LETech RFA - Final.pdf

Request for Applications (RFA)

Law Enforcement Technology (LETech) 2026-2027

Kathy Hochul, Governor

Rossana Rosado, Commissioner

Key Dates and Notices

RFA Release Date Monday, July 6, 2026

Application Due Date Wednesday, September 2, 2026, at 12:00 p.m.

(noon) EST

Estimated Total Program Funding Up to $75,000,000

Award Ceiling See table with funding maximums

Anticipated Number of Awards Approximately 500

Deadline for Final Submission of Questions Friday, July 31, 2026

Response to Questions Posted On or about Wednesday, August 5, 2026

Notification of Award(s) On or about Wednesday, September 30, 2026

Anticipated Contract Start Date Friday, January 1, 2027

TABLE OF CONTENTS

I. INTRODUCTION AND GENERAL INFORMATION

II. PROCUREMENT REQUIREMENTS – GUIDELINES – VENDOR SELECTION 4

III. FUNDING, APPLICANT ELIGIBILITY, AND CONTRACT TERM

IV. BACKGROUND INFORMATION AND FUNDING GOAL

V. EVALUATION AND SELECTION OF APPLICATIONS

VI. REQUEST FOR APPLICATION QUESTIONS

VII. NOTIFICATION OF AWARDS

VIII. REPORTING REQUIREMENTS

IX. ADMINISTRATION OF CONTRACTS

X. APPLICATION SUBMISSION AND REQUIREMENTS

XI. APPLICATION CHECKLIST

APPENDICES:

• A - DCJS Grants Management System (GMS) Instructions and Helpful Hints

• B - Best Practices for Preparing an Effective Grant Application

• C - LETech Banding and Eligibility

REQUIRED ATTACHMENT:

• Grantee Attestation Form

Law Enforcement Technology (LETech)

I. INTRODUCTION AND GENERAL INFORMATION

The New York State Division of Criminal Justice Services (DCJS) enhances public safety by providing resources and services that inform decision making and improve the quality of the criminal justice system. DCJS is a multi-function criminal justice support agency with a variety of responsibilities, including collection and analysis of statewide crime data; operation of the DNA databank and criminal fingerprint files; administration of federal and state criminal justice funds; and the identification and funding of programs that reduce crime, recidivism, and victimization.

DCJS is committed to providing programs that help keep New York’s communities safe and improve the effectiveness of the state’s criminal justice systems. Applications will be selected for funding consistent with the best interest of the state.

DCJS seeks applications from municipal law enforcement agencies to fund law enforcement technologies (LETech) and applicable software/equipment – such as license plate readers, mobile and fixed surveillance cameras, unmanned vehicles, gunshot detection devices, smart equipment for patrol vehicles and officers, technology or software and other kinds of public safety equipment – to help our law enforcement partners in their efforts to support safe and thriving communities.

Additionally, DCJS recommends that applicants consider prioritizing equipment that supports local collaboration and communication between law enforcement agencies and their governmental and non-profit and community based organizations with a view to supporting holistic local responses to safety issues. Community-focused patrol supportive equipment or case management support systems, as well as integrated evidence management systems could be considered.

Applicants are encouraged to demonstrate in their response how their proposed equipment use supports the prevention and solving of crimes, particularly violent crimes by firearms and crimes of community concern (e.g., motor vehicle thefts), as well as serving as an integrated part of an agency’s problem-solving and community-engagement strategy, helping to increase public trust and communication.

Approximately $75,000,000 (seventy-five million dollars) is expected to be made available to fund LETech and applicable equipment/software for local law enforcement agencies outside of New York City.

Please Note:

1. Applications must be received by the submission deadline on-line via the DCJS Grants

Management System (GMS). Applicants who are not registered to access GMS will need to obtain user access to respond to this Solicitation.

• Please See Appendix: DCJS Grants Management System (GMS) Instructions and

Helpful Hints.

2. Questions regarding this RFA must be emailed to dcjsfunding@dcjs.ny.gov. Responses to the questions will be posted on the DCJS website. If the applicant has any general questions such as, “Did DCJS receive my e-mail?” please call (518) 457-9787. Please note that DCJS cannot answer substantive questions concerning this solicitation in any manner other than the e-mail https://grants.criminaljustice.ny.gov/ https://grants.criminaljustice.ny.gov/ mailto:dcjsfunding@dcjs.ny.gov http://www.criminaljustice.ny.gov/ofpa/index.htm method. Applicants are encouraged to submit their questions to DCJS as soon as possible prior to the deadline.

3. Applicants will be advised of award decisions via a letter of notification, which will be emailed to the address provided by the applicant in GMS. Where applicable, applicants not receiving an award will receive notification via email to the contact email provided in GMS. A debriefing is available to any entity that applied to this solicitation who is not successful in receiving an award.

(See Section: Notification of Awards.)

4. Unless otherwise modified by DCJS, the contract period for this grant opportunity will be for a twenty-four (24) month period.

II. PROCUREMENT REQUIREMENTS – GUIDELINES – VENDOR SELECTION

Procurement Guidelines:

Please ensure that the proper procurement guidelines are followed when procuring vendors. It is necessary to ensure that all documentation about how a vendor(s) has been procured and justification for reasonableness of cost is maintained and can be provided to DCJS staff upon request. Please see retention requirements in the Records section. Failure to comply with procurement guidelines may result in disallowance of costs, voucher rejections, and/or termination of contract(s).

Please note, all vendors/subcontractors must have all the necessary licenses, approvals, and certifications currently required by the laws of any applicable local, state, or federal government to perform the services or work, as applicable. Units of local government should make procurement decisions in accordance with General Municipal Law Article 5-A and any other applicable regulations.

Competitive Bidding Procurement Process (must include):

• Open and fair solicitation of the opportunity to provide services.

• Information provided equally to all interested parties.

• Solicitation lists reasonable deadlines for interested applicants.

• A methodology for evaluating bids must be consistently applied to all applicants.

• A justification for which bid was selected must be recorded to justify the selection.

• Maintenance of a record of the competitive procurement process for audit purposes.

Any grantee who proposes to purchase from a vendor without competitive bidding, above the $20,000 threshold, or who believes they have a justification for not following the processes detailed above for purchases under $20,000, must obtain the prior written approval of DCJS in the form of an approved Single/Sole Source Authorization Form.

• The circumstances leading to the selection of the vendor/contractor, including the alternatives considered and the rationale for selecting the specific vendor/contractor, must be included in the single/sole source request. It must also include the method for determining the reasonableness of cost

• Proof of reasonableness of cost must be documented. An example of this would be to obtain price quotes from other vendors or contracts from the selected vendor within the past two years.

• Ensure selected vendor(s) are qualified (licensed and/or certified where applicable) consistent with New York State contractual requirements.

• Please note that the burden for justification falls on the grantee and approval is not guaranteed.

III. FUNDING, APPLICANT ELIGIBILITY, AND CONTRACT TERM

A. Funding

It is anticipated that approximately $75 million in capital funding will be made available to support this RFA. Based on agency reported sworn officer counts across New York State, agencies were placed in bands to determine funding caps. Please see Appendix C - LETech Banding and Eligibility.

Applicants should adhere to these funding caps in their applications. All funding must support LETech program efforts that will be accomplished within the contract period. Funding under this program must supplement, not supplant, funds previously allocated by the applicant for the proposed program(s) or project(s). Supplanting occurs when an applicant reduces existing funds for an activity specifically because DCJS funding is available (or expected to be available) to fund that same activity. This is prohibited under this RFA.

B. Applicant Eligibility Requirements

Only local municipal police or sheriff’s agencies in New York State, outside of New York City, employing sworn officers with police powers are eligible to submit applications. This includes city, town, village, or tribal police departments as well as county sheriff’s offices.

Appendix C - LETech Banding and Eligibility includes a department list, in alphabetical order, with group designations. Applicants should use the assigned group designation to determine the maximum amount of funding that can be applied for by their agency. If you believe your agency meets the eligibility criteria for funding under this initiative but do not see your agency listed in Appendix C, please email Dcjs.sm.LEtechquestions@dcjs.ny.gov.

Projects that support collaboration and/or provide subawards to departments such as 911 Centers, County Emergency Management, Parking and Code Enforcement, or public safety departments, are https://www.criminaljustice.ny.gov/ofpa/pdfdocs/Sole%20or%20Single%20Source%20Exemption%20Request%20Form_.pdf mailto:Dcjs.sm.LEtechquestions@dcjs.ny.gov allowable.

Funding requests must be submitted in the Grants Management System (GMS) by the published deadline.

Awardees must have a State Financial Services (SFS) vendor ID registered with New York State or must have an SFS number by the time payment is issued.

If awarded through the LETech grant opportunity in January 2024, the 2024-25 LE Tech Expenditure Report must be submitted to the Dcjs.sm.LEtechquestions@dcjs.ny.gov mailbox prior to the execution of the 2026-2027 LETech contract.

Please note that all applicants must attest that they are in compliance with applicable provisions of section 170-k of the Executive Law, as added by Chapter 55 of the Laws of 2026, requiring local police agencies to prioritize local criminal enforcement activities and limit civil immigration enforcement efforts. No application will be considered should the applicant be determined to be operating a 287(g) agreement, or similar agreements, with the federal government which would support state and local resources being used for civil immigration enforcement purposes. Further, no data or information generated by technology or equipment procured with these funds shall be used for civil immigration enforcement purposes.

C. Contract Term

Grant award agreements (reimbursement-based contracts), unless otherwise modified by DCJS, will be for an initial term of 24 months starting January 1, 2027.

D. Availability and Approved Use of State Funds

All awards are subject to the availability of funds. Applicants should anticipate that awards under this initiative are one-time awards and should propose project activities and deliverables that can be accomplished without additional and/or subsequent funding.

Agencies receiving awards should plan for the continuation of the project, or continued use of the equipment, after grant funds are no longer available, including any training requirements or maintenance or subscription costs. This is a one-time award to support law enforcement technologies and applicable software/equipment, not for the continued maintenance of such.

For new programs or expansions of existing programs that have not previously received DCJS grant support for start-up implementation costs, specific one-time start-up costs may also be requested as part of the overall budget.

Indirect costs are not an allowable expense for governmental organizations.

Ineligible expenses include vehicles, firearms, tasers (i.e., conducted energy devices), cell phone applications, out of scope program expenses, and construction other than minimal renovation as justified by program design and preapproved by DCJS. As noted above, any equipment or projects supporting civil immigration enforcement are not allowable under this RFA.

E. Eligible Items for Consideration

Law enforcement agencies and departments are increasingly relying on emerging technologies to perform their duties and to enhance public safety. In their daily work, law enforcement agencies are also using technology to reduce the risk of injury and bodily harm to officers and the public. Through this RFA, law enforcement agencies may include in their budget a need for any of the following items:

• Acoustic Gunshot Detection Systems

• Unmanned Vehicles (UAVs, also known as “drones”)*

• Counter-Unmanned Aircraft Mitigation Systems

• 3-D Crime Scene Laser Scanner

• Handheld Scanners/Readers/Radios/Analyzers

• Software Technology Applications, Development and Deployment**

• Lifesaving Equipment (Trauma Kits, AEDs, etc.)

• Patrol Vehicle and Office Equipment (PC/Tablet, Scanners, Printer, etc.)

• Vehicle Mobilization Equipment

• Body Worn Equipment (Cameras, Vests)

• Traffic and Safety Equipment

• Lighting Systems

• Surveillance Cameras and Storage (Mobile/Fixed)***

• License Plate Readers (Mobile/Fixed)

• Other Equipment (specify)

* The grantee agency will adhere to any county or municipal procurement restrictions, as well as adhere to all current state and federal guidance as it relates to any of the specific equipment supported through this award.

These restrictions include, but are not limited to, entities that appear on the OGS debarment list or the state’s Prohibited Entities List or which have been identified in the National Defense Authorization Act (NDAA) Section 889 - Prohibition on Contracting with Entities Using Certain Telecommunications and Video Surveillance Services or Equipment.

** Grantee agencies may apply for record or case management systems (RMS or CMS) or to cover costs associated with updated crime reporting modules within such systems (e.g., National Incident-Based Reporting System compliant data reporting). However, New York State DCJS is currently exploring a statewide RMS solution that would be made available to local law enforcement agencies, so agencies may wish to request different technological offerings under this solicitation.

***Local permission to install cameras and use vendors should be obtained prior to the purchase of equipment.

IV. Background Information and Funding Goal

Throughout New York and the United States, law enforcement agencies and departments are increasingly relying on emerging technologies to perform their duties and to enhance public safety, as well as to collect potentially useful evidence.

DCJS is committed to supporting innovation and forward-thinking approaches that have become synonymous with professional law enforcement activities in New York State. Complementing investment in areas such as Crime Analysis Centers and in evidence-based policing strategies backed by substantial state funding (e.g., Gun Involved Violence Elimination and Statewide Targeted

Reductions in Intimate Partner Violence), LETech is specifically designed to complement the sustained record funding of public safety initiatives by Governor Hochul.

“By investing critical funds for technology enhancements for police departments statewide, we’re ensuring law enforcement has the tools they need to fight crime and protect every corner of the state”.

Governor Kathy Hochul.

LETech is proving to be an important tool to assist broader law enforcement, problem-solving, and community engagement strategies within jurisdictions across the state and region.

This deployment of LETech is intended to help prevent and solve crimes, particularly violent crimes, and serve as an integrated part of a law enforcement agency's problem-solving and community-engagement strategy, helping to increase public trust and communication.

Reimbursement-based contracts will be awarded to each individual applicable department/agency that is selected for an award. Contracts will be executed between DCJS and individual award recipients in the Grants Management System (GMS).

Please note the maximum application amounts listed in the table in Appendix C. If the amount requested exceeds the amount listed in the table, DCJS reserves the right to decrease funding to match the maximum amount listed.

V. EVALUATION AND SELECTION OF APPLICATIONS

Tier I Evaluation – Threshold Pass/Fail

The Tier I Evaluation assesses whether applications satisfy minimum “pass/fail” criteria for funding.

All applications will be initially screened by DCJS reviewers to determine their completeness using the following criteria:

• Application was received by the published deadline.

• Applicant is eligible as defined by this solicitation.

• Budget detail and justification provided in GMS Budget tab itemizing and justifying expenses in support of the program/project.

• All attachments and required documents.

Tier I Evaluation criteria will receive pass/fail ratings. Any application that does not meet each of these conditions may be subject to disqualification from further review. DCJS may, at their discretion, request additional information from an applicant as deemed necessary.

https://grants.criminaljustice.ny.gov/AccessNotice.jsp

Tier II Evaluation – Evaluation and Scoring

Reviewers will evaluate applications that successfully pass the Tier I Evaluation. A standard rating tool will be used to score responses to questions provided in the application. (See Questions section for additional information).

The maximum application score based upon responses provided to the questions will be 100 points.

Each response will be scored, and all scores will be totaled resulting in an overall score. The final score will be determined by averaging the reviewers’ overall scores for each application. DCJS reserves the right to apply a minimum application score of 75 points to be eligible for funding.

Each application will be evaluated by a team of two separate reviewers. DCJS may, at its discretion, request additional information from an applicant as deemed necessary. An applicant’s final score shall be the average of the two evaluators, unless the initial two scores are considered “disparate,” which shall be defined as a point difference of fifteen or more points in total score. When the two initial scores are considered “disparate”, a third evaluator will be assigned. When a third evaluator is assigned due to disparate scores, the two closest scores in numeric value will be added and averaged to obtain the final average score.

If the additional reviewer’s score is equal to the average of the two original scores, the additional reviewer’s score will become the final score. In the event of a tie score where both applicants cannot be selected, preference will be given to the application with the higher average score in the Project Plan.

Tier III Evaluation

The Tier III Evaluation assessments will be conducted by designated DCJS executive staff. During the Tier III Evaluation award amounts shall be determined through consideration of some or all the following: Tier I eligibility review, Tier II Evaluation scoring and comments, strategic priorities, available funding, and best overall value to New York State.

Final award decisions will be made by DCJS in accordance with the best interests of the State.

The DCJS Commissioner or designee will make the final decisions regarding approval and individual award amounts based on the quality of the submission, the recommendations of the reviewers, and the specific criteria set forth in this solicitation. Awards must be approved by the Division of the Budget and may also require Attorney General and Office of the State Comptroller approval. All awards are subject to funding availability.

VI. REQUEST FOR APPLICATION QUESTIONS

Applicants must respond to the sections/questions below within the DCJS Grants Management System (GMS). Basic GMS instructions are located as an Appendix to this solicitation. A full application manual is available here. Please prepare prospective responses in a Microsoft Word Document using Arial, 11-point font and 1.5 line spacing with a maximum page limit of 20 pages.

The attestation page should also be uploaded as an attachment, as part of the application.

Responses should then be copied and pasted to GMS under the Questions module “tab” of the application. Applicants should also attach the Microsoft Word document with responses to these https://grants.criminaljustice.ny.gov/ https://grants.criminaljustice.ny.gov/ https://www.criminaljustice.ny.gov/ofpa/pdfdocs/gms_app_manual.pdf questions using the Attachments module in GMS.

Responses to the following questions will be scored and are the basis for Tier II Evaluation funding recommendations. Note: The aggregate scoring value assigned to all questions equals a total possible score of 100 points.

A. Statement of Need (20 points)

Applicants must summarize the need for the proposed law enforcement technology items.

Responses should include the following components:

• A brief overview of the applicant’s requested law enforcement technology item(s) and how it will be used.

• Any relevant local or department level data (qualitative or quantitative) to describe and support the need for the proposed funding.

• Explanation for requesting funds. For example:

o Did the applicant experience a loss of funding?

o Is this a new or expanded initiative?

o Does the department budget not cover requested items?

o Is the proposal seeking to expand capacity through resources, training, etc.?

o What public safety issues will this equipment help address?

B. Project Plan (30 points)

Applicants must describe their proposed project plan to effectively order, receive, and integrate law enforcement technology into their department. Applicants’ response should include:

• A detailed overview of the proposed project, highlighting the below:

o Explanation of how the proposed equipment supports issues described in Section A

– Statement of Need.

o Description of where the equipment will be used.

o Timeline for equipment ordering, delivery/installation, and operation including any correlated training requirements.

Note: All items must be ordered, and training must occur within the contract period to be reimbursable.

o State whether this is new equipment or replacing aging equipment.

• Goals/Objectives/Activities: A detailed description of the requested equipment components/activities including any specific goals, objectives, and deliverables.

• Resources/Partnerships: Other resources including collaborations or community partnerships that are needed for successful implementation of the project.

• Outcomes and Impact: A description of the anticipated outcomes and impact of the proposed project/initiative.

C. Implementation Plan (25 points)

Applicants must describe the steps that will be taken to integrate the proposed law enforcement technology items, including activities/deliverables, how funds will be used, project roles and responsibilities, and timeline. Responses should include:

• Implementation Steps: Steps to be taken to integrate equipment.

• Timeline: The proposed timeline to carry out the project plan.

• Leadership and Oversight: Who will be responsible for this project overall and who will be responsible for the individual steps, if different.

• Data Collection and Outcome Measurement: What data will be collected/tracked and how will impact be measured/demonstrated throughout the grant period.

• Potential Barriers and Mitigation Strategies: What potential issues may prevent successful implementation of the proposed project/initiative? Describe any anticipated mitigation strategies.

D. Operating Budget Detail and Justification (25 points)

Enter the operating budget directly into the Budget module “tab” of the GMS system. Prepare a line-item budget, including detailed justification, by appropriate category of expense (e.g., equipment.).

Budgets should reflect total project costs for the contract period and be limited to allowable costs. Key considerations:

• If requesting a paid trainer, the cost should be listed in the budget category as “Consultant

Services.” Training materials should be listed under the “Supplies” budget category.

• Consultant Services: An applicant who proposes to obtain consultant services from a vendor without competitive bidding, shall obtain the prior written approval of the Deputy Commissioner of the Office of Program Development and Funding, or their designee.

The request for approval shall be in writing and set forth, at a minimum, a detailed justification for selection and the basis upon which the price was determined to be reasonable.

• Equipment requests must include an approximate number of units and itemized cost.

• Indirect Costs are not an allowable expense for governmental organizations.

• MWBE forms will be completed and collected when the application is selected for funding, and the contract is sent for review.

• Any requested subawards should be entered into the “All Other” category.

VII. NOTIFICATION OF AWARDS

Applicants approved for funding will be notified in writing by DCJS to the email address provided in GMS. The terms of the final contract agreement are subject to negotiation between DCJS and the grantee.

For those not receiving awards, notification will be sent to the email address provided in GMS.

A debriefing is available to any entity that applied to this solicitation and was not successful in receiving an award. Applicants will be accorded fair and equal treatment with respect to an opportunity for a debriefing. A debriefing shall be requested in writing by the unsuccessful applicant within 15 calendar days of being notified in writing by DCJS that the application was not selected for an award.

Pursuant to §163(9)(c) of the State Finance Law, any non-awarded applicant may request a debriefing regarding the reasons the application was not selected for award.

An unsuccessful applicant’s written request for a debriefing must include specific questions that the applicant wishes to be addressed and must be submitted to DCJS via the funding mailbox at dcjsfunding@dcjs.ny.gov.The debriefing shall be scheduled to occur within 30 business days of receipt of written request by DCJS or as soon as feasible.

If DCJS and a successful award recipient cannot agree to contract terms within ninety days of notification of selection for award, DCJS reserves the right to rescind the award and redistribute the funds.

VIII. REPORTING REQUIREMENTS

Reporting requirements are provided below:

GMS Progress Reporting

• All grantees will be required to submit annual progress reports via GMS that describe annual performance and activities in support of the project work plan entered in GMS.

These annual reports must be submitted until the final project report is completed.

Quarterly Fiscal Reports

• All grantees will be required to submit quarterly fiscal reports and claims for payment.

mailto:dcjsfunding@dcjs.ny.gov

Reporting Due Dates:

Fiscal Claims for Payment are due to DCJS by the following dates:

Calendar Quarter Report Due

July 1 – September 30 October 31 October 1 – December 31 January 31

January 1 – March 31 April 30 April 1 – June 30 July 31

IX. ADMINISTRATION OF CONTRACTS

DCJS will negotiate and develop a contract with each successful applicant. If DCJS and the successful applicant cannot agree to contract terms within ninety days of notification of selection for award DCJS reserves the right to rescind the award and redistribute the funds.

Contract Approval

A grant contract may be subject to approval by the NYS Office of the Attorney General (OAG) and the Office of the State Comptroller (OSC) before funding may be disbursed. For contracts subject to the approval of the Attorney General and the Comptroller of the State of New York, the Contract shall be of no force and effect until said approval has been received.

Contract Term

DCJS will enter into a contract period as noted in this solicitation. DCJS reserves the right to modify the contract term in the best interests of the State.

Contract Activities

All activities must have prior approval from DCJS and meet the guidelines established by the State of New York.

Contract Changes

Contracts resulting from this solicitation may be executed, increased, terminated, renewed, decreased, extended or amended or renegotiated at the discretion of the Commissioner of DCJS because of contractual performance, changes in project conditions, or in the best interest of New York State.

Records

The grantee shall establish and maintain complete and accurate books, records, documents, accounts and other evidence directly pertinent to performance under this contract (hereinafter, collectively, the "Records"). The Records must be kept for the balance of the calendar year in which they were made and for six (6) additional years thereafter. The State Comptroller, the Attorney General and any other person or entity authorized to conduct an examination, as well as the agency or agencies involved in this contract, shall have access to the Records during normal business hours at an office of the grantee within the State of New York or, if no such office is available, at a mutually agreeable and reasonable venue within the State, for the term specified above for the purposes of inspection, auditing and copying. The State shall take reasonable steps to protect from public disclosure any of the Records which are exempt from disclosure under Section 87 of the Public Officers Law (the "Statute") provided that: (i) the grantee shall timely inform an appropriate State official, in writing, that said records should not be disclosed; and (ii) said records shall be sufficiently identified; and (iii) designation of said records as exempt under the statute is reasonable.

Nothing contained herein shall diminish, or in any way adversely affect, the State's right to discovery in any pending or future litigation.

Liability

Nothing in the contract between DCJS and the grantee shall impose liability on the State of New York for injury or damages incurred during the performance of approved grant activities or caused by the use of equipment purchased with grant funds.

Payments

Payments to reimburse project expenses will be made pursuant to a schedule specified in the contract between the State of New York and the grant award recipient. Where applicable, performance-based expenses will be reimbursed in compliance with the contract milestone performance and costs budget and the project work plan. Payment for invoices submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the Commissioner, in the Commissioner's sole discretion, due to extenuating circumstances. Such electronic payment shall be made in accordance with ordinary State procedures and practices. The Contractor shall comply with the State Comptroller's procedures to authorize electronic payments. Authorization forms are available at the State Comptroller's website, or by email at epayments@osc.ny.us. Contractor acknowledges that it will not receive payment on any invoices submitted under this Contract if it does not comply with the State Comptroller's electronic payment procedures, except where the Commissioner has expressly authorized payment by paper check as set forth above.

• To enroll in e-Payments:

1. Log in to the Vendor Self-Service Portal

2. Select the "Enroll in e-Payments (Direct Deposit)" link

3. Follow the prompts to complete your enrollment

Don't have an account? Enroll in the Vendor Self-Service Portal

Update or add additional bank accounts http://www.osc.state.ny.us/epay/index.htm mailto:epayments@osc.state.ny.us https://esupplier.sfs.ny.gov/psp/fscm/SUPPLIER/ http://osc.state.ny.us/vendors/vendorselfservicesystem.htm

See the section Update or Add Locations at Update Vendor Information and Access.

For assistance, email ePayments@osc.ny.us

Reports

The grantee shall submit all reports to DCJS in a format and time frame as specified in the contract. Progress reports shall include a description of the grantee’s efforts undertaken during the reporting period and the current status of the project. The progress reports of the grantee’s activities under this contract must be submitted electronically as directed by DCJS.

Independent of any reporting schedule, all grantees will be required to inform DCJS of any program issues that are significantly impacting program performance. Any project funded under this solicitation must comply with the requirements established by DCJS. The grantee agrees to submit any other reports considered relevant by DCJS.

Performance Review

The grantee's performance in all areas mentioned above, in addition to the services contracted for, will be monitored periodically by DCJS and will take the form of site visits, program file review, written and telephone communication, and any other methods deemed necessary by DCJS to ascertain the quality and quantity of grantee activities.

Disposition of Allocations

DCJS reserves the right to reject applications, deny awards, or defer applications for future consideration based on insufficient information in the application, lack of accompanying documentation, the inappropriateness of the project proposed, an organizational history of unsuccessful projects of a similar nature, or a history of contract non-compliance.

Revocation of Funds

Funds awarded to an applicant who does not implement an approved project within 90 calendar days of the contract start date may be revoked and redistributed at the discretion of the Commissioner of the DCJS or his or her designee.

Encouraging Use of New York State Businesses in Contract Performance

New York State businesses have a substantial presence in State contracts and strongly contribute to the economies of the State and the nation. In recognition of their economic activity and leadership in doing business in New York State, applicants for this solicitation are strongly encouraged and expected to consider New York State businesses in the fulfillment of the requirements of the contract(s) resulting from this solicitation. Such partnering with New York State businesses may be as subcontractors, suppliers, protégés or other supporting roles. To assist in demonstrating commitment to the use of New York State businesses in the performance of the contract(s), all applicants must complete the form provided on the DCJS website entitled: Encouraging Use of New York State Businesses in Contract Performance and submit the completed form as an attachment to their application in GMS. There are no points attributable to this component of the application.

http://osc.state.ny.us/vendor_management/forms.htm mailto:ePayments@osc.state.ny.us https://www.criminaljustice.ny.gov/ofpa/downloadforms/encouraging-use-nys-business-contract-perf.doc https://www.criminaljustice.ny.gov/ofpa/downloadforms/encouraging-use-nys-business-contract-perf.doc

Use of Service-Disabled Veteran-owned Business Enterprises in Contract Performance

Article 17-B of the Executive Law enacted in 2014 acknowledges that Service-Disabled Veteran-Owned Businesses (SDVOBs) strongly contribute to the economies of the State and the nation. As defenders of our nation and in recognition of their economic activity in doing business in New York State, bidders/proposers for this contract for commodities, services or technology are strongly encouraged and expected to consider SDVOBs in the fulfillment of the requirements of the contract. Such partnering may be as subcontractors, suppliers, protégés or other supporting roles. SDVOBs can be readily identified on the directory of certified businesses at Division of Service-Disabled Veterans' Business Development

Bidders/proposers need to be aware that all authorized users of this contract will be strongly encouraged to the maximum extent practical and consistent with legal requirements of the State Finance Law and the Executive Law to use responsible and responsive SDVOBs in purchasing and utilizing commodities, services and technology that are of equal quality and functionality to those that may be obtained from non-SDVOBs. Furthermore, bidders/proposers are reminded that they must continue to utilize small, minority and women-owned businesses consistent with current State law. Utilizing SDVOBs in State contracts will help create more private sector jobs, rebuild New York State’s infrastructure, and maximize economic activity to the mutual benefit of the contractor and its SDVOB partners. SDVOBs will promote the contractor’s optimal performance under the contract, thereby fully benefiting the public sector programs that are supported by associated public procurements.

Public procurements can drive and improve the State’s economic engine through promotion of the use of SDVOBs by its contractors. The State, therefore, expects bidders/proposers to provide maximum assistance to SDVOBs in their contract performance. The potential participation by all kinds of SDVOBs will deliver great value to the State and its taxpayers.

Bidders/proposers can demonstrate their commitment to the use of SDVOBs by responding to the questions on the form located here and attach the completed form, along with your Application, to the NYS Division of Criminal Justice Services’ Grants Management System (GMS). There are no points attributable to this component of the application.

Standard Contract Provisions

Any contracts negotiated as a result of this solicitation will be subject to the provisions of the State of New York Contract for Grants, including the State Standard Terms and Conditions, Agency Specific Terms and Conditions, Program Specific Terms and conditions, and other standard clauses for all New York State grant contracts with DCJS. Applicable contract appendices and attachments are available on the DCJS website.

Minority and Women-Owned Business Enterprises (M/WBE) and Equal Employment Opportunity (EEO) Requirements

DCJS recognizes its obligation under New York State Executive Law Article 15-A to promote opportunities for the participation of certified minority-and women-owned business https://sdves.ogs.ny.gov/business-search https://view.officeapps.live.com/op/view.aspx?src=https%3A%2F%2Fogs.ny.gov%2Fsystem%2Ffiles%2Fdocuments%2F2026%2F02%2Fx_sdvob-100-utilization-plan.docx&wdOrigin=BROWSELINK https://www.criminaljustice.ny.gov/ofpa/pdfdocs/State%20of%20New%20York%20Contract%20for%20Grants%20(PDF).pdf https://www.criminaljustice.ny.gov/ofpa/pdfdocs/Attachment%20A.pdf https://www.criminaljustice.ny.gov/ofpa/pdfdocs/SFS%20A-1.pdf https://www.criminaljustice.ny.gov/ofpa/pdfdocs/SFS%20A-2.pdf https://www.criminaljustice.ny.gov/ofpa/applcntgrntfrms.html enterprises (M/WBEs), as well as the employment of minority group members and women in the performance of DCJS contracts.

Contracts in excess of $25,000 require grant recipients to document good faith efforts to provide meaningful participation by M/WBEs as subcontractors or suppliers in the performance of grant contracts, as well as the employment of minority group members and women.

Accordingly, applicants requesting in excess of $25,000 must be prepared to submit a Local Assistance M/WBE Subcontractor/Supplier Utilization Proposal Form (DCJS-3301), and a Local Assistance M/WBE NPS Discretionary Budget Determination Worksheet (DCJS-3309).

For contracts in excess of $250,000 applicants must also submit an M/WBE Equal Employment Opportunity Staffing Plan (DCJS-3300). All forms are located on the DCJS website.

DCJS will review the submitted Local Assistance M/WBE Equal Employment Opportunity Staffing Plan, the Local Assistance M/WBE Subcontractor/Supplier Utilization Proposal Form, Local Assistance M/WBE NPS Discretionary Budget Determination Worksheet, and Minority and Women-Owned Business Enterprises and Equal Employment Opportunity Policy Statement and advise the applicant of DCJS’ acceptance once an award determination is made. There are no points attributable to this component of the application.

Sexual Harassment Prevention Certification

As of January 1, 2019, bidders on procurements subject to competitive bidding in New York State, are required to submit a certification with every bid that states they have a policy addressing sexual harassment prevention and that they provide sexual harassment training to all employees on an annual basis. Pursuant to State Finance Law §139-l, bidders responding to a competitively bid Request for Applications (RFAs), must certify that by submission of their bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies its own organization, under penalty of perjury, that the bidder has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirements of section 201-g of the Labor Law. Bidders that do not certify will not be considered for award; provided however, that if the bidder cannot make the certification, the bidder provides a signed statement with their bid detailing the reasons why the certification cannot be made.

In addition to requiring this certification for competitively bid RFAs, DCJS has included this requirement for all grantees receiving funds from DCJS. Grantees must provide certification that they have implemented a written policy addressing sexual harassment prevention in the workplace and that they provide annual sexual harassment prevention training to all of their employees.

Therefore, all applicants to this RFA must complete the certification provided on the DCJS website and submit the completed certification as an attachment to the application in GMS.

Gender-Based Violence and the Workplace Requirements

Under New York State Finance Law §139-m, all bidders submitting a bid for a New York https://www.criminaljustice.ny.gov/ofpa/applcntgrntfrms.html https://www.criminaljustice.ny.gov/ofpa/applcntgrntfrms.html https://www.criminaljustice.ny.gov/ofpa/pdfdocs/sexual_harassment_prevention_policy_training_cert.pdf

State contract must establish a policy addressing gender-based violence in the workplace and include required certification language set forth in State Finance Law § 139-m(1)(a) with their bid submission, where competitive bidding is required by law or where the State contracting entity has otherwise determined, in its discretion, to impose the requirement.

Website:

o OSC Gender-Based Violence and the Workplace Law o Office for the Prevention of Domestic Violence Gender-Based Violence in the Workplace Resources

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that the bidder has and has implemented a written policy addressing gender-based violence and the workplace and has provided such policy to all of its employees, directors and board members. Such policy shall, at a minimum, meet the requirements of subdivision 11 of section 575 of the Executive Law.

X. APPLICATION SUBMISSION AND REQUIREMENTS

A. Specific Instructions

• Only one application can be submitted per organization. Applications must be submitted using the DCJS Grants Management System (GMS).

B. Grants Management System (GMS)

Applications must be submitted to DCJS using the Grants Management System (GMS). First time GMS users should download the GMS User Manual. If you need assistance with accessing and using GMS, please contact the DCJS Office of Program Development and Funding (OPDF) GMS Help Desk at (518) 457-9787. The DCJS GMS Help Desk is available Monday through Friday between the hours of 8:00 am and 4:00 pm. Please be aware that there is no technical assistance available on weekends, or after 4:00 PM on weekdays.

The following information is specific to this solicitation. For general guidance and GMS Helpful Hints see Appendix: Grants Management System (GMS) Instructions and Helpful Hints.

Submitting an Application in GMS

To submit a new application on GMS, log on to the system and click on “Project.” Click the “New” button at the top of the project grid. This will take you to a screen that says “Select a Program Office.” Using the drop-down box, find and select the particular name of program, Law Enforcement Technology. Click “Create Project.” Your application will now be ready to complete.

Completing the Application https://www.osc.ny.gov/state-agencies/chapter-xi/xi18j-gender-based-violence-and-workplace https://opdv.ny.gov/gender-based-violence-and-workplace https://opdv.ny.gov/gender-based-violence-and-workplace https://www.criminaljustice.ny.gov/ofpa/pdfdocs/gms_app_manual.pdf

Applicants are encouraged to complete the GMS registration as well as the registration on the Statewide Financial System (SFS) early, where applicable, to avoid any concerns with these automated systems. GMS signatory registration must be complete prior to the submission of an application.

Each application will consist of the following components that must be completed using

GMS:

• Participant name(s).

• Contact information for all participating agencies per application.

• Program specific questions.

• Project budget.

• N/A should be entered for the Work Plan

• Any required attachments.

When all the above requirements and GMS application components are completed, click the “Submit” button. GMS will review the application for completeness. If any fields are missing, a report will display what remains to be completed. Once all fields are complete and you submit successfully, GMS will display a screen that says “Your application has been submitted.”

XI. APPLICATION CHECKLIST

• All Applicants: Complete all DCJS Grants Management System (GMS) Registration

Requirements – See Appendix – DCJS Grants Management System (GMS) Instructions and Helpful Hints.

• Complete all necessary contractual requirements as described in Section: Administration of Contracts.

• Answer Program Narrative Questions in QUESTIONS TAB in GMS and also attach the answers on a Word Document to GMS.

• Complete BUDGET TAB on GMS by entering the line-item Operating Budget, including a detailed justification.

• N/A should be entered for the Workplan TAB.

Appendix A:

DCJS GRANTS MANAGEMENT SYSTEM (GMS) INSTRUCTIONS AND HELPFUL

HINTS

GMS Helpful Hints: See Application for additional specific GMS directions.

First time GMS users should download the GMS Application Manual here Persons familiar with GMS can use the following simplified guidelines:

Getting Started: Sign on to GMS.

Click “Project” to go to project grid. Click the “New” button at the top of the project grid. This will take you to a screen that says “Select a Program Office” in a drop-down box format. Find and highlight “Name of funding program,” then click “Create Project.”

This begins your application. You may work on the application, save and return to it at a later time, except as noted below. Note that GMS will time out after 30 minutes of inactivity. That means that you should save your work frequently. Each save re-sets the timer.

In the newly created project complete the following Tabs which are listed across the top of the screen:

General - Complete the text screens and press save.

Participants/Contacts - Complete the text screens and press save.

Click on "Add Participant" and in the search prompt that appears type in your agency name. This should take you to a list, find your agency, and click in the blue section of your agency name. This will prompt a drop-down list that defaults to "Grantee." Click “Add.” If there will be a separate Implementing Agency, repeat the process, choosing "Implementing Agency" as the Participant Type.

In the event your agency is not listed, click the "New" button to add your agency to our database.

Please complete all required information on the screen, including the Employer Identification Number (EIN) before you SAVE the entry. GMS will only allow one attempt then locks the entry to edits.

Should you still need additional information added to the Participant record, please call GMS Help at (518) 457-9787.

Scroll to the bottom of the screen to add contact information. Click on "Add Contact" and in the search prompt that appears type in the last name of the person to be added. This should take you to a list. Find the person to be added and click in the blue section of the name. This will prompt a drop-down list that defaults to "Primary." Ensure you do this until you have added a minimum of three contacts: Primary, Signatory and Fiscal. If the contact you are attempting to add does not appear in a search, click the "New Contact" button to add the contact to our database.

Note: If the signatory you attempt to add is not eSignature registered, you will get http://www.criminaljustice.ny.gov/ofpa/pdfdocs/gms_app_manual.pdf an error message and will not be allowed to add that person at that time. You will NOT be able to submit the application without a signatory attached. Please refer here to add a signatory for your agency.

Budget - See RFA for additional specific instructions.

Work Plan – A work plan does not need to be entered for this RFA. However, GMS will still require something to be entered in the GMS Work Plan Tab. Please enter “TBD” in the Project Goal, Objectives, Tasks and Performance Measures.

Fill in the “Project Goal” with TBD in text box and click “Save.”

Click “Create New Objective” and fill in “TBD” in the text box and click “Save.”

Click “Add Task to this Objective” and fill in “TBD” the text box and click “Save.”

Click “Add Performance Measure to this Task” and…