oppBJA-2018-13574-cfda16.835-cidBJA-2018-13886-instructions.pdf

Information Regarding a Change to the Body-Worn Camera Policy and Implementation Program FY 2018 Competitive Grant Announcement

May 7, 2018

This solicitation has been updated with a clarification that changes the description for Category 2 (BJA- 2018-13884) to include both small and mid-sized law enforcement agencies with 250 or less sworn officers, as opposed to the original Category 2 description of “more than 50 sworn officers but less than 250.”

Thank you for your attention to this change.

OMB No. 1121-0329 Approval Expires 11/30/2020

U.S. Department of Justice 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 the fiscal year (FY) 2018 Body-Worn Camera Policy and Implementation Program. This program furthers the Department’s mission by promoting the safety of law enforcement officers and citizens.

Body-Worn Camera Policy and Implementation Program

FY 2018 Competitive Grant Announcement Applications Due: May 31, 2018

Eligibility

Eligible applicants are limited to public agencies of state government, units of local government, and federally recognized Indian tribal governments that perform law enforcement functions (as determined by the Secretary of the Interior), or any department, agency, or instrumentality of the foregoing that performs criminal justice functions (including combinations of the preceding entities).

All recipients and subrecipients (including any for-profit organization) must forgo any profit or management fee.

BJA welcomes applications under which two or more entities would carry out the federal award;

however, only one entity may be the applicant. Any others must be proposed as subrecipients (subgrantees).1 The applicant must be the entity that would have primary responsibility for carrying out the award, including administering the funding and managing the entire project.

Under this solicitation, only one application by any particular applicant entity will be considered.

An entity may, however, be proposed as a subrecipient (subgrantee) in more than one application.

If clarification as to an entity’s eligibility is needed, applicants are encouraged to contact the National Criminal Justice Reference Service (NCJRS) to confirm their eligibility before developing a full application. BJA will consider any supporting documentation relevant to the determination of eligibility.

1 For additional information on subawards, see "Budget and Associated Documentation" under Section D.

Application and Submission Information.

https://www.usdoj.gov/ https://ojp.gov/ https://www.bja.gov/ https://www.bja.gov/

BJA-2018-13574

BJA may elect to fund applications submitted under this FY 2018 solicitation in future fiscal years, dependent on, among other considerations, the merit of the applications and on the availability of appropriations.

Deadline

Applicants must register with Grants.gov at https://www.grants.gov/web/grants/register.html prior to submitting an application. All applications are due by 11:59 p.m. eastern time on May 31, 2018.

To be considered timely, an applicant must submit the application by the deadline using Grants.gov, and the applicant must have received a validation message from Grants.gov that indicates successful and timely submission. OJP urges applicants to submit applications at least 72 hours prior to the application due date, to allow time for the applicant 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.

OJP encourages all applicants 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, 606-545-5035, at https://www.grants.gov/web/grants/support.html, or at support@grants.gov. The Grants.gov Support Hotline operates 24 hours a day, 7 days a week, except on federal holidays.

An applicant that experiences unforeseen Grants.gov technical issues beyond its control that prevent it from submitting its application by the deadline must email the contact identified below within 24 hours after the application deadline to request approval to submit its application after the deadline. Additional information on reporting technical issues appears under “Experiencing Unforeseen Grants.gov Technical Issues” in the How To Apply section.

For assistance with any unforeseen Grants.gov technical issues beyond an applicant’s control that prevent it from submitting its application by the deadline, or any other requirement of this solicitation, contact the National Criminal Justice Reference Service (NCJRS) Response Center:

toll-free at 800–851–3420; via TTY at 301–240–6310 (hearing impaired only); email grants@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. Applicants may also view the FY 2018 Solicitation Frequently Asked Questions (FAQs).

Grants.gov number assigned to this solicitation: BJA-2018-13574

Release date: May 1, 2018 https://www.grants.gov/web/grants/register.html https://ojp.gov/funding/Apply/Grants-govInfo.htm https://www.grants.gov/web/grants/support.html mailto:support@grants.gov mailto:grants@ncjrs.gov https://webcontact.ncjrs.gov/ncjchat/chat.jsp https://www.bja.gov/Funding/18BWCfaq.pdf https://www.bja.gov/Funding/18BWCfaq.pdf

Contents A. Program Description

Overview Program-Specific Information Objectives and Deliverables Evidence-based Programs or Practices Information Regarding Potential Evaluation of Programs and Activities

B. Federal Award Information Type of Award Financial Management and System of Internal Controls Budget Information Pre-award Costs (also known as Pre-agreement Costs) 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 D. Application and Submission Information

What an Application Should Include How To Apply

E. Application Review Information Review 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

Freedom of Information Act and Privacy Act (5 U.S.C. 552 and 5 U.S.C. 552a) Provide Feedback to OJP Appendix: Application Checklist

Body-Worn Camera Policy and Implementation Program

CFDA # 16.835

A. Program Description

Overview Law enforcement agencies across the United States and throughout the world are using body-worn cameras (BWCs) as a promising tool to improve evidentiary outcomes, and enhance the safety of, and improve interactions between, both officers and the public. The FY 2018 BWC Policy and Implementation Program (PIP) directly supports a key priorities of the Department of Justice by promoting the safety of law enforcement officers and citizens. BWCs can provide critical visual and audio records of interactions. A growing body of research findings indicate that the presence of BWCs can reduce the use of force by assisting in the de-escalation of conflicts. Research also suggests that BWCs can have a moderating effect on citizens and can help strengthen accountability and transparency in citizen-police interactions.

Statutory Authority Awards under this solicitation will be made under statutory authority provided by Consolidated Appropriations Act, 2018, Pub. L. 115-141, 132 Stat. 348.

Program-Specific Information This competitive solicitation is for law enforcement agencies seeking to pilot, establish, or enhance BWC policy and implementation programs. The FY 2018 BWC PIP will support the implementation of body-worn camera programs in law enforcement agencies across the country. The BWC PIP addresses the development and implementation of policies and practices for effective program adoption, and includes factors such as the purchase, deployment, and maintenance of camera systems and equipment; data storage and access;

and privacy considerations. While BWC equipment may be purchased, award recipients must first demonstrate a commitment and adherence to a strong BWC policy framework, including comprehensive policy adoption and requisite training.

When BWC programs effectively incorporate policy, training, and well-planned implementation, law enforcement agencies’ use of BWCs have been shown to be a promising practice that can improve their capacities to gather evidence and improve safety of law enforcement officers and citizens. BWCs also are proving to be an important tool to assist broader law enforcement, problem-solving, and community-engagement strategies within jurisdictions. BWCs can be highly effective resources, providing an unalterable audio and visual record of interactions that capture empirical evidence in the event of a crime, police-citizen interaction, or use-of-force incident.

While research and practices relating to BWCs continue to develop, the outlook is promising.

Current implementation methods vary widely, and BWC deployment is often a complex balance between overarching public safety objectives and technological, logistical, and policy challenges. Police membership organizations, including the Police Executive Research Forum (PERF) and the International Association of Chiefs of Police (IACP), have provided resources to help practitioners with successful BWC deployment. DOJ components, including BJA, the

National Institute of Justice (NIJ), and the Office of Community Oriented Policing Services (COPS Office) have produced helpful guidance as well. Useful resources include:

• BJA Body-Worn Camera Toolkit: www.bja.gov/bwc

• IACP Resources: www.theiacp.org (search “Body Worn Camera”)

• COPS Office and PERF: https://cops.usdoj.gov/html/dispatch/10-

2014/body_worn_camera_program.asp

• OJP Diagnostics Center Reference for Research on Body Worn Cameras:

https://www.ojpdiagnosticcenter.org/content/center-evidence-based-crime-policy-gmu-releases-new-report-body-worn-cameras and

• National Institute of Justice Resources: www.nij.gov/topics/law-enforcement/technology/Pages/body-worn-cameras.aspx

Objectives and Deliverables BJA is soliciting applications from law enforcement agencies, or any department, agency, or instrumentality of the foregoing that performs criminal justice functions, to develop comprehensive, evidence-based, and problem-solving approaches that incorporate BWCs into their law enforcement practices. The implementation may take the form of a pilot program of limited scope, a first-time program, or an enhancement of an existing BWC program.

Regardless of the program type and size, proposed BWC programs are expected to include the following objectives:

• Implement a new or enhance an existing BWC program following the development of a planned and phased approach that first achieves broad stakeholder, local political leadership, and community engagement, and then leverages partnership input to address policy, training, deployment, and procurement requirements;

• Implement operational procedures and tracking mechanisms that address the use, review, access, storage, retention, redaction, and expungement of digital voice and audio evidence;

• Demonstrate commitment to leveraging the evidentiary value of BWCs and digital multimedia evidence (DME) into daily administrative and field operations in a manner that promotes improvements of criminal justice outcomes;

• Train officers, administrators, and associated agencies requiring access to DME; and

• Implement appropriate policies that address BWC privacy matters that involve, at a minimum, legal liabilities concerning the release of information on civil rights, victims’ rights, domestic violence, and juveniles.

Communication with stakeholders who will be affected by BWC use is considered vital. Program funds are expected to support necessary communication with other justice stakeholders. BJA requires that applicants develop internal and external communications strategies that are designed to promote the value and benefit of BWCs to other stakeholders. These include BWCs’ value in providing unalterable digital evidence and for mitigating risks inherent in policing and public safety. Award recipients will also assure communication with community groups and organizations to assure that BWCs are implemented in a manner that optimizes transparency and accountability in police-citizen encounters.

http://www.bja.gov/bwc http://www.theiacp.org/Resources-Publications https://cops.usdoj.gov/html/dispatch/10-2014/body_worn_camera_program.asp https://cops.usdoj.gov/html/dispatch/10-2014/body_worn_camera_program.asp https://www.ojpdiagnosticcenter.org/content/center-evidence-based-crime-policy-gmu-releases-new-report-body-worn-cameras https://www.ojpdiagnosticcenter.org/content/center-evidence-based-crime-policy-gmu-releases-new-report-body-worn-cameras http://www.nij.gov/topics/law-enforcement/technology/Pages/body-worn-cameras.aspx http://www.nij.gov/topics/law-enforcement/technology/Pages/body-worn-cameras.aspx

In addition, BWC policies and practices should, at a minimum, address technology usage, evidence acquisition, officer safety, data storage and retention, as well as privacy issues, accountability, and discipline. Public record laws, which allow public access to information held by government agencies, including law enforcement, should also be evaluated and, when practicable, modified to protect the privacy of the individuals whose records they hold.

These policies and practices should increase transparency and accessibility, provide appropriate access to information, allow for public posting of policy and procedures, and encourage community interaction. Applicants should describe the existing or intended methods of measuring the success of the BWC program, and how they will be able to sustain the BWC program beyond the grant period.

Funds for the expansion of existing programs should be used to support the requesting agency with the purchase of additional body-worn cameras, the associated hardware, software licenses, and contractual agreements directly related to program creation or expansion. These funds are not available merely to fund ongoing maintenance and equipment support services for pre-existing cameras. Any maintenance or support services, whether supported with federal or matching funds (See “Budget Information”), must be applied to the additional cameras being requested as part of this grant.

The objectives and deliverables are directly related to the performance measures that demonstrate the results of the work completed, as discussed in Section D. Application and Submission Information, under Program Narrative.

Special Condition for Policy Development Award recipients will be required to successfully demonstrate that they have developed BWC policies that are purposeful, deliberative, and comprehensive.

Agencies that are funded for deploying BWCs for the first time shall be required to work with the BJA-funded BWC training and technical assistance (TTA) provider as part of the policy development process. They must demonstrate appropriate policy development and internal law enforcement adoption prior to full funding being released by BJA for BWC procurement and implementation. Agencies are also encouraged to utilize the services of the TTA provider to assist in any areas of BWC implementation.

Agencies that are funded for expanding existing BWC programs that already have BWC policies in place will be required to work with the TTA provider to review and establish that their policy development processes have been purposeful, deliberative, and comprehensive. Agencies will have access to only 10 percent of federal award funds for preliminary policy development and planning efforts prior to this review. Matching funds should only be encumbered after an approved budget has been processed by BJA and received by the award recipient.

The primary tool for policy development review is the BWC Policy Review Scorecard, which can be found on BJA’s website at https://www.bja.gov/bwc/pdfs/BWC-Scorecard-Instructions-and- Template.pdf. Award recipients are required to complete the scorecard process through the TTA provider prior to the release of funds for implementation.

Applicants are also encouraged to contact the TTA provider, via the contact information found on the TTA website at http://www.bwctta.com/, prior to application submission, to ensure they understand the potential impacts of a BWC program. The BWC Program does not cover long-https://www.bja.gov/bwc/pdfs/BWC-Scorecard-Instructions-and-Template.pdf https://www.bja.gov/bwc/pdfs/BWC-Scorecard-Instructions-and-Template.pdf http://www.bwctta.com/ term program and storage costs, and BJA wants to ensure that agencies understand the potential impact on the individual agency and agency budget

The TTA provider is not authorized to provide assistance in terms of recommending BWC vendors, equipment, contracts, or pricing plans. Award recipients will be required to comply with federal procurement regulations and should seek to engage in competitive bidding processes, with rare exceptions for sole source bidding. If questions arise in the post-award period regarding acceptable procurement and contract issues, recipients should contact their designated BJA BWC PIP Program Manager and not the BWC TTA provider.

Reimbursement for Previously Purchased Cameras, Other Equipment, and Contracts BJA will make awards only to new and expanding BWC programs. Applications that seek reimbursement for previously purchased components will not be considered for this solicitation.

See the Pre-Award Cost Approvals section on page 17.

Data Storage Costs To ensure agencies establish program continuity, this program does not allow for federal reimbursement of data storage costs. However, BJA recognizes that BWC systems are often bundled or sold as software-as-a-service (SAAS) with no line-item distinction to data storage costs; therefore, procurements with bundled costs, specifically no line-item storage costs, are permissible for reimbursement, and the agency will not be asked to break out the costs. Storage costs may be proposed as matching funds.

CATEGORY 1: IMPLEMENTATION OR EXPANSION OF BWC PROGRAMS THROUGH

STATE OR REGIONAL CONSORTIA. Competition ID: BJA-2018-13883 This funding category seeks to leverage economies of scale and enables component agencies to leverage partnerships, collaboration, and joint-acquisition strategies to establish new or expand existing BWC programs.

Category 1 is reserved for programs where multiple agencies would work together to carry out BWC PIP implementation under an established consortium. However, only the consortium lead agency may officially act in the capacity of the applicant. All other entities in the consortium must be proposed subrecipients (“subgrantees").2 A priority consideration under this category would be a lead applicant with a solid performance history with grant administration, collaborative partnerships, and procurement experience with technology.

Eligible applicants may include state agencies (e.g., state police, State Administering Agencies), regional law enforcement authorities, or major city or county agencies, acting on behalf of a joint partnership or consortia. A listing of State Administrating Agencies recognized by OJP can be found at https://ojp.gov/saa/.

Funding Range There is a maximum allowable request of $1,400,000 for this category and a minimum request of $200,000. The applicant must plan to purchase at least 150 BWCs across the participating agencies. Agencies requiring less than 50 BWCs and those that do not

2 For additional information on subawards, see "Budget and Associated Documentation" under Section D.

Application and Submission Information.

https://ojp.gov/saa/ meet the minimum funding threshold are encouraged to partner with other criminal justice agencies to combine projects and have one of the agencies act as the applicant while the partner agencies act as subgrantees.

Funding Metric Applicants for this category may request no more than $1,500 in federal funds for each camera to be deployed in this phase of their BWC programs, up to the funding category maximum (see above). Though funds are correlated to the number of cameras, awarded funds may also be used for any part of BWC PIP, other than line-item data storage costs, which can only be covered with matching funds. BWC systems that are bundled or sold as software-as-a-service (SAAS) with no line-item distinction to data storage costs are permissible to support with federal funding.

Primary and Subrecipient Partnership Requirements Applications received under Category 1 must be submitted by the primary agency that will be responsible for all administrative, fiscal, and reporting requirements associated with BWC PIP. The primary agency will manage subgrantees, including their contribution to the required reporting of data (e.g., purchase of cameras). The application should reflect the total budget to implement the BWC program across all participating agencies.

The participating agencies must be identified, along with the budgetary costs associated with each agency, and the number of cameras anticipated to be purchased by each agency. This information must be clearly documented as a single comprehensive budget.

In addition, documentation, in the form of either a letter of support or a memorandum of understanding (MOU), must be provided for each subrecipient agency specified in the application. Such documentation must be provided on agency letterhead with a signature (electronic signature is acceptable) of the authorized agency representative (e.g., law enforcement executive or chief fiscal officer) acting on behalf of the subgrantee. Applications under Category 1 must fully specify all subrecipient agencies. “To be determined” designations are not allowable under this funding category and will result in the application not being considered for funding.

CATEGORY 2: IMPLEMENTATION OR EXPANSION OF BWC PROGRAMS FOR SMALL

and MID-SIZED AGENCIES. Competition ID: BJA-2018-13884 This funding category seeks to establish new or expand existing BWC programs in small and mid-sized law enforcement agencies with 250 or less sworn officers.

Applicants may request no more than $400,000 under this category.

Funding Metric:

Applicants for this category may request no more than $1,500 in federal funds for each camera to be deployed in this phase of their BWC program, up to the funding category maximum (see above). Though funds are correlated to the number of cameras, awarded funds may also be used for any part of BWC PIP, other than line-item data storage costs, which can only be covered with matching funds. BWC systems that are bundled or sold as software-as-a-service (SAAS) with no line-item distinction to data storage costs are permissible to support with federal funding.

CATEGORY 3: IMPLEMENTATION OR EXPANSION OF BWC PROGRAMS FOR LARGE

AGENCIES. Competition ID: BJA-2018-13885 This funding category seeks to establish new or expand existing BWC programs in large police agencies with more than 250 and up to 1,000 sworn officers.

Applicants may request no more than $600,000 under this category.

Funding Metric:

Applicants for this category may request no more than $1,500 in federal funds for each camera to be deployed in this phase of their BWC program, up to the funding category maximum (see above). Though funds are correlated to the number of cameras, awarded funds may also be used for any part of BWC PIP, other than line-item data storage costs, which can only be covered with matching funds. BWC systems that are bundled or sold as software-as-a-service (SAAS) with no line-item distinction to data storage costs are permissible to support with federal funding.

CATEGORY 4: IMPLEMENTATION OR EXPANSION OF BWC PROGRAMS FOR EXTRA-

LARGE AGENCIES. Competition ID: BJA-2018-13886 This funding category seeks to establish new or expand existing BWC programs in extra-large police agencies with more than 1,000 sworn officers.

Funding Range:

Applicants may request no more than $1,000,000 under this category.

Funding Metric:

Applicants for this category may request no more than $1,500 in federal funds for each camera to be deployed in this phase of their BWC program, up to the funding category maximum (see above). Though funds are correlated to the number of cameras, awarded funds may also be used for any part of the BWC program, other than line-item data storage costs, which can only be covered with matching funds. BWC systems that are bundled or sold as software-as-a-service (SAAS) with no line-item distinction to data storage costs are permissible to support with federal funding.

Camera-based Funding Metric Formula and Examples Each of the categories discussed above has a funding limit. However, on an individual basis, applicants will be restricted in the amount of funds they can request relative to the number of cameras they propose to purchase. The following formulas should be used in determining an agency’s specific “$1,500 camera metric”:

Number of Cameras in Project X $1,500 = Max. Requested Funds

Max. Requested Funds + Matching Funds = Total Program Cost

Note: $1,500 is not the expected cost of a body-worn camera. Paired with the matching funds, it is the expected total program costs for one (1) camera system to include: camera, storage, software, licenses, services, policy development, training, etc.

Example 1:

An agency may request $150,000 in funding for a 100-camera program ($1,500 X 100) while actually only spending $100,000 of awarded funds on cameras; the other $50,000 could be spent on planning and training staff. Additionally, the soft-match requirements could be met by line-item data storage and other agency costs, and partner program expenses such as those incurred to support training of prosecutors, defense bar, or for community outreach.

Example 2:

An established state agency (e.g., the state police or a State Administrating Agency) or an established regional policing consortium (e.g. the greater municipal police authority or the tri-county regional police information service bureau) could apply under Category 1. The established state or regional agency would act as the administrative lead applicant and assume responsibility for grant administration. The established state or regional agency need not actually deploy BWCs within its agency. There is a maximum allowable request of $1,400,000 and a minimum request of $200,000.

Example 3:

An agency that applies for $100,000 in federal funds will have to identify a minimum of $100,000 of in-kind or cash matching funds (see page 17). This means the total program cost is at least $200,000 for this example. Agencies that apply on behalf of themselves and/or partner agencies must include detailed information on costs for all agencies participating and assure that matching funds collectively amount to at least 50 percent (i.e., a dollar for dollar match with federal funds).

Considerations for Implementation Applicants are strongly encouraged to review existing research and practice literature concerning BWCs and demonstrate a thorough understanding and appreciation of the issues being discussed in the literature and should incorporate the most important program design elements in their proposals.

All applicants must describe a detailed, phased implementation plan for achieving the objectives of BWC PIP as part of their program narrative (see page 21). The following objectives should be included in the narrative:

• Best practices for implementing BWC programs to improve officer and citizen safety and to mitigate fiscal risk;

• Addressing officer concerns (e.g., privacy, safety, administrative uses);

• The evidentiary value of BWCs;

• Technical specifications and considerations;

• Use of digital data for training and program evaluation purposes;

• Ensuring effective partnerships with associated criminal justice agencies like prosecutors and the judiciary to support effective implementation;

• Privacy considerations for citizens, including bystanders and victims;

• Communication strategies for managing expectations within law enforcement agencies and of the public.

Because the primary focus of BWC PIP is implementation, evidence of cross-agency collaboration and a high level of commitment from participating agencies and entities should be received and documented (via MOUs or other appropriate mechanisms) prior to applying for funding under this solicitation. Such commitment should be described in the application and submitted as attachments with the application.

Pre-implementation applicants are expected to focus on the planning of efforts and tasks.

Applicants planning to expand existing implementations are expected to document their accomplishments and/or describe plans to enhance collaboration.

Considerations for Procurement If awarded, recipients must ensure all funds, federal and match, expended through procurement processes are done using fair, competitive processes. Agencies shall not rely solely on informal testing of equipment (e.g., testing pre-purchased equipment while on-loan) to determine equipment selection. An award recipient’s testing and evaluation of equipment performance alone does not meet federal procurement standards. For more information on federal procurement, please see http://ojp.gov/financialguide/DOJ/index.htm. BJA has developed a BWC Request for Proposals template that takes into account many of the primary considerations when procuring a BWC system. This requirement does not apply to funds that are for non-procurement-based expenditures such as officer training time.

Mandatory Application Requirements Tip: Start this process early; previous applications have scored well but were rejected due to failure to produce the following documents:

1) Prosecutor Involvement Attach document(s) that demonstrate significant involvement of the local and/or state prosecutor’s office, meaning that the prosecutor’s office has a direct role with law enforcement in establishing relevant policy and system requirements that effect the prosecution, evidence management, redaction, and retention specifications.

Documentation of the prosecutor’s involvement and commitment to the applicant’s program is a key factor that will be assessed through peer review and by BJA management. Demonstration of this involvement is best documented by any one of the following methods:

a. Documented proof of established, active, and mutually attended governance boards or committees focused on BWC policy and implementation;

b. Production of executed (signed) memoranda-of-understanding (MOUs), letters of intent, service level agreements, or other mutually signed documents that clearly state the involvement and commitment between the relevant parties;

and/or

c. A signed letter or MOU from the prosecutor’s office expressing commitment to http://ojp.gov/financialguide/DOJ/index.htm https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&cad=rja&uact=8&ved=0ahUKEwj5y7CTqIjQAhVS3mMKHSLLDbcQFggcMAA&url=http%3A%2F%2Fbwctta.com%2Fresources%2Fbwc-resources%2Fgeneric-request-proposals-rfp&usg=AFQjCNHWQ1Bk3tGv0vWg0Wv845cHhKxgYQ&sig2=6Fmf3m-MHLs6jCw6hW7Z_g&bvm=bv.137132246,d.eWE cooperate with the applicant on BWC implementation.

The documentation of prosecutor involvement should be a standalone document and added as an attachment to the application submission.

2) Review of BWC Digital Footage for Enhancing Officer Safety

Attach documentation on agency letterhead signed by authorized agency official (law enforcement or administrative executive) that affirms that the applicant, if awarded grant funds, will periodically review and assess BWC digital footage for purposes of refining BWC use in a manner that optimizes officer safety. This requirement will be evaluated as part of the application peer-review process and may be subsequently subject to verification for award recipients. Research suggest that BWC programs, when appropriately implemented, can mitigate risks of injury and other adverse outcomes for both law enforcement officers and citizens.

The documentation of BWC digital footage review should be a standalone document and added as an attachment to the application submission.

Priority Considerations for Application Scoring

(1) Partnership Economies of Scale Priority consideration will be given to applicants that demonstrate cost reductions through economies of scale, such as establishing or utilizing shared resources.

Examples of shared resources could be:

a. State, county, or regionally managed BWC system with a shared repository or other BWC services;

b. Shared contracts that meet procurement requirements and increase the buying power through combined purchases. Economies of scale should be designed to maximize cost savings and increase interoperability between agencies and jurisdictions;

c. Minimized duplication of effort and infrastructure, such as providing a prosecutor who works with multiple law enforcement agencies with a single process for evidence submission, review, and management; and

d. Multiple law enforcement agencies collaborating together on a single application.

When combining applications, one agency should act as the designated applicant, but the agency size should be the combined number of sworn officers from all represented agencies. Specifically, if agency A has 200 sworn officers and agency B has 100 sworn officers, together, the applicants could submit for as much as $600,000, the same as a large agency with 300 officers.

Evidence of partnerships and commitment should be demonstrated in writing as attachments and will not be counted against the maximum page limitation.

(2) Technical Considerations:

For priority consideration, the applicant should affirm that the minimum technical requirements will be used in order to maximize the usefulness of BWC technology.

Priority consideration will be given to applicants that incorporate the 18 core operating characteristics, found on the National Institute of Justice (NIJ) website, in their procurement of BWC technology. These minimum operating characteristics and associated audio/video specifications are available in current commercial products and are based on technical resources about criminal justice use of video.3,4

(3) Partnership Outreach:

BJA recognizes that law enforcement agencies must cooperate with other criminal justice stakeholders, as well as the communities they serve, in order to implement effective BWC programs. Prosecutors, in particular, will heavily impact the BWC program as they will view and evaluate digital evidence as part of their decision-making process. Applicants should clearly document their efforts to reach out to and involve external stakeholders in their BWC policy development and implementation programs. Applicants that specifically budget funds for outreach, training, or collaboration with prosecutors’ offices will be given priority consideration. Applicants that attach letters from local prosecutors (or state level equivalents) will also be given priority consideration.

Program Development Expectations As a guideline, in months 1–9, BWC PIP award recipients will be expected to review and develop policies and training programs. The results of these activities will be assessed through the Policy Review Scorecard developed by BJA. For reference purposes, the Scorecard used in previous grant cycles is provided on the BJA Body-Worn Camera Toolkit.

The Policy Review Scorecard used for FY 2018 may be amended and updated to reflect the latest BWC policy, practice, and technology developments.

Scorecard information will be considered and addressed by BJA and the TTA provider as part of the assessment process, which will be used as a precondition for the release of grant funds for equipment purchase drawdown. The scorecard is intended to assure deliberate and comprehensive BWC program evaluation, including relevant implementation of policies, MOUs, correspondence, and other supporting documentation. As every agency faces different challenges and applicable laws, BJA will not prescribe set standards for policies and procedures. However, awardees will be held responsible to develop policies that conform to applicable federal, state, local, and tribal laws and regulations.

The TTA provider will work with the award recipient to document and validate the policy development process. It will make recommendations to BJA that the recipient has met the policy development requirements. Ten percent of federal funds will be available to agencies for general planning and outreach purposes. BJA will administratively hold 90 percent of funds until the scorecard is reviewed and approved. All funds will be released at the time the scorecard is approved, provided there are no other special hold conditions placed on award recipients (e.g., special fiscal or reporting conditions set for awarded agencies with pre-award high risk status).

3 Home Office Centre for Applied Science and Technology, Body-Worn Video Technical Guidance, May 2014, www.bwvsg.com/wp-content/uploads/2013/07/body-worn-video-technical-guidance-1414.pdf.

4 Scientific Working Group on Imaging Technology, Recommendations and Guidelines for Using Closed-Circuit Television Security Systems in Commercial Institutions, Version 3.0, June 8, 2012, www.swgit.org/pdf/Section%204%20Recommendations%20and%20Guidelines%20for%20Using%20C losed-Circuit%20Television%20Security%20Systems%20in%20Commercial%20Institutions?docID=48.

https://www.nij.gov/topics/law-enforcement/exhibits/Pages/body-worn-camera-operating-characteristics.aspx https://www.nij.gov/topics/law-enforcement/exhibits/Pages/body-worn-camera-operating-characteristics.aspx https://www.bja.gov/bwc/pdfs/BWC-Scorecard-Instructions-and-Template.pdf https://www.bja.gov/bwc http://www.bwvsg.com/wp-content/uploads/2013/07/body-worn-video-technical-guidance-1414.pdf http://www.bwvsg.com/wp-content/uploads/2013/07/body-worn-video-technical-guidance-1414.pdf https://www.swgit.org/pdf/Section%204%20Recommendations%20and%20Guidelines%20for%20Using%20Closed-Circuit%20Television%20Security%20Systems%20in%20Commercial%20Institutions?docID=48 https://www.swgit.org/pdf/Section%204%20Recommendations%20and%20Guidelines%20for%20Using%20Closed-Circuit%20Television%20Security%20Systems%20in%20Commercial%20Institutions?docID=48 https://www.swgit.org/pdf/Section%204%20Recommendations%20and%20Guidelines%20for%20Using%20Closed-Circuit%20Television%20Security%20Systems%20in%20Commercial%20Institutions?docID=48

After completion of the policy development process and evaluation, BWC PIP award recipients will be expected to deploy BWCs, continue their training efforts, and collect outcome measures to assess their BWC implementation. Those entities prepared to demonstrate their implemented BWC policies that address the requisite areas may request drawdown for non-planning expenses outside of the timeframes provided, but only within the grant period.

Agencies seeking to expand existing BWC programs and that already have existing BWC policies (or agencies that plan to adopt model policies or policies that are required or recommended by state proclamation) may be granted expedited scorecard approval on a case-by-case basis. However, for all cases, assurances must be made that the policy development process has been deliberate, comprehensive, and carried out in consultation with the key stakeholders affected by BWC program implementation.

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 website at https://www.crimesolutions.gov is one resource that applicants may use to find information about evidence-based programs in criminal justice, juvenile justice, and crime victim services.

Information Regarding Potential Evaluation of Programs and Activities The Department of Justice has prioritized the use of evidence-based programming and deems it critical to continue to build and expand the evidence informing criminal and juvenile justice programs to reach the highest level of rigor possible. Therefore, applicants should note that the Office of Justice Programs may conduct or support an evaluation of the programs and activities funded under this solicitation. Recipients and sub-recipients will be expected to cooperate with program-related assessments or evaluation efforts, including through the collection and provision of information or data requested by OJP (or its designee) for the assessment or evaluation of any activities and/or outcomes of those activities funded under this solicitation.

The information or data requested may be in addition to any other financial or performance data already required under this program.

https://www.crimesolutions.gov/

B. Federal Award Information

BJA expects to make up to 28 awards, with an estimated total amount of $20,000,000. All awards will be for a 36-month period of performance, to begin on October 1, 2018.

The actual number of awards may vary based on the number and quality of applications submitted for each category. The following breakdown provides funding estimates by category:

• Category 1: Implementation Or Expansion of BWC through Sate or Regional Consortia– BJA estimates that 5 awards will be made in this category for a total of $7,000,000.

• Category 2: Implementation Or Expansion of BWC Programs for Mid-sized Agencies – BJA estimates that 12 awards will be made in this category for a total of $4,000,000.

• Category 3: Implementation Or Expansion of BWC Programs for Large Agencies – BJA estimates that 8 awards will be made in this category for a total of $6,000,000.

• Category 4: Implementation Or Expansion of BWC Programs for Extra Large Agencies – BJA estimates that 3 awards will be made in this category for a total of $3,000,000.

BJA may, in certain cases, provide additional funding in future years to awards under this solicitation, through continuation awards. In making decisions regarding continuation awards, OJP will consider, among other factors, the availability of appropriations, OJP’s strategic priorities, and OJP’s assessment of both the management of the award (for example, timeliness and quality of progress reports), and 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 Award BJA expects to make any award under this solicitation in the form of a grant. See Administrative, National Policy, and Other Legal Requirements, under Section F. Federal Award Administration Information, for a brief discussion of important statutes, regulations, and award conditions that apply to many (or in some cases, all) OJP grants.

Financial Management and System of Internal Controls Award recipients and subrecipients (including recipients or subrecipients that are pass-through entities5) must, as described in the Part 200 Uniform Requirements6 as set out at 2 C.F.R.

200.303:

(a) Establish and maintain effective internal control over the Federal award that provides reasonable assurance that [the recipient (and any subrecipient)] is managing the Federal award in compliance with Federal statutes, regulations, and the terms and conditions of the Federal award. These internal controls

5 For purposes of this solicitation, the phrase “pass-through entity” includes any recipient or subrecipient that provides a subaward ("subgrant”) to a subrecipient (subgrantee) to carry out part of the funded award or program. Additional information on proposed subawards is listed under What an Application Should Include, Section D of this solicitation.

6 The "Part 200 Uniform Requirements” means the DOJ regulation at 2 C.F.R Part 2800, which adopts (with certain modifications) the provisions of 2 C.F.R. Part 200.

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.

(c) Evaluate and monitor [the recipient’s (and any subrecipient’s)] compliance with statutes, 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 recipient (or any subrecipient)] considers sensitive consistent with applicable Federal, state, local, and tribal laws regarding privacy and obligations of confidentiality.

To help ensure that applicants understand the applicable administrative requirements and cost principles, OJP encourages prospective applicants to enroll, at no charge, in the DOJ Grants

Financial Management Online Training, available at https://ojpfgm.webfirst.com. (This training is required for all OJP award recipients.)

Also, applicants should be aware that OJP collects information from applicants on their financial management and systems of internal controls (among other information) which is used to make award decisions. Under Section D. Application and Submission Information, applicants may access and review a questionnaire – the OJP Financial Management and System of Internal Controls Questionnaire – that OJP requires all applicants (other than an individual applying in his/her personal capacity) to download, complete, and submit as part of the application.

Budget Information

Cost Sharing or Matching Requirement (cash or in-kind) Federal funds awarded under this solicitation may not cover more than 50 percent of the total costs of the project. An applicant must identify the source of the 50 percent non-federal portion7 of the total project costs and how it will use match funds. If an award recipient’s proposed match exceeds the required match amount, and OJP approves the budget, the total match amount incorporated into the approved budget becomes mandatory and subject to audit. (“Match” funds may be used only for purposes that would be allowable for the federal funds.) Recipients may satisfy this match requirement with either cash or in-kind services. See the DOJ Grants Financial Guide at https://ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.3b.htm for examples of “in-kind” services. The formula for calculating the match is:

7 Indian tribes and tribal organizations that otherwise are eligible for an award may be able to apply certain types of funds received from the federal government (for example, certain funds received under an Indian "self-determination contract") to satisfy all or part of a required "non-federal" match.

https://ojpfgm.webfirst.com/ https://ojp.gov/funding/Apply/Resources/FinancialCapability.pdf https://ojp.gov/funding/Apply/Resources/FinancialCapability.pdf https://ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.3b.htm

Federal Award Amount = Adjusted (Total) Project Costs Federal Share Percentage

Required Recipient’s Share Percentage x Adjusted Project Cost = Required Match

Example: 50% match requirement: for a federal award amount of $350,000, calculate match as follows:

$350,000 = $700,000 50% x $700,000 = $350,000 match 50%

For additional information on cost sharing and match, see the DOJ Grants Financial Guide at https://ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.3b.htm.

Pre-award Costs (also known as Pre-agreement Costs) Pre-agreement costs are costs incurred by the applicant prior to the start date of the period of performance of the federal award.

OJP does not typically approve pre-award costs; an applicant must request and obtain the prior written approval of OJP for all such costs. All such costs incurred prior to award and prior to approval of the costs are incurred at the sole risk of the applicant. (Generally, no applicant should incur project costs before submitting an application requesting federal funding for those costs.) Should there be extenuating circumstances that make it appropriate for OJP to consider approving pre-award costs, the applicant may contact…