oppBJA-2018-14643-cfda16.827-cidBJA-2018-14647-instructions..pdf

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 to provide training and technical assistance to support the Justice Accountability Initiative (JAI) that seeks to (1) develop and implement automated risk prediction tools and needs assessments to determine who may reoffend; and (2) build or improve integrated data-sharing and data-analysis capacity and notification systems. This program furthers the Department’s mission by reducing crime and recidivism.

Justice Accountability Initiative:

National Training and Technical Assistance to support pilot projects using data-driven systems to reduce crime and recidivism

FY 2018 Competitive Grant Announcement

Applications Due: July 30, 2018

Eligibility

Eligible applicants are national scope private and nonprofit organizations (including tribal nonprofit or for-profit organizations), colleges and universities, both public and private (including tribal institutions of higher education), law enforcement agencies, technical assistance providers, and subject matter experts that can provide technical assistance and training to support activities under the Justice Accountability Initiative (JAI).

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 program.

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-2018-14643

BJA may elect to fund applications submitted under this fiscal year (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 5:00 p.m. eastern time on July 30, 2018.

To be considered timely, an application must be submitted by the application 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.

Grants.gov number assigned to this solicitation: BJA-2018-14643

Release date: June 28, 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

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

Cost Sharing or Matching Requirement

Pre-agreement Costs (also known as Pre-award 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 A: Performance Measures Table

Appendix B: Application Checklist

Justice Accountability Initiative (JAI):

National Training and Technical Assistance to support pilot projects using data-driven systems to reduce crime and recidivism

(CFDA #16.827)

A. Program Description

Overview The Justice Accountability Initiative (JAI) is a data-driven approach that can help state, local, and tribal criminal justice agencies analyze, understand, and address reducing recidivism and crime. The overall goal of JAI is to reduce crime by reducing the risk of recidivism, particularly violent recidivism. State and local agencies can accomplish this goal by creating and improving risk prediction tools2, needs assessments and supervision plans, and building data-sharing and notification systems across criminal justice stakeholders. These strategies will also save in costs and improve operational efficiencies that can be reinvested in proven strategies to reduce crime and recidivism.

Statutory Authority: Awards under this solicitation will be made with funds provided through the Consolidated Appropriations Act, 2018, Public Law No. 115-141, 132 Stat 348, 422.

Program-specific Information Under the enacted appropriations language, the Justice Reinvestment Initiative (JRI) is to fund “activities related to criminal justice reform and recidivism reduction.” The Justice Accountability Initiative has been developed to meet the JRI goals to reduce recidivism and reform the criminal justice system by improving the effectiveness of risk assessments and to be more data-driven system-wide.

BJA is seeking applications for two to three national training and technical assistance (TTA) providers to support the goal and objectives of its JAI program. TTA award recipients will provide technical assistance and training directly to sites that have received JAI awards. TTA award recipients may either provide the technical assistance or collaborate with an outside expert with relevant experience to perform portions of the work.

2 For purposes of this solicitation, the phrase “risk prediction tool” refers to tools that are automated, computerized, and use a machine learning algorithm or random forest modeling or another algorithm that is of comparable rigor, and not a linear regression model or actuarial methods. “Risk prediction tool” is not to be mistaken with more commonly used “risk assessment tools” including, COMPAS, ORAS, IORNS, WRN, STRONG, etc.

Objectives and Deliverables The objectives of the JAI training and technical assistance providers are:

• Assist JAI sites reduce crime by reducing the risk of recidivism, particularly violent offender recidivism, by developing and implementing improved, more scientifically rigorous, and automated risk prediction tools (based on algorithms) and capabilities (needs assessments and supervision plans). (Category 1)

• Support JAI sites develop comprehensive and integrated data-sharing and notification systems about violent offenders being released into their communities, build data-analysis systems, and create a model of cooperation between probation and local law enforcement to implement this notification system. (Category 2)

The applicant must have extensive knowledge of business management and operations processes and research methodology and statistical analysis techniques, and must be familiar with the factors, issues, and processes that drive crime and the criminal justice system, particularly at the state and local levels. Specifically, the applicant should demonstrate knowledge and experience in the following areas:

• Assist JAI sites with risk prediction tools, needs assessment, and supervision plan development and improvement.

• Assist organizations with management and operations consulting, develop efficient and efficacious processes and procedures for sharing information and integrating systems.

• Assist organizations with building their data-sharing and notification capacity and improve the quality of deliverables produced.

• Provide technical assistance, consultation, research, and support.

• Design and provide skill-building and program implementation trainings.

• Help criminal justice agencies define their needs for planning, implementing, and evaluating risk prediction tools, data-sharing and notification systems

• Evaluate the impact of the JAI project on crime reduction and recidivism and publish a report on findings

• Direct onsite visits.

• Collect data and publish criminal justice-related surveys and materials.

The applicant may select one or more of the following focus areas for its application and is not limited to the choices below:

Category 1: Develop, improve, and implement risk prediction tools and capabilities, and align needs assessments, supervision policies, and plans with these systems to reduce recidivism and violent crime. BJA-2018-14646

While use of risk assessment tools has become wide spread, the effectiveness and objectivity of these tools could be improved, updated, or better utilized. JAI aims to improve the effectiveness and efficacy of existing risk assessments to become more scientifically accurate.

More comprehensive, scientifically driven, and algorithm-driven risk prediction tools (based on learning models) can improve the accuracy of prediction rates and inform more targeted and customized supervision plans. In addition, it is possible to deter and prevent crime and reduce recidivism by supporting the development and implementation of more rigorous risk prediction tools and needs assessments to inform supervision plans that move away from a one-size-fits-all approach to more stratified and targeted supervision strategies.

The TTA can include the following:

• Survey JAI grantee sites to determine the kinds of technical assistance needed (e.g., assistance with research or data collection methods, use of interagency agreements, or assessing and improving data quality) and determine the best modes for delivering assistance.

Risk Assessment tool (50 percent of the overall project)

• Conduct a review and evaluation of existing risk assessment tools and uses of the tools with

JAI sites, evaluating their effectiveness and impact on the reduction of crime and recidivism.

The award recipient will work with stakeholders in the community to develop collaborative partnerships that will identify what gaps exist that impede effective data collection and/or the barriers to more accurate assessment.

• Help JAI sites develop and/or improve their risk prediction tools, making them more rigorous and objective by adding more comprehensive data to the algorithm. Work with grant recipients on tool development and data analysis. Data input for the tool’s development should be comprehensive and include data provided from probation, parole, sheriff’s departments, law enforcement agencies, and corrections departments.

• Prepare an evaluation plan for measuring project effectiveness in achieving the identified outcomes. The evaluation plan must link the proposed activities to the objectives, core measures, and anticipated outcomes and outputs—with an emphasis on outcomes.

• Consult on a plan for how agencies will fully update and implement the risk prediction tool, and provide the necessary process and policy changes to support the updated system.

• Enhance processes and procedures to increase efficiencies and reduce time, duplication, and waste.

Needs Assessment (25 percent of the overall project)

• Help conduct a review of existing needs assessment tools and processes, to evaluate their impact on crime and recidivism.

• Assist with adopting or improving a needs assessment tool.

• Help develop a plan for how agencies will fully update and implement the needs assessment tool, and provide the necessary process and policy changes to support the updated system.

Supervision plans (25 percent of the overall project)

• Advise on the supervision plan’s development and policies that would align with the improved or newly created risk prediction tool.

• Develop training for staff use of the tools, ensuring optimal implementation of all new or updated tools and capabilities.

• Develop a training and technical assistance process to address weaknesses and areas needing improvement for JAI sites’ deliverables.

• Develop and maintain up-to-date statistics and presentations showing the progress of JAI.

Category 2: Develop comprehensive and integrated data-sharing and notification systems for violent offenders being released into their communities (e.g., between corrections and probation and law enforcement). BJA-2018-14647

The TTA can include the following:

• Survey JAI sites to determine the kinds of technical assistance needed (e.g., assistance with research or data collection methods, notification system development, use of interagency agreements, or assessing and improving data quality) and determine the best modes for delivering assistance.

• Identify gaps in data-sharing, integration, analysis, and notification capabilities that can be enhanced by building the data-sharing infrastructure.

Data-sharing and notification system (50 percent of the overall project)

• Help JAI sites build integrated data-sharing systems to determine an appropriate and accountable violent offender notification, monitoring, and supervision case plan. Data input should be comprehensive and include data provided from probation, parole, sheriff’s departments, law enforcement agencies, corrections departments, and court systems.

• Develop training for staff use of the systems, ensuring optimal implementation.

• Prepare an evaluation plan for measuring the project’s effectiveness in achieving the identified outcomes. The evaluation plan must link the proposed activities to the objectives, core measures, and anticipated outcomes and outputs—with an emphasis on outcomes.

• Develop a training and technical assistance process to address weaknesses and areas needing improvement for JAI sites’ deliverables. Assist JAI sites in developing training protocols and procedures for staff use of the data-sharing system to ensure optimal implementation of the system’s capabilities.

• Consult on a plan for how agencies will fully update and implement the data-sharing systems and provide the necessary process and policy changes to support the updated system. Enhance processes and procedures to increase efficiencies and reduce time, duplication, and waste.

• Work with JAI sites on an offender notification, monitoring, and supervision strategy to assess how the impact of the data-sharing system on crime, recidivism, and public safety will be evaluated.

• Stress the importance of an integrated community- and system-based data-sharing approach that includes several stakeholders in the criminal justice system. Comprehensive approaches to reduce crime and recidivism and enhance public safety through the integration of data systems should include elements such as proactive policing and officer safety, the delivery of social service services, and offender supervision.

Build data analysis capacity (50 percent of the overall project)

• Help JAI sites build their data analysis capacities and improve justice system partners’ abilities to produce a cross-system analysis that provides a better understanding of the contributions of pretrial, probation, parole, reentry, and other services to crime trends.

Diagnose and address problems as they arise or share dashboards, and conduct social network analysis.

• Assist in developing, implementing, and testing approaches to consistently gather and validate intelligence collected in jails and prisons (e.g., security threat groups). Develop and implement plans to respond to this intelligence.

• Evaluate the impact of information and intelligence sharing and response strategies.

• Help gather or link multiple data systems to improve the implementation of risk and other assessments; identify offenders at high risk of committing violent crime.

• Enhance technology systems to improve the security, confidentiality, and efficiency of such systems with regard to the data stored in them.

• Provide a plan for how the agency will fully utilize the systems.

• Work on at least one assessment of the data-sharing and notification capabilities, measuring its effect on public safety and recidivism.3

• Develop and maintain up-to-date JAI-wide statistics and presentations showing the progress of the JAI project.

Data Analysis

• A comprehensive analysis and evaluation should include an analysis of reported crime and arrest data (crime and arrest rates, conviction rates, probation, parole, prison and jail populations) across crime types, including violent crime, which is based on up-to-date local data, as available, and recidivism rates, and how the development and use of the risk prediction tools have affected these rates

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 OJP may conduct or support an evaluation of the programs and activities funded under this solicitation. Recipients and subrecipients 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.

3 Examples of such assessments include Mandatory Reentry Supervision: Evaluating the Kentucky Experience and Reducing Incarceration for Technical Violations in Louisiana.

https://www.crimesolutions.gov/ http://www.pewtrusts.org/%7E/media/Assets/2014/06/PSPP_Kentucky_brief.pdf http://www.pewtrusts.org/%7E/media/Assets/2014/06/PSPP_Kentucky_brief.pdf http://www.pewtrusts.org/%7E/media/assets/2014/11/psppreducingincarcerationfortechnicalviolationsinlouisiana.pdf

B. Federal Award Information

Category 1 BJA expects to make one award under Category 1, the amount of which will depend on the number of sites proposed to be served, and may range from $1,000,000 to $2,000,000. The period of performance for the Category 1 award will be 24 months, to begin on or about October 1, 2018.

Category 2 BJA expects to make up to two awards under Category 2, the amount of which will vary depending on the number of sites proposed to be served and may range from $1,000,000 to $2,000,000, with an estimated total amount awarded of up to $2,000,000. The period of performance for Category 2 awards will be 24 months, to begin on or about October 1, 2018.

Type of Award BJA expects to make any award under this solicitation in the form of a cooperative agreement, which is a type of award that provides for OJP to have substantial involvement in carrying out award activities. See Administrative, National Policy, and Other Legal Requirements, under Section F. Federal Award Administration Information, for a brief discussion of what may constitute substantial federal involvement.

Financial Management and System of Internal Controls Award recipients and subrecipients (including recipients or subrecipients that are pass-through entities4) must, as described in the Part 200 Uniform Requirements5 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 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.

4 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 4c of this solicitation.

5 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.

(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 Award recipients under Category 2 are expected to pass through up to $500,000 per site via subaward grants to state jurisdictions that have enacted JAI policy changes to assist in implementation. Accordingly, budgets for Category 2 must include the maximum amount per site (i.e., Category 2 applications must reserve $500,000 per site anticipated to be served in implementation). Pass-through funding recipients and amounts must be approved by BJA before being committed.

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

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-agreement Costs (also known as Pre-award 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-agreement 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-agreement costs, the applicant may contact the point of contact listed on the title page of this solicitation for the requirements concerning written requests for approval. If approved in advance by OJP, award funds may be used for pre-agreement costs, consistent with the recipient’s approved budget and applicable cost principles. See the section on Costs Requiring Prior Approval in the DOJ Grants Financial Guide at https://ojp.gov/financialguide/DOJ/index.htm for more information.

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 https://ojp.gov/financialguide/DOJ/index.htm

Limitation on Use of Award Funds for Employee Compensation; Waiver With respect to any award of more than $250,000 made under this solicitation, a recipient may not use federal funds to pay total cash compensation (salary plus cash bonuses) to any employee of the recipient at a rate that exceeds 110 percent of the maximum annual salary payable to a member of the federal government’s Senior Executive Service (SES) at an agency with a Certified SES Performance Appraisal System for that year.6 The 2018 salary table for SES employees is available on the Office of Personnel Management website at https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/18Tables/exec/html/ES.aspx. Note: A recipient may compensate an employee at a greater rate, provided the amount in excess of this compensation limitation is paid with non-federal funds. (Non-federal funds used for any such additional compensation will not be considered matching funds, where match requirements apply.) If only a portion of an employee's time is charged to an OJP award, the maximum allowable compensation is equal to the percentage of time worked times the maximum salary limitation.

The Assistant Attorney General for OJP may exercise discretion to waive, on an individual basis, this limitation on compensation rates allowable under an award. An applicant that requests a waiver should include a detailed justification in the Budget Narrative of its application. An applicant that does not submit a waiver request and justification with its application should anticipate that OJP will require the applicant to adjust and resubmit the budget.

The justification should address, in the context of the work the individual would do under the award, the particular qualifications and expertise of the individual, the uniqueness of a service the individual will provide, the individual’s specific knowledge of the proposed program or project, and a statement that explains whether and how the individual’s salary under the award would be commensurate with the regular and customary rate for an individual with his/her qualifications and expertise, and for the work he/she would do under the award.

Prior Approval, Planning, and Reporting of Conference/Meeting/Training Costs OJP strongly encourages every applicant that proposes to use award funds for any conference-, meeting-, or training-related activity (or similar event) to review carefully—before submitting an application—the OJP and DOJ policy and guidance on approval, planning, and reporting of such events, available at https://www.ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.10a.htm. OJP policy and guidance (1) encourage minimization of conference, meeting, and training costs; (2) require prior written approval (which may affect project timelines) of most conference, meeting, and training costs for cooperative agreement recipients, as well as some conference, meeting, and training costs for grant recipients; and (3) set cost limits, which include a general prohibition of all food and beverage costs.

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

6 OJP does not apply this limitation on the use of award funds to the nonprofit organizations listed in Appendix VIII to 2 C.F.R. Part 200.

https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/18Tables/exec/html/ES.aspx https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/salary-tables/18Tables/exec/html/ES.aspx https://www.ojp.gov/financialguide/DOJ/PostawardRequirements/chapter3.10a.htm

For additional information, see the "Civil Rights Compliance" section under “Overview of Legal Requirements Generally Applicable to OJP Grants and Cooperative Agreements - FY 2018 Awards” in the OJP Funding Resource Center at https://ojp.gov/funding/index.htm.

C. Eligibility Information For eligibility information, see title page.

For information on cost sharing or match requirements, see Section B. Federal Award Information.

D. Application and Submission Information

What an Application Should Include This section describes in detail what an application should include. An applicant should anticipate that if it fails to submit an application that contains all of the specified elements, it may negatively affect the review of its application; and, should a decision be made to make an award, it may result in the inclusion of award conditions that preclude the recipient from accessing or using award funds until the recipient satisfies the conditions and OJP makes the funds available.

Moreover, an applicant should anticipate that an application that OJP determines is nonresponsive to the scope of the solicitation, or that OJP determines does not include the application elements that BJA has designated to be critical, will neither proceed to peer review, nor receive further consideration. For this solicitation, BJA has designated the following application elements as critical: Program Narrative, Budget Detail Worksheet and Budget Narrative, résumés/curricula vitae of key personnel, and examples of work products.

NOTE: OJP has combined the Budget Detail Worksheet and Budget Narrative in a single document collectively referred to as the Budget Detail Worksheet. See “Budget Information and Associated Documentation” below for more information about the Budget Detail Worksheet and where it can be accessed.

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

Please review the “Note on File Names and File Types” under How To Apply to be sure applications are submitted in permitted formats.

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

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

https://ojp.gov/funding/Explore/LegalOverview/index.htm https://ojp.gov/funding/index.htm

To avoid processing delays, an applicant must include an accurate legal name on its SF-

424. On the SF-424, current OJP award recipients, when completing the field for “Legal Name” (box 8a), should use the same legal name that appears on the prior year award document (which is also the legal name stored in OJP’s financial system.) Also, current recipients should enter the Employer Identification Number (EIN) in box 8b exactly as it appears on the prior year award document. An applicant with a current, active award(s) must ensure that its GMS profile is current. If the profile is not current, the applicant should submit a Grant Adjustment Notice updating the information on its GMS profile prior to applying under this solicitation.

A new applicant entity should enter its official legal name in box 8a, its address in box 8d, its EIN in box 8b, and its Data Universal Numbering System (DUNS) number in box 8c of the SF-424. A new applicant entity should attach official legal documents to its application (e.g., articles of incorporation, 501(c)(3) status documentation, organizational letterhead, etc.) to confirm the legal name, address, and EIN entered into the SF-424. OJP will use the System for Award Management (SAM) to confirm the legal name and DUNS number entered in the SF-424; therefore, an applicant should ensure that the information entered in the SF-424 matches its current registration in SAM. See the How To Apply section for more information on SAM and DUNS numbers.

Intergovernmental Review: This solicitation ("funding opportunity") is not subject to Executive Order 12372. (In completing the SF-424, an applicant is to answer question 19 by selecting the response that the “Program is not covered by E.O. 12372.”)

2. Project Abstract

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

• Written for a general public audience.

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

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

• Include the legal name of the applicant and the project’s title, goals, design elements, and proposed deliverables

As a separate attachment, the project abstract will not count against the page limit for the program narrative. BJA requests that the abstract be submitted as a text file, such as Word .doc format.

3. Program Narrative The program narrative should be double-spaced, using a standard 12-point font (Times New Roman preferred); have no less than 1-inch margins; and should not exceed 20 pages.

Pages should be numbered “1 of 20,” “2 of 20,” etc. If the program narrative fails to comply with these length-related restrictions, BJA may consider such noncompliance in peer review and in final award decisions.

https://www.archives.gov/federal-register/codification/executive-order/12372.html

The following sections should be included as part of the program narrative7:

a. Description of the Issue

b. Project Design and Implementation

c. Capabilities and Competencies

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

OJP will require each successful applicant to submit regular performance data that demonstrate the results of the work carried out under the award (see “General Information about Post-Federal Award Reporting Requirements” in Section F. Federal Award Administration Information). The performance data directly relate to the objectives and deliverables identified under "Objectives and Deliverables" in Section A. Program Description.

Performance measures for this solicitation are listed in Appendix A: Performance Measures Table.

Applicants should visit OJP’s performance measurement page at www.ojp.gov/performance for an overview of performance measurement activities at

OJP.

The application should demonstrate the applicant’s understanding of the performance data reporting requirements for this grant program and detail how the applicant will gather the required data should it receive funding.

Please note that applicants are not required to submit performance data with the application. Performance measures information is included as an alert that successful applicants will be required to submit performance data as part of the reporting requirements under an award.

Award recipients will be required to submit performance metric data quarterly through BJA’s online Training and Technical Assistance Reporting Portal located at www.bjatraining.org.

Note on Project Evaluations An applicant that proposes to use award funds through this solicitation to conduct project evaluations should be aware that certain project evaluations (such as systematic investigations designed to develop or contribute to generalizable knowledge) may constitute “research” for purposes of applicable DOJ human subjects protection regulations. However, project evaluations that are intended only to generate internal improvements to a program or service, or are conducted only to meet OJP’s performance measure data reporting requirements, likely do not constitute “research.” Each applicant should provide sufficient information for OJP to determine whether the particular project it proposes would either intentionally or unintentionally

7 For information on subawards (including the details on proposed subawards that should be included in the application), see "Budget and Associated Documentation" under Section D. Application and Submission Information.

https://www.ojp.gov/performance http://www.bjatraining.org/ collect and/or use information in such a way that it meets the DOJ definition of research that appears at 28 C.F.R. Part 46 (“Protection of Human Subjects”).

“Research,” for purposes of human subjects protection for OJP-funded programs, is defined as “a systematic investigation, including research development, testing and evaluation, designed to develop or contribute to generalizable knowledge.” 28 C.F.R. 46.102(d).

For additional information on determining whether a proposed activity would constitute research for purposes of human subjects protection, applicants should consult the decision tree in the “Research and the protection of human subjects” section of the “Requirements related to Research” webpage of the "Overview of Legal Requirements Generally Applicable to OJP Grants and Cooperative Agreements - FY 2018 Awards," available through the OJP Funding Resource Center at https://ojp.gov/funding/index.htm. Every prospective applicant whose application may propose a research or statistical component also should review the “Data Privacy and Confidentiality Requirements” section on that webpage.

4. Budget and Associated Documentation The Budget Detail Worksheet and the Budget Narrative are now combined in a single document collectively referred to as the Budget Detail Worksheet. The Budget Detail Worksheet is a user-friendly, fillable, Microsoft Excel-based document designed to calculate totals. Additionally, the Excel workbook contains worksheets for multiple budget years that can be completed as necessary. All applicants should use the Excel version when completing the proposed budget in an application, except in cases where the applicant does not have access to Microsoft Excel or experiences technical difficulties. If an applicant does not have access to Microsoft Excel or experiences technical difficulties with the Excel version, then the applicant should use the 508-compliant accessible Adobe Portable Document Format (PDF) version.

Both versions of the Budget Detail Worksheet can be accessed at https://ojp.gov/funding/Apply/Forms/BudgetDetailWorksheet.htm.

a. Budget Detail Worksheet

The Budget Detail Worksheet should be mathematically sound and include clear calculations for the applicant’s estimate of all costs.

The Budget Detail Worksheet should provide the detailed computation for each budget line item, listing the total cost of each and showing how it was calculated by the applicant. For example, costs for personnel should show the annual salary rate and the percentage of time devoted to the project for each employee paid with grant funds. The Budget Detail Worksheet should present a complete itemization of all proposed costs.

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

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

An applicant should demonstrate in its budget narrative how it will maximize cost effectiveness of award expenditures. Budget narratives should generally describe cost effectiveness in relation to potential alternatives and the goals of the project. For example, a https://ojp.gov/funding/Explore/LegalOverview/ResearchRelatedRequirements.htm https://ojp.gov/funding/Explore/LegalOverview/ResearchRelatedRequirements.htm https://ojp.gov/funding/Explore/LegalOverview/index.htm https://ojp.gov/funding/Explore/LegalOverview/index.htm https://ojp.gov/funding/index.htm https://ojp.gov/funding/Apply/Forms/BudgetDetailWorksheet.htm https://ojp.gov/financialguide/DOJ/index.htm budget narrative should detail why planned in-person meetings are necessary, or how technology and collaboration with outside organizations could be used to reduce costs, without compromising quality.

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

c. Information on Proposed Sub-awards (if any), as well as on Proposed Procurement

Contracts (if any) Applicants for OJP awards typically may propose to make subawards. Applicants also may propose to enter into procurement contracts under the award.

Whether an action—for federal grants administrative purposes—is a subaward or procurement contract is a critical distinction as significantly different rules apply to sub-awards and procurement contracts. If a recipient enters into an agreement that is a sub-award of an OJP award, specific rules apply—many of which are set by federal statutes and DOJ regulations; others by award conditions. These rules place particular responsibilities on an OJP recipient for any subawards the OJP recipient may make. The rules determine much of what the written subaward agreement itself must require or provide. The rules also determine much of what an OJP recipient must do both before and after it makes a subaward. If a recipient enters into an agreement that is a procurement contract under an OJP award, a substantially different set of federal rules applies.

OJP has developed the following guidance documents to help clarify the differences between subawards and procurement contracts under an OJP award and outline the compliance and reporting requirements for each. This information can be accessed online at https://ojp.gov/training/training.htm.

• Subawards under OJP Awards and Procurement Contracts under Awards: A Toolkit for OJP Recipients.

• Checklist to Determine Subrecipient or Contractor Classification.

• Sole Source Justification Fact Sheet and Sole Source Review Checklist.

In general, the central question is the relationship between what the third-party will do under its agreement with the recipient and what the recipient has committed (to OJP) to do under its award to further a public purpose (e.g., services the recipient will provide, products it will develop or modify, research or evaluation it will conduct). If a third party will provide some of the services the recipient has committed (to OJP) to provide, will develop or modify all or part of a product the recipient has committed (to OJP) to develop or modify, or will conduct part of the research or evaluation the recipient has committed (to OJP) to conduct, OJP will consider the agreement with the third party a subaward for purposes of federal grants administrative requirements.

This will be true even if the recipient, for internal or other non-federal purposes, labels or treats its agreement as a procurement, a contract, or a procurement contract. Neither the title nor the structure of an agreement determines whether the agreement—for purposes of federal grants administrative requirements—is a subaward or is instead a procurement http://links.govdelivery.com/track?type=click&enid=ZWFzPTEmbXNpZD0mYXVpZD0mbWFpbGluZ2lkPTIwMTcwNzE3Ljc1OTkyNjAxJm1lc3NhZ2VpZD1NREItUFJELUJVTC0yMDE3MDcxNy43NTk5MjYwMSZkYXRhYmFzZWlkPTEwMDEmc2VyaWFsPTE3MDc5NDk3JmVtYWlsaWQ9bHVjeS5tdW5nbGVAb2pwLnVzZG9qLmdvdiZ1c2VyaWQ9bHVjeS5tdW5nbGVAb2pwLnVzZG9qLmdvdiZ0YXJnZXRpZD0mZmw9Jm12aWQ9JmV4dHJhPSYmJg==&&&100&&&https://ojp.gov/training/training.htm http://links.govdelivery.com/track?type=click&enid=ZWFzPTEmbXNpZD0mYXVpZD0mbWFpbGluZ2lkPTIwMTcwNzE3Ljc1OTkyNjAxJm1lc3NhZ2VpZD1NREItUFJELUJVTC0yMDE3MDcxNy43NTk5MjYwMSZkYXRhYmFzZWlkPTEwMDEmc2VyaWFsPTE3MDc5NDk3JmVtYWlsaWQ9bHVjeS5tdW5nbGVAb2pwLnVzZG9qLmdvdiZ1c2VyaWQ9bHVjeS5tdW5nbGVAb2pwLnVzZG9qLmdvdiZ0YXJnZXRpZD0mZmw9Jm12aWQ9JmV4dHJhPSYmJg==&&&101&&&https://ojp.gov/training/pdfs/Subaward-Procure-Toolkit-D.pdf http://links.govdelivery.com/track?type=click&enid=ZWFzPTEmbXNpZD0mYXVpZD0mbWFpbGluZ2lkPTIwMTcwNzE3Ljc1OTkyNjAxJm1lc3NhZ2VpZD1NREItUFJELUJVTC0yMDE3MDcxNy43NTk5MjYwMSZkYXRhYmFzZWlkPTEwMDEmc2VyaWFsPTE3MDc5NDk3JmVtYWlsaWQ9bHVjeS5tdW5nbGVAb2pwLnVzZG9qLmdvdiZ1c2VyaWQ9bHVjeS5tdW5nbGVAb2pwLnVzZG9qLmdvdiZ0YXJnZXRpZD0mZmw9Jm12aWQ9JmV4dHJhPSYmJg==&&&101&&&https://ojp.gov/training/pdfs/Subaward-Procure-Toolkit-D.pdf http://links.govdelivery.com/track?type=click&enid=ZWFzPTEmbXNpZD0mYXVpZD0mbWFpbGluZ2lkPTIwMTcwNzE3Ljc1OTkyNjAxJm1lc3NhZ2VpZD1NREItUFJELUJVTC0yMDE3MDcxNy43NTk5MjYwMSZkYXRhYmFzZWlkPTEwMDEmc2VyaWFsPTE3MDc5NDk3JmVtYWlsaWQ9bHVjeS5tdW5nbGVAb2pwLnVzZG9qLmdvdiZ1c2VyaWQ9bHVjeS5tdW5nbGVAb2pwLnVzZG9qLmdvdiZ0YXJnZXRpZD0mZmw9Jm12aWQ9JmV4dHJhPSYmJg==&&&102&&&https://ojp.gov/training/pdfs/Subrecipient-Procure-cklist-B.pdf http://links.govdelivery.com/track?type=click&enid=ZWFzPTEmbXNpZD0mYXVpZD0mbWFpbGluZ2lkPTIwMTcwNzE3Ljc1OTkyNjAxJm1lc3NhZ2VpZD1NREItUFJELUJVTC0yMDE3MDcxNy43NTk5MjYwMSZkYXRhYmFzZWlkPTEwMDEmc2VyaWFsPTE3MDc5NDk3JmVtYWlsaWQ9bHVjeS5tdW5nbGVAb2pwLnVzZG9qLmdvdiZ1c2VyaWQ9bHVjeS5tdW5nbGVAb2pwLnVzZG9qLmdvdiZ0YXJnZXRpZD0mZmw9Jm12aWQ9JmV4dHJhPSYmJg==&&&103&&&https://ojp.gov/training/pdfs/Sole-Source-FactSheet-C.pdf contract under an award. The substance of the relationship should be given greater consideration than the form of agreement between the recipient and the outside entity.

1. Information on proposed subawards A…