances and Certifications
A. Assurances
B. Certifications
Yes
Yes
Section 16: Disclosure of Lobbying Activities Possible
Section 17: Reviews and Certifications Yes
Section 18: Application Data Verification Not applicable at time
of application
Please note: When completing this application online, the system will time out after 20 minutes of inactivity. To prevent any loss of information, applicants are advised to save their information
frequently. When completing sections where you are required to provide a significant amount of narrative or other information, the COPS Office suggests that you complete your response in a separate document offline, and then paste it into the application.
General Information
The applicants SF-424 must be submitted online via www.grants.gov. Once the SF-424 has been submitted
via Grant.gov, the COPS Office will send an invitation e-mail to the applicant with instructions on
completing the second part of the SOS application through the COPS Office online via the COPS website
(www.cops.usdoj.gov).
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Instruction: Application for Federal Assistance SF-424INSTRUCTIONS FOR THE SF-424
Public reporting burden for this collection of information is estimated to average 60 minutes per response, including time for reviewing instructions,
searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send
comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the
Office of Management and Budget, Paperwork Reduction Project (0348-0043), Washington, DC 20503.
PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET. SEND IT TO THE ADDRESS
PROVIDED BY THE SPONSORING AGENCY.
This is a standard form (including the continuation sheet) required for use as a cover sheet for submission of preapplications and applications and
related information under discretionary programs. Some of the items are required and some are optional at the discretion of the applicant or the
Federal agency (agency). Required items are identified with an asterisk on the form and are specified in the instructions below. In addition to the
instructions provided below, applicants must consult agency instructions to determine specific requirements.
Item Entry: Item Entry:
10. Name Of Federal Agency: (Required) Enter the name of
the Federal agency from which assistance is being
requested with this application.
1. Type of Submission: (Required): Select one type of submission in
accordance with agency instructions.
• Preapplication
• Application
• Changed/Corrected Application – If requested by the agency, check if this
submission is to change or correct a previously submitted application. Unless
requested by the agency, applicants may not use this to submit changes after
the closing date.
11. Catalog Of Federal Domestic Assistance Number/Title:
Enter the Catalog of Federal Domestic Assistance number
and title of the program under which assistance is
requested, as found in the program announcement, if
applicable.
12. Funding Opportunity Number/Title: (Required) Enter the
Funding Opportunity Number and title of the opportunity
under which assistance is requested, as found in the
program announcement.
13. Competition Identification Number/Title: Enter the
Competition Identification Number and title of the
competition under which assistance is requested, if
applicable.
2. Type of Application: (Required) Select one type of application in accordance
with agency instructions.
• New – An application that is being submitted to an agency for the first time.
• Continuation - An extension for an additional funding/budget period for a
project with a projected completion date. This can include renewals.
• Revision - Any change in the Federal Government’s financial obligation or
contingent liability from an existing obligation. If a
revision, enter the appropriate letter(s). More than one may be
selected. If "Other" is selected, please specify in text box provided.
A. Increase Award B. Decrease Award
C. Increase Duration D. Decrease Duration
E. Other (specify)
14. Areas Affected By Project: List the areas or entities using
the categories (e.g., cities, counties, states, etc.) specified in
agency instructions. Use the continuation sheet to enter
additional areas, if needed.
3. Date Received: Leave this field blank. This date will be assigned by the
Federal agency.
4. Applicant Identifier: Enter the entity identifier assigned buy the Federal
agency, if any, or the applicant’s control number if applicable.
15. Descriptive Title of Applicant’s Project: (Required) Enter
a brief descriptive title of the project. If appropriate, attach a
map showing project location (e.g., construction or real
property projects). For preapplications, attach a summary
description of the project.
5a. Federal Entity Identifier: Enter the number assigned to your
organization by the Federal Agency, if any.
5b. Federal Award Identifier: For new applications leave blank. For a
continuation or revision to an existing award, enter the previously assigned
Federal award identifier number. If a changed/corrected application, enter the
Federal Identifier in accordance with agency instructions.
6. Date Received by State: Leave this field blank. This date will be assigned by
the State, if applicable.
7. State Application Identifier: Leave this field blank. This identifier will be
assigned by the State, if applicable.
8. Applicant Information: Enter the following in accordance with agency
instructions:
16. Congressional Districts Of: (Required) 16a. Enter the
applicant’s Congressional District, and 16b. Enter all
District(s) affected by the program or project. Enter in the
format: 2 characters State Abbreviation – 3 characters
District Number, e.g., CA-005 for California 5th district, CA-
012 for California 12th district, NC-103 for North Carolina’s
103rd district. • If all congressional districts in a state are
affected, enter “all” for the district number, e.g., MD-all for all
congressional districts in Maryland. • If nationwide, i.e. all
districts within all states are affected, enter US-all. • If the
program/project is outside the US, enter 00-000.
a. Legal Name: (Required): Enter the legal name of applicant that will
undertake the assistance activity. This is ththat the organization has
registered with the Central Contractor Registry. Information on registering with
CCR may be obtained by visiting the Grants.gov website.
17. Proposed Project Start and End Dates: (Required) Enter
the proposed start date and end date of the project.
b. Employer/Taxpayer Number (EIN/TIN): (Required): Enter the Employer
or Taxpayer Identification Number (EIN or TIN) as assigned by the Internal
Revenue Service. If your organization is not in the US, enter 44-4444444.
18. Estimated Funding: (Required) Enter the amount
requested or to be contributed during the first funding/budget
period by each contributor. Value of in-kind contributions
should be included on appropriate lines, as applicable. If the
action will result in a dollar change to an existing award,
indicate only the amount of the change. For decreases,
enclose the amounts in parentheses.
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c. Organizational DUNS: (Required) Enter the organization’s DUNS or
DUNS+4 number received from Dun and Bradstreet. Information on obtaining
a DUNS number may be obtained by visiting the Grants.gov website.
19. Is Application Subject to Review by State Under
Executive Order 12372 Process? Applicants should
contact the State Single Point of Contact (SPOC) for Federal
Executive Order 12372 to determine whether the application
is subject to the State intergovernmental review process.
Select the appropriate box. If “a.” is selected, enter the date
the application was submitted to the State.
d. Address: Enter the complete address as follows: Street address (Line 1
required), City (Required), County, State (Required, if country is US),
Province, Country (Required), Zip/Postal Code (Required, if country is US).
20. Is the Applicant Delinquent on any Federal Debt?
(Required) Select the appropriate box. This question applies
to the applicant organization, not the person who signs as
the authorized representative. Categories of debt include
delinquent audit disallowances, loans and taxes. If yes,
include an explanation on the continuation sheet.
e. Organizational Unit: Enter the name of the primary organizational unit
(and department or division, (if applicable) that will undertake the assistance
activity, if applicable.
f. Name and contact information of person to be contacted on matters
involving this applicat required), organizational affiliation (if affiliated with an
organization other on: Enter the name (First and last name than the applicant
organization), telephone number (Required), fax number, and email address
(Required) of the person to contact on matters related to this application.
21. Authorized Representative: (Required) To be signed and
dated by the authorized representative of the applicant
organization. Enter the name (First and last name required)
title (Required), telephone number (Required), fax number,
and email address (Required) of the person authorized to
sign for the applicant. A copy of the governing body’s
authorization for you to sign this application as the official
representative must be on file in the applicant’s office.
(Certain Federal agencies may require that this
authorization be submitted as part of the application.)
Type of Applicant: (Required) Select up to three applicant type(s) in
accordance with agency instructions.
9.
A. State Government
B. County Government
C. City or Township
Government
D. Special District Government
E. Regional Organization
F. U.S. Territory or Possession
G. Independent School District
H. Public/State Controlled
Institution of Higher
Education
I. Indian/Native American
Tribal Government
(Federally Recognized)
J. Indian/Native American
Tribal Government (Other
than Federally Recognized)
K. Indian/Native American
Tribally Designated
Organization
L. Public/Indian Housing
Authority
M. Nonprofit
N. Nonprofit
O. Private Institution of
Higher Education
P. Individual
Q. For-Profit Organization
(Other than Small
Business)
R. Small Business
S. Hispanic-serving
Institution
T. Historically Black
Colleges and
Universities (HBCUs)
U. Tribally Controlled
Colleges and
Universities (TCCUs)
V. Alaska Native and
Native Hawaiian Serving
Institutions
W. Non-domestic (non-US)
Entity
X. Other (specify)
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Section 1: COPS Program Request
Please ensure that the correct program box is checked. If you plan to apply for other COPS programs,
a separate application must be completed for each COPS program for which you are applying. Please
ensure that you read, understand, and agree to comply with the applicable terms and conditions as
outlined in this Application Guide before finalizing your selections.
Section 2: Agency Eligibility Information
For this Section, check the appropriate box, and choose the appropriate entity from the drop-down menu.
In Section 2B, you will be asked several questions to determine your eligibility to apply for an SOS
grant. You will be asked whether your application was prepared after consultation with individuals
not limited to law enforcement to ensure that improvements funded under the grant are consistent
with a comprehensive approach to preventing school violence and individualized to the needs of each
targeted school. You will also be asked about the schools targeted through this grant application and
your primary law enforcement authority for the targeted schools.
Section 3: General Agency Information
Please provide accurate agency information, as this information is used to identify your agency and
may be used, along with other data collected, to determine funding eligibility.
A. Applicant ORI Number
The ORI number is assigned by the FBI and is your agency’s unique identifier. The COPS Office uses
the first seven characters of this number. The first two letters are your state abbreviation, the next
three numbers are your county’s code, and the next two numbers identify your jurisdiction within
your county. If you do not currently have an ORI number, the COPS Office will assign one to your
agency for the purpose of tracking your grant. ORI numbers assigned to agencies by the COPS
Office may end in “ZZ.”
B. Applicant Data Universal Numbering System (DUNS) Number
A Data Universal Numbering System (DUNS) number is required prior to application submission. A
DUNS number is a unique nine or thirteen-digit sequence recognized as the universal standard for
identifying and keeping track of entities receiving federal funds.
The federal government requires that all applicants of federal grant funds and cooperative
agreements, with the exception of individuals other than sole proprietors, have a DUNS number
prior to application submission. For more information about how to obtain a DUNS number, please
refer to the “How to Apply” section of this Application Guide.
C. Central Contractor Registration
The Central Contractor Registration (CCR) database is the repository for standard information about
federal financial assistance applicants, recipients, and sub-recipients. The federal government
requires that all applicants of federal grant funds and cooperative agreements—with the exception
of individuals other than sole proprietors—be registered in the database prior to application
submission. Please contact the CCR Services Desk at 866.606.8220 or view/update your registration
information at www.bpn.gov/ccr/default/aspx. If your CCR is set to expire prior to September 30,
2011, please renew your CCR prior to completing this application. All applicants are required to
maintain current registrations in the Central Contractor Registration (CCR) database. Please note
that applicants must update or renew their CCR at least once per year to maintain an active status. For
more information about how to register with the CCR, please refer to the “How to Apply” section of
this Application Guide.
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D. Geographic Names Information System (GNIS) ID Number
Please enter your Geographic Names Information System (GNIS) Identification Number. This is a
unique ID assigned to all geographic entities by the U.S. Geological Survey. To look up your GNIS
Feature ID, please go to the website: http://geonames.usgs.gov/domestic/index.html. For more
information about how to obtain a GNIS number, please refer to the “How to Apply” section of this
Application Guide.
E. Cognizant Federal Agency
A Cognizant Federal Agency, generally, is the federal agency from which your jurisdiction
receives the most federal funding. Your Cognizant Federal Agency also may have been previously
designated by the Office of Management and Budget. Applicants that have never received federal
funding should select the “Department of Justice” as the Cognizant Federal Agency.
F. Fiscal Year
Enter the month and day of the legal applicant’s fiscal year.
G. Service Population
Enter the total population of the government entity applying for this grant using the latest census
estimate available and the actual population served. The total population and the actual population
served may or may not be the same. For example, a service population may be the census population
minus incorporated towns and cities that have their own police department within your geographic
boundaries or estimates of ridership (e.g., transit police) or visitors (e.g., park police).
H. Law Enforcement Agency Sworn Force Information
When completing your agency’s general law enforcement agency information, please note that
“budgeted sworn force strength” refers to the number of sworn officer positions your agency
has funded within its budget, including state, BIA, and locally funded vacancies. Do not include
unfunded vacancies or unpaid/reserve officers. “Actual sworn force strength” refers to the actual
number of sworn officer positions employed by your agency as of the date of the application.
Section 4: Executive Information
A. Law Enforcement Executive/Agency Executive Information
Enter the Law Enforcement Executive’s name and contact information. This is the highest ranking
law enforcement official within your jurisdiction (e.g., Chief of Police, Sheriff, or equivalent). For
Non-Law Enforcement Agencies: Enter the highest ranking individual in the applicant agency (e.g.,
CEO, President, Chairperson, Director) who has the authority to apply for this grant on behalf of
the applicant agency. If the grant is awarded, this position would ultimately be responsible for the
programmatic implementation of the award.
B. Government Executive/Financial Official Information
Enter the Government Executive’s name and contact information. This is the highest ranking
governmental official within your jurisdiction (e.g., Mayor, City Administrator, Tribal Chairman,
or equivalent). For Non-Government Agencies: Enter the name and contact information of the
financial official who has the authority to apply for this grant on behalf of the applicant agency
(e.g., Treasurer). If the grant is awarded, this position would ultimately be responsible for the
financial management of the award. Please note that information for non-executive positions (e.g.,
clerks, trustees, etc.) is not acceptable.
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Note: Only law enforcement agencies are eligible to apply under the SOS grant program. All applications
should therefore include the highest-ranking Law Enforcement Executive and Government Executive
information in this section. Listing individuals without ultimate programmatic and financial authority for
the grant could delay the review of your application, or remove your application from consideration.
Section 5: COPS Officer Request—Not Applicable
Section 6: Law Enforcement & Community Policing Strategy
COPS Office grants must be used to reorient the mission and activities of law enforcement agencies
toward the community policing philosophy or enhance their involvement in community policing.
Community policing is a philosophy that promotes organizational strategies, which support the
systematic use of partnerships and problem-solving techniques, to proactively address the immediate
conditions that give rise to public safety issues, such as crime, social disorder, and fear of crime.
In section 6A, please complete the questions in this section to describe the types of community policing
activities that will result from COPS funding. While COPS Office grants must be used to reorient the
mission and activities of law enforcement agencies toward the community policing philosophy or
enhance their involvement in community policing, we also acknowledge that the SOS grant program
involves a partnership between law enforcement agencies and school districts. School districts, as
grant partners, also play a very important role in community policing efforts, as they can work with law
enforcement to develop strong community partnerships, collaboratively problem-solve, and support
the organizational transformation of the department. If you are answering these questions as a non-law
enforcement agency or on behalf of an agency partnering with a non-law enforcement agency, it is
still imperative that you answer these questions based upon the community policing activities that will
ultimately result from the grant.
In the Community Policing Plan Narrative, please describe your agency’s implementation plan for this
program (if awarded), with specific reference to each of the following elements of community policing:
(a) community partnerships and support, including consultation with community groups, private
agencies, and/or other public agencies; (b) related governmental and community initiatives that
complement your agency’s proposed use of COPS funding; and (c) organizational transformation—
how your agency will use these funds, if awarded, to reorient its mission to community policing
or enhance its involvement in and commitment to community policing. Your organization may be
audited or monitored to ensure that it is initiating or enhancing community policing in accordance
with this plan. The COPS Office may also use this information to understand the needs of the field,
and potentially provide for training, technical assistance, problem solving, and community policing
implementation tools.
If your organization receives this grant funding, these responses, along with the previous questions,
will be considered as your organization’s community policing plan. We understand that your community
policing needs may change during the life of your grant (if awarded), and minor changes to this
plan may be made without prior approval of the COPS Office. We also recognize that this plan may
incorporate a broad range of possible community policing strategies and activities, and that your
agency may implement particular community policing strategies from the plan on an as-needed
basis throughout the life of the grant. If your agency’s community policing plan changes significantly,
however, you must submit those changes in writing to the COPS Office for approval. Changes are
“significant” if they deviate from the range of possible community policing activities identified and
approved in this original community policing plan submitted with your application.
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Section 7: Need for Federal Assistance
A. Not Applicable
B. Explanation of Need for Federal Assistance
In Section 7B, all applicants are required to provide a brief explanation of their agency’s inability to
address its public safety needs and implement this project without federal assistance. Please note
that the character limit for this response is 3,000 characters.
C. Not Applicable
Section 8: Continuation of Project After Federal Funding Ends
A. For COPS Grants with a Retention Plan Requirement—Not Applicable
B. For COPS Grants with No Retention Plan Requirement
The questions in this section must be used for programs WITHOUT a retention requirement to
report any plans to continue the program or activity after the conclusion of federal funding. Please
identify the source(s) of funding that your agency plans to utilize to continue the program, project,
or activity following the conclusion of federal support. [Check all that apply.]
Section 9: School Safety Assessment
All FY2011 SOS applicants MUST have either conducted a school safety assessment within the last
three years for the school(s) targeted through this grant application or must conduct a school safety
assessment within the 2-year grant implementation period for the targeted schools. The assessment
should be utilized as strategic evaluation tools to identify school safety problems related to the
prevention of violence at the school(s) targeted through this grant application. An applicant that has
not conducted an assessment may request funding to have an assessment completed. For applicants
that have not conducted an assessment and will not be requesting funding for an assessment, you
must provide a detailed explanation in question #7 demonstrating how your department will conduct a
school safety assessment.
Agencies which have conducted a school safety assessment within the last three years for the schools
targeted through this grant application must answer a list of questions regarding the assessment. You
will be required to link requested budget items to the assessment in the budget detail worksheets to
the maximum extent possible.
If your agency has not conducted a school safety assessment for the targeted schools within the last
three years, your agency will still be required to answer a list of questions, but these questions will be
focused on when the assessment will be completed during the implementation. Your agency MUST
conduct a school safety assessment within the 2-year grant implementation period. If your agency is
not requesting funding for a school safety assessment through this grant application, you must provide
a detailed explanation to question #6 and you must still answer all applicable questions regarding the
planned assessment. Please note that your agency may request other allowable items and is not limited
to requesting funding solely for a school safety assessment. To the extent possible, applicants should
link other requested budget items to the planned assessment. As part of the list of questions, applicants
should provide responses directly related to the SOS statutory assurance.
Agencies which have conducted a school safety assessment within the last three years must answer
questions 1–5 regarding the assessment. If your agency has not conducted a school safety assessment
within the last three years, you must answer questions 6–11, but these questions will be focused on the
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assessment that will be conducted during the grant implementation period. Your agency may request
funding through this grant application to conduct a school safety assessment. Please note, your agency
may request other allowable items and is not limited to funding solely a school safety assessment.
Has your agency conducted an assessment within the last three years?
Applicants Who Have Conducted School Safety Assessments Within the Last Three Years
(Questions 1–5)
1. When was the assessment conducted?
2. Who conducted the assessment? Identify ALL internal and external parties involved.
3. Identify what aspects of school safety and security were assessed. Select all that apply:
Security and Surveillance Systems School Code of Conduct
Building Access Control Emergency Preparedness/Crisis Plans
Classroom Security School Incident and Discipline Data
School Climate Surveys Student and Teacher Handbooks
Emergency Communications Indoor/Outdoor Athletic Facilities
Safety and Security of School Grounds and Site Access Control
4. What were the findings of the assessment? Specifically outline the areas of the school(s) where
problems were identified and the proposed (if any) recommendations for resolution. Please note:
All requested budget items requested must be justified in your budget description as a result of
these findings of the assessment.
5. Did the assessment include any staff, teacher, student, or parent survey data related to school
climate? If yes, please describe the survey instrument.
Applicants Who Have Not Conducted School Safety Assessments Within the Last Three
Years (Questions 6–11)
6. When do you plan to complete the assessment?
7. Did your agency request monies through this grant application to conduct a school safety
assessment?
If your agency answered no, please explain your response.
Please note: If your agency has not or does not plan to conduct an assessment during the grant
implementation period, your application will be deemed ineligible.
8. Who do you plan to include in your assessment? Identify ALL internal and external parties that may
be involved. Select all that apply:
Teachers Emergency Management Personnel
Students School Security/Safety Personnel
Parents Consultants
Community Stakeholders School Administrators
Local Business Other
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9. Identify what aspects of school safety and security will be assessed. Select all that apply:
Security and Surveillance Systems School Code of Conduct
Building Access Control Emergency Preparedness/Crisis Plans
Classroom Security School Incident and Discipline Data
Student and Teacher Handbooks Evaluation of Site Access Control Systems
Emergency Communications Indoor/Outdoor Athletic Facilities
Safety and Security of School Grounds
10. Does your agency plan to include any staff, teacher, student, or parent survey data related to school
climate? If yes, please describe the survey instrument your agency plans to use.
11. Specifically outline the source of the preliminary findings of the school(s) where problems were
identified and the proposed recommendations for resolution. Please note all budget items
requested must be justified in your budget narrative as a result of the preliminary findings of the
target areas. Answers are limited to 2000 characters.
Section 10: Executive Summary
Please provide a brief summary of how your agency will use this federal funding. Please be sure to
provide a description of how you expect this grant to impact public safety and/or crime prevention
in your community. The Executive Summary may be used to keep Congress or other executive branch
agencies informed on law enforcement strategies to deter crime in your community. Responses are
limited to a maximum of 3,000 characters.
Please begin your Executive Summary by listing the following information:
• Agency Name
• State
• Point of Contact Name and Phone Number
Section 11: Project Description (Narrative)
Agencies that seek funding under this program are required to submit a Project Description, which must
address Sections A–D as listed below. Each section response should specifically answer the questions
posed and be limited to no more than 3,000 characters. Applications will be evaluated based on the
quality of the response. FY2011SOS applicants should insert their answers directly into the application
forms and are not required to attach a separate document.
The narrative will be a significant factor in the application review and approval process. Failure to
provide this information may delay the review of your agency’s application and/or prevent the COPS
Office from selecting your agency for funding.
Sections B and C require applicants to incorporate information regarding community policing into
the response provided. The three tenets of community policing, as defined by the COPS Office,
are 1) community partnerships; 2) problem solving; and 3) organizational transformation. The SOS
grant seeks to build upon community policing efforts by encouraging a partnership between law
enforcement and the school community. School districts, as grant partners, also play a very important
role in community policing efforts, as they can assist law enforcement to develop strong community
partnerships, collaboratively problem-solve, and support the organizational transformation of the
department. Please see Section 6 of the standard application forms for more information on the three
tenets of community policing.
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A. Problem Identification
Please provide a detailed explanation of the current problems occurring in the school(s) that
will be targeted through this grant application. Be sure to include as specific information as
possible, including but not limited to source data. Your agency should also provide a description
of the schools to be targeted through this grant, to include the public safety problems in which
the schools are located, the number and types of schools targeted (e.g., 1 high school, 2 middle
schools, 4 elementary schools), the total number of students (e.g., 9,000), as well as any other
important descriptive information regarding the students attending these schools. Please also
describe the impacted or targeted areas of the school that your agency will address with grant
funding. Note: Responses must be limited solely to schools targeted through this grant. Statewide or
generalized information will not be evaluated.
B. Project Goals/Objectives
Please describe the goals and objectives that your agency is ultimately trying to accomplish
through federal assistance, and how the proposed project would fit into an overall effort to address
the problems identified in Section A. If possible, be sure to include as specific information or
statistical data of the problems identified. As part of your response, be sure to incorporate specific
community policing objectives related to the three tenets of community policing: community
partnerships, problem solving, and organizational transformation.
C. Building Relationships and Solving Problems
Community policing, in its simplest terms, is about building relationships and solving problems.
The SOS grant seeks to expand upon that effort by encouraging police departments to partner
and work together with school districts to build relationships and solve problems. Please identify
all community partnerships that your agency anticipates will be developed or enhanced as a
result of this grant. Also, specifically outline all methods or strategies your agency plans to take
to collaboratively problem-solve issues identified, including any tools you may use as a resource.
Lastly, please describe any organizational transformation changes you expect to realize through
this project.
D. Implementation Plan
Please provide a detailed description of how the proposed project will be implemented, as well as
an implementation schedule for all major milestones and timelines (month-to-month or quarterly)
of all activities to take place within the life of the grant.
Section 12: Official Partner(s) Contact Information
All applicants must designate at least one school partner under the SOS grant. Law enforcement
agencies should complete and attach a partner form for each school partner. The COPS Office
recommends, where possible, that school districts serve as partners rather than individual schools
and that the highest ranking individual be listed (e.g., Superintendent). Individuals that do not have
programmatic and/or financial authority for the school or school district will not be acceptable
partners. Please note: If you are applying as a school district police department (in which case the
school district and law enforcement agency are “merged”), you must still complete this section to
successfully submit a grant application. If applicable, please complete the form using the school
information of the applicant agency.
Law enforcement agencies can only submit one grant application, but may partner with multiple
schools/school districts for which they have primary law enforcement authority.
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Section 13: Application Attachments
This section should be used to submit any mandatory and optional application attachments that
may be applicable to your agency. This includes additional Disclosure of Lobbying Activities forms if
required (see Section 16 of this application guide for more information). In addition, this section should
be used by applicants who are unable to certify any of the statements in the Certifications form located
in Section 15, and are required to attach an explanation.
Please note that when attaching files to your COPS application the following file types are acceptable:
standard Doc/Docx, PDF, or xls/xlsx.
Section 14: Budget Detail Worksheets
Instructions for Completing the Budget Detail Worksheets
Included within this section are instructions and sample information for completing the Budget Detail
Worksheets.
Sections B, C, D, E, F, G, and the Budget Summary are the only sections of the COPS Budget Detail
Worksheets that are applicable to the COPS SOS grant program. Sections C through G of the Budget Detail
Worksheets require that you provide a specific description for each item and explain how it supports the
project goals and objectives outlined in your application. Applicants will be providing this information
in the “Description” column on the Budget Detail Worksheets, and this box must be completed for every
item requested. Like items may be grouped together for ease of reporting. Each item should therefore be
reported in the Budget Detail Worksheets under one of the 6 applicable budget categories: Civilian/Non-
Sworn Personnel, Equipment/Technology, Supplies, Travel/Training, Contracts/Consultants, and Other
Costs. Please note that the required description must 1) describe each item requested or group of similar
items requested; and 2) link each item or group of items to the SOS project.
Sample Budget Detail Worksheets
Please note: All costs are estimated for the purposes of this sample and are not based on specific research.
Applicants should not submit a request based on the information included in this sample. (Place all
descriptions in boxes)
B. Civilian/Non-Sworn Personnel
This is a sample only of budget calculations used for SOS Civilian/Non Sworn Personnel. This
description is not required on Section B of Budget Detail Worksheets.
Description: The Any Town Police Department and School District are requesting funds for a full-
time Project Coordinator to be assigned to the school district. Our project involves expanding upon
the surveillance camera systems in place at the four high schools. We need someone to coordinate
the placement and oversight of the additional cameras requested through this application, in
addition to setting up the infrastructure for monitoring of all cameras within the high schools. The
Project Coordinator will be working closely with all four schools to ensure effective monitoring and
oversight of the surveillance camera systems and to gather and compile data on school safety-
related problems identified through the surveillance feeds. In addition, the Project Coordinator will
be attending all safety-related meetings in the District and providing specific feedback based on
the high schools. The Project Coordinator will be 100 percent dedicated to the SOS project.
Total salary and fringe benefits year one = $60,050, year two = $61,850.
Total Cost: $121,900
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C. Equipment/Technology
Description: The Any Town Police Department and School District are requesting funding for two
laptop computers that will be utilized by the School Resource Officers (SROs) that are assigned 100
percent of their time to the schools targeted through this grant. The SROs will be able to access the
feed from the surveillance cameras to provide additional monitoring of the schools, and will also
be able to document crimes/incidents via the laptop computers. When traveling between schools,
the SROs can continue to utilize the laptop computers for communication purposes.
Estimated cost per unit is $2,000. Total Cost: $4,000
Description: The Any Town School District has experienced an increase in the number of incidents
occurring on the high school campuses, and many of the current cameras utilized are out of date
and don’t provide the functionality needed. The Any Town Police Department and School District
want to purchase 200 cameras for the four high schools to replace the outdated cameras. We
would like to purchase a mix of pan/tilt/zoom indoor and outdoor cameras. These cameras will be
incorporated into the surveillance camera systems in place at the four high schools.
Estimated cost per camera unit is $1,000. Total cost: $200,000
D. Supplies
Description: The Any Town Police Department and School District are requesting 10,000 school
safety brochures that can be distributed to students throughout the school district, which will
outline the district plan response to a school crisis incident. Specifically, the brochures will
instruct students how they should react if a school crisis occurs. The brochure will provide specific
instructions and pre-planning tips. We will be providing extensive training, but this brochure can
be distributed to students so they can have the information easily accessible.
Total cost per unit = $0.50 . Total cost: $5,000
Description: The Any Town Police Department and School District are requesting 100 manuals
on bullying prevention that SROs and teachers may use in their efforts to eradicate bullying
from the school environment. Staff will be able to review these manuals and learn more about
bullying in the school environment, including how to spot signs of this behavior. Currently, we
are developing training materials for an anti-bullying presentation to be used school district-wide
and these manuals will assist us in our planning and education efforts.
Cost per guide is $15. Total cost: $1,500
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E. Travel/Training
Description: The Any Town Police Department and School District want to send our School
Resource Officers to school crisis training in conjunction with several school staff. This training
will instruct these individuals how to collaborate and effectively communicate to address a
potential school safety crisis, as well as provide training on setting up an “active shooter training
scenario” and creating emergency preparedness materials for the schools.
Total cost per person includes:
Registration Fee: $25
Airfare: $250
Hotel: $50 per night x 3 nights = $150
Per diem: $50 x 3 days = $150
Staff Attending: School Resource Officers = 5, School staff = 5 Total staff = 10
Total costs per individual = $575.
Total cost: $5,750
F. Contracts/Consultants
Contracts
Description: The Any Town Police Department and School District are requesting funding to
hire an outside vendor to install the surveillance cameras requested through this grant. We have
contacted several potential vendors and estimated the costs.
Estimated cost is $150 per hour for 400 hours.
Total cost: $60,000
Consultants
Description: The Any Town School District has not conducted a school safety assessment within
the last three years. The Any Town Police Department and School District are therefore requesting
funding through this grant application to conduct a school safety assessment of the four high
schools. Through this assessment, we will be able to effectively identify problems within the
schools and on school grounds. We plan to hire an external company (ABC School Security
Evaluations) to conduct the evaluation, but also plan to involve teachers, principals, and students.
As part of our training, the company will provide on-site training, which will enable us to follow-
up and conduct our own assessments of other schools within the district at a saved cost to us.
ABC School Security Evaluations’ rate is $550 per day. The anticipated time for the assessment
evaluation is 30 days.
Total estimated cost for services: $16,500.
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Consultant Travel
ABC School Security Evaluations
Total persons: 1
Airfare: $400
Hotel: $60 per night x 30 nights = $1,800
Per diem: $75 per day x 30 days = $2,250
Total cost: $4,450
G. Other Costs
Description: The Any Town Police Department and School District are requesting a school safety
software package, which will enable us to keep track of incidents occurring in and around the
schools. Specifically, we can enter a model diagram of the school, which will give us the ability
to pinpoint and track problem locations. The software also compiles data reports of types of
incidents and the total incidents that occurred each month. We are requesting one software
package for each of the four high schools.
Estimated cost per software package unit is $2,000.
Total Cost: $8,000
Total Project Costs: $427,100
Federal Share: $213,550
Local Share: $213,550
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Section 15: Assurances and Certifications
Applicants to COPS programs are required to sign and submit the standard Assurances and
Certifications forms. Signing these documents assures the COPS Office that you have read,
understand, and accept the grant terms and conditions as outlined in the Assurances and
Certifications. Please read these documents carefully as signatures on these documents are
treated as material representation of fact upon which reliance will be placed when the Department
of Justice determines to award the covered grant.
If the applicant is unable to certify to any of the statements in the Certifications form, he or she will
be required to attach an explanation regarding the particular statement that cannot be certified. This
explanation should be attached in Section 13: Application Attachments of the online application.
Section 16: Disclosure of Lobbying Activities
This disclosure form shall be completed by the reporting entity, whether subawardee or prime federal
recipient, at the initiation or receipt of a covered federal action, or a material change to a previous filing,
pursuant to title 31 U.S.C. section 1352. The filing of a form is required for each payment or agreement
to make payment to any lobbying entity for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee
of a Member of Congress in connection with a covered federal action. Complete all items that apply for
both the initial filing and material change report. Refer to the implementing guidance published by the
Office of Management and Budget for additional information.
If this applies to your agency, you are required to submit the disclosure form. If you need to
complete and submit additional forms, please complete and submit them as attachments to your
application online.
Section 17: Reviews and Certifications
Please be advised that an application may not be funded and, if awarded, a hold may be placed on this
application if it is deemed that the applicant is not in compliance with federal civil rights laws, and/or
is not cooperating with an ongoing federal civil rights investigation, and/or is not cooperating with a
Department of Justice grant review or audit.
Applicants must certify whether or not their agency will use COPS grants funds (if awarded) to operate
an interjurisdictional criminal intelligence system. If yes, the applicant assures the COPS Office that it
will comply with the requirements of 28 C.F.R. Part 23.
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The signatures of the Law Enforcement Executive/Agency Executive, Government Executive/Financial
Official, and the Person Submitting this Application on the Reviews and Certifications represent to the
COPS Office that:
a) the signatories have been legally and officially authorized by the appropriate governing body to
submit this application and act on behalf of the grant applicant entity;
b) the applicant will comply with all legal, administrative, and programmatic requirements that
govern the applicant for acceptance and use of federal funds as outlined in the applicable COPS
Application Guide, the COPS Grant Owner’s Manual, Assurances, Certifications and all other
applicable program regulations, laws, orders, and circulars;
c) the applicant understands that false statements or claims made in connection with COPS programs
may result in fines, imprisonment, debarment from participating in federal grants, cooperative
agreements, or contracts, and/or any other remedy available by law to the federal government;
AND
d) the information provided in this application, including any amendments, shall be treated as
material representations of fact upon which reliance will be placed when the Department of
Justice determines to award the covered grant.
The signatures of the Law Enforcement Executive/Agency Executive and the Government Executive/
Financial Official in the application must be the same as those identified in Section 4 of the application.
Applications with missing, incomplete, or inaccurate signatories or responses may not be considered
for funding.
Section 18: Application Data Verification—Not Applicable
After submission of this application, the COPS Office may require your department to verify data
provided in the application. This section is not applicable at the time of application.
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APPENDIXES
Appendix A: Glossary of COPS Program Terms
The following information is provided to assist you with the completion of your COPS grant program
application forms. The list includes some of the most common terms that are used in the application
forms. For additional assistance or clarification regarding any part of the application, please contact
your Grant Program Specialist at 800.421.6770.
Allowable Costs: Allowable costs are costs that will be paid for by this grant program.
Authorized Officials: The authorized officials are the individuals in your organization who have final
authority and responsibility for all programmatic and financial decisions regarding your application
and, if awarded, your grant award. For law enforcement agencies, the listed Law Enforcement Executive
(usually Chief of Police, Sheriff, etc.) and the Government Executive (usually Mayor, Board President, etc.)
are your agency’s authorized officials.
Automated Booking System: An automated booking system captures arrestee fingerprints and
photographic information electronically and often has the ability to transfer that information to a
departmental or statewide database.
Automated Fingerprint Identification System (AFIS): An AFIS is a highly specialized biometrics system
that compares a single fingerprint image with a database of fingerprint images. Fingerprint images are
collected from crime scenes or are taken from criminal suspects when they are arrested. Fingerprint
images may be captured by placing a finger on a scanner or by electronically scanning inked
impressions on paper.
Award Start Date: This is the date on or after which your agency is authorized to purchase items or
hire positions that were approved by the COPS Office. If awarded, the award start date is found on your
grant Award Document. Grantees may not make any purchases or hire any positions prior to this date
without written approval from the COPS Office.
Career Law Enforcement Officer: The COPS statute defines a “career law enforcement officer” as a
person hired on a permanent basis who is authorized by law, or by a state or local public agency, to
engage in or oversee the prevention, detection, or investigation of violations of criminal laws.
Catalog of Federal Domestic Assistance (CFDA): The CFDA is an annual government-wide publication
that contains a description and index of all forms of federal assistance. Each program is assigned a “CFDA
number,” which is used by auditors to track grant revenues under the Single Audit Act. It is also used
in participating states by State Single Points of Contact in conducting the required intergovernmental
reviews under Executive Order 12372. The CFDA number for all COPS programs is 16.710.
Central Contractor Registration (CCR): Institutions applying for any type of award from the federal
government must register with CCR. The CCR database is the repository for standard information about
federal financial assistance applicants, recipients, and sub-recipients. Applicants must update or renew
their CCR at least once per year to maintain an active status. Information about registration procedures
can be accessed at www.ccr.gov.
Closeout: The process in which the awarding agency, the COPS Office, determines that all applicable
administrative actions and all required work and conditions of the award have been completed and met
by the recipient and awarding agency.
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Cognizant Federal Agency: The federal agency that generally provides the most federal financial
assistance to the recipient of funds. Cognizance is assigned by the Office of Management and
Budget (OMB).
Community Oriented Policing: Community policing is a philosophy that promotes organizational
strategies, which support the systematic use of partnerships and problem-solving techniques, to
proactively address the immediate conditions that give rise to public safety issues such as crime, social
disorder, and fear of crime.
Computer Aided Dispatch (CAD) system: A computer database that can track calls for service, maintain
status of units available, provide various reports, produce address histories, and support electronic mail.
With the installation of integrated CAD systems, officers are able to receive calls for service on their
mobile data terminals rather than over the radio. Radios can then be used only for serious emergencies.
Consortium: A consortium is a group of two or more governmental entities that agree to form a
partnership to provide law enforcement services to their constituent communities.
COPS Finance Staff: The COPS Finance staff handle your agency’s financial and budgetary needs
related to your application. A Staff Accountant is assigned to your state, and is available to answer any
questions that you may have concerning the financial aspects of your grant, if awarded. To identify your
Staff Accountant, please call the COPS Office Response Center at 800.421.6770, or visit the COPS website
at www.cops.usdoj.gov.
COPS Office: The Office of Community Oriented Policing Services (the COPS Office) is the office within
the U.S. Department of Justice that, if awarded, is your “grantor” or “awarding” agency for your COPS
grant or cooperative agreement. The COPS Office is responsible for administering your grant for the
entire grant period. You can reach the COPS Office at 800.421.6770.
DUNS Number: DUNS stands for “data universal numbering system.” DUNS numbers are issued by
Dun and Bradstreet (D&B) and consist of nine or thirteen digits. If your institution does not have one,
call 866.705.5711 to receive one free of charge. You can also request your DUNS number online at
www.dnb.com/us.
E-Business Point of Contact (POC): Person who will designate which staff members can submit
applications electronically. When you register with CCR, your institution will be asked to designate an
E-Business POC.
Federally Recognized Tribe: Tribal entities that are recognized and eligible for funding and services
from the BIA by virtue of their status as Indian tribes. They are acknowledged to have the immunities
and privileges available to other federally recognized Indian tribes by virtue of their government-to-
government relationship with the United States as well as the responsibilities, power, limitation, and
obligations of such tribes. Only Federally Recognized Tribes are eligible to apply for COPS tribal grant
funds. For further information, contact: BIA, Division of Tribal Government Services, MS-4631 - MIB,
1849 C Street, N.W., Washington, DC 20240, 202.208.2475.
Gas Mask: A gas mask is connected to a chemical air filter and is used to protect the face and lungs from
toxic gases.
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GNIS ID: The Geographic Names Information System (GNIS) database is maintained by the U.S.
Geological Survey, U.S. Department of the Interior. The database assigns a unique, permanent feature
identifier, the Feature ID, which is the only standard federal key for integrating or reconciling feature
data from multiple datasets.
Global Positioning System (GPS): Global Positioning Systems are a series of 24 geosynchronous
satellites that continuously transmit their position. Each system is used in personal tracking, navigation,
and automatic vehicle location technologies.
Grant Number: If awarded, the grant number identifies your agency’s specific grant, and can be found
on your grant Award Document. This number should be used as a reference when corresponding with
the COPS Office. The COPS Office tracks grant information based upon this number.
Interjurisdictional criminal intelligence system: is generally defined as a system which receives, stores,
analyzes, and exchanges or disseminates data regarding ongoing criminal activities (such activities
may include, but are not limited to, loan sharking, drug or stolen property trafficking, gambling,
extortion, smuggling, bribery, and public corruption) and shares this data with other law enforcement
jurisdictions.
Interoperable Communications: Communications interoperability refers to the ability to talk across
disciplines and jurisdictions via radio communications networks on demand, in real time. Interoperable
communications equipment and technology is used to increase interoperability and data information-
sharing among the law enforcement, fire service, and emergency medical service communities.
Local Area Unemployment Statistics (LAUS): The Bureau of Labor Statistics’ LAUS program provides
monthly estimates of unemployment for communities. For more information and detailed instructions
for looking up your local area’s unemployment rate, please visit www.bls.gov/lau/data.htm.
Local Budget Cycle: Your agency’s fiscal year. Some common examples include January 1 to December
31, October 1 to September 30, and July 1 to June 30. Some local budget cycles may extend up to 24
months.
Matching Funds: What a locality must contribute as a cash match toward total allowable project costs
over the life of the program.
Mobile Data Computer/Laptop: A Mobile Data Computer (MDC) is a computer terminal mounted in
a vehicle that is linked via wireless communication to a network that is often integrated with a CAD
system. MDCs enable officers to complete previously handwritten reports on a computer. This often
eliminates the need to enter duplicate information on multiple reports.
National Incident-Based Reporting System (NIBRS): A comprehensive reporting database. Agencies
provide individual records for eight index crimes and 38 other offenses.
Obligation of Funds: If this application is awarded, the COPS Office “obligates” federal funds when the
grant Award Document is signed by the Director or his/her designated official. For the grantee, grant
funds are “obligated” when monies are spent directly on purchasing items approved under the grant
or cooperative agreement. The term encumbrance is often times used at the local and state levels to
describe this type of transaction. Liquidated obligations are considered cash outlays or monies actually
spent. Unliquidated obligations are obligations incurred and recorded but not yet paid (accrual basis of
accounting) or not yet recorded and not yet paid (cash basis of accounting).
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OJP Vendor Number/EIN Number: This is your agency’s nine-digit federal tax identification number
assigned to you by the IRS. Your accounting/bookkeeping department should have this number. If your
EIN previously has been assigned to another agency within your jurisdiction, the Office of the Chief
Financial Officer will assign a new OJP vendor number to you. The new assigned number is to be used
for administrative purposes only, in connection with this grant program, and should not be used for IRS
purposes.
ORI (Originating Agency Identifier) Number: This number is assigned by the FBI and is your agency’s
originating agency identifier. The first two letters are your state abbreviation, the next three numbers
are your county’s code, and the final two numbers identify your jurisdiction within your county. When
you contact the COPS Office with a question, you can use the ORI number, and we will be able to assist
you. If you are a previous COPS grant recipient, you may have been assigned an ORI number through the
COPS Office if the FBI had not previously assigned your agency this identifier number.
Primary Law Enforcement Authority: An agency with primary law enforcement authority is defined as
the first responder to calls for service for all types of criminal incidents within its jurisdiction. Agencies
are not considered to have primary law enforcement authority if they only: respond to or investigate
specific type(s) of crime(s); respond to or investigate crimes within a correctional institution; serve
warrants; provide courthouse security; transport prisoners; and/or have cases referred to them for
investigation or investigational support.
The Public Safety Partnership and Community Policing Act of 1994: The COPS Office is charged with
fulfilling the mandates of this law. The purposes of the law are to:
• Increase the number of community policing officers on the beat.
• Provide additional and more effective training to law enforcement officers to enhance their
problem-solving, service, and other skills needed in interacting with members of the community.
• Encourage the development and implementation of innovative programs to permit members of
the community to assist law enforcement agencies in the prevention of crime.
• Encourage the development of new technologies to assist law enforcement agencies in reorienting
the emphasis of their activities from reacting to crime to preventing crime.
Supplanting: COPS grant funds may not be used to pay for personnel and/or other items (e.g.,
equipment, technology, supplies, travel, or consultants, etc.) that the grantee agency committed to fund
with state, local, or Bureau of Indian Affairs funds. Instead, COPS grant funding must be used to pay for
personnel and/or other items over and above what the grantee agency’s budget otherwise funded or
would have funded for such costs in the absence of grant funding.
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Appendix B: Intergovernmental Review Process, Points of Contact
by State
Executive Order 12372 requires applicants from state and local units of government, or other
organizations or individuals providing service within a state, to submit a copy of the application to the
state Single Point of Contact (SPOC), if one exists, and if this program has been selected for review by
the state. Before the application due date, you must contact your state SPOC to find out if this program
has been selected for review and comply with the state’s process under Executive Order 12372. The
Catalog of Federal Domestic Assistance reference for this program is number 16.710 “Public Safety and
Community Policing Grants.”
A current list of state SPOCs is listed at www.whitehouse.gov/omb/grants_spoc.html. States that are
not listed have chosen not to participate in the intergovernmental review process, and therefore do not
have a SPOC.
Appendix C: Federal Funding Accountability and Transparency
Act (FFATA): Reporting Subaward and Executive Compensation
Award Term
The following award terms will be incorporated in all COPS awards made on or after October 1, 2010:
Reporting Subawards and Executive Compensation.
a. Reporting of first-tier subawards.
1. Applicability. Unless you are exempt as provided in paragraph d. of this award term, you must
report each action that obligates $25,000 or more in federal funds that does not include Recovery
funds (as defined in section 1512(a)(2) of the American Recovery and Reinvestment Act of 2009,
Pub. L. 111–5) for a subaward to an entity (see definitions in paragraph e. of this award term).
2. Where and when to report.
i. You must report each obligating action described in paragraph a.1. of this award term to
www.fsrs.gov.
ii. For subaward information, report no later than the end of the month following the month in which
the obligation was made. (For example, if the obligation was made on November 7, 2010, the
obligation must be reported by no later than December 31, 2010.)
3. What to report. You must report the information about each obligating action that the submission
instructions posted at www.fsrs.gov specify.
b. Reporting Total Compensation of Recipient Executives.
1. Applicability and what to report. You must report total compensation for each of your five most
highly compensated executives for the preceding completed fiscal year, if—
i. the total federal funding authorized to date under this award is $25,000 or more;
ii. in the preceding fiscal year, you received—
(A) 80 percent or more of your annual gross revenues from federal procurement contracts (and
subcontracts) and federal financial assistance subject to the Transparency Act, as defined at 2 CFR
170.320 (and subawards); and
(B) $25,000,000 or more in annual gross revenues from federal procurement contracts (and
subcontracts) and federal financial assistance subject to the Transparency Act, as defined at 2 CFR
170.320 (and subawards); and
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iii. The public does not have access to information about the compensation of the executives through
periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C.
78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public
has access to the compensation information, see the U.S. Security and Exchange Commission total
compensation filings at www.sec.gov/answers/execomp.htm.)
2. Where and when to report. You must report executive total compensation described in paragraph
b.1. of this award term:
i. As part of your registration profile at www.ccr.gov.
ii. By the end of the month following the month in which this award is made, and annually thereafter.
c. Reporting of Total Compensation of Subrecipient Executives.
1. Applicability and what to report. Unless you are exempt as provided in paragraph d. of this award
term, for each first-tier subrecipient under this award, you shall report the names and total
compensation of each of the subrecipient’s five most highly compensated executives for the
subrecipient’s preceding completed fiscal year, if—
i. in the subrecipient’s preceding fiscal year, the subrecipient received—
(A) 80 percent or more of its annual gross revenues from federal procurement contracts (and
subcontracts) and federal financial assistance subject to the Transparency Act, as defined at 2 CFR
170.320 (and subawards); and
(B) $25,000,000 or more in annual gross revenues from federal procurement contracts (and
subcontracts), and federal financial assistance subject to the Transparency Act (and subawards); and
ii. The public does not have access to information about the compensation of the executives through
periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C.
78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986. (To determine if the public
has access to the compensation information, see the U.S. Security and
Exchange Commission total compensation filings at http://www.sec.gov/answers/execomp.htm.)
2. Where and when to report. You must report subrecipient executive total compensation described in
paragraph c.1. of this award term:
i. To the recipient.
ii. By the end of the month following the month during which you make the subaward. For example,
if a subaward is obligated on any date during the month of October of a given year (i.e., between
October 1 and 31), you must report any required compensation information of the subrecipient by
November 30 of that year.
d. Exemptions.
If, in the previous tax year, you had gross income, from all sources, under $300,000, you are exempt
from the requirements to report:
i. Subawards, and
ii. The total compensation of the five most highly compensated executives of any subrecipient.
e. Definitions. For purposes of this award term:
1. Entity means all of the following, as defined in 2 C.F.R. part 25:
i. A Governmental organization, which is a state, local government, or Indian tribe;
ii. A foreign public entity;
iii. A domestic or foreign nonprofit organization;
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iv. A domestic or foreign for-profit organization;
v. A federal agency, but only as a subrecipient under an award or subaward to a non-federal entity.
2. Executive means officers, managing partners, or any other employees in management positions.
3. Subaward:
i. This term means a legal instrument to provide support for the performance of any portion of the
substantive project or program for which you received this award and that you as the recipient
award to an eligible subrecipient.
ii. The term does not include your procurement of property and services needed to carry out the
project or program (for further explanation, see Sec. ll .210 of the attachment to OMB Circular
A–133, ‘‘Audits of States, Local Governments, and Non-Profit Organizations’’).
iii. A subaward may be provided through any legal agreement, including an agreement that you or a
subrecipient considers a contract.
4. Subrecipient means an entity that:
i. Receives a subaward from you (the recipient) under this award; and
ii. Is accountable to you for the use of the federal funds provided by the subaward.
5 Total compensation means the cash and noncash dollar value earned by the executive during the
recipient’s or subrecipient’s preceding fiscal year and includes the following (for more information
see 17 C.F.R. 229.402(c)(2)):
i. Salary and bonus.
ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount recognized
for financial statement reporting purposes with respect to the fiscal year in accordance with the
Statement of Financial Accounting Standards No. 123 (Revised 2004) (FAS 123R), Shared Based
Payments.
iii. Earnings for services under non-equity incentive plans. This does not include group life, health,
hospitalization or medical reimbursement plans that do not discriminate in favor of executives, and
are available generally to all salaried employees.
iv. Change in pension value. This is the change in present value of defined benefit and actuarial pension
plans.
v. Above-market earnings on deferred compensation, which is not tax-qualified.
vi. Other compensation, if the aggregate value of all such other compensation (e.g., severance,
termination payments, value of life insurance paid on behalf of the employee, perquisites or
property) for the executive exceeds $10,000.
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Appendix D: Central Contractor Registration and Universal Identifier
Requirements Award Terms
The following award terms will be incorporated in all COPS awards made on or after October 1, 2010:
I. Central Contractor Registration and Universal Identifier Requirements
A. Requirement for Central Contractor Registration (CCR)
Unless you are exempted from this requirement under 2 CFR 25.110, you as the recipient must
maintain the currency of your information in the CCR until you submit the final financial report
required under this award or receive the final payment, whichever is later. This requires that
you review and update the information at least annually after the initial registration, and more
frequently if required by changes in your information or another award term.
B. Requirement for Data Universal Numbering System (DUNS) Numbers
If you are authorized to make subawards under this award, you:
1. Must notify potential subrecipients that no entity (see definition in paragraph C of this
award term) may receive a subaward from you unless the entity has provided its DUNS
number to you.
2. May not make a subaward to an entity unless the entity has provided its DUNS number to
you.
C. Definitions
For purposes of this award term:
1. Central Contractor Registration (CCR) means the federal repository into which an entity
must provide information required for the conduct of business as a recipient. Additional
information about registration procedures may be found at the CCR Internet site (currently
at www.ccr.gov).
2. Data Universal Numbering System (DUNS) number means the nine-digit number
established and assigned by Dun and Bradstreet, Inc. (D&B) to uniquely identify business
entities. A DUNS number may be obtained from D&B by telephone (currently 866-705-
5711) or the Internet (currently at http://fedgov.dnb.com/webform).
3. Entity, as it is used in this award term, means all of the following, as defined at 2 C.F.R. part
25, subpart C:
a. A Governmental organization, which is a State, local government, or Indian Tribe;
b. A foreign public entity;
c. A domestic or foreign nonprofit organization;
d. A domestic or foreign for-profit organization; and
e. A federal agency, but only as a subrecipient under an award or subaward to a non-
federal entity.
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4. Subaward:
a. This term means a legal instrument to provide support for the performance of any
portion of the substantive project or program for which you received this award and
that you, as the recipient, award to an eligible subrecipient.
b. The term does not include your procurement of property and services needed to carry
out the project or program (for further explanation, see Sec. __.210 of the attachment
to OMB Circular A-133, “Audits of States, Local Governments, and Non- Profit
Organizations”).
c. A subaward may be provided through any legal agreement, including an agreement
that you consider a contract.
5. Subrecipient means an entity that:
a. Receives a subaward from you under this award; and
b. Is accountable to you for the use of the federal funds provided by the subaward
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Appendix E: Step-by-Step Instructions for Two-Part Application
Submission Process
FY2011 COPS Grant On-line Application Procedures
Note: If your agency has previously applied for grants using Grants.gov, and you already have an
account set up with your username and password, please skip Step 1 and proceed to Step 2. For
additional instructions on how to register with Grants.gov please visit
www07.grants.gov/applicants/get_registered.jsp.
STEP 1
Please click the link below for details on how to register with Grants.gov.
STEP 2
Submitting a COPS Grant Application Using Grants.gov
1. Log into www.grants.gov.
2. Scroll to the center of the page and click the “Apply for Grants” link in the center of the page.
3. Click on the “Download a Grant Application Package” link.
4. Scroll down to the Funding Opportunity Number Box, and enter COPS-Application-2011.
Then click on
Download Package
5. Click the “Download” link at the bottom right of the page, under the Instructions & Application
heading.
6. To view the SF-424 instructions, click the “Download Application Instructions” link.
7. To start the application, click the “Download Application Package” which is the second link.
8. Enter an Application Filing Name of your choice (e.g., agency legal name and program type for
which you are applying) into the Application File Name Text Box, which is highlighted yellow with
red border.
9. In the Mandatory Documents field:
a) Select the Application for Federal Assistance (SF-424) document, then click on the
Move Form to Complete
button, so that the form appears under the Mandatory Documents for Submission field.
Steps for registering with Grants.gov
www.grants.gov/assets/OrgRegUserGuide.pdf.
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b) Select “COPS Short Application Attachment to SF-424”, then click the
Move Form to Complete
button, so that the form appears under the Mandatory Documents for Submission field.
10. Select the Application for Federal Assistance and click on the
Open Form
button. Be sure to fill in all required fields on the displayed documents, which are highlighted
yellow with red borders. Lastly, select the program to which you are applying and enter/re-enter a
correct ORI.
11. Click the Save button at the very top of the document.
12. In the Save As dialogue box:
a) Select a location that is easy to find within your computer (e.g., Desktop or My Documents).
b) Select the Save button to save the file to your selected location on your computer.
** Note: You will be required to save this document twice. You may either save it in the same location which
will overwrite the first one or save it in a different location for redundancy.
13. Click on the Save & Submit button at the top of the document.
14. In the Save As dialogue box:
a) Select a location that is easy to find within your computer (e.g., Desktop or My Documents).
b) Select the Save button to save the file to your selected location on your computer.
15. Enter your Username and Password for the Authorized Organizational Representative (AOR). This is
set up while registering with Grants.gov.
16. Wait until Confirmation Page appears to close the document.
Take note of the grant ID number provided by Grants.gov for your file.
17. After the SF-424 has been successfully submitted you will receive three emails from Grants.gov:
a) One email thanking the applicant for submission.
b) A second email confirming Grants.gov validation.
c) A third email stating the application was received by the agency.
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18. Within one business day you will then receive an email from the COPS Office, either:
a) An email stating your application passed the COPS validation and providing a link to the COPS
Application Program System (CAPS).
Or
b) An email stating that the COPS validation failed and that the issues must be corrected and
resubmitted.
Correcting COPS Validation Errors
1. Open the application that was saved in step 12 above
2. Edit fields that had errors.
3. Select the Save & Submit button
4. In the Save As dialogue box:
a) Select a location that is easy to find within your computer (e.g., Desktop or My Documents).
b) Select the Save button to save the file to your selected location on your computer.
Overwrite the existing application or save as a different file name on your computer.
5. Enter your Username and Password for the AOR account
6. Wait until the Confirmation Page appears to close the document.
Take note of the new grant ID number provided by Grants.gov for your file.
7. After the SF-424 has been successfully submitted you will receive three emails from Grants.gov.
a) One email thanking the applicant for submission.
b) A second email confirming Grants.gov validation.
c) A third email stating the application was received by the agency.
8. Within one business day you will then receive an email from the COPS Office, either:
a) An email stating your application passed the COPS validation and providing a link to the COPS
Application Program System (CAPS)
Or
b) An email stating that the COPS validation failed and that the issues must be corrected and
resubmitted.
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PAPERWORK REDUCTION ACT NOTICE
The public reporting burden for this collection of information is estimated to be up to 11.3 hours per
response, depending upon the COPS program being applied for, which includes time for reviewing
instructions. Send comments regarding this burden estimate or any other aspects of the collection of
this information, including suggestions for reducing this burden, to the Office of Community Oriented
Policing Services, U.S. Department of Justice, 145 N Street, NE, Washington, DC 20530; and to the Public
Use Reports Project, Office of Information and Regulatory Affairs, Office of Management and Budget,
Washington, DC 20503.
You are not required to respond to this collection of information unless it displays a valid OMB
control number. The OMB control number for this application is 1103-0098 and the expiration date is
04/30/2014.
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U.S. Department of Justice
Office of Community Oriented Policing Services
Two Constitution Square
145 N Street, N.E.
Washington, DC 20530
To obtain details on COPS programs, call the
COPS Office Response Center at 800.421.6770.
Visit COPS Online at www.cops.usdoj.gov.
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