15smartdefensettasol.pdf

OMB No. 1121-0329

U.S. Department of Justice Approval Expires 07/31/2016

Office of Justice Programs

Bureau of Justice Assistance

The U.S. Department of Justice (DOJ), Office of Justice Programs (OJP), Bureau of Justice Assistance (BJA) is seeking applications for funding under Smart Defense, a grant program designed to improve pubic defense delivery systems at the state and local level. This program furthers the Department’s mission by ensuring the fair administration of justice.

Smart Defense Initiative:

National Training and Technical Assistance FY 2015 Competitive Grant Announcement

Eligibility Applicants are limited to for-profit organizations, nonprofit organizations (including tribal nonprofit or for-profit organizations), faith-based and community organizations, institutions of higher education (including tribal institutions of higher education), and consortiums with demonstrated experience providing national and local-level training and technical assistance.

For-profit organizations must agree to waive any profit or fees for services.

BJA may elect to make awards for applications submitted under this solicitation in future fiscal years, dependent on the merit of the applications and on the availability of appropriations.

For additional eligibility information, see Section C. Eligibility Information.

Deadline Applicants must register with Grants.gov prior to submitting an application. All applications are due to be submitted and in receipt of a successful validation message in Grants.gov by 11:59 p.m. eastern time on April 8, 2015.

All applicants are encouraged to read this Important Notice: Applying for Grants in

Grants.gov.

For additional information, see How to Apply in Section D. Application and Submission Information.

Contact Information For technical assistance with submitting an application, contact the Grants.gov Customer Support Hotline at 800-518-4726 or 606-545-5035, or via e-mail to support@grants.gov. The Grants.gov Support Hotline hours of operation are 24 hours a day, 7 days a week, except federal holidays.

http://www.justice.gov/ http://www.ojp.gov/ https://www.bja.gov/ https://www.bja.gov/ http://www.grants.gov/applicants/apply_for_grants.jsp http://ojp.gov/funding/Apply/Grants-govInfo.htm http://ojp.gov/funding/Apply/Grants-govInfo.htm mailto:support@grants.gov http://www.grants.gov/applicants/apply_for_grants.jsp

BJA-2015-4102

Applicants that experience unforeseen Grants.gov technical issues beyond their control that prevent them from submitting their application by the deadline must e-mail the BAJ contact identified below within 24 hours after the application deadline and request approval to submit their application. Additional information on reporting technical issues is found under “Experiencing Unforeseen Grants.gov Technical Issues” in the How to Apply section.

For assistance with any other requirement of this solicitation, contact the National Criminal Justice Reference Service (NCJRS) Response Center: toll-free at 1-800-851-3420; via TTY at 301-240-6310 (hearing impaired only); email responsecenter@ncjrs.gov; fax to 301-240-5830;

or web chat at https://webcontact.ncjrs.gov/ncjchat/chat.jsp. The NCJRS Response Center hours of operation are 10:00 a.m. to 6:00 p.m. eastern time, Monday through Friday, and 10:00 a.m. to 8:00 p.m. eastern time on the solicitation close date.

Grants.gov number assigned to this announcement: BJA-2015-4102

Release date: February 23, 2015 mailto:responsecenter@ncjrs.gov https://webcontact.ncjrs.gov/ncjchat/chat.jsp

Content bs A. Program Description

Overview

Program-Specific Information

Goals, Objectives, and Deliverables

Evidence-Based Programs or Practices

B. Federal Award Information

Type of Award

Financial Management and System of Internal Controls

Budget Information

Cost Sharing or Match Requirement

Pre-Agreement Cost Approvals

Limitation on Use of Award Funds for Employee Compensation; Waiver

Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs

Costs Associated with Language Assistance (if applicable)

C. Eligibility Information

Cost Sharing or Match Requirement

Limit on Number of Application Submissions

D. Application and Submission Information

What an Application Should Include

How to Apply

E. Application Review Information

Selection Criteria

Review Process

F. Federal Award Administration Information

Federal Award Notices

Administrative, National Policy, and other Legal Requirements

General Information about Post-Federal Award Reporting Requirements

G. Federal Awarding Agency Contact(s)

H. Other Information

Provide Feedback to OJP

Application Checklist

Smart Defense Initiative:

National Training and Technical Assistance

(CFDA #16.817)

A. Program Description

Overview The Smart Defense Initiative, administered by BJA, is part of BJA’s “Smart Suite” of criminal justice programs including Smart Pretrial, Smart Policing, Smart Supervision, and Smart Prosecution. BJA established the Smart Suite over 5 years ago with the creation of the Smart Policing Initiative. The Smart Suite supports criminal justice professionals in building evidence-based, data-driven criminal justice strategies that are effective, efficient, and economical. BJA’s smart programs represent a strategic approach that brings more “science” into criminal justice operations by leveraging innovative applications of analysis, technology, and evidence-based practices.

The purpose of Smart Defense is to improve the quality of public defense delivery systems guided by the Ten Principles of a Public Defense Delivery System, promulgated by the American Bar Association (ABA). The ABA Ten Principles of a Public Defense Delivery System (the ABA Ten Principles) represent fundamental building blocks for implementing quality legal representation for indigent criminal defendants. Released in 2002, the ABA Ten Principles list the American Bar Association’s recommendations for government officials and other parties who are charged with improving public defense delivery systems. These principles address defenders’ appropriate function, workload, resources, training, and quality, and have been recognized by the Attorney General “as [an] essential guidepost for ensuring that our indigent defense efforts are as effective- and as efficient – as possible.” To help jurisdictions strengthen state and local public defense delivery systems, BJA released a separate competitive grant announcement, the Smart Defense Initiative, to fund state and local sites.

This competitive grant announcement specifically requests applications for one national training and technical assistance (TTA) provider to support and build capacity in the field and among those jurisdictions selected to be Smart Defense sites. This grant announcement does not solicit applications from individual jurisdictions to fund local Smart Defense programs. This program is funded under the Consolidated and Further Continuing Appropriations Act, 2015.

Program-Specific Information DOJ has long recognized the importance of quality public defense to a fair justice system.

Today, despite the decades that have gone by since the landmark decision in Gideon v.

Wainwright, and the important decisions that have followed recognizing the right to counsel in juvenile and misdemeanor cases, Gideon has yet to be fully realized. In addition to being a matter of constitutional concern, this void can contribute to over-incarceration, reduced confidence in the justice system, and other inequities. Without quality effective representation, a defendant may not be treated fairly, may not understand the process, and may not get the benefit of available alternatives to incarceration for first-time or low-level offenses. Additionally, if these issues are not addressed, victims are ill-served and the criminal justice system’s shared goals of justice and public safety go unmet.

The purpose of this announcement is to select one TTA provider to:

http://www.americanbar.org/content/dam/aba/administrative/legal_aid_indigent_defendants/ls_sclaid_def_tenprinciplesbooklet.authcheckdam.pdf https://www.bja.gov/Funding/15SmartDefenseSol.pdf

Deliver nationwide a wide range of TTA services to Smart Defense grantees. These services include, but are not limited to, training sessions and educational sessions developed and conducted by relevant subject matter experts, onsite or remote guidance on problem analysis, solution development, and evaluation methodology.

The successful applicant should demonstrate how they have worked in a multidisciplinary fashion to improve outcomes for defendants and the entire criminal justice system. As such, applications from consortia or organizations with subject matter expertise in systems change will be given priority consideration.

Additionally, the successful TTA applicant will demonstrate how they plan to utilize peer or subject matter experts to review any curricula or technical assistance developed to support this program to ensure that it is evidence based and drives change that promotes the fair administration of justice.

Smart Defense site-based grantees will leverage the TTA solicited through this competitive grant announcement to implement solutions to improve the quality of representation for indigent defendants. The results of these efforts will assist the defense community and enhance the quality and outcomes of their efforts. It is anticipated that BJA will be making competitive awards (through a separate solicitation as previously mentioned) to approximately five local jurisdictions to become Smart Defense sites.

Goals, Objectives, and Deliverables The goal of the Smart Defense TTA is to support the needs of local Smart Defense sites and as resources allow, other jurisdictions working on the ABA Ten Principles.

The objectives of Smart Defense TTA are to:

Assist Smart Defense sites (approximately five sites) successfully implementing data-driven and problem-solving activities in their efforts to ensure quality representation for indigent defendants.

Improve and enhance site-based grantees’ understanding of Smart Defense goals and objectives.

Engage proactively with Smart Defense sites to assess progress, address challenges, and identify solutions.

Communicate regularly with BJA to assess the impact of TTA services on Smart Defense program goals and individual site progress.

Provide TTA to other jurisdictions interested in improving their public defense delivery systems through the ABA Ten Principles.

Specifically, applicants should address how they will provide the following deliverables:

Provide ongoing TTA (both remote and onsite) to the Smart Defense site-based grantees throughout the duration of their BJA grant awards, and as resources allow, provide Smart Defense TTA to the non-grantee defense community when requested.

Examples of TTA include, but are not limited to, assisting with project implementation challenges, facilitating partnerships with relevant stakeholders, sustainment planning, and any other issue to advance a site’s progress or sustainment of activities beyond the life of the grant.

Recruit, maintain, and use a cadre of subject-matter experts (SMEs) to assist agencies with technical assistance needs; schedule and organize training venues; market trainings and recruit participants; administer and oversee implementation of the trainings; and coordinate TTA and SME activities with BJA’s National Training and Technical Assistance Center

(NTTAC).

Assist BJA with ongoing assessment of Smart Defense site progress by holding monthly calls with grantee agencies and research partners; assisting them with the development, validation, and submission of performance metrics to BJA; and producing reports outlining Smart Defense site progress and results.

Maintain a web site where TTA services and other relevant resources are made available to Smart Defense sites and the defense community.

Assist BJA in conducting national and/or regional meetings, including inaugural meetings for new grantee cohorts and peer learning opportunities; and presenting at educational sessions and conferences as requested during the 24-month project period.

In partnership with BJA staff, leverage additional BJA-funded TTA resources to further enhance the capabilities of Smart Defense sites.

BJA TTA providers are required to coordinate all TTA activities with BJA’s NTTAC. The successful applicant will be required to comply with NTTAC protocols in order to ensure coordinated delivery of services among TTA providers and effective use of BJA TTA grant funding. BJA reserves the right to reasonably modify these protocols at any time at its discretion.

The TTA provider may also be required to participate in BJA’s GrantStat for specified grantees.

Through GrantStat, BJA management and staff examine the performance of the grant programs funded by BJA by tracking grantee or program performance along several key indicators. GrantStat calls for the collection and analysis of performance data and other relevant grant-level information that enables BJA as well as our TTA partners to be held accountable for the grantee’s and program’s performance as measured against the program’s goals and objectives.

Evidence-Based Programs or Practices OJP strongly emphasizes the use of data and evidence in policy making and program development in criminal justice, juvenile justice, and crime victim services. OJP is committed to:

Improving the quantity and quality of evidence OJP generates

Integrating evidence into program, practice, and policy decisions within OJP and the field

Improving the translation of evidence into practice

OJP considers programs and practices to be evidence-based when their effectiveness has been demonstrated by causal evidence, generally obtained through one or more outcome evaluations. Causal evidence documents a relationship between an activity or intervention (including technology) and its intended outcome, including measuring the direction and size of a change, and the extent to which a change may be attributed to the activity or intervention. Causal evidence depends on the use of scientific methods to rule out, to the extent possible, alternative explanations for the documented change. The strength of causal evidence, based on the factors described above, will influence the degree to which OJP considers a program or practice to be evidence-based. The OJP CrimeSolutions.gov web site is one resource that applicants may use to find information about evidence-based programs in criminal justice, juvenile justice, and crime victim services.

B. Federal Award Information

BJA estimates that it will make one award of up to $500,000 for a 24-month project period, beginning on October 1, 2015.

BJA may, in certain cases, provide supplemental funding in future years to awards under this solicitation. Important considerations in decisions regarding supplemental funding include, among other factors, the availability of funding, strategic priorities, assessment of the quality of the management of the award (for example, timeliness and quality of progress reports), and assessment of the progress of the work funded under the award.

All awards are subject to the availability of appropriated funds and to any modifications or additional requirements that may be imposed by law.

Type of Award1 BJA expects that it will make any award from this solicitation in the form of a cooperative agreement, which is a particular type of grant used if BJA expects to have ongoing substantial involvement in award activities. Substantial involvement includes direct oversight and involvement with the grantee organization in implementation of the grant, but does not involve day-to-day project management. See Administrative, National Policy, and other Legal Requirements, under Section F. Federal Award Administration Information, for details regarding the federal involvement anticipated under an award from this solicitation.

Financial Management and System of Internal Controls If selected for funding, the award recipient must:

(a) Establish and maintain effective internal control over the federal award that provides reasonable assurance that the non-federal entity is managing the federal award in compliance with federal statutes, regulations, and the terms and conditions of the federal award. These internal controls should be in compliance with guidance in “Standards for Internal Control in the Federal Government” issued by the Comptroller General of the United States and the “Internal Control Integrated Framework”, issued by the Committee of Sponsoring Organizations of the Treadway Commission (COSO).

(b) Comply with federal statutes, regulations, and the terms and conditions of the federal awards.

1 See generally 31 U.S.C. §§ 6301-6305 (defines and describes various forms of federal assistance relationships, including grants and cooperative agreements (a type of grant)).

http://www.crimesolutions.gov/

(c) Evaluate and monitor the non-federal entity's compliance with statute, regulations and the terms and conditions of federal awards.

(d) Take prompt action when instances of noncompliance are identified including noncompliance identified in audit findings.

(e) Take reasonable measures to safeguard protected personally identifiable information and other information the federal awarding agency or pass-through entity designates as sensitive or the non-federal entity considers sensitive consistent with applicable federal, state and local laws regarding privacy and obligations of confidentiality.

In order to better understand administrative requirements and cost principles, award applicants are encouraged to enroll, at no charge, in the Department of Justice Grants Financial Management Online Training available here.

Budget Information Applicants should budget to host two 2-day Smart Defense grantee meetings during the 24-month period. The meetings may be held in the Washington, DC area or other like regions of the country.

Cost Sharing or Match Requirement This solicitation does not require a match. However, if a successful application proposes a voluntary match amount, and OJP approves the budget, the total match amount incorporated into the approved budget becomes mandatory and subject to audit.

Pre-Agreement Cost Approvals OJP does not typically approve pre-agreement costs; an applicant must request and obtain the prior written approval of OJP for all such costs. If approved, pre-agreement costs could be paid from grant funds consistent with a grantee’s approved budget, and under applicable cost standards. However, all such costs prior to award and prior to approval of the costs are incurred at the sole risk of an applicant. Generally, no applicant should incur project costs before submitting an application requesting federal funding for those costs. Should there be extenuating circumstances that appear to be appropriate for OJP’s consideration as pre-agreement costs, the applicant should contact the point of contact listed on the title page of this announcement for details on the requirements for submitting a written request for approval. See the section on Costs Requiring Prior Approval in the Financial Guide, for more information.

Limitation on Use of Award Funds for Employee Compensation; Waiver With respect to any award of more than $250,000 made under this solicitation, recipients may not use federal funds to pay total cash compensation (salary plus cash bonuses) to any employee of the award recipient at a rate that exceeds 110 percent of the maximum annual salary payable to a member of the Federal Government’s Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year.2 The 2015 salary table for SES employees is available on the Office of Personnel Management web site. Note: A recipient may compensate an employee at a greater rate, provided the amount in excess of this compensation limitation is paid with non-federal funds. (Any such additional compensation will not be considered matching funds where match requirements apply.)

2 This limitation on use of award funds does not apply to the non-profit organizations specifically named at Appendix VIII to 2 C.F.R. part 200.

http://gfm.webfirst.com/ http://ojp.gov/financialguide/index.htm http://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/15Tables/exec/html/ES.aspx

The Assistant Attorney General for OJP may exercise discretion to waive, on an individual basis, the limitation on compensation rates allowable under. An applicant requesting a waiver should include a detailed justification in the budget narrative of the application. Unless the applicant submits a waiver request and justification with the application, the applicant should anticipate that OJP will request the applicant to adjust and resubmit the budget.

The justification should include the particular qualifications and expertise of the individual, the uniqueness of the service the individual will provide, the individual’s specific knowledge of the program or project being undertaken with award funds, and a statement explaining that the individual’s salary is commensurate with the regular and customary rate for an individual with his/her qualifications and expertise, and for the work to be done.

Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs OJP strongly encourages applicants that propose to use award funds for any conference-, meeting-, or training-related activity to review carefully – before submitting an application – the OJP policy and guidance on conference approval, planning, and reporting available at www.ojp.gov/financialguide/PostawardRequirements/chapter15page1.htm. OJP policy and guidance (1) encourage minimization of conference, meeting, and training costs; (2) require prior written approval (which may affect project timelines) of most such costs for cooperative agreement recipients and of some such costs for grant recipients; and (3) set cost limits, including a general prohibition of all food and beverage costs.

Costs Associated with Language Assistance (if applicable) If an applicant proposes a program or activity that would deliver services or benefits to individuals, the costs of taking reasonable steps to provide meaningful access to those services or benefits for individuals with limited English proficiency may be allowable. Reasonable steps to provide meaningful access to services or benefits may include interpretation or translation services where appropriate.

For additional information, see the "Civil Rights Compliance" section under “Solicitation Requirements” in the OJP Funding Resource Center.

C. Eligibility Information For additional eligibility information, see Title page.

Cost Sharing or Match Requirement For additional information on cost sharing and match requirement, see Section B. Federal Award Information.

Limit on Number of Application Submissions If an applicant submits multiple versions of the same application, BJA will review only the most recent system-validated version submitted. For more information on system-validated versions, see How to Apply.

http://www.ojp.gov/financialguide/PostawardRequirements/chapter15page1.htm http://ojp.gov/funding/index.htm

D. Application and Submission Information

What an Application Should Include Applicants should anticipate that if they fail to submit an application that contains all of the specified elements, it may negatively affect the review of their application; and, should a decision be made to make an award, it may result in the inclusion of special conditions that preclude the recipient from accessing or using award funds pending satisfaction of the conditions.

Moreover, applicants should anticipate that applications that are determined to be nonresponsive to the scope of the solicitation, or that do not include the application elements that BJA has designated to be critical, will neither proceed to peer review nor receive further consideration. Under this solicitation, BJA has designated the following application elements as critical: Program Narrative, Budget Detail Worksheet, and Budget Narrative. Applicants may combine the Budget Narrative and the Budget Detail Worksheet in one document. However, if an applicant submits only one budget document, it must contain both narrative and detail information. Please review the “Note on File Names and File Types” under How to Apply to be sure applications are submitted in permitted formats.

OJP strongly recommends that applicants use appropriately descriptive file names (e.g., “Program Narrative,” “Budget Detail Worksheet and Budget Narrative,” “Timelines,” “Memoranda of Understanding,” “Resumes”) for all attachments. Also, OJP recommends that applicants include resumes in a single file.

1. Information to Complete the Application for Federal Assistance (SF-424)

The SF-424 is a required standard form used as a cover sheet for submission of pre-applications, applications, and related information. Grants.gov and OJP’s Grants Management System (GMS) take information from the applicant’s profile to populate the fields on this form. When selecting "type of applicant," if the applicant is a for-profit entity, select "For-Profit Organization" or "Small Business" (as applicable).

Intergovernmental Review: This funding opportunity (program) is not subject to Executive Order 12372. (In completing the SF-424, applicants are to make the appropriate selection in response to question 19 to indicate that the “Program is not covered by E.O. 12372.”)

2. Project Abstract Applications should include a high-quality project abstract that summarizes the proposed project in 400 words or less. Project abstracts should be—

Written for a general public audience

Submitted as a separate attachment with “Project Abstract” as part of its file name

Single-spaced, using a standard 12-point font (Times New Roman) with 1-inch margins

As a separate attachment, the project abstract will not count against the page limit for the program narrative.

All project abstracts should follow the detailed template available at ojp.gov/funding/Apply/Resources/ProjectAbstractTemplate.pdf.

http://www.archives.gov/federal-register/codification/executive-order/12372.html http://www.archives.gov/federal-register/codification/executive-order/12372.html http://ojp.gov/funding/Apply/Resources/ProjectAbstractTemplate.pdf

Permission to Share Project Abstract with the Public: It is unlikely that BJA will be able to fund all promising applications submitted under this solicitation, but it may have the opportunity to share information with the public regarding promising but unfunded applications, for example, through a listing on a webpage available to the public. The intent of this public posting would be to allow other possible funders to become aware of such proposals.

In the project abstract template, applicants are asked to indicate whether they give OJP permission to share their project abstract (including contact information) with the public.

Granting (or failing to grant) this permission will not affect OJP’s funding decisions, and, if the application is not funded, granting permission will not guarantee that abstract information will be shared, nor will it guarantee funding from any other source.

Note: OJP may choose not to list a project that otherwise would have been included in a listing of promising but unfunded applications, should the abstract fail to meet the format and content requirements noted above and outlined in the project abstract template.

3. Program Narrative The program narrative must respond to the Selection Criteria in the order given. Applications are peer reviewed and scored on answers to the Selection Criteria. The program narrative should be double-spaced, using standard 12-point font (Times New Roman is preferred) with 1-inch margins, and should not exceed 15 pages. Number pages “1 of 15’, “2 of 15” etc.

If the program narrative fails to comply with these length-related restrictions, BJA may consider such noncompliance in peer review and in final award decisions.

The following sections, which are detailed in the Selection Criteria, should be included as part of the program narrative:

a. Statement of the Problem

b. Project Design and Implementation

c. Capabilities and Competencies

d. Plan for Collecting the Data Required for this Solicitation’s Performance Measures

To assist the Department with fulfilling its responsibilities under the Government Performance and Results Act of 1993 (GPRA), Public Law 103-62, and the GPRA Modernization Act of 2010, Public Law 111–352, applicants that receive funding under this solicitation must provide data that measure the results of their work done under this solicitation. Post award, recipients will be required to submit performance metric data quarterly through BJA’s online Training and Technical Assistance Reporting Portal located at www.bjatraining.org. Performance measures for this solicitation are as follows:

http://www.bjatraining.org/

Objectives Performance Measure Data Grantee Provides

Assist Smart Defense sites in their efforts to ensure quality representation for indigent defendants with program design and implementation of data-driven, problem-solving activities through training and technical assistance.

Number of trainings conducted

Number of participants who attend the training

Percentage of participants who successfully completed the training

Percentage of participants who rated the training as satisfactory or better

Percentage of participants trained and subsequently demonstrated performance improvement

Percentage of scholarship recipients surveyed who reported that the training provided information that could be utilized in their job.

Number of curricula developed

Number of curricula that were pilot tested

Percentage of curricula that were revised after pilot testing

For the current reporting period:

Number of trainings (by type):

In-person

Web-based

CD/DVD

Peer-to-peer

Workshop

Number of individuals who:

Attended the training (in-person) or started the training (web-based)

Completed the training

Completed an evaluation at the conclusion of the training

Completed an evaluation and rated the training as satisfactory or better

Completed the post-test with an improved score over their pre-test

For the current reporting period, number of individuals who:

Received a scholarship

Completed the training

Completed a survey at the conclusion of the training.

Reported the training provided information that could be utilized in their job.

Number of training curricula:

Developed

Pilot tested

Revised after being pilot tested

Percentage of requesting agencies who rated services as satisfactory or better that were planning to implement one or more recommendations

For the current reporting period:

Number of onsite visits completed

Number of reports submitted to requesting agencies after onsite visits

Number of requesting agencies who completed an evaluation of services

Number of agencies who rated the services a satisfactory or better

a) in terms of timeliness

b) quality

Number of follow-ups with requesting agencies completed 6 months after onsite visit.

Number of agencies that were planning to implement at least one

Percentage of peer visitors who reported that the visit to the other agency was useful in providing information on policies or practices

Percentage of peer visitors that were planning to implement one or more policies or practices 6 months after they were observed at the visited site of other onsite services who rated the services provided as satisfactory or better or more recommendations 6 months after the onsite visit.

Number of peer-to-peer visits completed

Number of peer visitors who completed an evaluation

Number of peer visitors who reported that the visit was useful in providing information on policies or practices

Number of follow-ups with the requesting peer visitor completed six months after the peer-to-peer visit

Number of peer visitors who were planning to implement at least one or more recommendations 6 months after the onsite visit.

Number of other onsite services provided

Number of requesting agencies who completed an evaluation of other onsite services

Number of agencies who rated the services a satisfactory or better

Increase information provided to BJA and the criminal justice community

Number of conferences or advisory/focus groups held

Percentage of advisory/focus groups evaluated as satisfactory or better.

Number of publications developed

Number of publications disseminated

Percent of web sites developed and maintained.

Percent increase in the number of visits to web sites

Percentage of information requests responded to

For the current reporting period:

Number of conferences or advisory/focus groups held

Number of conference or advisory/focus group attendees who completed an evaluation

Number of conference or advisory/focus group attendees who rated the advisory/focus group as satisfactory or better

Number of publications/resources developed

Number of publications/ resources disseminated

Number of web sites developed.

Number of web sites maintained.

Number of visits to web sites during the current reporting period

Number of visits to web sites during the previous reporting period

Number of information requests

Number of information requests responded to.

BJA does not require applicants to submit performance measures data with their application. Performance measures are included as an alert that BJA will require successful applicants to submit specific data as part of their reporting requirements. For the application, applicants should indicate an understanding of these requirements and discuss how they will gather the required data, should they receive funding.

Note on Project Evaluations Applicants that propose to use funds awarded through this solicitation to conduct project evaluations should be aware that certain project evaluations (such as systematic investigations designed to develop or contribute to generalizable knowledge) may constitute “research” for purposes of applicable DOJ human subjects protection regulations. However, project evaluations that are intended only to generate internal improvements to a program or service, or are conducted only to meet OJP’s performance measure data reporting requirements likely do not constitute “research.”

Applicants should provide sufficient information for OJP to determine whether the particular project they propose would either intentionally or unintentionally collect and/or use information in such a way that it meets the DOJ regulatory definition of research.

Research, for the purposes of human subjects protections for OJP-funded programs, is defined as, “a systematic investigation, including research development, testing, and evaluation, designed to develop or contribute to generalizable knowledge” 28 C.F.R. § 46.102(d). For additional information on determining whether a proposed activity would constitute research, see the decision tree to assist applicants on the “Research and the Protection of Human Subjects” section of the OJP Funding Resource Center web page (ojp.gov/funding/Explore/SolicitationRequirements/EvidenceResearchEvaluationRequire ments.htm). Applicants whose proposals may involve a research or statistical component also should review the “Data Privacy and Confidentiality Requirements” section on that Web page.

4. Budget Detail Worksheet and Budget Narrative

a. Budget Detail Worksheet A sample Budget Detail Worksheet can be found at www.ojp.gov/funding/Apply/Resources/BudgetDetailWorksheet.pdf. Applicants that submit their budget in a different format should include the budget categories listed in the sample budget worksheet.

For questions pertaining to budget and examples of allowable and unallowable costs, see the Financial Guide at www.ojp.gov/financialguide/index.htm.

Applicants should budget to host two 2-day Smart Defense grantee meetings during the 24-month period. The meetings may be held in Washington, DC area or other like regions of the country.

b. Budget Narrative The budget narrative should thoroughly and clearly describe every category of expense listed in the Budget Detail Worksheet. OJP expects proposed budgets to be complete, cost effective, and allowable (e.g., reasonable, allocable, and necessary for project activities).

Applicants should demonstrate in their budget narratives how they will maximize cost http://ojp.gov/funding/index.htm http://ojp.gov/funding/Explore/SolicitationRequirements/EvidenceResearchEvaluationRequirements.htm http://ojp.gov/funding/Explore/SolicitationRequirements/EvidenceResearchEvaluationRequirements.htm http://ojp.gov/funding/Apply/Resources/BudgetDetailWorksheet.pdf http://www.ojp.gov/financialguide/index.htm effectiveness of grant expenditures. Budget narratives should generally describe cost effectiveness in relation to potential alternatives and the goals of the project. For example, a budget narrative should detail why planned in-person meetings are necessary, or how technology and collaboration with outside organizations could be used to reduce costs, without compromising quality.

The narrative should be mathematically sound and correspond with the information and figures provided in the Budget Detail Worksheet. The narrative should explain how the applicant estimated and calculated all costs, and how they are relevant to the completion of the proposed project. The narrative may include tables for clarification purposes but need not be in a spreadsheet format. As with the Budget Detail Worksheet, the Budget Narrative should be broken down by year.

c. Non-Competitive Procurement Contracts In Excess of Simplified Acquisition Threshold If an applicant proposes to make one or more non-competitive procurements of products or services, where the non-competitive procurement will exceed the simplified acquisition threshold (also known as the small purchase threshold), which is currently set at $150,000, the application should address the considerations outlined in the Financial Guide.

d. Pre-Agreement Cost Approvals For information on pre-agreement costs, see Section B. Federal Award Information.

5. Indirect Cost Rate Agreement (if applicable)

Indirect costs are allowed only if the applicant has a current federally approved indirect cost rate. (This requirement does not apply to units of local government.) Attach a copy of the federally approved indirect cost rate agreement to the application. Applicants that do not have an approved rate may request one through their cognizant federal agency, which will review all documentation and approve a rate for the applicant organization, or, if the applicant’s accounting system permits, costs may be allocated in the direct cost categories.

For the definition of Cognizant Federal Agency, see the “Glossary of Terms” in the Financial Guide. For assistance with identifying your cognizant agency, please contact the Customer Service Center at 1-800-458-0786 or at ask.ocfo@usdoj.gov. If DOJ is the cognizant federal agency, applicants may obtain information needed to submit an indirect cost rate proposal at http://www.ojp.gov/funding/Apply/Resources/IndirectCosts.pdf.

6. Tribal Authorizing Resolution (if applicable) Tribes, tribal organizations, or third parties proposing to provide direct services or assistance to residents on tribal lands should include in their applications a resolution, a letter, affidavit, or other documentation, as appropriate, that certifies that the applicant has the legal authority from the tribe(s) to implement the proposed project on tribal lands. In those instances when an organization or consortium of tribes applies for a grant on behalf of a tribe or multiple specific tribes, the application should include appropriate legal documentation, as described above, from all tribes that would receive services or assistance under the grant. A consortium of tribes for which existing consortium bylaws allow action without support from all tribes in the consortium (i.e., without an authorizing resolution or comparable legal documentation from each tribal governing body) may submit, instead, a copy of its consortium bylaws with the application.

http://ojp.gov/financialguide/index.htm mailto:ask.ocfo@usdoj.gov http://www.ojp.gov/funding/Apply/Resources/IndirectCosts.pdf

Applicants unable to submit an application that includes a fully-executed (i.e., signed) copy of appropriate legal documentation, as described above, consistent with the applicable tribe’s governance structure, should, at a minimum, submit an unsigned, draft version of such legal documentation as part of its application (except for cases in which, with respect to a tribal consortium applicant, consortium bylaws allow action without the support of all consortium member tribes). If selected for funding, BJA will make use of and access to funds contingent on receipt of the fully-executed legal documentation.

7. Applicant Disclosure of High Risk Status Applicants are to disclose whether they are currently designated high risk by another federal grant making agency. This includes any status requiring additional oversight by the federal agency due to past programmatic or financial concerns. If an applicant is designated high risk by another federal grant making agency, you must email the following information to OJPComplianceReporting@usdoj.gov at the time of application submission:

The federal agency that currently designated the applicant as high risk

Date the applicant was designated high risk

The high risk point of contact name, phone number, and email address, from that federal agency

Reasons for the high risk status

OJP seeks this information to ensure appropriate federal oversight of any grant award.

Unlike the Excluded Parties List, this high risk information does not disqualify any organization from receiving an OJP award. However, additional grant oversight may be included, if necessary, in award documentation.

8. Additional Attachments

a. Timeline

Include a comprehensive timeline that identifies milestones, numerically listed deliverables, and who is responsible for each activity (provide title and agency).

b. Position Descriptions and Resumes

Include position descriptions and resumes for key project personnel, if known.

c. Applicant Disclosure of Pending Applications Applicants are to disclose whether they have pending applications for federally funded grants or subgrants (including cooperative agreements) that include requests for funding to support the same project being proposed under this solicitation and will cover the identical cost items outlined in the budget narrative and worksheet in the application under this solicitation. The disclosure should include both direct applications for federal funding (e.g., applications to federal agencies) and indirect applications for such funding (e.g., applications to State agencies that will subaward federal funds).

OJP seeks this information to help avoid any inappropriate duplication of funding.

Leveraging multiple funding sources in a complementary manner to implement comprehensive programs or projects is encouraged and is not seen as inappropriate duplication.

Applicants that have pending applications as described above are to provide the following information about pending applications submitted within the last 12 months:

mailto:OJPComplianceReporting@usdoj.gov

SAMPLE

The federal or state funding agency

The solicitation name/project name

The point of contact information at the applicable funding agency

Applicants should include the table as a separate attachment, with the file name “Disclosure of Pending Applications,” to their application. Applicants that do not have pending applications as described above are to include a statement to this effect in the separate attachment page (e.g., “[Applicant Name on SF-424] does not have pending applications submitted within the last 12 months for federally funded grants or subgrants (including cooperative agreements) that include requests for funding to support the same project being proposed under this solicitation and will cover the identical cost items outlined in the budget narrative and worksheet in the application under this solicitation.”).

9. Financial Management and System of Internal Controls Questionnaire In accordance with 2 CFR 200.205, federal agencies must have in place a framework for evaluating the risks posed by applicants before they receive a federal award. To facilitate part of this risk evaluation, all applicants (other than an individual) are to download, complete, and submit this form.

10. Disclosure of Lobbying Activities

All applicants must complete this information. Applicants that expend any funds for lobbying activities are to provide the detailed information requested on the form Disclosure of Lobbying Activities (SF-LLL). Applicants that do not expend any funds for lobbying activities are to enter “N/A” in the text boxes for item 10 (“a. Name and Address of Lobbying Registrant” and “b. Individuals Performing Services”).

How to Apply Applicants must register in, and submit applications through Grants.gov, a “one-stop storefront” to find federal funding opportunities and apply for funding. Find complete instructions on how to register and submit an application at www.Grants.gov. Applicants that experience technical difficulties during this process should call the Grants.gov Customer Support Hotline at 800-518- 4726 or 606–545–5035, 24 hours a day, 7 days a week, except federal holidays. Registering with Grants.gov is a one-time process; however, processing delays may occur, and it can take several weeks for first-time registrants to receive confirmation and a user password. OJP encourages applicants to register several weeks before the application submission deadline.

In addition, OJP urges applicants to submit applications 72 hours prior to the application due date to allow time to receive validation messages or rejection notifications from Grants.gov, and to correct in a timely fashion any problems that may have caused a rejection notification.

Federal or State Funding Agency

Solicitation Name/Project Name

Name/Phone/E-mail for Point of Contact at Funding Agency

DOJ/COPS COPS Hiring Program

Jane Doe, 202/000-0000; jane.doe@usdoj.gov

HHS/ Substance Abuse & Mental Health Services Administration

Drug Free Communities Mentoring Program/ North County Youth Mentoring Program

John Doe, 202/000-0000; john.doe@hhs.gov http://www.ecfr.gov/cgi-bin/text-idx?SID=2ebfb13012953333f32ed4cf1411e33e&node=pt2.1.200&rgn=div5#se2.1.200_1205 http://ojp.gov/funding/Apply/Resources/FinancialCapability.pdf http://www.grants.gov/ mailto:jane.doe@usdoj.gov mailto:john.doe@hhs.gov

BJA strongly encourages all prospective applicants to sign up for Grants.gov email notifications regarding this solicitation. If this solicitation is cancelled or modified, individuals who sign up with Grants.gov for updates will be automatically notified.

Note on File Names and File Types: Grants.gov only permits the use of certain specific characters in names of attachment files. Valid file names may include only the characters shown in the table below. Grants.gov is designed to reject any application that includes an attachment(s) with a file name that contains any characters not shown in the table below.

Characters Special Characters

Upper case (A – Z) Parenthesis ( ) Curly braces { } Square brackets [ ]

Lower case (a – z) Ampersand (&) Tilde (~) Exclamation point (!)

Underscore (__) Comma ( , ) Semicolon ( ; ) Apostrophe ( ‘ )

Hyphen ( - ) At sign (@) Number sign (#) Dollar sign ($)

Space Percent sign (%) Plus sign (+) Equal sign (=)

Period (.) When using the ampersand (&) in XML, applicants must use the “&” format.

Grants.gov is designed to forward successfully submitted applications to OJP’s Grants Management System (GMS).

GMS does not accept executable file types as application attachments. These disallowed file types include, but are not limited to, the following extensions: “.com,” “.bat,” “.exe,” “.vbs,” “.cfg,” “.dat,” “.db,” “.dbf,” “.dll,” “.ini,” “.log,” “.ora,” “.sys,” and “.zip.” GMS may reject applications with files that use these extensions. It is important to allow time to change the type of file(s) if the application is rejected.

All applicants are required to complete the following steps:

OJP may not make a federal award to an applicant until the applicant has complied with all applicable DUNS and SAM requirements. If an applicant has not fully complied with the requirements by the time the federal awarding agency is ready to make a federal award, the federal awarding agency may determine that the applicant is not qualified to receive a federal award and use that determination as a basis for making a federal award to another applicant.

1. Acquire a Data Universal Numbering System (DUNS) number. In general, the Office of

Management and Budget requires that all applicants (other than individuals) for federal funds include a DUNS number in their applications for a new award or a supplement to an existing award. A DUNS number is a unique nine-digit sequence recognized as the universal standard for identifying and differentiating entities receiving federal funds. The identifier is used for tracking purposes and to validate address and point of contact information for federal assistance applicants, recipients, and subrecipients. The DUNS number will be used throughout the grant life cycle. Obtaining a DUNS number is a free, one-time activity. Call Dun and Bradstreet at 866–705–5711 to obtain a DUNS number or apply online at www.dnb.com. A DUNS number is usually received within 1-2 business days.

2. Acquire registration with the System for Award Management (SAM). SAM is the repository for standard information about federal financial assistance applicants, recipients, and subrecipients. OJP requires all applicants (other than individuals) for federal financial assistance to maintain current registrations in the SAM database. Applicants must be registered in SAM to successfully register in Grants.gov.